36C25626Q0795_1.docx

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GENERAL INFORMATION

G.V. (Sonny) Montgomery VAMC

1500 E. Woodrow Wilson Dr.

Jackson MS 39216

POINT OF CONTACT*

Contract Specialist Jennifer Stasher Jennifer.Stasher@va.gov 601-206-7052

PLACE OF PERFORMANCE

VHSO VA Medical Center

1100 North College Ave.

Fayetteville AR

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Please see attached 36C25626Q0795.

PERFORMANCE WORK STATEMENT

1. EQUIPMENT IDENTIFICATION and FEATURES OF COVERAGE:

251039

I. OEM - Original Equipment Manufacture

3. CONFORMANCE STANDARDS:

Contract service shall ensure that the equipment functions in conformance with the specifications used when the equipment was procured by the VAMC, and any upgrades/updates, as well as following most current published standards/ specifications/regulations:

Manufacturer’s specifications, Association for the Advancement of Medical Instrumentation (AAMI), Joint Commission for the Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Agency 99 (NFPA-99), Center for Device and Radiological Health (CDRH), Original Equipment Manufacturer (OEM), American Hospital Association (AHA), Institute of Electrical And Electronic Engineers (IEEE), Underwriters Laboratories (UL) ,Occupational Safety and Health Administration (OSHA), College of American Pathologists (CAP), American College of Radiology (ACR), VAMC standard operating procedures, and any other Federal, State, and Local regulations pertaining to the equipment listed for this contract.

NOTE: - Hardware/software update/upgrade installations that must be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the COR).

C. Federal Holidays observed by the VAMC are:

New Years' Day Martin Luther King Day Presidents' Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans' Day Thanksgiving Day Christmas Day

In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President’s Proclamation

B. Parts that are damaged as a result of Government misuse, including but not limited to improper handling such as fittings, blood pump rollers and housing assemblies, are not covered under the services described in the contract and will be repaired at the Contractor's service rates then in effect.

F. Contractor shall provide mandatory safety and performance-related updates released by the OEM to cover equipment and software updates compatible with existing hardware within sixty (60) days of the update release.

D. Parts that are damaged as a result of Government misuse, including but not limited to improper handling such as fittings, blood pump rollers and housing assemblies, are not covered under the services described in the contract and will be repaired at the Contractor's service and material rates then in effect.

D. Travel for any and all service and preventative maintenance covered within this contract shall be covered by the Contractor and shall not be reimbursed by the CO, VAMC, COR or any of its and/or their associates, employees or descendants under any conditions or circumstances.

9. SERVICE MANUALS/TOOLS/EQUIPMENT:

The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the COR upon request.

10. TEST EQUIPMENT:

The contractor shall provide copies of current equipment calibration certificates to the COR upon request. All test equipment calibration shall be traceable to a national standard.

11. MOBILE MEDIA SCANNING: The Contractor will identify if removable media (i.e. USB or DVD/CD Device) is required to perform his/her duties. Personally owned USB thumb drive utilization is prohibited. Non-VA support personnel must furnish their own FIPS140-2 or higher certified USB thumb drives, and only with the permission of a designated VA supervisor. All USB drives must be scanned with an antivirus program running current virus definitions by the local VA staff, prior to connection to any VA device. COR or designee will ensure the removable media is scanned with anti-virus software running current virus definitions prior to connection to any medical device system. The computer system for scanning removable media is in the Biomedical Engineering shop, Building 100, Room BA200.

13. DOCUMENTATION/REPORTS:

FSE shall complete a full-service report, in writing, after each service call (emergency or scheduled) and submit either a hard copy or an electronic version of this report to the COR within 5 days after the service day.

The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., Emergency repairs) procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with Section 3, Conformance Standards, or the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in the Conformance Standards section. The ESR will consist of a separate PM report for the item(s) covered under the "specific" contract. Grouping different equipment from different contracts on "one" ESR is prohibited. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail:

NOTE: - Any additional charges claimed must be approved by the COR before service is started or commences!

15. REPORTING REQUIREMENTS:

The Contractor shall be required to report to Biomedical Engineering to log in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COR. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature". If the COR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR).

16. PAYMENT: All invoices shall be submitted in arrears, properly prepared in accordance with FAR 52.212-4, contain sufficient details, and match with the service tickets for the work rendered.

A. Invoices

Payments will be made in accordance with the prompt payment act out of the Government annual appropriated funds obligated in a purchase order which will be issued after the contract is awarded.

18. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:

The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the covered equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.

20. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:

All Contractor personnel shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC and should only be done in designated smoking areas. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

22. PRIVACY/SECURITY:

The Contractor will need to access VA systems to perform software upgrades, preventative maintenance, and maintenance repairs.

The Contractor will have electronic connectivity to the devices and will have access to patient databases or receive screenshots with PHI present.

Any electronic or magnetic data storage devices such as hard drives, etc. shall be turned into the ISO. Electronic or magnetic data storage devices are not to be removed from VA property.

For the avoidance of doubt, parts that are damaged as a result of Government's misuse, including but not limited to improper handling such as fittings, blood pump rollers and housing assemblies, are not covered under the Services described in this Agreement and will be repaired at Contractor's service rates then in effect. This contract may be terminated by Contractor if, in the opinion of Contractor, the Covered Devices covered by this contract have been subjected to negligence, misuse, vandalism, fire, lightning, accident, dust, corrosion or flooding (spills), or if the Covered Devices have been altered or tampered with in any way or operated in a manner contrary to the manufacturer's published recommendations.

The Contractor's sole liability will be to replace defective parts in accordance with the terms hereof, and it shall not be liable for any contingent, indirect, special, incidental, punitive or consequential damages of any nature, including damages for lost profits, arising out of or in connection with the furnishing of Services hereunder, or the performance, use of or inability to use any Equipment, products or parts, or otherwise, whether based in contract, warranty, tort, including without limitation negligence, or any other legal or equitable theory. The Contractor's total liability for any claim or action shall not exceed the purchase price of the Services out of which such claim or action arose.

End of Performance Work Statement

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

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Sources Sought Notice