36C25720Q0758.docx

Contract Opportunity Sources Sought Notice

PRODUCT SERVICE CODE

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RESPONSE

DATE/TIME/ZONE

ARCHIVE

DAYS AFTER THE RESPONSE DATE

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NAICS CODE

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(POC Information Automatically Filled from User Profile Unless Entered)

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ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

Required Field Contract Opportunity Sources Sought Notice J099 Philips InVivo UroNav Maintenance 78229 36C25720Q0758 06-04-2020 15:00

CENTRAL TIME, CHICAGO, USA

N 811310 Department of Veterans Affairs VISN17 Network Contracting Activity 7400 Merton Minter Blvd. (10N17/90C) San Antonio TX 78229 pasquale.romano@va.gov

This is a Sources Sought Notice – Constitutes Market Research This is a sources sought notice for market research purposes only to determine the availability of potential businesses with capabilities to provide the services described below. Potential offerors are invited to provide feedback via e-mail to pasquale.romano@va.gov. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition.

Department of Veterans Affairs, Network contracting Office (NCO) 17 for the Veterans Integrated Service Network (VISN-17), on behalf of the Texas Valley Coastal Bend VA Health Care System (TVCBHCS) Police Service is conducting market research to determine if there are sufficient number of qualified vendors able to meet this requirement.

Potential contractors shall provide, at a minimum, the following:

1) Company name, address, point of contact, phone number, e-mail address, and DUNS number.

2) Anticipated North American Industry Classification System (NAICS) code is 811310, size standard is $8M.

3) Provide a brief capability and interest in providing services to STVHCS Radiology Service listed in the description below with enough information to determine if your company can meet the requirement (Max 2 pages). The Government is requesting a short statement regarding the company’s ability to provide the services outlined in the Statement of Work (SOW). Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.

This is a sources sought notice only. The information gathered from this request is for information and planning purposes only and will not be released. This does not constitute a solicitation. No solicitation is currently published, pending, or available. If a solicitation is issued, it will be issued at a later date. Responses to requests for information are not offers and cannot be accepted by the Government to form a binding contract. Vendor participation in this response or any informational session is not a promise of future business with the VA. The Government is not obligated, nor shall it pay for any information received from potential sources as a result of this Sources Sought Notice.

Note: I do not have access to the Contract Opportunities Interested Vendor List and therefore any and all interested parties must submit information to me and only me at email below. Responses shall be submitted to pasquale.romano@va.gov no later than 3:00 P.M., CDT, Thursday June 4, 2020. Fax or telephone calls will not be accepted.

Statement of Work (SOW) Radiology Services, South Texas Veterans Health Care System (STVHCS) San Antonio, Texas Scope of Work:

Contractor shall provide 24-hour, five-day a week customer service and a technician is to respond within four (4) hours once the call for service is reported. The technician must be an Original Equipment Manufacturer (OEM) trained and certified by InVivo Philips Corporation. Technical and operator applications support and assistance is to be available within 30 minutes of a telephone request for troubleshooting assistance. Services are to include electrical safety inspections, troubleshooting, repair, tune-ups, calibrations with certified calibration checks and replacement of defective parts with priority one-day shipping. Contractor must have an extensive US parts stocking and delivery network to minimize part delivery time. Contractor must have the ability to remotely download images from the equipment for applications use and troubleshooting. Contractor is to provide 100 percent of all services, parts hardware, proprietary software, and labor. Adherence to Joint Commission Accreditation Healthcare Organization (JCAHO) and Original Equipment Manufacturer’s standards is mandatory. The diagnostic imaging systems to be under service agreement are listed below: Unlimited technical support and clinical support a to repair, install basic Original Equipment Manufacturer (OEM) Proprietary Software, calibration and/or replace defective parts, for our InVivo UroNav Fusion Biopsy System.

1) InVivo UroNav Fusion Biopsy System Serial Number 186 (EE#: 145910) Located in the 2M clinic urology exam room. Room# M241 and Dynacad R3.5

2) InVivo UroNav Fusion Biopsy System Serial Number 94 (EE#: 146474) Located in RF room R201.1

Location:

South Texas Veterans Health Care Systems Audie L. Murphy Memorial Veterans Hospital 7400 Merton Minter Boulevard San Antonio, Texas 78229-4404

Conformance Standards:

All services provided under this contract must be performed in conformance with the Code of Federal Regulations Part 21, National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), and Original Equipment Manufacturer standards and specifications.

Hours of Work:

a. Hours of work for tune-ups and Emergency Repairs shall be during normal business hours, Monday through Friday. This excludes federal holiday or as otherwise arranged with the Contracting Officer Representative (COR).

b. The ten holidays observed by the Federal Government are New Year’s Day, Martin Luther King Day, president’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday.

c. The Contractor’s Field Service Engineers must report to the COR to apply for a Contractor’s Badge. If a contractor’s badge is not obtained they must sign in at the Security Police Desk to obtain a one day badge. Field Service Engineers must sign in at Biomedical Engineering Services and inform Biomedical Engineering personnel of their presents before work begins. Upon completion of work, the Field Service Engineer must report to Biomedical Engineering personnel and debrief them on the work accomplished. If they received a one day badge from the Security

Tune-up service:

a. Although there is no PM required, the Contractor shall perform a system tune-up service up to 2 times a year upon request during the contract year as arranged with the COR for the following described equipment. The tune-up shall be performed in accordance with the published manuals and checklists for the equipment listed below. The Contractor shall utilize the Original Equipment Manufacturers (OEM’s) established procedures and checklists, (or Contractor-supplied equivalent satisfactory to the COR). A Field Service Report shall be supplied to the COR at the completion of each tune-up.

b. The Contractor shall notify the COR of the existence or development of any defects in, or repairs to the equipment covered under this contract which the Contractor considers he/she is not responsible for under the terms of the contract (such as operator misuse).

c. The contractor shall perform these tune-up inspections of the system at any time during the normal buisness hours at the request of the COR during the Service Maintenance Agreement period. All exceptions to the tune-ups Inspection schedule shall be arranged and approved in advance with the Contracting Office.

Contract Period:

This will be one (1) base year and four (4) option years.

Parts:

The Contractor shall furnish all proprietary software, upgrades and parts as necessary to maintain the equipment, covered by this contract, in accordance with the Conformance Standards Section. The Contractor stipulates by submitting his offer that he has ready access to new proprietary software, upgrades and parts (manufactured, supplied by the manufacturer). All proprietary licensed software upgrades and parts supplied shall be of current manufacture and have full compatibility with existing equipment. Documentation of intended parts source(s) shall be provided to the Contracting Officer upon request. All parts necessary for the maintenance or repair of this equipment shall be furnished as part of this contract. Refurbished parts will not be acceptable. Parts are to be delivered with a 95 percent same day shipment of all stock parts to minimize down time of covered systems.

Documentation/Reports:

The Contractor shall submit a legible field service report within 3 working days, which shall include detailed descriptions of the Tune-up and/or emergency repair services performed, including replaced parts and estimated prices required for the service call.

NOTE: Any additional charges to be claimed must have been approved by the CO before service was performed and a valid purchase order must be obtained prior to initiation of the service repair if outside scope/hours of coverage.

Competency of Personnel Servicing Equipment:

a. The Contractor’s staff shall include a “fully qualified” Field Service Representative assigned to this area and a “fully qualified” Field Service Representative who shall serve as the backup.

b. “Fully qualified” is based upon training and on experience in the field. For training, the Field Service Representatives must have successfully completed a formalized training program for the equipment covered under this contract. For field experience, the Field Service Engineers must have a minimum of one (1) year of experience providing tune-ups and emergency repair services on the same make and model of equipment covered under this contract.

c. Personnel with any laptops, thumb drives or CD/DVD’s intended to be plugged in to the equipment are required to allow these devices to be scanned by Biomedical Engineering personnel for malware before they are plugged in to the systems. After repairs are completed, these systems must be brought to Biomedical Engineering personnel to be scanned for possible patient personal health history.

Test Equipment:

Upon request of the COR or the Contracting Officer, the Contractor shall provide a copy of the current Calibration Certification of all test equipment which is to be used by the Contractor to perform service under this contract. Calibration of equipment shall be traceable and in conformance with test equipment Original Equipment Manufacturer standards.

Safety Requirements:

In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the Contractor or his representative at the work site, shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work, and hold the Contractor in default.

Information Systems Officer, Information Protection:

The contractor will not have access to VA Desktop computers nor will they have access to online resources belonging to the government while conducting services in the application of complex adaptive system theory to health care organizations. The certification and accreditation requirements do not apply to this procurement nor is a security accreditation package required. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

Privacy Officer:

The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

Records Manager:

RECORDS MANAGEMENT:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

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