36C26324Q1165.docx

Special Notice Special Notice

GENERAL INFORMATION

NETWORK 23 CONTRACTING OFFICE

1303 5th St Suite 300 Coralville IA 52241

POINT OF CONTACT*

Contract Specialist Erica Miller erica.miller5@va.gov 319-688-3703 N/A

ADDITIONAL INFORMATION

DESCRIPTION

This is a Notice of Intent published in accordance with Federal Acquisition Regulation (FAR) 5.101(a)(1) requiring the dissemination of information regarding proposed contract actions. This Notice of Intent is for a proposed award of a sole source firm fixed price contract to the following contractor in support of Philips Volcano Intrasight / SyncVision Maintenance in support of Nebraska-Western Iowa VA Health Care System, 4101 Woolworth Ave, Omaha, NE 68105-1805:

Philips North America LLC

UEI: T41NB3MDAPZ6

22100 Bothell Everett Hwy Bothell, WA 98021

This is done under authority of 41 U.S.C. 3304(a)(1), as implemented by FAR 6.302-1: Only one source and no other supplies or services will satisfy agency requirements.

This is not a request for competitive quotes.

Market research revealed that Philips North America LLC is the proprietary developer and sole service provider for the Philips Volcano Intrasight /SyncVision Maint currently being utilized by Nebraska-Western Iowa VA Health Care System.

Additionally, Philips North America LLC is the creator and Original Equipment Manufacturer of the Philips Volcano Intrasight/SyncVision and has over the life of this equipment serviced this equipment for Nebraska-Western Iowa VA Health Care System. Philips North America LLC, furthermore, owns the proprietary maintenance rights for this equipment. Thus, it is impossible for any other company to provide maintenance for this equipment as Philips North America LLC has sole rights and does not allow for authorized resellers, authorized dealers, or third party maintenance vendors to provide such services. Any other entity besides Philips North America LLC providing this service would result in violation of these proprietary rights and voiding of any equipment warranties, as applicable.

The North American Industry Classification System (NAICS) code for this service is 811210 (Electronic and Precision Equipment Repair and Maintenance) and the Product Service Code (PSC) is J065 (Maintenance, Repair, and Rebuilding of Equipment – Medical, Dental, and Veterinary Equipment and Supplies).

While this synopsis does not constitute a solicitation, interested vendors may identify their interest and capability to satisfy the requirement, including documentation from the proprietary rights holder Philips North America LLC that such contractor could provide this service as an authorized reseller, authorized dealer or third party.

All responsible sources may submit a capability statement, which shall be considered by the agency by e-mailing such statement and supporting documentation to Erica Miller, Contracting Specialist, at erica.miller5@va.gov. No phone calls please. Please indicate “Philips Volcano Intrasight / SyncVision Maintenance” in subject line of e-mail.

Such documentation will be reviewed solely for the purpose of determining whether or not to conduct the procurement on a competitive basis. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government under authorities cited above.

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

Scope of Work:

1.1. The contractor will furnish all labor, transportation, parts, test equipment, tools, and expertise necessary to maintain the Philips Volcano Intrasight and SyncVision system located at the Omaha VA Hospital. The vendor shall provide all hardware and software preventative maintenance and corrective maintenance coverages on the system. The vendor shall have the ability to apply all Philips Volcano Field Change Orders to ensure the system is maintained to manufacturer’s standards to include software and quality updates. The vendor shall provide all coverages and benefits normally given in their commercial service and support agreements.

1.2. This contract is effective for 1 year upon date of award plus 4 one-year options that may be exercised by the VA.

1.3. The medical equipment covered by this contract may contain electronic patient health information (EPHI). The vendor shall not remove/copy/delete any of the EPHI. If a computer hard drive needs to be replaced, the old hard drive must be turned-in to biomedical engineering for destruction. The vendor will not receive compensation for the hard drive. The contractor, their personnel, and their subcontractors shall be subject to the federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

1.4. Normal service requirements under this contract consist of scheduled preventive maintenance inspections, adjustments, and repairs, as specified herein, along with scheduled contractor maintenance in response to service calls made by the Omaha VA to the contractor due to a partial or complete system or subsystem failure which requires the contractor to respond within a specified time frame to make needed repairs/adjustments to the system.

Equipment:

1.5. The equipment to be serviced/maintained includes:

Definitions/Acronyms:

1.6. VANWIHCS - Veterans Administration Nebraska Western Iowa Health Care System-Biomedical Engineering Supervisor or designee, telephone number 402-346-8800 ext 3040. Omaha Campus: 4101 Woolworth Ave, Omaha NE 68105.

1.7. CO – Contracting Officer.

1.8. COR – Contracting Officer’s Representative.

1.9. FSE – Field Service Engineer

1.10. FSR – Field Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

1.11. ESR – Equipment Service Report

1.12. BESS – Biomedical Equipment Support Specialist

1.13. OEM - Original Equipment Manufacturer

1.14. PM – Preventative Maintenance

Conformance Standards:

1.15. Contract service shall ensure that the equipment/system functions in conformance with the latest published edition of NFPA-99, OSHA, manufacturer’s Network Equipment/System. Upgrades/updates shall be installed in strict accordance with manufacturer’s specifications and must operate within manufacturer’s specifications and must operate within manufacturer’s specified parameters.

Hours of Coverage:

1.16. The contractor will respond by phone at no additional charge, within the normal business hours (8:00 AM to 4:00 PM (CST) M-F).

1.17. All scheduled service/repairs shall be performed during these normal hours of coverage unless one of the following conditions exist:

The contractor wishes to perform such maintenance at a time that is outside of the normal hours of coverage, at no additional cost to the Government, and the contractor submits a request to the COR prior to the proposed start of the maintenance and the request is approved by the COR before work is begun.

The COR directs that the scheduled maintenance be performed at a time that is outside the normal hours of coverage and the additional cost is recommended by the COR and authorized by the CO.

1.18. Scheduled maintenance shall be performed in accordance at the manufacturer’s recommended intervals and should be scheduled/completed during the month the VA requests. Changes in this periodicity will occur only when approval is granted by the COR and CO.

1.19. Scheduling for unscheduled maintenance requirements outside of normal hours shall be coordinated with and require the approval of the COR.

1.20. The Omaha VA observes Federal holidays.

Unscheduled Maintenance:

1.21. Contractor shall maintain the equipment in accordance with manufacturer’s standards.

1.22. The contractor shall provide repair service, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and installing parts.

1.23. All parts will be covered in this agreement.

1.24. The Contracting Officer, COR and designated Alternate have the authority to approve/request a service call from the contractor.

1.25. Response time:

Contractor’s FSE shall respond by phone during normal business hours or within (30) minutes after normal business hours.

If the problem cannot be corrected by phone or by remote diagnostics the contractor will dispatch a technician.

Scheduled Maintenance:

1.26. Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with the manufacturer's recommendations as published in the Manufacturer’s Maintenance Manuals for the system.

1.27. Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM.

1.28. PM services shall include, but need not be limited to, the following:

Cleaning of equipment to include filters, gearing, and other parts.

Reviewing operating system software diagnostics to ensure that the system is operating as specified by the manufacturer’s specifications.

Calibrating and lubricating the equipment.

Performing remedial maintenance of non-emergent nature.

Performing electrical safety inspection IAW NFPA 99.

Parts:

1.29. The Contractor will provide all replacement parts needed to keep the system in operating condition as originally designed by the manufacturer.

1.30. Parts may be repaired or replaced, as the contractor deems appropriate. No used parts will be used to repair this equipment.

Documentation/Reports:

1.31. Documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices required to maintain the equipment in accordance with manufacturer specifications. Test equipment used for calibration shall be listed on the service report by manufacturer, model number, serial number and date due calibration.

1.32. Any additional charges claimed will be approved by the CO via the COR before service is completed.

Reporting Requirements:

1.33. Upon arrival at the Omaha VA Hospital the contractor shall be required to log in with Biomed in room B556 in Omaha. This log in is mandatory as well as wearing the contractor badge issued upon log in. Contractor’s FSE(s) shall wear visible identification at all times while on the premises of the VA. Identification shall include, as a minimum, the employee’s name, position, and the contractor’s trade name.

1.34. When service is completed, the FSE shall document services rendered on a legible ESR(s) and submit to the BESS who set-up the service. The ESR can be submitted when logging out with Biomed, via an internet web site or e-mail. ESRs should be submitted not later than 5 business days after service is complete.

Services Beyond the Contract Scope:

1.35. Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COR, (in writing), of the existence of the development of any defects in, or repairs required to, the scheduled equipment which the contractor considers he/she is not responsible for under the terms of the contract.

1.36. Contactor shall furnish the COR with a written estimate of the cost to make necessary repairs.

Condition of Equipment:

1.37. The contractor accepts responsibility for the equipment described in “as is” condition.

1.38. Failure to inspect the equipment prior to contract award shall not relieve the contractor from performance of the requirements of this contract.

Test Equipment:

1.39. Test equipment calibration shall be traceable to National Institutes of Standard Technology standards. Each service report shall list test equipment used and date calibration to NIST is due. Test equipment out of calibration shall not be used.

Identification, Parking, Smoking, and VA Regulations:

1.40. Contractor’s FSE(s) shall wear visible identification at all times while on the premises of the VA. Identification shall include, at a minimum, the employee’s name, position, and the contractor’s trade name.

1.41. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

1.42. Smoking is prohibited inside all VA buildings.

1.43. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

1.44. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court.

Contractor Qualifications:

1.45. “Fully qualified” is based upon training and experience in the field. For training, the FSE(s) has successfully completed a formalized training program for the equipment identified in this solicitation as required by the Original Equipment Manufacturer (OEM) and equal to what the manufacturer provides their own field service personnel.

1.46. Contractor must provide, upon request, evidence of appropriate training of any FSE(s) providing services under terms of the contract. Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer.

1.47. Contractor must have access to all OEM proprietary information due to the critical nature of these services. Examples of this information would be software updates and factory service bulletins that describe updates/modifications needed to make the equipment under this contract safe for use.

Special Notice