S06 RFP amendment 2- 36C26220R0178 0002.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 4

600-21-1-607-0001

691-21-1-208-0001

00262

Department of Veterans Affairs

Network Contracting Office 22

4811 Airport Plaza Drive

Suite 600

Long Beach CA 90815

00262

Department of Veterans Affairs

Network Contracting Office 22

4811 Airport Plaza Drive

Suite 600

Long Beach CA 90815

To all Offerors/Bidders

36C26220R0178

10-05-2020

X

X X

See CONTINUATION Page

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 extend the due date for proposals to Thursday 10/8/2020 at 4:00 PM PST.

Please also see the below answers to the questions submitted for the solicitation.

Michael Cordeiro

Contracting Officer

Questions and Answers to

RFP 36C26220R0178

1. Question: Will this be a follow-on requirement? If so, can the government provide the most recent contract number?

Answer: The government is only answering questions related to the statement of work and requirements listed in it.

2. Question: Can the government confirm the number of PM’s required annually for each system?

Answer: According to the manufacturer documentation:

VA Long Beach:

TRUEBEAM- 3 times a year (February, June, and October)

VA Greater Los Angeles:

PM’s must meet manufacturers specification for each system. Refer to service manual for specific tasks to be performed and at what frequency. Various maintenance plans could be used that would meet the manufacturers requirements so it is up to the offeror to propose how they will meet this requirement.

3. Question: Is it possible to solicit the linear accelerator systems separate from the Aria and

Eclipse under separate requirements?

Answer: The government will not be separating these requirements. The VA Greater Los

Angeles and Long Beach want this all as one (1) requirement.

4. Question: With regards to the HIT Aria systems, is this a physical server system with physical workstations, or is it Virtual servers with Citrix support for workstations? Are the servers running this system ( regardless if physical or virtual) supplied, owned and maintained by the VA-IT team, or is the expectation that the winning bidder will provide day to day IT maintenance and support, backups, and parts for the servers?

Answer: The VA Long Beach has 7 virtual servers and about 18 Win 7 workstations for their

HIT Aria Systems. These are all supported by Biomed. The Aria Programs are taken care of by

Varian.

The VA GLA has physical servers with virtual workstations. Physical servers and application to be supported by winning offeror. VM’s are supported by the VA.

5. Question: With regards to the Eclipse systems ( H48 serial numbers) . These systems are supplied by the OEM and can be either physical calculating workstations or a combination of FAS servers + non-calculating workstations or Citrix clients. We need to know, for each H48 serial number, if it is a server or workstation, and the mfg / model number ( Typically either Dell R610 / R710 or Dell Precision T5600 / T5700, etc.)?

Answer: The VA Long Beach has 4 physical calculating workstations (Dell T7810-XL) and 5 physical non calculating workstations (Dell OptiPlex XE2).

The VA GLA has 7820 XL Tower, and OptiPlex XE2

6. Question: With regards to the H48 Eclipse systems, regardless if a workstation or server, is the winning offeror expected to supply parts or a replacement workstations

/server in the event of a failure, or is the VA or VA-IT going to replace these workstations and servers as they fail and need repairs, parts, or replacement?

Answer: For the VA Long Beach, the offeror is expected to supply parts or replacement workstations/servers in the event of failure.

For the VA GLA the winning offeror is to provide support to eclipse workstations/servers to include repairs and replacements in the event of failures.

7. Question: With regards to the General network and connectivity at each site. What are the requirements (if any) to be placed on the winning offeror regarding remote electronic access to the systems for repair and diagnosis? For example If the VA calls the help desk with a task or a question, is the winning offeror allowed to remotely connect into the system to inspect, diagnose and repair the system in a timely manner, or will the winning offeror be required to diagnose the problem over the phone only, and make all inspections and repairs on site in person?

Answer: For the VA Long Beach, if the winning offeror has an existing access to VA Network remote connect then they will be expected to inspect, diagnose and repair the system in a timely manner. If the winning offeror does not have a national account to remote into the VA Network they will have to go through the process of getting access thru national VA IT.

For the VA GLA, If the winning offeror has an existing access to VA Network remote connect then they will be expected to inspect, diagnose and repair the system remotely if possible and when not possible respond on-site within the specified time. If the winning bidder does not have a national account to remote into the VA Network they will have to go through the process of getting access thru national VA IT.

8. Question: The “help” to be provided by the “Help Desk” are undefined beyond the hours which it will be available. What is the expectation regarding the services provided by this help desk, regardless if it is listed as a part of the solicitation or not? For example, it’s reasonable to assume this would include call tracking and dispatching of engineers, but is the expectation that the “Help Desk” would provide product specific assistance regarding the repair of the products, or the clinical use of the product, or both?

Answer: For the VA Long Beach, the Help Desk is expected to provide a technical support technician who will provide product specific assistance regarding the repair of the products and the clinical use of the product.

For the VA GLA, the help desk is to provide product specific assistance regarding technical and clinical support. Requirement is to help resolve issues that may be tied to clinical/work-flow when a patient is on the table in addition to troubleshooting in order to bring machine back up in quickest possible time to avoid delays in treatment.

9. Question: There is a clause for a guarantee of uptime in the solicitation, yet there is no definition of exactly what this means. For example, if there is a major power outage at the facility, the downtime incurred as a result of that outage would not reasonably be included into the calculation unless the winning offeror is specifically tasked with maintaining power to the site. By the same thought, if the overall Aria system, servers, and workstations remained up and running, but one of the 2 Linear accelerators was offline because water pressure in the building was too low, does that constitute an “outage” or contribute towards “downtime”. Similarly, if the Network infrastructure within the VA clinic fails and goes down due to equipment failure, Aria server or workstation failure, a partial power outage, or even a ransomware attack, but the Accelerators remain up and running, does that constitute an outage to be counted against “uptime”?

Answer: For the VA Long Beach and VA GLA, Uptime is defined for each supported system.

Downtime results from the system being down due to equipment failure under contract. Network infrastructure and power outages not caused by the covered equipment would not be counted towards downtime, but the systems still would be down and the winning offeror would still need to work with the VA on getting the systems back up. If ARIA/Eclipse systems go down due to application issues or server issues that counts as that system being down.