36C25721Q0064.pdf

Sources Sought Notice

This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research. This is a Request for Information ONLY. This is NOT a solicitation for proposals, bids, proposal abstracts, or quotations.

The Department of Veterans Affairs South Texas VA Healthcare System in San Antonio, Texas, intends to award a firm-fixed price contract base + four, for the purchase of a service contract for Accuray Cyberknife System. The contractor shall provide all required service, labor, travel, and parts for the VA software and equipment in accordance with the original equipment manufacturer specifications. Field service engineers must be licensed or contracted with the original manufacturer in order to work on the equipment. All parts must be certified new from the original manufacturer. Reference below for equipment type and the required service:

Equipment: Service Contract: Accuray Cyberknife

# Eqpt Type Model EE SN Service

Agreement

Loc

1 Linear

Accelerator

Cyberknife

Robotic

Radiosurgery

System

131989 C0454 Service

Contract

BC135-2-

D

Service Coverage:

Guaranteed Uptime percentage of 98% of normal treatment hours.

Corrective Maintenance: Monday through Saturday 8:00 AM to 9:00 PM CST.

24/7 Telephone Support.

24/7 Remote access Support.

FSE will be on site within 24 hours if unable to treat patients, within 72 hours if malfunctioning but still able to see patients, and on site as soon as practical, but before the next scheduled

PM if functioning and able to see patients with only minor inconveniences or observations that require further investigation.

Period Maintenance by certified FSE.

Service with certified new manufacturer replacement parts performed by certified FSE.

Software Updates.

On-Site Follow-Up raining and Classroom Training.

Check in Requirements: The Field Service Engineer must report to the Biomedical

Engineering Department to obtain a badge and sign in with the Biomedical Engineering

Service before work begins. Submit any mobile media devices that would be used on the system to a virus scan. Upon completion of work, the Field Service Engineer must report to the Biomedical Engineering Service to sign out and brief Biomedical Staff or Supervisor if

Biomedical Staff is unavailable concerning completion of service. At the end of briefing Field

Service Engineer will return the badge and sign out in the Biomedical Engineering Department.

Unscheduled Maintenance (Repair Service):

A. Contractor shall maintain the equipment in accordance with the manufacturer's specifications. The Contractor will provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished.

B. The Contracting Officer, Contracting Officer’s Representative or designated alternate has the authority to approve/request a service call from the Contractor.

C. Response Time: - Contractor's FSE must respond with a phone call to the COR or his/her designee within two (2) hours after receipt of telephoned notification from 8 a.m.

to 9 p.m. If the problem cannot be corrected by phone, the FSE will commence work

(on-site physical response) within two (2) hours after receipt of this second notification and will proceed progressively to completion without undue delay.

Scheduled Maintenance:

A. The Contractor shall perform preventative maintenance (PM) to ensure that equipment listed in the schedule performs in accordance with TJC, NFPA-99, UL, OSHA, VA, and

CDRH Standards. (An outline of the PM procedures and schedule shall be provided to the Biomedical Engineering Department). The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (if applicable). This documentation shall be provided to

Biomedical Engineering at the completion of the PM. The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. PM services shall include, but need not be limited to, the following:

a. Reviewing operating system software diagnostics to ensure that the system is operating in accordance with Section 3, Conformance Standards or the manufacturer's specifications.

b. Calibrating and lubricating the equipment.

c. Performing remedial maintenance of non-emergent nature.

d. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn.

e. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying.

f. Inspecting, and replacing where indicated, all mechanical components which may include, but is not limited to: X-ray tube mounting hardware, patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance.

g. Returning the equipment to the operating condition defined in Section 3, Conformance Standards.

h. Providing documentation of services performed.

i. Inspecting and calibrating the hard copy image device.

B. PM services shall be performed in accordance with, and during the hours defined in, the preventive maintenance schedule established herein. All exceptions to the PM schedule shall be arranged and approved in advance with the COR.

C. Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and its agreed upon price, unless specifically stated in writing otherwise.

➢ Schedule requirements, e.g., performance periods and/or delivery due dates.

Performance periods;

o Base Year: 12/01/2020 – 11/30/2021 o Option Year 1: 12/01/2021 – 11/30/2022 o Option Year 2: 12/01/2022 – 11/30/2023 o Option Year 3: 12/01/2023 – 11/30/2024 o Option Year 4: 12/01/2024 – 11/30/2025

The Government is conducting a market survey to help determine the availability and technical capability of qualified service-disabled veteran-owned small businesses, veteran-owned small businesses, small businesses, HUBZone small businesses and/or other large businesses capable of serving the needs identified below. This notice of intent is for open market as well as

Federal Supply Schedule items.

The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women-owned small business, HUB Zone, 8(a), small business or large business, relative to NAICS 811219. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on Commercial Business Opportunities website http://www.beta.sam.gov or GSA E-Buy at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement.

Please advise if you carry the products for this requirement. Please submit all information to

Ognian Ivanov at Ognian.ivanov@va.gov no later than Friday, November 6, 2020, 11:00 AM

ET (10:00 AM CT).

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.