FBO- RFI - 36C25818Q9424 - Imaging PM - Base +3 SOURCES SOUGHT NOTICE ONLY

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THIS IS A SOURCES SOUGHT NOTICE:

This is NOT a request for proposals; this is an industry inquiry for Market Research. A solicitation shall not be issued at this time. The intent of the procurement is to locate potential contractors for solicitation. The below specification defines the effort required for the purchase and period of performance.



PERFORMANCE WORK STATEMENT



BACKGROUND:

The contractor shall provide all labor, personnel, equipment, tools, materials, supervision and other items necessary to provide annual preventive maintenance and corrective repair service and software support remotely and on-site for imaging equipment and systems listed below for the Southern Arizona VA Health Care System (SAVAHCS) and as defined in this Performance Work Statement (PWS).



SCOPE:

The contractor shall perform preventive maintenance (PM) inspection on equipment/systems as provided for in the contract agreement. PMs shall be accomplished in accordance with the Original Equipment Manufacturer (OEM) recommendations. Shall use OEM certified parts and service engineer/technicians shall be OEM trained on all equipment included in agreement. Shared service agreements shall be offered with coverage to include:

Principal Coverage Period 08:00am - 05:00pm M-F

Phone Response 60 mins

On-Site Response 8 hours

Parts Order Requirement 6pm

Parts Delivery next day

Syngo Remote Assist Hotline Support

Updates

Technical Phone Support

Labor

Safety Checks In-House Assist.

Planned Maintenance In-House Assist.

Remote services

Quality Assurance In-House Assist.

Travel

Application Hotline Phone Support

Technical Training Discount

Service SW Access Basic

General Spare Parts Coverage

Knowledge Database Access

LifeNet Access



For MRIs:

SEP/ IFP Unit Coverage

ACR Support Package MR

MMA and Helium

Cryocare

Coil Coverage

2.2 For Artis Zee Ceiling:

Megalix CAT Plus Tube and FD (16 i nch) Bundle

2.3 For MR Avanto

Evolve Kit Fee SATS, Avanto, Espree 1 step

2.4 For Somatom Definition AS64

X-Ray Tube Coverage Unlimited, CT Detector Coverage

Evolve Definition AS

2.5 For Somatom Definition Flash

300,000 scansec tube coverage, CT Detector Coverage

2.6 For syngo.via

Adv. User Qty 3, Engines/Engines Pro Qty 4, Software Updates and Upgrades, Single Point of Contact: Customer Care Center, Application Support, Clinical and IT Administrator Training, HW Call Management, Remote Response Time 4 hours.

2.7 Response:

All requests for repair service shall be considered requests for emergency service unless a statement to the contrary is made by the COR, POC or designee. A competent service representative adequately equipped with tools, test instruments, service manuals, and repair parts shall arrive at the SAVAHCS within the designated response time.



3. EQUIPMENT LISTING:



Equipment

EE#

Site #

Coverage & POP 10/1/18-9/30/19

MAGNETOM Verio

63274

400-521431

Shared Service Basic

Artis zee Ceiling

60009

400-181899

Shared Service Basic

AXIOM Sensis

60058

400-181902

Shared Service Basic

syngo X Workplace

60717

400-181900

Shared Service Basic

Artis zee Ceiling

74453

400-353776

Shared Service Basic

syngo X Workplace

75360

400-369580

Shared Service Basic

AXIOM Sensis

74454

400-441667

Shared Service Basic

AXIOM Luminos Agile

75427

400-389984

Shared Service Basic

Biograph TruePoint 64

52509

400-187538

Shared Service Basic

MAGNETOM Avanto

58082

400-198813

Shared Service Basic

MR syngo MM Workplace

72728

400-198814

Shared Service Basic

syngo X Workplace

84797

400-187539

Shared Service Basic

syngo X Workplace

74020

400-187540

Shared Service Basic

syngo X Workplace

72806

400-433087

Shared Service Basic

CT Somatom Definition AS64

72796

400-336370

Shared Service Basic

CT Somatom Definition Flash

81807

400-484459

Shared Service Basic

syngo.via

81814

400-543074

IT Care Plan TOP

Artis zee Ceiling - Cath Lab

85117

400-530837

Shared Service Basic -- Under Warranty POP 7/21/2019 - 9/30/2023

AXIOM Sensis

85118

400-561895

Shared Service Basic -- Under Warranty POP 7/21/2019 - 9/30/2024

Sensis High End SIS Server

85119

400-561897

Shared Service Basic -- Under Warranty POP 7/21/2019 - 9/30/2025

 

 

 

 

Artis zee Ceiling - EP Lab

86710

400-553786

After Acceptance

AXIOM Sensis

86711

400-535084

After Acceptance

syngo X Workplace

86712

400-484456

After Acceptance



4. PERFORMANCE:



Hours: Normal duty hours are 8:00 a.m. through 5:00 p.m., Monday through Friday, not including federal holidays. Whenever contact with Biomedical Engineering is required outside of normal duty hours, the Utility System Repair Operator (USRO) may be contacted as an alternate. The hospital operator at extension "0" can contact the USRO operator via radio.

Preventive maintenance shall be scheduled with a contact person as assigned by the Contracting Officer s Representative (COR), Point of Contact (POC) or designee. This PM work shall be completed in the month specified during the request unless another date is agreed upon by COR or designee. The Biomedical Engineering Manager can be contacted at (numbers will be provided upon award). All contractor personnel (without exception) shall report to the Engineering Department, Bldg. 38-room A22, to sign in and receive a contractor identification badge before any work is performed and return to the same location to sign out and turn-in said badge along with the documented service report (as described in section 5, DOCUMENTATION) for the service performed.

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

Payment: Payment shall be made in arrears, and upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number. The invoice shall include the correct payment address.

Waste Removal: The contractor is responsible to remove and properly dispose of all waste related to the services provide on-site at SAVAHCS.

Failure to carry out the above procedures shall be considered as a failure to document the service visit and shall constitute a failure to perform.



5. DOCUMENTATION:



5.1 Service reports shall be provided for all service activities including preventive maintenance, emergency repair, and safety inspections, and Shall contain the following information:



Date(s) and time period of service.

Complete description of equipment serviced including model number and serial number.

Complete description of equipment services performed including upgrades, updates and software changes made.

Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable.

A statement of the complaint that initiated the service call.

Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair.



5.2 Failure to provide documentation shall result in invoice certification delays for contractor payment and failure to perform.



6. REMOVAL OF EQUIPMENT:



Whenever possible, all repairs and preventive maintenance shall be performed at the SAVAHCS. When that is not possible, the COR, POC or designee may give approval for service work to be done at another location. All transportation and shipping charges shall be at the expense of the contractor.

VA property may not be removed from the SAVAHCS prior to execution, and approval of all documents as required by Acquisition and Materiel Management Service. Computer hard drives and other storage media items may not leave VA property.

Requirements for service reports for designated equipment not at this location are the same as for work done on-site. Service reports for incoming equipment shall be presented for signature at the time of delivery. If equipment is returned via commercial carrier, the service report may be included with the shipment.



7. GOVERNMENT REPAIRS:

Government employees shall work on contract equipment only with authorization of the contractor or following the failure of the contractor to respond. The government is not obligated to perform any work on contract equipment.



8. PRIOR INSPECTION OF EQUIPMENT:

Potential contractors may, with zero expense to the government, may inspect equipment covered by this request (ref 52.237-1 SITE VISIT). If a solicitation is posted to this platform, potential contractors are interested in a site visit, contractor shall confirm interest via RFI response. (reference section 3, above).



9. GUARANTEE:



The contractor shall guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days.



10. ESTIMATED PERIOD OF PERFORMANCE:

10/01/18 thru 09/30/19 - Base Year

10/01/19 thru 09/30/20 - Option Year One

10/01/20 thru 09/30/21 - Option Year Two

10/01/21 thru 09/30/22 - Option Year Three

11. PERFORMANCE MONITORING:

As detailed in Section D (Shall be listed in official RFQ)

12. DELIVERY SCHEDULE:

Delivery schedule consists of actual preventative maintenance visit and validation.  Scheduling shall be coordinated with the subject matter expert (SME) or through the Contracting Officer's Representative (COR).  



13. PLACE OF PERFORMANCE:

SOUTHERN VA HEALTH CARE SYSTEM (SVAHCS)

ADDRESS: 3601 S. 6th Ave, Tucson, AZ 85723-0001

14. HOURS OF COVERAGE:

Delivery schedule consists of actual service repair visit and validation.  Scheduling shall be coordinated with the subject matter expert (SME) or through the COR.  

Normal hours of coverage are Monday through Friday from 8:00 am to 4:00 pm Arizona time. All service/repairs shall be performed during normal hours of coverage unless requested or approved by the SME in coordination with the COR.

Work performed outside the normal hours of coverage shall be approved by the Contracting Officer (CO). Funding for services that are outside the normal coverage hours or on holidays shall have approved funding prior to any service being allowed.

Federal Holidays observed are located at the following link:

https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/

A copy of a packing slip with purchase order number shall be furnished at the time the order is delivered.





15. PARKING, SMOKING, AND VA REGULATIONS:



It is the responsibility of the Contractor to park in the appropriate designated parking areas. Contractor shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any VA facility. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.



16. SOURCES SOUGHT DETAILS

NAICS CODE: 334517 - Irradiation Apparatus Manufacturing

Small Business manufacturers for this NAICS code have a size standard.  The term of the contract is intended to be base contract plus 4 option years.

It is anticipated that a Request for Quotes shall be issued in June 2018. Award of contract is contemplated by Oct 2018. This notice is published to conduct market research to determine if there is a sufficient number of certified Service Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), Small Businesses (SB), or Large Business capable of performing the requirements to warrant a socio-economic set-aside or full & open competition. It is strongly recommended that interested parties register in the US Department of Veterans Affairs Vet Biz database and the Small Business Administration (SBA) database. Registration may be accomplished at http://www.vip.vetbiz.gov/ and www.sba.gov/, respectively.

17. INTERESTED PARTIES RESPONDING VIA EMAIL TO THIS SOURCES SOUGHT REQUEST SHALL SUBMIT THE FOLLOWING INFORMATION AT A MINIMUM:

Company name, address, point of contact, phone number.

DUNS number and company social-economic status.

Lead time on delivery/ETA/Installation

Can your firm provide all services or just partial? (If partial, which line item?)

Intentions of subcontracting program to include set-asides

If SDVOSB or VOSB, proof of registration in the VA Vet Biz websites or intention of registration prior to submission of offers to a solicitation - http://www.vip.vetbiz.gov/

Any other pertinent company documentation or product information.

If potential contractors are interested in a site visit, contractor shall confirm interest via RFI response.



The response date to this Sources Sought notice is May 23, 2018 at 12:00 pm EST time.

Electronic submissions are preferred via email address of: dena.hallaren@va.gov. This market research is for informational and planning purposes only to determine if a socio-economic set-aside, or full & open competition, or sole-source procurement is appropriate. The Government shall not pay any costs for responses submitted.

NO ADDITIONAL INFORMATION IS AVAILABLE OTHER THAN WHAT IS NOTED HEREIN.

ALL FIRMS SHALL NOT TO CALL THE INDIVIDUAL VA MEDICAL CENTERS REQUESTING MORE INFORMATION. DIRECT ALL QUESTIONS TO POC ONLY.

18. IMPORTANT INFORMATION:

The Government is not obligated to nor shall it pay for or reimburse any costs associated with responding to these sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined.

19. DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.