Sun Nuclear SOW - Intent to Sole Source .pdf

STATEMENT OF WORK (SOW)

TITLE: SUN NUCLEAR EQUIPMENT SERVICE AND SUPPORT

A. BACKGROUND

The Biomedical Engineering department at VA New Jersey Health Care System (NJHCS) VA Medical Center is requesting a full-service contract that will include maintenance, repairs, parts, software updates, and technical support on a government owned equipment manufactured by Sun Nuclear, located at NJHCS VAMC East Orange Campus. This equipment is specialized, and it requires outside support.

B. OBJECTIVES

The goal is to maintain, update, service, and support all components of the listed equipment outlined in Section G. Equipment List, throughout the total contract period of the Base Year and four option years. The Contractor is to provide the required services and support to ensure all the equipment remain operational. This is to include, but not limited to, replacement parts coverage, service support, telephone support, software and hardware support, continuing education for VA staff and support service. The full maintenance coverage shall include all replacement parts, labor, travel expenses, tools, test equipment and other incidentals necessary to maintain or restore the listed equipment to operating specifications according to the manufacturer’s recommendations throughout the term of the contract.

C. PERIOD OF PERFORMANCE

After the contract has been awarded, the period of performance will be defined within the following time parameters.

• Base Year: July 1, 2023 – June 30, 2024

• Option Year One: July 1, 2024 – June 30, 2025

• Option Year Two: July 1, 2025 – June 30, 2026

• Option Year Three: July 1, 2026 – June 30, 2027

• Option Year Four: July 1, 2027 – June 30, 2028

D. PLACE OF PERFORMANCE

Delivery of services in this case will be conducted virtual and/or at the following address:

• VA New Jersey Healthcare System – East Orange Campus – Building 1, Radiation

Oncology Department o 385 Tremont Ave, East Orange, NJ 07018

E. FREQUENCY

This is Firm-Fixed-Price (FFP) contract. Invoices will be submitted annually.

F. SCOPE OF WORK (TASKS FOR SERVICES)

The work requirements for this contract performance period are introduced as stated in the preceding sections. However, it is here within the scope of work they will be captured explicitly.

The Contractor must meet the following requirements as bulleted below:

• PERSONNEL

o The Field Service Engineer (FSE) is required to be OEM trained, and the

Contractor must provide proof of certification.

• REPAIRS

o All Field Engineer on site visits shall be performed within twenty-four (24) business hours during the normal VA business hours 8:00am-5:00pm, Monday through Friday, excluding Federal holidays On-site response time shall be within 24 business hours of request o All telephone technical support must be included and respond within two (2) hours o Repair parts shall be provided and shipped, by the next day 10:30 am.

o All replacement parts must be of OEM quality and guaranteed against defects and/or failure for a period of ninety (90) days from the date of installation o Work to be performed, which is not covered under this contract, must be pre-approved by the Contract Specialist/Officer and a separate purchase order will be issued for the work to be performed. Failure to obtain prior authorization will result in non-payment of charges incurred.

o Post repair, the repaired equipment shall be returned to OEM standards

• PARTS

o All parts will be provided and replaced as necessary o Only new parts of OEM quality will be used routinely o Refurbished parts will not be accepted, all parts must be OEM

• SCHEDULE MAINTENANCE (PREVENTIVE MAINTENANCE)

o Preventive maintenance shall be scheduled during normal VA business hours as identified above.

o All parts and equipment necessary to complete the preventive maintenance shall be provided and shipped, by next day 10:30 am

• SOFTWARE

o All software updates, inclusive of installation of any minor patches or major revisions, shall be included o The Contractor shall assist in any/all software and/or network vulnerabilities identified by the Government that need remediation as expressed by the Government

• HAZARD ALERTS

o The Contractor is required to provide remediation for Government identified

Hazard Alerts and/or FDA Voluntary/Un-Voluntary Recall Alerts inclusive of travel, labor and parts required

• SERVICE DOCUMENTATION

o At the conclusion of each repair and scheduled maintenance call, the Contractor must provide a written service report prior to leaving the site and submit one digitally within 3 business days indicating:

Date(s) of service

Make, model, serial number, and barcode/ID number of the equipment serviced

Name of FSE who performed the work Hours worked Description of the reported problem, the services performed, and parts replaced Make, model, serial number, barcode/ID number, and proof of up-to-date calibration of the test equipment used in the repair or preventive maintenance service.

Quantifiable measurement results, inclusive of range and tolerance, for all tests conducted o The Contractor shall provide either two (2) physical copies of the device user and service manuals, or a digital copy of both the user and service manuals.

• All services or support within the SOW can only be requested by the Contracting Officer

Representative (COR). No other VA staff member is authorized to request any type of services or support from the Contractor unless the Contractor received a written modification from the Contracting Officer stating so.

G. EQUIPMENT LIST

Item # Equipment Description Serial Number Part Number

SunCHECK PerFRACTION Measure 141400004958 1215-2M-PREM

2 SunCHECK PerFRACTION Measure 141400004957 1215-2M-PREM

3 SunCHECK Machine 141400005956 1142-15-PREM

4 IC Profiler 271886003 1122-0-PREM

5 SNC Machine 141400000140 1146-2-PREM

6 SunCHECK Machine 106433004 1142-15-PREM

H. OTHER RELATED SERVICES (NOT INCLUDED IN THE SCOPE OF WORK)

Any services not expressly stated in this statement of work are not authorized. Services such as inspection, Original Equipment Manufacturer (OEM) required maintenance, or other maintenance and repair vital to the continued functioning of the systems may be added only after written modification from the Contracting Officer. No other person, including the COR or any other VA personnel are authorized to request additional work be performed by the Contractor.

Any additional services performed that are not authorized by the Contracting Officer will be considered inclusive.