36C25725Q0408.docx

Special Notice Special Notice

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building #171 Temple TX 76504

POINT OF CONTACT*

Rafael Rodriguez Contracting Officer Rafael.Rodriguez2@va.gov 787-781-8700

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

FY25-MiPacs System PM 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 LEAD Technologies

The South Texas Health Care Systems; Audie L. Murphy Memorial Veterans Hospital; 7400 Merton Minter Boulevard, San Antonio, Texas 78229-4404. is seeking a Five years (Base plus four Option Years) full-service contract for the MiPACS system by Apryse,a division of LEAD TECHNOLOGIES, INC. equipment located in the VA South Texas Health Care Systems; that is identified in the Statement of Work. South Texas Health Care Systems; in Texas requires preventive maintenance and support the software and hardware that operates the MiPACS System.

The North American Industry Classification System (NAICS) Code for this requirement is 811210 – Electronic and Precision Equipment Repair and Maintenance and the Small Business Administration (SBA) Size Standard for this sector is $34 Millions.

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 Rafael Rodriguez at Rafael.Rodriguez2@va.gov with the following information referenced in the subject line, 36C25725Q0408 – MiPacs System PM no later than 12:00 PM Central Standard Time, Thursday, March 13, 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 for ensuring complete transmission and timely receipt.

Scope of Work:

The contractor shall maintain and support the software and hardware that operates the MiPACS System. This system must function twenty-four (24) hours a day, seven (7) days a week, 365 days a year. Contractor shall provide 24 hour, seven (7) day customer service. A service technician is to respond within one (1) hour once the call for service is reported and is to be on site within four (4) hours. Unlimited technical support and clinical support is to be available within 30 minutes of a telephone request for troubleshooting assistance. Contractor will provide patches, updates, enhancements and new versions of the software being covered. Emergency support is to be available twenty-four (24) hours a day, seven (7) days a week, 365 days a year. Non-emergency support will be available Monday through Friday, excluding holidays, from 09:00 am through 08:00 pm eastern standard time and shall be based on priority of the issue as defined in the contract.

Contractor shall not be allowed to manage the contract and rely on a subcontractor for repairs and parts. The contractor is to provide 100 percent of all services, parts hardware, proprietary software, and labor for this contract agreement. Adherence to Joint Commission Accreditation Healthcare Organization (JCAHO) and Original Equipment Manufacturer’s standards is mandatory. Knowledge and accessibility of the proprietary hardware and software is mandatory. The service maintenance agreement shall cover one (1) base year and 4 option years with a start date of award of the contract. Contractor shall provide support services described within for MiPACS System located at South Texas 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 (21 CFR), National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), Joint Commission Accreditation Healthcare Organization (JCAHO) standards and Original Equipment Manufacturer standards and specifications.

Hours of Work:

Contractor shall provide 24 hour, seven (7) day customer service. Unlimited technical support and clinical support is to be available within 30 minutes of a telephone request for troubleshooting assistance.

1. Hours of work for PM and emergency repairs shall be during normal business hours, Monday through Friday, 8:00 am through 5:00 pm. This excludes federal holidays or as otherwise arranged with the Contracting Officer Representative (COR).

1. The ten holidays observed by the Federal Government are New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, 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.

1. 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 presence 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 Police they must report back to the Security Police Desk to return the badge and sign out.

Description of Services Provided by the Contractor:

a. The Contractor shall provide all required test equipment, qualified competent personnel and Original Equipment Manufacturer (OEM) parts to repair and return this system to an operable condition in accordance with manufacturer standards and Federal Drug Administration’s 21 Code of Federal Regulations (21 CFR). The Contractor shall use the OEM established procedures and checklists. A Field Service Report shall be supplied to the COR at the completion of installation and calibration to include a detailed check list of procedures performed.

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. System check-ups: The contractor shall perform inspections of the system at any time at the request of the COR during the Service Maintenance Agreement period.

d. The contractor shall provide annual technical support to the customer with the ability to call the manufacturer support desk or email the support team to report problems, receive technical support, and answer any questions about the MiPACS components.

e. Annual maintenance shall include access to new versions, updates, and patches to the MiPACS components as they are released. Any enhancements, bug fixes or feature requests made by the user shall also be included in this service agreement.

Parts:

The Contractor shall furnish all proprietary 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 parts (manufactured, supplied by the manufacturer). All 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.

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.

Special Notice