S02 36C24924Q03954 MiPACS Software Service and Maintenance.pdf

Combined Synopsis-Solicitation for Commercial Items

SUBJECT* 36C249-24-AP-3225 - MiPACS Software Service and Maintenance

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 37129

SOLICITATION NUMBER* 36C24924Q0395

RESPONSE DATE/TIME/ZONE 08-22-2024 2 PM CENTRAL TIME, CHICAGO, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SBA

PRODUCT SERVICE CODE* J065

NAICS CODE* 541519

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

POINT OF CONTACT*

Contract Specialist Preston Gerretse preston.gerretse@va.gov

PLACE OF PERFORMANCE

ADDRESS Tennessee Valley Healthcare System Medical Center 1310 24th Avenue South Nashville, TN 37212

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/ URL DESCRIPTION VA.gov Home

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

mailto:preston.gerretse@va.gov

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice.

This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2024-05, effective May 22, 2024.

This solicitation is set-aside for 100% Small Business.

The associated North American Industrial Classification System (NAICS) code for this procurement is 541519, with a small business size standard of 150 employees.

The FSC/PSC is J065

The Dental Service at TVHS is requesting 58 additional (72 old) MiPACS software licenses and 5 years of annual support and maintenance with 5 ordering periods.

All interested companies shall provide quotations for the following:

Services

Line Item

Description QT Y

Unit of Measure

Unit Price Total Price

1001 MiPACS Dental Enterprise - Viewers-Software

ORDERING PERIOD 1

8/31/24 – 3/31/25 Licenses DIE-DV

58 EA $ _________ $ __________

1002 MiPACS Dental Enterprise - Annual Support

ORDERING PERIOD 1

8/31/24 – 3/31/25

DIE-SUPP

7 MO $ _________ $ __________

2001 MiPACS Dental Enterprise - Annual Support (72 old licenses plus 58 new licenses - total 130)

ORDERING PERIOD 2

4/1/25 – 3/31/26

DIE-SUPP

1 YR $ _________ $ __________

2002 MiPACS Dental Enterprise - Annual Maintenance (72 old licenses plus 58 new licenses - total 130)

ORDERING PERIOD 2

4/1/25 – 3/31/26

DIE-MAINT

1 YR $ __________ $ __________

Line Item

Description QT Y

Unit of Measure

Unit Price Total Price

3001 MiPACS Dental Enterprise - Annual Support (72 old licenses plus 58 new licenses - total 130)

ORDERING PERIOD 3

4/1/26 – 3/31/27

DIE-SUPP

1 YR $ __________ $ __________

3002 MiPACS Dental Enterprise - Annual Maintenance (72 old licenses plus 58 new licenses - total 130)

ORDERING PERIOD 3

4/1/26 – 3/31/27

DIE-MAINT

1 YR $__________ $___________

4001 MiPACS Dental Enterprise - Annual Support (72 old licenses plus 58 new licenses - total 130)

ORDERING PERIOD 4

4/1/27 – 3/31/28

DIE-SUPP

1 YR $__________ $___________

4002 MiPACS Dental Enterprise - Annual Maintenance (72 old licenses plus 58 new licenses - total 130)

ORDERING PERIOD 4

4/1/27 – 3/31/28

DIE-MAINT

1 YR $__________ $___________

5001 MiPACS Dental Enterprise - Annual Support (72 old licenses plus 58 new licenses - total 130)

ORDERING PERIOD 5

4/30/28 – 3/31/29

DIE-SUPP

1 YR $__________ $___________

5002 MiPACS Dental Enterprise - Annual Maintenance (72 old licenses plus 58 new licenses - total 130)

ORDERING PERIOD 5

4/1/28 – 3/31/29

DIE-MAINT

1 YR $__________ $___________

Tennessee Valley Healthcare System (TVHS) Statement of Work

MiPACS Dental Imaging Software Licenses and Annual Support/Maintenance.

Specific Tasks TVHS Dental Service is requesting to purchase 58 additional MiPACS software licenses to allow additional staff to be able to utilize the software. The imaging software is used to view, read, and diagnose all intraoral and extraoral radiographs obtained throughout the system at our (5) Dental sites. As we have added additional sites and computers to the system, the number of allowable computers accessing the software at any one time is limited to our current number of licenses we own (72). This is preventing providers from viewing imaging, which can delay patient care.

Services:

Contractor shall furnish the following:

1: 58 additional MiPACS Dental X-Ray PACS System Software licenses.

2: Annual Support provides the customer with the ability to call the contractor’s support desk at or email to report problems, receive technical support, and answer any questions about the MiPACS Components.

3: Annual Maintenance includes access to new versions, updates, and patches to the MiPACS Components as they are released. Bug fixes, and enhancements, including any feature requests made by users which are approved by Medicor are provided in these updates.

EQUIPMENT IDENTIFICATION:

The MiPACS Dental Imaging Equipment is composed of the following units and subsystems, located at our five sites, Nashville, Murfreesboro, Chattanooga, Clarksville Dalton Drive, Clarksville Ft. Campbell Taylor. Existing Government Furnished Equipment (GFE) is comprised of Virtual MiPACS server, Dental X- Ray Capture stations, and VA Workstations.

Location of software use:

• TVHS Nashville VA, First Floor, Dental Service, 1310 24th Ave South, Nashville, TN 37212

• Alvin C York VA Medical Center, Building 1, Ground Level, Dental Service, 3400 Lebanon Pike, Murfreesboro, TN 37126

• Dalton Drive VA Clinic, Dental Service, 2292 Dalton Drive, Suite F, Clarksville, TN 37043

• Taylor Dental Clinic, 5580 Desert Storm Ave, Fort Campbell, TN 42223

• Chattanooga VA Clinic, Dental Service, 6401 Shallowford Road, Chattanooga TN 37421

REQUIREMENTS:

a. SCHEDULED MAINTENANCE (Routine Scheduled Maintenance):

The Contractor is responsible for managing the following in accordance with manufacturer’s specifications:

(1) APPLICATION ENVIRONMENT

(2) SYSTEM MANAGEMENT UTILITIES

(3) UPLOADING SOFTWARE UPDATES

b. OPERATIONAL UPTIME REQUIREMENTS:

The MiPACS System shall be operable and available for use 95% of the normal operating hours of the equipment. Downtime will be computed from notification of problem during normal work hours.

Scheduled maintenance will be excluded from downtime. (Normal work hours are 8AM - 4:00PM, Monday through Friday, excluding national holidays). Operational Uptime will be computed during a month-long time period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action. Downtime due to failure of VA to meet its responsibilities in system maintenance will not be counted.

c. HOURS OF COVERAGE:

(1) Normal hours of coverage are 24 hours a day, seven days a week including holidays.

(2) Federal Holidays observed by the VAMC are:

New Years Day, Martin Luther King. Jr Day, Washington’s Birthday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day. Or any other day specifically declared by the President of the United States.

d. UNSCHEDULED MAINTENANCE (Emergency Repair Service):

Response Time: Contractor's FSE must respond with a phone call to the COR or his/her designee within one (1) hour after receipt of telephoned notification 24 (twenty- four) hours per day. This unscheduled maintenance may include both telephone support and software support. This includes applications support, making modifications of the system configuration, downloading patient image files, running remote diagnostics of the system hardware and network, and providing applications support with simultaneous telephone conversations.

e. PARTS:

Parts replaced by the vendor during maintenance are provided on an exchange basis. Replacement parts may be new or reconditioned and are functionally equivalent to new parts. Replaced parts become the property of the contractor. Parts under warranty will be replaced at no charge. It is the responsibility of Nashville VA Hospital to buy parts out of warranty.

f. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:

The Contractor shall immediately, but no later than 24 (twenty- four) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or 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. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.

g. CONDITION OF EQUIPMENT:

The Contractor accepts responsibility for the equipment described in paragraph 1, in "as is" condition.

Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract.

h. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:

(1) Each respondent must have an established business, with an office and full-time staff.

The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup.

(2) "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified.

For field experience, the FSE(s) has a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on the MiPACS Imaging Equipment.

(3) The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and/or COTR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment.

(4) If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

i. TEST EQUIPMENT:

Prior to commencement of work on this contract, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VAMC's equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard.

j. SERVICE MANUALS:

The VAMC shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to all FSE’s all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the CO upon request.

k. SOFTWARE SUPPORT:

The Contractor shall provide THVS with software upgrades and updates as released by the manufacturer. Updates shall include all modifications, corrections, and enhancements to software applications that the manufacturer makes available to its customers. Updates shall include mandatory updates (mandated by the manufacturer or to comply with changes in federal or state laws and regulations.

l. RESPONSIBILITIES OF THE VA:

TVHS will maintain the environmental conditions in accordance with manufacturer’s specifications. The MiPACS System shall be maintained within parameters specified by the manufacturer. The MiPACS system shall be accessible via the hospital computer system, and the vendor is required to have a VPN account to access the equipment. TVHS will ensure that all data files are adequately duplicated and documented. (The Contractor is not responsible for duplicating and documenting data files. If any files are lost during Contractor maintenance, the cost of reconstructing this data will not be covered by this contract.) TVHS will have a system administrator or someone with equivalent skill. This VA employee shall be responsible for the ongoing maintenance of the MiPACS System.

m. Critical Incidents – problems affecting a single critical production function of the system, causing the system to operate in a degraded state or having an adverse financial impact to the Tennessee Valley Healthcare System.

REFERENCES:

Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99. The above equipment shall be maintained in accordance with the manufacturer's standards and/or specifications.

DELIVERY:

a. Normal hours of coverage are 24 hours a day, seven days a week including holidays.

b. REPORTING REQUIREMENTS:

When the Contractor has an on-site visit, the Contractor shall be required to report to Biomedical Engineering to log in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COR. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature". If the COR is unavailable, a signed copy of the ESR will be sent to the COR after the work is performed.

PROGRESS AND COMPLIANCE:

a. DOCUMENTATION/REPORTS:

The documentation will include detailed descriptions of the scheduled and unscheduled maintenance procedures performed (i.e., Emergency repairs), including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with the manufacturer’s specifications. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail:

(1) Name of contractor.

(2) Name of FSE who performed services.

(3) Contractor service ESR number/log number.

(4) Date, time (starting and ending), equipment downtime, and hours on-site for the service call.

(5) VA purchase order numbers(s) covering the call if outside normal working hours.

(6) Description of problem reported by COR (If applicable).

(7) Identification of the equipment to be serviced:

• Inventory ID number

• Manufacturer’s name

• Device name

• Model number

• Serial Number

• Any other manufacturer’s identification numbers

(8) Itemized Description of Service Performed (including costs associated with after normal working hour services) including:

Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action.

(9) Total Cost to be billed (If Applicable --i.e., part(s) not covered, or service rendered after normal hours of coverage).

(10) Signatures:

(a) FSE performing services described.

(b) VA Employee who witnessed service described.

b. PAYMENT: Invoices will be paid in arrears on a quarterly basis upon receipt of service reports.

Period of Performance:

• ORDERING PERIOD 1 POP: 8/31/24 - 3/31/25

• ORDERING PERIOD 2 POP: 4/1/25 - 3/31/26

• ORDERING PERIOD 3 POP: 4/1/26 - 3/31/27

• ORDERING PERIOD 4 POP: 4/1/27 - 3/31/28

• ORDERING PERIOD 5 POP: 4/1/28 - 3/31/29

NOTES AND OTHER INFORMATION:

a. ADDITIONAL CHARGES:

There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts. Note: Any additional charges claimed must be approved by the COR before the service is completed!

b. Security Issues: There are no known security issues with this Statement of Work.

c. DEFINITIONS/ACRONYMS:

(1) Biomedical Engineering - Supervisor or designee.

(2) CO - Contracting Officer

(3) COR - Contracting Officer's Representative

(4) PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.

(5) FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance, corrective and/or preventive services on the VAMC premises.

(6) ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

(7) Acceptance Signature - VA employee who indicates FSE.

demonstrated service conclusion/status and User has accepted work as complete/pending as stated in

ESR.

(8) Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR.

(9) NFPA - National Fire Protection Association.

(10) CDRH - Center for Devices and Radiological Health.

(11) VAMC - Department of Veterans Affairs Medical Center

(12) VAH - Veterans Affairs Hospital

Place of Performance/Place of Delivery Tennessee Valley Healthcare System Medical Center 1310 24th Avenue South Nashville, TN 37212 United States

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Items” SEP 2023

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items”

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

• FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” NOV 2023

• FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders”

NOV 2023

The following subparagraphs of FAR 52.212-5 are applicable:

FAR

Number

Title Date

52.204–10 Reporting Executive Compensation and First-Tier Subcontract Awards JUN 2020

52.219–27 Notice of Service-Disabled Veteran-Owned Small Business Set-Aside JUN 2023

52.204–30 Federal Acquisition Supply Chain Security Act Orders— Prohibition DEC 2023

52.219-6 Notice of Total Small Business Set-Aside NOV 2020

52.219–28 Post-Award Small Business Program Representation FEB 2024

52.222-3 Convict Labor JUN 2003

52.222-21 Prohibition of Segregated Facilities APR 2015

52.222–26 Equal Opportunity SEP 2016

52.222–36 Equal Opportunity for Workers with Disabilities JUN 2020

52.222-50 Combating Trafficking in Persons NOV 2021

52.224-3 Privacy Training JAN 2017

52.225-13 Restrictions on Certain Foreign Purchases FEB 2021

52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving MAY 2024

52.232-33 Payment by Electronic Funds Transfer—System for Award Management OCT 2018

52.232-36 Payment by Third Party MAY 2014

52.239-1 Privacy or Security Safeguards AUG 1996

52.222-41 Service Contract Labor Standards AUG 2018 http://acquisition.gov/comp/far/index.html https://www.sam.gov/portal

FAR

Number

Title Date

52.222-53 Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services—Requirements

MAY 2014

52.222-55 Minimum Wages for Contractor Workers Under Executive Order 14026 JAN 2022

52.222-62 Paid Sick Leave Under Executive Order 13706 JAN 2022

(End of Clause)

Instructions to quoters:

All quoters shall submit the following: Quotes shall include the RFQ number (36C24924Q0395), the proposed unit price for Line Items, the proposed extended price of Line Items, any prompt payment discount terms, company name, the company’s point of contact, address, phone number, fax number, e-mail address, Unique Entity Identifier (UEI) number, and business size status.

Questions are due no later than: 8/19/24 @ 2:00 PM CST, at Preston.Gerretse@va.gov

The award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side-by-side pairwise comparison of quotes based on factors resulting in a Contracting Officer’s decision for the quote most favorable to the Government.

The following are the decision factors:

Contract award will be made based on the solicitation response representing the best value to the Government using a Contracting Officer’s Comparative Analysis. Since the Contracting Officer is considering price and other factors, the CO may award to other than the lowest-priced offer.

The information below explains the evaluation approach:

The Contracting Officer will make a comparative analysis of all offers against the solicitation, using the following factors to decide which offer(s) represent the best value to the Government.

Factor 1: Technical Ability

The offer shall be evaluated on conformance with the requirements listed in the Statement of Work. The offeror shall submit a technical narrative that describes the means and methods of successfully performing all work detailed in the SOW, including the personnel being proposed to perform the work.

Any training certifications for the repair of said equipment should be provided with a quote.

Factor 2: Past Performance

Offeror shall provide up to three references of relatively the same size and complexity. Include the following information for each contract: Name and address of contracting activity (company name), contract number, type of contract, total contract amount and status, date of award and completion, description and location of contract work, list of major subcontractors if any, Contracting Officer or mailto:Preston.Gerretse@va.gov individual responsible for signing the contract, and their telephone and fax number, and the COR’s/Administrator’s name, telephone, and fax numbers. Offerors may provide information on problems encountered on identified contracts and the offeror’s corrective action. Searches in CPARS (Contractor Performance Assessment Reporting System), as well as Past Performance Questionnaires, may be utilized.

Factor 3: Price

Offerors shall provide one copy of the fully completed Price Schedule in the above format. Proposed prices will be evaluated for reasonableness.

Comparative analysis will be utilized to evaluate quotations. The award will be made to the response most advantageous to the Government. Responses should contain your best terms and conditions. Any warranty provided above Manufacturers will be a consideration for comparative analysis.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms and conditions.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received no later than 2:00 PM CST on August 22, 2024 at Preston.Gerretse@va.gov.

All information has been posted, and there are no other documents available. Offers must be submitted electronically. QUOTES SUBMITTED BY ANY OTHER MEANS WILL NOT BE ACCEPTED.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact

Preston Gerretse Contract Specialist, Services – East Network Contracting Office 9 (NCO 9) 1639 Medical Center Parkway, Suite 204 Murfreesboro, TN 37129 Office: 615-225-5482 Email: Preston.Gerretse@va.gov mailto:Preston.Gerretse@va.gov