SOW Stille imagiQ3 or Equal Imaging Surgical Table.pdf

STATEMENT OF WORK: Stille imagiQ3 or Equal Imaging/Surgical Table (ONE)

1. Introduction & Background:

The purpose of the contract is to purchase a STILLE imagiQ3 or Equal Imaging/Surgical Table for minimally invasive, cardiovascular, and endovascular procedures.

2. Place of Performance

Department of Veteran Affairs VA Loma Linda Healthcare System (605) 11201 Benton St.

Loma Linda, CA 92357

3. Objective & Scope:

a) The objective of this procurement is to acquire the Stille imagiQ3 or Equal Imaging/Surgical Table for the VA Loma Linda Medical Center’s Vascular Surgery Section. The imaging table is required to support the full range of endovascular and interventional procedures during the scheduled shutdown and construction of the Hybrid OR suite to ensure uninterrupted high-quality patient care, enhance procedural efficiency, reduce radiation exposure, and provide versatile clinical support for vascular, spine, pain, and other specialties.

4. Delivery and Installation:

a) White glove delivery to VA Loma Linda Medical Center, Vascular Surgery Section, 11201 Benton St, Loma Linda, CA 92357.

b) Coordination with facility management and biomedical engineering to ensure compliance with site requirements for safe handling and placement.

c) On-site installation by factory-certified personnel to ensure proper assembly, calibration, and operational verification, including all necessary connections to imaging systems and C-arms.

5. Training Requirements:

a) Provision of comprehensive user training by factory-certified representatives for clinicians, OR staff, and biomedical engineering personnel.

b) Initial hands-on training session for all primary users at the time of installation, covering safe operation, patient positioning, imaging compatibility, emergency functions, battery care, and maintenance procedures.

c) Access to ongoing training resources, including updated user manuals, instructional videos, and remote support as needed.

d) Training must also cover integration and use of the service diagnostic tool for remote monitoring and troubleshooting.

6. Tasks & Deliverables

a) Documentation: The Contractor will assist with assemble and initiation functions checks upon delivery or within a reasonable timeframe. Coordination with Biomed and/or the end user may be required.

i) Contractor will provide Date and times of assembly

ii) Summary of work completed/problem and action taken

(a) Safety check completions, performance data, etc.

iii) Parts replaced (part numbers) 9If needed)

7. Additional Requirements

a) Vendor needs to provide a minimum of 1 year warranty.

b) RESPONSE TIME: Regarding the warranty the Contractor shall acknowledge requests by telephone for service within 2 hours. The Contractor shall be on-site within 24 hours of telephone acknowledgement of the service request. The Contractor shall provide the name, address and telephone number of the office where service calls are to be placed (available 24 hours a day, 7 days a week).

c) All work shall be performed according to VA Loma Linda’s policies and within specified time frames, with the objective of maintaining optimal system performance, ensuring security, and reducing system downtime.

8. Acceptance

a) All completed work will be inspected and tested for compliance and operational capabilities by VA Loma Linda Biomedical Engineering and any other staff deemed by said department to be critical in the assessment process.

b) The Government reserves the right to accept or reject Contractor’s employee for the rendering of services. Complaints concerning Contract Personnel’s performance or conduct will be dealt with by the Contractor and COR with the final decision being made by the Contracting Officer.

9. Changes to the Statement of Work:

Only the specified services stated herein are authorized under this contract. Before performing any service or repairs of a non-contract nature, the COR or Contracting Officer must be advised of the reasons for this additional work. If appropriate, the Contracting Officer or their designee may authorize the additional services or repairs under a separate purchase authorization. The Vendor is cautioned that only the Contracting Officer may authorize additional services or repairs and that reimbursement will not be made unless this prior authorization is obtained.

Changes to the statement of work requires Contracting Officer approval. Acceptance of changes to the statement of work from an unauthorized individual shall be at the risk of, and shall be the sole responsibility of, the contractor or supplier. Acceptance of changes to the statement of work from an unauthorized individual may result in non-payment for services as cancellation of this agreement

10. Contractor’s Key Personnel

The Contractor shall be responsible for the assignment, managing and overseeing the activities of all Contractor personnel. The Contractor's management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in the statement of work.

The Contracting Officer may notify the Contractor and request immediate removal of any personnel assigned to the order by the Contractor that are deemed to have a conflict of interest with the government or if the performance is deemed to be unsatisfactory. The reason for removal will be documented and replacement personnel shall be identified within three business days of the notification. Employment and staffing difficulties shall not be justification for failure to meet established schedules.

11. Contractor Point of Contact

The Contractor shall assign a Point of Contact (POC) and an alternate POC for the purpose of ensuring compliance with all the terms and conditions of this contract and who shall be responsible for administration and clinical matters in the performance of services under this contract. The POC shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The POC shall be available by telephone Monday through Friday, between 8am to 6pm EST. excluding Federal Holidays.

12. Normal Working Hours:

Contractor will shall be performing services between the hours of 8am through 6pm EST, Monday - Friday with exceptions to Federal Holidays. Contractor must report to the COR or designee prior to starting work and check out with the COR or designee prior to departing the job site.

13. Overtime & Federal Holidays:

Any overtime or holiday pay that may be entitled to the Contractor’s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.

In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following national holidays are observed and for the purpose of this contract are defined as “Legal Federal official holidays”:

New Year’s Day January 1st Martin Luther King’s Birthday Third Monday in January President’s Day Last Monday in February Memorial Day Last Monday in May

Juneteenth June 19th

Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th

When a holiday falls on a Sunday, the following Monday will be observed as a National Holiday.

When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government Agencies. Also included would be any day specifically declared by the President of the United States of America as a National holiday.

14. 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 Contractors effective October 1, 2019. There will no longer be designated smoking areas.

15. Invoice and Payment:

Contractor shall submit monthly invoices in the arrears electronically via the Tungsten-Network System at the end of each month, for payment of the storage containers in that billing period. Contractor shall submit original invoice electronically to:

Department of Veterans Affairs Financial Services Center http://www.tungsten-network.com (Toll-free telephone number: (877) 489-6135)

No advance payment. Payment shall be made annually upon receipt of properly prepared invoice. The invoice MUST be itemized to include the following information. Any information listed below that is not provided on an invoice, will render that invoice incomplete and the invoice will be returned for immediate correction.

Dates of service.

Description of services.

Invoice number, date.

Contract number.

Obligation number

Failure to comply with the above shall delay payment to the Contractor.

https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.tungsten-network.com%2F&data=05%7C01%7C%7C974d343184164bba2da208dbd72862d5%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638340340684057921%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=Ck4duh76gewDiBhjtOvUw1R3Fe9zsEzwKMlXWdiuh14%3D&reserved=0

16. Business Proposal

Detailed, itemized pricing (base system, installation, training, warranty, extended support, options) Delivery and installation timeline, including estimated lead time from award.

Contract vehicle information (e.g., GSA/FSS/ECAT number), Point of contact, UEI#, CAGE code, business size/status.

17. Evaluation Criteria

The Government intends to evaluate proposals and make award using the Best Value Trade-Off process. Proposals will be evaluated using the following criteria in descending order of importance:

• Technical Capability: Degree to which the system meets or exceeds the requirements and characteristics in SOW

• Past Performance: Quality of performance on similar recent contracts, particularly for Federal or VA clients

• Delivery & Installation: Ability to deliver, install, validate, and provide training within required timelines

• Support and Warranty: Scope and responsiveness of warranty and post-installation technical support

• Price: Overall value and reasonableness of proposed pricing The contract may be awarded to other than the lowest-priced offer, if determined to provide the best value to the Government.

18. Statement of Work

See SOW criteria and requirements listed.

19. Terms and Conditions

This procurement is subject to applicable FAR and VAAR clauses, including but not limited to FAR 52.212-1, 52.212-4, 52.212-5, and any other agency-specific clauses.

No advance payment. All invoicing and payment shall be in accordance with FAR/VAAR and local finance procedures, as stated in the SOW.

This RFP in no way obligates the Government to award a contract nor to pay any costs incurred in preparing a proposal.

20. Point of Contact

Sabrina Schofield – Contracting Officer

Sabrina.schofield@va.gov

STATEMENT OF WORK: Stille imagiQ3 or Equal Imaging/Surgical Table (ONE)