36C25725Q0376.docx

Special Notice Special Notice

GENERAL INFORMATION

Network Contracting Office 17 5441 Babcock Road Ste. 302 San Antonio TX 78240

POINT OF CONTACT*

Contract Specialist Anitra Carter anitra.carter@va.gov

ADDITIONAL INFORMATION

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DESCRIPTION

The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 17, is issuing this Notice of Intent (NOI) to inform industry contractors of the Government’s intent to execute a Sole Source Award under FAR Part 13 – Simplified Acquisition Procedures, specifically FAR 13.106-1(b).

The intended Contractor is GE Precision Healthcare, LLC, a Large business, located at 3000 North Grandview Boulevard., Waukesha, WI 53188-1615.

The Valley Coastal Bend Health Care System (VCB) located at Harlingen, Texas is seeking a one year full-service contract for the GE Radiology equipment located in the Valley Coastal Bend Health Care System (VCB) facilities that are identified in the Statement of Work. The Valley Coastal Bend Health Care System (VCB) in Texas requires preventative maintenance and repair services for the government-owned GE Radiology equipment at the facility. The Contractor shall provide unlimited repairs, parts, software updates, associated devices, unlimited labor and travel, and perform preventive maintenance in accordance with manufacturer recommendations during the hours of 8am-5pm Monday-Friday.

The VA National Acquisition Center (NAC) has an Indefinite Quantity (IDIQ) Contract with GE Precision Healthcare, LLC. Annual service maintenance plans to existing equipment located at the VHA medical facilities are to be issued as a sole source delivery/task order against IDIQ VA797H-17-D-0024. This applies to all service maintenance agreement orders through February 17, 2027.

The North American Industry Classification System (NAICS) Code for this requirement is 334517 – Irradiation Apparatus Manufacturing and the Small Business Administration (SBA) Size Standard for this sector is 1000 Employees.

THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTES. No solicitation document is available and telephone requests will not be honored. No award will be made on the basis of unsolicited quotations or offers received in response to this notice. Any response to this notice must show clear, compelling, and convincing evidence that competition will be advantageous to the Government. Information received in response to this notice must clearly demonstrate the capability of meeting the Government’s need as stated above. The intent of this synopsis is for informational purposes only. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement.

All inquiries and concerns must be addressed in writing via e-mail to Anitra Carter at anitra.carter@va.gov with the following information referenced in the subject line, 36C25725Q0376 – GE Radiology Equipment SMA no later than 10:00 AM Central Standard Time, Tuesday, March 11, 2025.

A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government. The Government is not responsible for any potential costs incurred from interested parties desiring to respond to this notice. The interested parties bear full responsibility to ensure complete transmission and timely receipt.

STATEMENT OF WORK

A. GENERAL INFORMATION

1. Title of Project: GE Radiology Equipment SMA

2. Scope of Work: This requirement fulfills the need for Full Service of Preventative Maintenance and Repairs of VA owned equipment used in Radiology Services. The Contractor shall provide Scheduled Maintenance and Emergency Repair Service for the items listed in the section titled Equipment List.

The Contractor shall ensure proper service levels are maintained and make certain that equipment performance is optimal in accordance with manufacturer specifications.

All work must be performed by Certified and Qualified Field Service Technician in compliance with applicable manufacturer’s recommendations, codes and standards in its entirety. Maintenance and repair (when necessary) shall be performed as indicated in manufacturer’s requirements and recommendations for this equipment. Additional inspections and tests shall be performed as needed or upon request of the Government.

Federal Holidays

New Year's Day Labor Day Independence Day Memorial Day Thanksgiving Day Christmas Day M L King's Birthday Columbus Day President's Day Juneteenth Day Veterans Day

All Coordination will be made with the Contracting Officer’s Representative (COR) before work begins. All maintenance and repair services shall be scheduled in advance with the COR and shall occur Monday through Friday, excluding federal holidays, during regular business hours between 8:00 a.m. and 5:00pm. Work at the government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

6. Place of Performance: The contract will be performed at VA Valley Coastal Bend, Harlingen Outpatient Clinic (HOPC), located at 2106 Treasure Hills Blvd., Harlingen, Texas 78550 and McAllen Outpatient Clinic, (MOPC), located at 901 E. Hackberry, McAllen Texas 78503.

B. CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived.

C. GENERAL REQUIREMENTS

The intent of this Statement of Work is to provide a broad overview of the requirements not to list all the requirements. Partial listing of the requirements in this Statement of Work does not reduce or eliminate the obligation of the Contractor to meet all manufacturers’ requirements. The Contractor shall provide scheduled maintenance and emergency repair service for the equipment listed in Equipment List in accordance with all applicable standards and manufacturer’s requirements and recommendations.

1. The Contractor shall perform the required preventative maintenance tasks as scheduled; repairs and maintenance calls will be addressed as needed. The Contractor shall employ Field Service Representatives who have had OEM training on each, individual equipment listed in Equipment List. Proprietary Software shall have the current updates and patches provided by the Contractor.

2. The Contractor shall provide all parts, tools, labor, and travel to perform maintenance service and repairs (preventative or corrective). In order to maintain the equipment in accordance with Original Equipment Manufacturer specifications, parts requiring replacement will be replaced on new part basis. All parts that are removed from Government equipment during repairs or preventative maintenance must be turned into the Biomedical Engineering Department (COR) prior to Contractor departure. All parts shall be OEM.

3. The Contractor shall provide 24x7x365 Technical support/Help Desk support to address questions and problems on an immediate, real-time basis.

4. Preventative maintenance and unscheduled repairs shall be accompanied by:

a. Diagnosis/root cause analysis, defined resolution approach and or workaround or fix

b. Operator instruction on actions to be taken on the customer’s end to correct the problem

c. Quality/training initiatives to increase operator knowledge and decrease the number of incoming incidents (informal)

d. Phone Response of 60 min, On – Site within 8 hours Uptime of 95% and Parts Order Requirement by 6pm and Parts Delivery Next Day.

5. The Contractor will notify the COR, at least three weekdays before a preventative maintenance visit are required. All work shall be coordinated with the COR before commencement of work or entry onto Government premises. The Contractor shall ensure the COR is notified of the name of each Contractor representative assigned to the task at least 24 hours/one business day before the work is to begin.

6. Each representative of the Contractor will be required to sign-in and out at the Security Police prepared to provide a government issued picture identification during the sign-in process. Contractor staff shall remain under escort while on Government premises.

7. This contract includes preventative maintenance and repair services. However, the Contractor shall submit a list of all needed or anticipated repairs revealed, during the performance of preventative maintenance tasks, to the COR (or designee) along with the test reports prior to leaving site.

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. 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. All research data available for Contractor analyses is de-identified.

Records Manager:

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Texas Valley Coastal Bend HCS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Texas Valley Coastal Bend HCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Texas Valley Coastal Bend HCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Texas Valley Coastal Bend HCS control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Texas Valley Coastal Bend HCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Texas Valley Coastal Bend HCS policy.

8. The Contractor shall not create or maintain any records containing any non-public Texas Valley Coastal Bend HCS information that are not specifically tied to or authorized by the contract.

9. The 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 from public disclosure by an exemption to the Freedom of Information Act.

10. The Texas Valley Coastal Bend HCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Texas Valley Coastal Bend HCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

12. At the conclusion of the service visit, and prior to leaving the site, the contractor shall provide a written service report indicating:

a. the date of service,

b. the model, serial number, and VA identifying number (which is always on a bar code with EE#),

c. the location of the equipment serviced

d. the name of the Contractor personnel performing the work,

e. the service(s) performed, and the parts replaced

f. All written deliverables will be phrased in layperson language. Statistical and other technical terminology will not be used without providing a glossary of terms

D. CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

E. TRAVEL

The Government anticipates travel under this effort to perform the tasks associated with the effort through the period of performance. Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.

The total estimated number of trips in support of this effort will vary depending on the Vendor proposed schedule and unanticipated equipment failures. The requirement is for (10) contract line items, each of which requires either (2) or (4) preventative maintenance calls per twelve-month period. All work will be performed at VA Valley Coastal Bend, Harlingen Outpatient Clinic (HOPC) located at 2106 Treasure Hills Blvd, Harlingen, Texas 78550 and Harlingen Health Care VA (HCC) 2601 Veterans Drive, Harlingen TX 78550, McAllen Outpatient Clinic, (MOPC), located at 901 E. Hackberry, McAllen Texas 78503.

F. CONTRACTOR EXPERIENCE REQUIREMENTS – KEY PERSONNEL

All inspections and testing shall be performed by a Certified technician, whose credentials Shall be submitted to the Contracting Officer’s Representative (COR) upon request. The OEM Certificate of Training shall be no less than two years. All Contractor personnel who will perform the required services shall have received the Original Equipment Manufacturer’s repair and maintenance training, specific to the equipment listed in Equipment List.

G. CONTRACTING OFFICER’S REPRESENTATIVE (COR)

1. The COR will serve as the primary point of contact for the Contractor.

1. The contractor shall notify the COR if problems arise adversely impacting the performance of work.

1. The COR duties are not delegable, and all responsibilities shall revert back to the Contracting Officer, should the COR be unable to discharge their responsibilities.

1. Inspection and Acceptance shall be by the COR assigned to this contract.

1. The COR shall request security badges,(as applicable) through his/her immediate supervisor, for all Contractor and subcontractor employees needing physical access to Government facilities; ensure that contractor employees complete pre-employment security awareness training and refresher training when required; ensure that contractor employees sign the Certificate of Confidentiality and Non-disclosure and a copy is provided to the Contracting Officer; coordinate the collection of necessary information from contractors to meet background investigation requirements for contractor personnel; and initiate the appropriate steps for contractor employees when the contract is complete or the Contractor employee leaves for any reason.

This delegation does not authorize the COR to take any other actions, including but not limited to the following, all of which remain the responsibility of the Contracting Officer:

1. Make any commitments or changes which will affect the price, quantity, quality, or delivery terms of the contract.

1. Require additional supplies or services or supplies or services beyond the scope of the contract.

1. Extend the completion time established in the contract.

1. Terminate the contract in whole or in part.

1. Give instructions which may constitute an assignment of additional work outside the general scope of the project.

1. Change any of the expressed terms, conditions, or specifications of the contract.

Under no circumstances are you to assume that the contract has been extended or otherwise renewed unless you are informed to that effect by the Contracting Officer.

H. EQUIPMENT LIST

GE CT

REVOLUTION EVO EL/EX/ES

(CSPL19) System ID: 956366REVO

GE XR

FlashPad - Digital Wireless Detector (Legacy) (XRA614) System ID: 956366RFFP

GE XR

DISCOVERY XR656 1-D SHARED G2

(XRA623) System ID: 956366RF656

GE XR

FlashPad - Digital Wireless Detector (Legacy) (XRA614) System ID: 956618XRFP1

GE XR

FlashPad - Digital Wireless Detector (Legacy) (XRA614) System ID: 956618XRFP2

GE XR

FlashPad - Digital Wireless Detector (Legacy) (XRA614) System ID: 956618XRFP3

GE XR

DISCOVERY XR656 2-D G2

(XRA622) System ID: 956618XR656

GE XR

OEC ELITE 31cm CFD ESP/PMCARE (XMS727) System ID: FBXXTE00636

POWERWARE MV PR

POWERWARE/EATON 14.4KVA PARTIAL UPS

(SEA124) System ID: 956366CTUPS

MEDRAD MV PR

MEDRAD STELLANT D

(SME047) System ID: 956366CTINJECTOR

Special Notice