Statement of Work - GI SCOPE SERVICE.pdf

PDF 227 KB Posted Apr 14, 2021

Attached to: W065--ENDOSCOPE LEASE Federal contract opportunity
Solicitation number: 36C25721Q0676
Issued by: Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 17

About this file

Written by GovTribe AI · Dec 28, 2023

This statement of work outlines requirements for an endoscope lease between the Central Texas Veterans Health Care System and Olympus America, Inc. The system seeks to lease gastroenterology endoscopes and related equipment through September 2024, with an annual renewal option. Required products include various Olympus endoscopes, accessories, and maintenance. The contractor must provide equipment delivery and installation, comprehensive repair coverage including loaners, training, and 24/7 technical support over the lease period. Responses were due by April 30, 2021 to be considered for this sole source endoscope lease with the Central Texas Veterans Health Care System.

View the file

Other files for this federal contract opportunity

Other files attached to W065--ENDOSCOPE LEASE, newest first.
File	Type	Posted
36C25721Q0676.docx	DOCX document	Apr 14, 2021

On GovTribe

Work with this file on GovTribe

Download the original file
Contacts named in this file
Similar government files
Ask GovTribe AI about this file

Try for free Login

Text version

The file's text, extracted by GovTribe without its formatting.

1 | P a g e

STATEMENT OF WORK

GI Endoscope Lease and Service Agreement

1. INTRODUCTION

The Central Texas Veterans Health Care System located in Temple, Texas (VA) seeks to use Limited Sources on GSA and Sole Source Open Market item to lease Gastroenterology Endoscopes with Olympus America, Inc. in accordance with VHA Directive 2009-004, VHA Handbook 1761.1, and the April 19, 2010 Deputy Undersecretary for Health Operations and Management (DUSHOM) Memo outlining guidance for VHA standardization of endoscopes which deems leasing endoscopes to be the new level of standardization.

2. STATEMENT OF NEED

VA requires endoscopes, all electrical equipment, and supplies necessary to maintain the Central Texas Veterans Healthcare Systems’ Temple Gastroenterology and Pulmonary Endoscopy labs, in addition to a full-service maintenance agreement for Base year plus two (2) option years to properly complete gastroenterology and pulmonary endoscopic procedures at VA.

3. LOCATION OF WORK:

Equipment shall be delivered to the, Oline E. Teague Medical System Center located at 1901 Veterans Memorial Drive, Temple, Texas 76504.

4. SCOPE OF WORK

5. TECHNICAL REQUIREMENTS

5.1 TECHNICAL - Contractor shall be capable of fulfilling the following requirements:

5.1.1. Under VA agreement, contractor must provide leased endoscopes to CTVHCS for use throughout the contract period. Supporting accessories will also be provided as part of the contract of leased endoscopes.

Accessories must allow full functionality of the endoscopes and all operations without creating a delay in the work process.

5.1.2. Contractor shall deliver, and if required, unpack and install equipment during normal business hours unless prior authorization is given by COR, CO or designated representative.

2 | P a g e

5.1.3. Contractor shall provide full-service service agreement; comprehensive service program that provides full repair coverage with no cap; including accidental damage coverage at no extra charge for all contracted equipment, including electronics.

5.1.4. Contractor shall provide clear guidelines to differentiate between normal wear and tear and damage/abuse of leased endoscopes returned for repair.

Guidelines must specify payment method and payment plan when such occurrences are identified. Repairs must be initiated until consensus is reached between both parties. Upon receiving endoscope, contractor will notify COR of additional costs accrued not covered under full-service contract.

5.1.5. Contractor shall provide a loaner endoscope for duration of repair. Loaner endoscope shall be of same, or comparable model as original. Upon contact, Olympus will overnight loaner endoscope to VA within 24 hours.

Once leased endoscope is repaired and returned, VA has ten (10) working days to return loaned endoscope to Olympus with provided return postage.

Contractor is responsible for all shipping cost to include, but not limited to, endoscope return for repair.

5.1.6. Contractor shall provide free educational in-service for all new equipment.

Educational in-service shall include both education for patient care and reprocessing procedures. Contractor shall provide refresher training to both patient care and reprocessing staff on an annual basis. Contractor shall provide literature detailing reprocessing procedures for each model number that requires reprocessing.

5.1.7. Contractor is responsible for annually inventorying leased equipment in conjunction with assigned COR, or designated representative.

5.1.8. Contractor shall provide next day shipping in both directions included at no extra charge

5.1.9. Contractor shall provide 24/7 technical support

5.1.10. Contractor shall provide Online repair tracking and history

5.1.11. Contractor shall provide Periodic and on-demand training and support provided by Specialists

5.1.12. Contractor shall provide Full access to preventative maintenance and educational courses

5.1.13. Contractor shall provide Administrative support: Weekdays 8:30 a.m. - 5:30 p.m.

5.1.14. Equipment List: Contractor shall provide the following items listed, and if required fully installing the equipment, calibrating, testing and evaluating

3 | P a g e after installation to include all other agreements pursuant to quoted services:

MODEL QUANTITY

GIF-1TH190 2

OEV-262H 10

OEP-6 2

LF-V 2

CLV-190 6

CV-190 6

PCF-HQ190L 6

BF-UC180F 5

GF-UE160-AL5 2

OFP-2 4

GF-UCT180 2

MAJ-2056 3

SIF-Q180 1

EU-ME2 PREMIERPLUS 1

CF-HQ190L 16

GIF-HQ190 9

GIF-XP190N 1

BF-H190 3

BF-1TH190 3

TJF-Q190V 3

ARIETTA 850 AT 2

MAJ-1430 6

MAJ 1951 20

55645L10-1 6

MAJ-1916 6

MAJ-1918 8

OL-0015-08 5

AR850EXTWAR3YR 1

MAJ-2319 3

MAJ-2315 3

K10035366 2

WM-DP3 20A 4

MAJ-2166 4

MAJ-2165 : 4

4 | P a g e

MAJ-1653 4

MAJ-2146 8

MAJ-1657 1

MAJ-2216 4

5.2. CORPORATE EXPERIENCE -

Address prior experience and effectiveness of company with projects of similar scope and magnitude, including demonstrated experience in providing these technical services for a major federal agency with emphasis on endoscope leasing and maintenance service.

5.3. PAST PERFORMANCE -

Provide past performance record that represents capability of adequately performing business requirement.

6. PERIOD OF PERFORMANCE:

BASE: September 01, 2021 - August 30, 2022

OPTION YEAR 1: September 01, 2022 - August 30, 2023

OPTION YEAR 2: September 01, 2023 - August 30, 2024

7. COST

Life-cycle cost-Scope of acquisition does not contemplate the procurement of any production items; therefore, life-cycle costs are not applicable.

Design-to-cost- Scope of acquisition does not contemplate the design of equipment, parts, or systems; therefore, design-to-cost considerations are not applicable.

Application of should-cost- A should-cost evaluation was administered during developmental stages of evaluation. As a minor project, Providers, Medical Staff, Biomedical Technicians and the Program Specialist comprised the multifunctional team. They reviewed pricing, engineering concerns and long-term improvements.

Selected Vendor met standards of use and compatibility concerns.

8. BUDGET AND FUNDING

Requirement shall be funded from Medical Services.

9. SPECIAL WORK REQUIREMENTS:

5 | P a g e

9.1. Hours: Services shall be performed according to specifications of Government point of contact and COR. The regular work hours four this facility is Monday through Friday 0800am to 4:30pm (CST).

9.2. Noncontract Charges: The contractor shall not perform any service that results in additional charges without prior approval from the Contracting Officer.

9.3. Property Damage: The contractor shall take all necessary precautions to prevent damage to any government property and notify Contracting Officer Representative immediately if damages occur. Contracting Officer shall authorize contractor to remedy situation in one of the following ways: be assessed current replacement costs for damaged property, replace damaged property in a timely manner, or correct damages with like materials at no additional cost.

9.4. Identification, Parking, Smoking, and VA Regulations:

Contractor shall always need to acquire a badge for each worker and ensure that badge is worn in a visible location on worker while on premises of VA property. It is the responsibility of the contractor to park in appropriate designated parking areas. Information on parking is available from the VA Police. VA shall not invalidate or make reimbursement for parking violations of contractor under any conditions. Smoking is prohibited inside any buildings at the VA. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States District Court.

9.5. Documentation- All service documentation must contain:

9.5.1. Date and time of contractors' arrival on station

9.5.2. Type, model, and serial number(s) of all equipment on which service was performed

9.5.3. Total time of performance period, excluding travel time

9.5.4. Detailed narrative description of reason for service performed to include reported problem and cause of problem (When applicable)

9.5.5. Complete list of parts replaced (When applicable)

9.5.6. Date and time equipment returned to serviceability.

9.6. Personnel Qualifications- Contractor personnel, performing under contract, shall be fully qualified and competent for equipment to be repaired.

10. APPLICABLE CONDITIONS

The facility has standardized to Olympus endoscopes in Gastroenterology Respiratory and Operating rooms per VHA national Standardization of Endoscopes Directive. It is the consensus of the IPT that leasing is the appropriate contracting strategy for this procurement of procuring GI/Pulmonary. Leasing allows greater ability to standardize endoscopes, provides flexibility to change products as new technology evolves and results in more predictable maintenance expenses.

6 | P a g e

VA requires leasing of numerous medical endoscopes and related equipment for endoscopy procedures. In the past, VA has purchased this equipment. However, due to standardization and technology demands, VA must now lease their equipment. Under VHA Directive 2009-004 and VHA Handbook 1761.1, VHA authority has mandated that standardization of equipment, processes and procedures be implemented to ensure patient safety and health. A delay in acquiring needed equipment will halt the ability to complete clinical procedures in VA Pulmonary and Gastroenterology labs at its Temple, Tx. Location. Additional costs will be incurred due to non-availability of requested services. It is critical that equipment is procured in a timely manner.

11. CAPABILITY OR PERFORMANCE

11.1. The procurement of this equipment shall facilitate the staff Gastroenterologist and Pulmonologist in performance of Gastroenterology and Pulmonary Endoscopic procedures. Gastroenterology and Pulmonary procedures are a high demand, and the labs are designed to complete a wide range of procedures on outpatients and inpatients at VA.

11.2. The desired outcome of the overall project includes the seamless transition and delivery of all electronics and endoscopes in the endoscopic area at VA at Temple. Contractor performance shall be measured in terms of timely performance of tasks and the level of quality being provided by Olympus America.

12. DELIVERY OR PERFORMANCE-PERIOD REQUIREMENTS

Community based Fee-for Service providers have performed services in the past. VA is billed for consultative and procedural components of visit. It is imperative for required equipment to be received in timely manner. VA aims to initiate new contract on September 01, 2021. The delivery time for equipment is twelve (12) weeks after order has been placed.

13. TRADE-OFFS

14. RISKS

Overall, the risk concerning project is medium. Prior to contract period there were delays in endoscope repairs, and loaner equipment receipt. To reduce equipment inoperability period, VHA has generated a National Blanket Purchase Agreement with Olympus to cover repair cost of damaged scopes, which includes use of loaner endoscopes during repair time.

7 | P a g e

Transference – To avoid a risk, procurement against National BPA agreement is critical. Delays in endoscope repair process increases patient backlog in endoscopic procedures.

Significant Market Research has shown Olympus America is the only Company that meets product and service requirements. As, Olympus is the designated provider for leased endoscope equipment, they offer a unique product as the designated distributor.

15. ACQUISTION CONSIDERATIONS

It has been determined that firm fixed price task order is appropriate. In accordance with FAR 16.202-2, fixed price contracts are suitable for commercial items or services base on reasonably definite functional specifications. The firm fixed price (FFP) task order shall be issued in accordance with FAR Part 8. The following acquisition considerations were made for procurement purpose:

- Sole Source procurement instead of full and open competition as firm fixed price The Olympus America system offers the highest quality equipment and most innovative medical technologies to meet increasing demand for endoscopic procedures at VA.

- In accordance with FAR 8.404(d), ordering activities may seek additional discounts before placing an order. Additional negotiations may occur if considered necessary.

- Warrantee acceptance does not constitute the final word. Systems shall be sustainable and viable through duration of agreement.

- Lease shall include four (4) option periods that would immediately follow the base year period if exercised. There is a need for continuity of services for this requirement to further meet the demand of endoscopic procedures at VA at Temple, Tx. The potential costs for disrupted services have been considered and associated Community Care fee-for service prices in the following four years; making use of options viable.

- GSA Mandator Veterans Affairs Acquisition Regulation (VAAR) clauses shall be included in this lease agreement.

16. PRIORITIES, ALLOCATIONS, AND ALLOTMENTS

There are no special priorities, allocations, or allotments for this acquisition; however, a delay in obtaining equipment will delay patient care, causing additional fees or fines to VA

17. CONTRACTOR VERSUS GOVERNMENT PERFORMANCE

VA lacks necessary in-house resources to perform meet capability. Office Management and Budget (OMB) Circular A-76, “Performance of Commercial Activities”, and the Supplement to OMB Circular A-76 have been considered and determined not to apply to service contemplated under this order.

18. INHERENTLY GOVERNMENTAL FUNCTIONS

8 | P a g e

Acquisition shall not involve services that can be classified and inherently governmental as defined by FAR 7.503.

19. MANAGEMENT INFORMATION REQUIREMENTA

Contract oversight shall be accomplished by assigned COR for task order. COR shall maintain performance records and inspection reports during period of performance. COR shall maintain responsibility for verification of satisfactory services prior to payment approval.

20. MAKE OR BUY

Make or buy consideration is not applicable to acquisition.

21. TEST AND EVALUATION

Test and evaluation is not applicable to acquisition.

22. LOGISTICS CONSIDERATIONS

Reliability and maintainability of equipment and systems over its expected life include:

- On-sit technical, patient care and reprocessing training

- Quality assurance requirements

- Warranty extended for life of contract for all covered repairs, parts and labor

23. GOVERNMENT- FURNISHED PROPERTY

Government-furnished property is not applicable to acquisition.

24. ENVIROMENTAL AND ENERGY CONSERVATION OBJECTIVE

There are no significant security considerations associated with acquisition.

25. CONTRACT ADMINISTRATION

Contract shall be administered by VISN 17 Contracting Office, VA, and COR. COR shall be responsible for quality control through inspection and acceptance of all deliverables, as appropriate, to determine contractor’s adherence to prescribed performance requirements as outlined within statement of work. Payments shall be made monthly in arrears upon verification of satisfactory service.

26. SECURITY:

C&A requirements do not apply and a Security Accreditation Package is not required.

All services for this contract must meet manufacturer performance and technical specifications Federal Regulations, and other specifications that may apply such as National Electric Code (NEC), Life Safety Code (LSC), Joint Commission (JC), and

9 | P a g e

VA Regulations. Also, Contractor must provide the appropriate service documentation at no additional expense.

27. FINALIZED EQUIPMENT LIST

SERIAL NUMBER MODEL CATEGORY/DESCRIPTION

GIF-1TH190 GI, VIDEO

OEV-262H ELECTRONICS I

OEP-6 ELECTRONICS I

LF-V ENF/LF/MAF, Video LF-V ENF/LF/MAF, Video

CLV-190 ELECTRONICS I

CV-190 ELECTRONICS II

PCF-HQ190L GI, VIDEO

10 | P a g e

BF-UC180F EUS/EBUS

GF-UE160-AL5 EUS/EBUS

OFP-2 ELECTRONICS I

GF-UCT180 EUS/EBUS

MAJ-2056 ELECTRONICS II

SIF-Q180 GI, VIDEO

EU-ME2

PREMIERPLUS

ELECTRONICS III

CF-HQ190L GI, VIDEO

GIF-HQ190 GI, VIDEO

11 | P a g e

GIF-HQ190 GI, VIDEO

GIF-XP190N GI, VIDEO

BF-H190

BF-1TH190

TJF-Q190V

ARIETTA 850 AT

MAJ-1430

MAJ 1951

12 | P a g e

MAJ 1951

55645L10-1 55645L10-1

55645L10-1 55645L10-1 55645L10-1 55645L10-1

MAJ-1916

MAJ-1918

OL-0015-08

AR850EXTWAR3YR

MAJ-2319

13 | P a g e

MAJ-2319

OL-0015-08

MAJ-2315

K10035366 K10035366

WM-DP3 20A

MAJ-2166

MAJ-2165:

MAJ-1653

MAJ-2146

MAJ-1657

MAJ-2216

14 | P a g e

File details come from the government source that posted it. Updated Apr 14, 2021.