36C26224Q1449.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue Tucson AZ 85723

POINT OF CONTACT*

Contracting Specialist Koby Thiel Koby.Thiel@va.gov (520)-792-1450 Ext 1-6273

PLACE OF PERFORMANCE

ADDRESS

Department of Veterans Affairs

NCO 22 - Network Contracting

3601 S. 6th Avenue

Tucson AZ

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) Unique Entity ID (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

The Southern Arizona VA Health Care System (SAVAHCS) located at 3601 S. 6th Ave, Tucson, AZ 85723 is seeking a potential qualified contractor that can provide preventative maintenance and other services on AGFA Equipment. All respondents must be able to give evidence of OEM level access to be considered capable of performing.

Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 811210 ($34.0 Million Dollars).

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov. Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the SBA Veteran Small Business Certification (VetCert) Registry located at https://veterans.certify.sba.gov. All interested Offerors should submit information by e-mail to Koby.Thiel@va.gov. All information submissions to be marked Attn: Koby Thiel, Contract Specialist and should be received no later than 8:00 am PST on July 17, 2024.

DRAFT STATEMENT OF WORK

The contractor shall provide all labor, personnel, equipment, tools, materials, supervision, and other items necessary to provide annual preventive maintenance, service maintenance, corrective repair service, and software support remotely and on-site for the equipment and systems listed below for the Southern Arizona VA Health Care System (SAVAHCS) and as defined in this Statement of Work (SOW).

1. SERVICE/WORK TO BE PERFORMED:

The contractor will perform on-site preventive maintenance (PM) inspection on equipment/systems as provided for in the contract agreement. PMs will be accomplished in accordance with the Original Equipment Manufacturer (OEM) recommendations. Must use OEM certified parts and service engineer/technicians must be OEM trained on all equipment included in agreement.

Maintenance and Intervening Services: The Contractor shall provide the following services subjected to the conditions specified below:

• Intervening service calls, preventive maintenance inspections, and calibrations for Government-owned PACS shall be provided in accordance with the original manufacturer’s recommended procedures and schedules.

• Inspection (IT equipment inspections are once a year) dates/times shall be mutually agreed between the Contractor and the Contracting Officer Representative (COR) and scheduled at least three (3) days in advance prior to service. All inspections shall be performed during normal work hours. Prior approval from the COR is required to perform inspections outside normal work hours.

• Helpdesk and remote service support 24 hours per day, 7 days per week to include Holidays.

• Software Maintenance Services shall include:

- Radiology Information System (RIS) Software Releases that are added to the Radiology and Cardiology PACS, RIS, CR, and Talkstation software installed at the SAVAHCS.

- All software enhancements, patches and updates for the Radiology and Cardiology PACS RIS software installed to provide preventive maintenance and repair services for Government-owned PACS.

- Technical Phone Support – 24 hours per day, 7 days a week.

- Remote software repair service, 24 hours per day, 7 days a week. Emergency on-site repair service, including travel and expenses, Monday through Friday, with the exception of Government Holidays, between the hours of 8:00 a.m. and 4:00 p.m. when the Contractor determines that on-site service is necessary to correct and issue because correction using remote support is unable to correct the issue.

Preventive Maintenance and Emergency Repair Services

• Contractor shall provide preventive maintenance and emergency repair services, including all parts and labors required to perform those services. Each maintenance and emergency repaird service shall include the following:

- Inspection for misalignment, maladjustment, damage or other malfunctions in accordance to the original manufacturer specifications.

- Inspection for electrical safety and fire hazards.

- Repair or replacement of all defective components necessary to conform to instrument specifications.

- Calibrations of instrument.

- Testing for proper operation of entire system and subsections.

- The Service Technician shall document the field service report and the instrument maintenance log for repairs performed on-site, and including all findings of problems and their corrections, and performance verification. Reports shall be reviewed by the Contractor’s Program Manager prior to submitting the report to the COR.

• Contractor shall not delete studies and/or images without the permission of the facility COR.

• In the event that batch studies and/or images needs to be deleted by the Contractor, the request – made either by the Contractor or the participating facility – to delete shall be in writing and approved by the facilities COR.

• The Contractor shall not use customized software script nor shall it be supplied to Government workers at any of the sites used without written permission of the facilities COR.

• The Contractor shall maintain a telephone emergency assistance number, available 24 hours per day, 7 days a week. If the problem cannot be corrected by telephone or remote support, the Field Service Representative shall commence work on-site within four (4) hours after the Contractor determines that on-site repairs are needed.

Service Includes:

· ASSM customer self service portal: access to the ASSM customer self-service portal will be granted to users defined by Customer. Customers can open, update and close incidents and service requests. An integrated knowledge base is provided within the self-service portal.

· Incident management: phone and remote support to assist with resolving a defect, error, failure, or malfunction that prevents the equipment and software covered by the service maintenance agreement (SMA) from performing their designed functions substantially in conformity with the specifications set forth in their documentation. On-site repairs are provided for equipment during normal business hours of 8 a.m. – 5 p.m.,

· Integration maintenance: Customers are required to purchase a SMA on each integration. Integrations could include software desktop integration to third party dictation or reporting systems, Electronic Medical Record integration for image viewing, customer managed storage, VMWare or server integration, VNA integration, or RIS/HIS integration. This maintenance provided integration support in the event that the interface upgraded to a new Software Release, as well as break/fix repairs, and troubleshooting support.

· Additional activities:

· Participate in review of the backup, downtown, failover/switchover and disaster recover plans.

· Restoration of Agfa-provided Software applications due to Software failure, based upon accepted disaster recovery plan.

· Provide corrective actions for database issues causing software system failure.

· Maintain the Agfa side of a Secure Remote Service Support (SRSS) or a B to B connection in the case of U.S. government customers.

· Configure logical security/electronic access controls for Agfa Software, databases, and applications in order to provide Agfa Software access and Customer access required to perform the functions designated as Customer’s responsibility in this agreement.

· Certify and communicate OS updates and patches based upon Published Agfa policy.

· Review critical vulnerabilities as part of the complaint process and provide feedback on corrective actions.

· Publish a list of third party patches and firmware available to Customer, when Agfa HC is notified by supplier.

· Provide and maintain an incident management system for the tracking, reporting, and proactive management of issues.

· Provide and maintain 24x7x365 Level 1 and 2 Support for customer’s authorized users.

· Establish and maintain a knowledge base across all Agfa Healthcare personnel providing help desk Services.

· Check server logs and remediate as needed as part of corrective actions.

· Replacement part ordering, and delivery on Covered Assets (24 hours per day, 7 days per week)

· Publish policy on software lifecycle, software releases, and end of support for software developed by Agfa Healthcare.

· Make major releases, minor releases and maintenance releases to Agfa-Developed Software available to Customer.

· Replacement part ordering, and delivery on Covered assets (24 hours per day, 7 days per week)

· Provide corrective actions for system failures on covered assets.

· Track and log all maintenance activities on covered assets.

· Follow Agfa Healthcare’s established escalation procedures for severity level adjustments and resolution.

· Cooperate with Customer to identify cause and resolve failures of system in a timely and efficient manner and report on post-mortem reviews on problems that affect critical service level standards, including root cause analysis.

· Provide corrective actions for software system failures on covered assets.

· Provide corrective actions for equipment system failures on covered assets.

· Replacement part ordering, and delivery on covered assets (24 hours per day, days per week)

· AGFA software programs

· Software major releases to the Agfa-Developed Software programs covered by the SMA

· Software minor releases for the Agfa-Developed Software programs covered by the SMA

· Maintenance releases to the Aga-Developed Software programs covered by the SMA

· Third party software programs

· Maintenance releases to the Third-Party Software programs covered by the SMA

Response: All requests for repair service will be considered requests for emergency service unless a statement to the contrary is made by the COR, POC or designee. A competent service representative adequately equipped with tools, test instruments, service manuals, and repair parts will arrive at the SAVAHCS within the designated response time. The service representative may contact VA staff by phone before arrival at the SAVAHCS. Such contacts, however, will not serve to alter the requirements for arrival on-site except when the request for service is withdrawn by Biomedical Engineering.

2. DOCUMENTATION:

Service reports will be provided for all service activities within 3 business days to the COR including preventive maintenance, emergency repair, and safety inspections, and must contain the following information:

a. Date(s) and time period of service.

b. Complete description of equipment serviced including model number and serial number.

c. Complete description of equipment services performed including upgrades, updates and software changes made.

d. Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable.

e. A statement of the complaint that initiated the service call.

f. Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair.

3. REMOVAL OF EQUIPMENT:

Whenever possible, all repairs and preventive maintenance will be performed at the SAVAHCS. When that is not possible, the COR, POC or designee may give approval for service work to be done at another location. All transportation charges will be borne by the contractor.

a. Contractor will notify the COR and CO immediately if a repair is determined to require completion off-station. Approval will be provided to the contractor within two business days of receipt of notice from the contractor.

b. VA property may not be removed from the SAVAHCS prior to execution, and approval of all documents as required by Supply Chain Management Service. Computer hard drives and other storage media items may not leave VA property.

c. Requirements for service reports for designated equipment not at this location are the same as for work done on-site. Service reports for incoming equipment will be presented for signature at the time of delivery. If equipment is returned via commercial carrier, the service report may be included with the shipment.

4. GOVERNMENT REPAIRS: Government employees will work on contract equipment only with authorization of the contractor or following the failure of the contractor to respond. The government is not obligated to perform any work on contract equipment.

5. PRIOR INSPECTION OF EQUIPMENT: Potential contractors may, at their own expense, inspect equipment covered by this solicitation (ref 52.237-1 SITE VISIT). Arrangements must be made in advance with Biomedical Engineering (see section 3, above).

6. GUARANTEE: The contractor will guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days.

Sources Sought Notice