36C26220R0178 0001.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 7

600-21-1-607-0001

691-21-1-208-0001

36C262

Department of Veterans Affairs

Network Contracting Office 22

4811 Airport Plaza Drive

Suite 600

Long Beach CA 90815

36C262

Department of Veterans Affairs

Network Contracting Office 22

4811 Airport Plaza Drive

Suite 600

Long Beach CA 90815

To all Offerors/Bidders

36C26220R0178

09-24-2020

X

X X

Varian Radiation Therapy Equipment Preventive Maintenance for the VA Greater Los Angeles (VAGLAHS) and VA Long Beach (VALBHS) Healthcare Systems

The purpose of this amendment is to update the Statement of Work, specifically Section 2 (c), Services to be Provided.

The word UPGRADES should have been UPDATES.

Please see the highlighted revised section of the Statement of Work below.

Michael Cordeiro

B.3. STATEMENT OF WORK

Varian Radiation Therapy Equipment Preventive Maintenance

1. SCOPE:

The Department of Veterans Affairs VA Long Beach Healthcare System (VALBHS) and VA Greater Los

Angeles Healthcare System (VAGLAHS) require Preventive Maintenance for their Government-owned

Varian Radiation Therapy Equipment. The services to be provided by the contractor under shall consist of furnishing all necessary parts, labor, transportation, and services required to repair and maintain the

Government-owned Varian systems (hardware and software) listed below:

1.1 VA Long Beach Healthcare System (VALBHS)

5901 East 7th St

Long Beach, CA 90822

a. TrueBeam (S/N: H194062)

1. PerfectPitch Couch Serial Number: HPR1594

2. MLC 120 Serial Number: HMLA448

3. MV Imager Serial Number: HXMD269

4. KV Imager Serial Number: HXKD269

5. RapidArc Delivery Serial Number: HRD5709

6. TrueBeam Optical Imager Serial Number: HOID269 b.Clinac Trilogy (S/N: H294418)

1. MLC 80/120 Serial Number: H545158

2. PV 1000 Serial Number: H812560

3. OBI Serial Number: H082969

4. CBCT Serial Number: H072969

5. Treat Serial Number: H515126

6. SRS / SRT Serial Number: H090501

7. Rapid Arc Serial Number: HRD0286

8. RPM Serial Number: H503536

c. RPM (S/N: H502554)

d. VELOCITY GRID: 1359, Varian (HVG1359)

e. VELOCITY GRID: 2068, Varian (HVG2068)

d. ARIA/Eclipse Essential (S/N: HIT1875)

1. Argus: 0183, Varian SN: H980183

2. RADIATION ONC MGT SYS: 40220759, Varian SN: HRO1875

3. PRACTICE MGT CLIENT: 40220759, Varian SN: HPM1875

4. RAPIDARC ECLIPSE: 40220759, Varian SN: HRE0185

5. SMARTSEG: 40220759, Varian SN: HAS0094

6. LICENSE SET: 40220759, Varian SN: HMDA068

7. ECLIPSE 13.7.33: A336-40220759, Varian SN: H48A336

8. ECLIPSE 13.7.33: E608-40220759, Varian SN: H48E608

9. ECLIPSE 13.7.33: 8578-40220759, Varian SN: H488578

10. ECLIPSE 10.0.42: 8579-40220759, Varian SN: H488579

11. ECLIPSE 13.7.33: A335-40220759, Varian SN: H48A335

12. ECLIPSE 13.7.33: 0886-40220759, Varian SN: H480886

13. ECLIPSE 13.7.33: 4670-40220759, Varian SN: H484670

14. ECLIPSE 13.7.33: 4671-40220759, Varian SN: H484671

15. ECLIPSE 13.7.33: 4672-40220759, Varian SN: H484672

16. CITRIX: 1875-40220759, Varian SN: HCF1875

17. IKOE: 0300-40220759, Varian SN: HIK0300

18. Integrated System License Set 8.0, Varian SN: HS83103

19. INFORMATION SYSTEM: 1663T, Varian SN: HIT1663T

1.2 VA Greater Los Angeles Healthcare System (VAGLAHS)

11301 Wilshire Blvd

Los Angeles, CA 90073

a. TrueBeam (S/N: H191488)

1. MLC 120: HML0340

2. MV Imager: HXM2424

3. KV Imager: HXK2424

4. RapidArc Delivery: HRD2362

5. TrueBeam Optical Imager: HOI2424

b. Clinac 21EX (S/N: H272093)

1. Millennium MLC: H542084

2. PV: H804342

3. Treat: H511427

c. Novalis TX (S/N: H294458)

1. NTx Option: HTX0096

2. CBCT: H072997

3. RapidArc Delivery: HRD2828

4. SRS/SRT: H090511

5. HD MLC: H561111

6. EPI: H812567

7. OBI: H082997

8. Treat: H515182

d. Linear Accelerator Room Components:

1. CCTV monitors and cameras

2. Lasers for Patient Positioning

3. Intercom System

4. In-Room monitors

e. Aria Oncology Information System

1. ARIA RO Base Integrated w/ Eclipse: Qty 1

2. ARIA RO Smart Space: Qty 31

3. ARIA Disease Mgmt Smart Space: Qty 13

4. ARIA Oncology Imaging Smart Space: Qty 7

5. ARIA T-Box: Qty 1

f. Eclipse Treatment Planning System

1. RapidArc Planning Primary: Qty 1

2. RapidPlan Core: Qty 1

3. Portal Dosimetry Package: Qty 1

4. Interactive IMRT Planning: Qty 7

5. RapidArc Planning Additional: Qty 5

6. Eclipse Base Integrated with ARIA: Qty 1

7. Eclipse Planner Desktop: Qty 7

8. Eclipse Advanced Planner Desktop: Qty 2

9. Eclipse Physicians’ Desktop: Qty 10

10. SmartSegmentation Knowledge Based Contour: Qty 1

11. Acuros External Beam: Qty 1

12. 3D BrachyVision: Qty 2

13. Portal Dosimetry Review Additional: Qty 1

2. SERVICES TO BE PROVIDED

a. Telephone Technical Support: The Contractor shall provide telephone assistance 24/7, 365 days a year.

b. Parts: The contractor shall supply, at its own expense, necessary factory-certified equipment manufactured parts, provided that replacement of the parts is required because of normal wear and tear, or outright failure or as otherwise deemed necessary by the Contractor.

c. Updates and Training: Hardware and software updates shall be scheduled and performed during normal working hours, at no additional charge to the VA. These updates include firmware update releases and necessary maintenance releases. Any associated training will be included. Any updates that affect functionality to existing interoperability interfaces will be modified to ensure continued functionality post-upgrade. These updates are those required for the correct function of the system; not those purchased to enhance function.

d. Labor: The Contractor shall provide all labor associated with the repair of the equipment covered under the contract agreement. Inadequate or improper repairs performed by the contractor will be correctly repaired at a mutually agreed upon date and time between the contractor and Government. There will be no limitation to the number of labor hours provided within the stipulated timeframes of contract coverage.

e. On-Site Response: On-site response shall be provided weekdays during standard or non-standard hours if the issue cannot be resolved remotely. For emergency repairs, on-site response shall be provided to include all non-standard hours.

1. VAGLAHS-Contractor personnel shall sign in with Biomedical Engineering upon arriving and sign out before leaving in the Biomedical Engineering Department located in Building 500 Room 0261.

2. VALBHS: The contractor shall always contact the Biomedical Engineering Section,

(562) 826-5977 before and after arrival at the site.

f. Response Times: Contractor shall acknowledge requests by telephone for service within thirty (30) minutes. Contractor shall be on site within four (4) hours of telephone acknowledgement of service request.

g. Uptime Guarantee: The Contractor shall guarantee 97% or better uptime of systems covered under this contract. Discounted rates shall be given for failure to meet guarantee.

h. Preventive Maintenance: Preventive maintenance inspections shall be provided during the contract period. The maintenance shall be schedule based on the manufacture specifications.

The scheduling of preventive maintenance inspections shall be coordinated with the VA

POC. Preventive maintenance inspections shall be performed in a manner which clearly demonstrates that the equipment meets or exceeds all manufacturers’ technical performance specifications. Maintenance shall include, but is not restricted to:

1. Cleaning of the equipment.

2. Reviewing operating system diagnostics to ensure the system is operating within its specifications.

3. Calibrating and lubricating the equipment.

4. Installing and maintaining all recommended updates.

5. Inspecting electrical wiring for wear and fraying.

It is the sole responsibility of the contractor to perform all preventive maintenance inspections. The VA will not assume the responsibility of reminding the contractor that a preventive maintenance inspection is due to be performed. If a PM is not performed within the month specified, the amount corresponding will be deducted from the contractors payments. Preventive maintenance inspections will be performed on a weekday at a time set once the contract is awarded. The equipment user and VA POC must all agree to the recurring time set for preventive maintenance inspections.

Note: To ensure proper equipment history documentation, the contractor will forward all preventive maintenance records within 5 working days of completion to Biomedical Engineering.

i. Documentation: The Contractor shall provide individual written service reports which describe services performed on the equipment (in sufficient detail to be acceptable to the field inspectors of The Joint Commission). The following information shall be provided in each service report:

1. Date of service

2. Summary of problem and action taken

3. Parts replaced

4. Labor hours

5. Equipment serviced (description, Equipment ID #, serial number, etc.)

6. Purchase order number

Note: This report must be approved and signed by Biomedical Engineering personnel or their representative. A copy of each report will be left with Biomedical Engineering. In the event that

Biomedical Engineering is not available to receive the service report (outside normal working hours), the service report will be left with the supervising official of the equipment that was serviced; the supervising official will forward the service report to Biomedical Engineering the next working day.

j. Qualifications: Contractor shall be fully involved in the maintenance and repair of the equipment listed in Section 1.1 and 1.2.

1. Contractor shall have access to complete service manuals

2. Contractor shall have access to software diagnostic keys

3. Contractor shall, without exception, provide all hand tools, diagnostic test equipment, ladders, and anything else necessary to perform the work.

4. Contractor personnel performing maintenance and repair services shall be fully qualified, competent Field Service Engineers (FSE). “Fully qualified” is defined as trained and certified by Varian Medical Systems and experienced to work on the equipment assigned.

k. Contractor Submittals: Within 15 calendar days after award date, the Contractor shall furnish two (2) copies of its Preventive Maintenance Procedure which shall be used during the PM services of this contract. These procedures are required by the Government as a condition of the facility’s Joint Commission requirements. These copies shall be received before any invoices can be certified for payment.

3.HOURS OF COVERAGE

a. Standard hours of coverage will be Monday through Friday from 8:00AM to 5:00PM excluding federal holidays.

b. Non-Standard hours of coverage will be 5:00PM to 8:00AM, Sunday through Saturday, including federal holidays.

c. The Contractor is not required to provide services on the following U.S. Government holidays.

New Year’s Day 1 January

Martin Luther King’s Birthday Third Monday in January

President’s Day Third Monday in February

Memorial Day Last Monday in May

Independence Day 4 July

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day 11 November

Thanksgiving Day 4th Thursday in November

Christmas Day December 25

4.SMOKING POLICY

Smoking is strictly prohibited on the grounds of any VHA facility. Per VHA Directive 1085 dated March

5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. There will no longer be designated smoking areas.