DA10--TeraRecon Picture Archiving Computer System (PACS) Maintenance and Support

NOTICE OF INTENT TO SOLE SOURCE:

IAW FAR 5.101 this notice is to advise the public that The Department of Veterans Affairs, Regional Procurement Office East (RPOE), Network Contracting Office 4, intends to award a sole source, Firm-Fixed-Price contract pursuant to FAR 13.106-1(b)(2) to TeraRecon Inc. located at 4309 Emperor Blvd Suite 310, Durham, NC, 27703, for a base year with four (4) option years, exercisable at the Government s discretion. The Philadelphia VA Medical Center (VAMC) requires ongoing licenses, software support, and hardware support for the Medical Center s TeraRecon Picture Archiving Computer System (PACS) to maintain operability of the system to store diagnostic patient images.

THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE PROPOSALS or QUOTATIONS.

Responsible sources that believe they can meet the requirements may give written notification by submitting capability information that clearly demonstrates the capability to perform the required work and applicable certifications/licenses for the Hardware/Software. Capability information is required prior to the response due date and time, to establish the ability of the source to meet this requirement. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to perform the requirements and must include relevant corporate experience along with the applicable contract number, total contract dollar amount, contract period of performance, details of the relevant services and customer point of contact with corresponding telephone number and email address.

Responses must include following information:

1. Company Name

2. SAM number

3. Company s address

4. Point of Contact information (title, phone number and email address)

5. Business size.

A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government.

Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. The Government will not be responsible for any costs associated with the preparation of responses to this notification.

Responses are due by 12:00 pm ET, Thursday, February 13, 2025. No submissions will be accepted after this date and time. Responses shall be submitted via email to jefferson.mann@va.gov. Telephone inquiries will not be accepted.

The NAICS code for this acquisition is 513210 and the size standard is $47 Million.

Performance Work Statement (PWS)

Performance Work Statement (PWS)

TeraRecon Picture Archiving Computer System (PACS) Maintenance and Support

Philadelphia VA Medical Center (VAMC)

Corporal Michael J. Crescenz VA Medical Center (CMCVAMC)

Woodland Ave, Philadelphia, PA 19104

GENERAL: This contract is issued to ensure the continuous reliability of the TeraRecon Picture Archiving Computer System (PACS) software and associated hardware. This system is a Picture Archiving Computer System (PACS) for storing patient images. This equipment requires repair and maintenance by trained personnel using manufacturer approved parts and specifications. This system is critical for viewing and diagnosing images for the Diagnostic Imaging Service at the Philadelphia VAMC, and the reliable and accurate operation of the equipment at all times is considered critical to the health of patients.

DESCRIPTION OF SERVICES: The contractor shall provide all licenses, personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to service and support the ongoing full functionality of government owned TeraRecon PACS system as defined in this Performance Work Statement except for those items specified herein. The contractor shall perform to the standards in this contract.

BACKGROUND: This is a new requirement for the continued maintenance and support for Philadelphia VAMC TeraRecon Picture Archiving Computer System. Ongoing maintenance, repair, and licenses are required keep the system fully functioning.

OBJECTIVE: The Contractor shall provide services, which include software licenses, software updates, hardware warranty and repair, volumePRO co-processing board warranty, telephone support, and remote support during normal business and after hours, and on-site emergency repairs at Philadelphia VAMC. The equipment listed at Appendix A is as is . The contractor accepts responsibility for the equipment listed. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract.

PERIOD OF PERFORMANCE: The expected period of performance for this requirement is a base year and four options years (which may or may not be exercised based on the needs of and at the discretion of the government).

Base Year

March 11, 2025, to March 10, 2026

Option Year 1

March 11, 2026, to March 10, 2027

Option Year 2

March 11, 2027, to March 10, 2028

Option Year 3

March 11, 2028, to March 10, 2029

Option Year 4

March 11, 2029, to March 10, 2030

WORK HOURS AND SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, services will be performed during the facility s normal business hours (8:00 a.m. to 5:00 p.m. ET Monday through Friday excluding federal holidays). Customer service telephone and remote support shall be available from 8:30 am ET to 8:30 pm ET for standard service. Standard service will be available Monday through Friday, excluding weekends and TeraRecon Observed Holidays. Emergency service shall be available 24 hours 7 days a week, including weekends with the exemption of TeraRecon After Hours Observed Holidays. All work will be coordinated by Program Point of Contact (POC) and Biomedical Engineering personnel. The Federal Holidays which are observed by the federal government are annotated below.

TeraRecon Observed Holidays:

New Year s Day

Martin Luther King s Birthday

President s Day

Memorial Day

Independence Day

Labor Day

Columbus Day

Thanksgiving Day

Day after Thanksgiving

Christmas Eve

Christmas Day

New Year s Eve

TeraRecon After Hours Observed Holidays:

New Year s Day

Christmas Eve

Christmas Day

Federal Holidays Observed by the VA Medical Center:

New Year s Day

Martin Luther King, Jr. Birthday

President s Day

Memorial Day

Juneteenth National Independence Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President s Proclamation).

CONTRACTOR REQUIRED QUALIFICATIONS, EXPERIENCE & TECHNICAL CAPABILITY (TO PERFORM SERVICES): All staff working under this contract shall be qualified to work on equipment stated in Appendix A.

CONFORMANCE STANDARDS: The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM s technical specifications.

SCOPE OF SERVICES-MAINTENANCE AND REPAIR:

REQUIRED TASKS

TASK #1:

SOFTWARE LICENSING

The Contractor shall provide all licenses needed for functionality the of iNtuition/Aquarius system and equipment listed in Appendix A.

TASK #2:

HARDWARE AND SOFTWARE SUPPORT

The Contractor shall provide hardware and software support needed for functionality of the iNtuition/Aquarius system and equipment listed in Appendix A, in accordance with OEM specifications. Hardware and software shall have remote support capabilities to diagnose, troubleshoot and correct system errors and outages, including telephone and online support. If remote support is unsuccessful in resolving the service issue, emergency on-site support is required.

TASK #3:

SOFTWARE UPDATES

The Contractor shall provide all software updates as released according to OEM specifications for the iNtuition/Aquarius system and equipment listed in Appendix A.

TASK #4

RESPONSE TIME

The Contractor shall respond to a service call by the times list below for the following criteria:

Critical Failure; complete system outage Less than one hour

Major Failure; partial outage largely impacting patient care 1 hour

Minor Failure; partial outage with minimum impacts to patient care 24 hours

Secondary Failure; partial outage with no impacts to patient care 48 hours

Requests; system improvements with no outage or impacts to patient care 96 hours

TASK #5:

OEM PARTS

The Contractor shall provide all replacement parts and labor required to maintain the iNtuition/Aquarius system and equipment listed in Appendix A, in accordance with OEM Specifications.

The Contractor shall provide OEM parts that are fully compatible with the existing system listed in Appendix A. If other than new parts are used, approval from Biomedical Engineering is needed prior to repair.

TASK #7:

CHECK IN AND CHECK OUT PROCEDURES

Prior to commencement of and immediately after each service visit, the contractor and/or contractor s authorized repair technician shall sign in and out in the Biomedical Engineering Shop, Building 2, Room 3A152 and notify Biomedical Engineering point of contact of arrival and departure.

All vendor mobile media devices (USB drives, CDs, DVDs, etc.) must be scanned by Biomedical Engineering before use.

TASK #8

NOTIFICATION FOR OUT-OF-SCOPE WORK

The Contractor shall immediately, but no later than 24 hours after discovery, notify the Biomedical Engineering point of contact, in writing, of the existence or the development of any defects in, or repairs required to the equipment listed in Appendix A which the Contractor considers they are not responsible for under the terms of the contract.

The contractor shall provide the POC with a written estimate of the cost to make necessary repairs and no additional work shall be completed without a written modification or purchase order being issued to the contractor from the government for the required work.

TASK #8:

VENDOR ENGINEERING SERVICE REPORTING

The Contractor shall submit all electronic service reports (ESR) with signatures from the contractor who completed the work and VA Employee who witnessed service described. A signed accepted copy of the electronic service report shall be emailed to Biomedical Engineering (vhaphibiomedicalservicereports@va.gov) within five (5) business days of maintenance/service which describes the maintenance, repair, work, and/or services that were performed on the equipment. The Contractor shall include the Vendor Name and Contract Obligation Number listed in the subject line of the email. In addition, each ESR must at a minimum document the following data legibly and in complete detail:

Name of Contractor

Name of FSE who performed services

Contractor service ESR number/log number

Date, time (starting and ending), hours-on-site for service call

VA purchase order number(s) (if any) covering the call, if outside normal working hours

Description of problem reported by Biomedical Engineering/User

Identification of equipment to be serviced to include the following:

Equipment EE #

Manufacturer's name

Device name

Model #

Serial #

Any other manufacturer's identification numbers

Itemized description of service(s) performed (including costs associated with after normal working hour services) including:

Labor and travel

Parts (with part numbers) and materials

Location of problem/corrective action

Scheduled and unscheduled maintenance procedures performed

Total cost to be billed

Signatures from the following:

FSE performing services described

VA Employee who witnessed service described

9.1) SCOPE OF ADDITIONAL REQUIRED SERVICES: The contractor shall provide the following additional services in addition to regular maintenance, support services and repair (as annotated in Section 1).

PUNCH LIST OF ADDITIONAL REQUIRED SERVICES (a through d)

If coming on-site, Contractor personnel must provide a copy of the following to the Biomedical Engineer POC:

Tuberculosis (Tb) vaccination documentation

Flu vaccination documentation

A copy of HIPAA compliance training certificate

It is the responsibility of the Contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation:

Documentation of vaccination, e.g., signed record of immunization from a healthcare provider or pharmacy, or a copy of medical records documenting the vaccination. Completed Healthcare Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine.

The Contractor is required to submit annual certification to Biomedical Engineering that all contract staff performing services at VA facilities are in compliance with the VHA Directive 1192.

The Contractor shall comply with the Federal OSHA Bloodborne Pathogens Standard. The Contractor shall have methods by which all employees are educated as to risks associated with bloodborne pathogens, have policies and procedures that reduce the risk of employee exposure to bloodborne pathogens, have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens and provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract.

Upon entering Philadelphia VAMC, per CDC and federal regulations, all personnel must wear the required PPE while on-site; at a minimum this includes a cloth mask. PPE will not be provided by Philadelphia VAMC. All individuals are required to enter through the main entrance for temperature screening. If Contractor s temperature exceeds the designated threshold, they will be asked to leave. In the event of an FSE being forced to vacate the premises, they shall notify the necessary Biomedical Engineering staff and provide a contact for a replacement.

MISCELLANEOUS REQUIREMENTS AND OTHER INFORMATION:

IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS:

The Contractor shall wear visible identification at all times while on the premises of the Philadelphia VA. Identification shall include, as a minimum, the employee s name, position, and the contractor s trade name.

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

Smoking is prohibited inside any buildings and on premise at VAPHI. This covers all smoking and tobacco products, including but not limited to:

Cigarettes

Cigars

Pipes

Any other combustion of tobacco

Electronic nicotine delivery systems (ENDS), including but not limited to electronic or e-cigarettes, vape pens, or e-cigars.

Chewing tobacco

Cellular phones and two-way radios are not to be used within six feet of any medical equipment.

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 (Federal) District Court, not a local district state, or municipal court.

VA SECURITY REQUIREMENTS

The Contractor may not have access to the VA network or any VA sensitive information under this contract. Contractor owned computer equipment including laptops are not permitted to be connected to the VA network. Any removable storage device used in medical equipment must be scanned by Biomed or OIT. The following language from VA Handbook 6500.6 is required in this contract:

Appendix B: All

Appendix C: Paragraphs 1, 2, 3, 5, 6, 7, 8, 9, 10

All Contractors must receive Privacy training annually using one of the following methods:

Complete VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information training by using VA s TMS system (https://www.tms.va.gov/). Contractors may use the TMS Managed Self Enrollment method to complete the training in TMS. Biomedical Engineering Staff must ensure that all contractors are validated in the PHI domain.

Complete the hard copy version of VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information . Signed training documents must be submitted to Biomedical Engineering.

APPENDIX A: EQUIPMENT LISTING

The contractor shall perform all services required within PWS in accordance with OEM (Original Equipment Manufacturer) specifications on the following system equipment and software. Equipment and software are subject to change.

Item

Manufacturer

Model

Serial #

TeraRecon Server

Dell

R730

DPM78M2

TeraRecon Server

Dell

R430

F8550M2

VolumePro Co-Processing Board

N/A

N/A

N/A

iNtuition Software

TeraRecon

N/A

N/A

Aquarius Software

TeraRecon

N/A

N/A