J065--36C25523Q0701 | Varian Linear Accelerator Truebeam Maintenance and Repair Saint Louis VA Medical Center John Cochran

THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT

DISCLAIMER

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a RFI/sources sought only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 811210. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement.

The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following:

STATEMENT OF WORK: VARIAN LINAC MAINTENACE AND REPAIR SERVICES

General Information

Service Agreement: The St. Louis VA Health Care System (STLVAHCS) is requesting to establish a service contract for maintenance and repair services on Varian s Linear Accelerator Truebeam at the John Cochran Division. This equipment is located at:

VA St. Louis Healthcare System

John Cochran Division

915 N. Grand Blvd.

St. Louis, MO 63106

Scope of Work: The Contractor shall supply all labor, travel, materials, equipment, tools, supervision, and all incidentals required to complete on-site full service planned maintenance and corrective maintenance (repair) of the equipment identified in Section II, in accordance with Manufacturer s recommendations, Joint Commission standards, design specifications, and the specifications, terms, and conditions of this contract.

Background: This contract is issued to ensure the continuous reliability of the Truebeam Linear Accelerator identified in this statement of work. The equipment is critical for the assessment and treatment of Oncology Procedures at the VA Medical Center. The reliable and accurate operation of the equipment at all times is considered critical to the health of patients.

Performance Period: The Contractor shall begin the work required under this SOW commencing with the effective date of award, unless otherwise directed by the CO, and shall provide continuous service until the date of contract expiration. The period of performance would be for 3 Months starting on October 1, 2023 December 31, 2023. This covers one full PM for the Truebeam device and provides discounted repair costs (Labor and Parts).

Type of Contract: Firm-fixed-price

Extension of Contract: This contract may be extended in accordance with FAR Clause 52.237-3 Continuity of Services, in order to transition the services to a successor.

Equipment to be Serviced (JC)

The following lists the system and components to be serviced:

TRUEBEAM SN#H194504 (EE# 192144)

MLC 120: HMLA318

KV Imager: HXKJ403

MV Imager: HXKJ403

4D CBCT

ICBCT

Triggered Imaging

RAPIDARC Delivery: HRD6214

HYPERARC Delivery: HAD0402

Delta Couch Shift

OPTICAL Imaging: HOIJ403

Perfect Pitch Couch: HPR1961

VCD-TBM

Services to be Provided.

The contractor shall provide one preventative maintenance and reduced cost/labor on general repairs, for the Varian Truebeam Linear Accelerator.

Summary of Services all applicable during the Period of Performance:

One PM (Including After Hours Coverage)

Discounted Labor Rates

Discounted Parts Pricing

Help Desk Support

Basic Software Upgrade Coverage

Scheduled (Preventative) Maintenance

The Contractor shall perform preventive maintenance (PM) service to ensure that equipment listed in Section II performs in accordance with Section B.4 (g) Conformance Standards. The Contractor shall provide checklists and utilize procedures with worksheet originals indicating work performed and actual performance values obtained (as applicable). The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. This documentation shall be provided to the COR at the completion of the PM.

PM services shall be provided in accordance with manufacturer specifications. Any exceptions to the PM schedule shall be arranged and approved in advance with the COR and provided in writing to the Contracting Officer. Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM shall be included within this contract, and it s agreed upon price, unless otherwise specifically excluded. Any fuel surcharges will not be authorized.

The Contractor shall notify the COR and Biomedical Engineering Supervisors at least 48 hours in advance of the date of contemplated preventative maintenance inspection. A designated staff member will accompany the Contractor as an observer during the inspection. The inspection shall be thorough and shall conform to manufacturer and Industry Standards for the equipment. Sufficient time shall be allowed to permit a thorough inspection and test of each device comprising the overall system. Maintenance work and inspections may be combined at the approval of the COR or alternate COR if down time is not considered significant.

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.

All Schedule Maintenance service reports provided by the Contractor shall be emailed to STLBiomedicalEngineering@va.gov and STLBMETStaff@med.va.gov

Unscheduled Maintenance (Emergency Repair Service)

The Contractor, COR, and Biomedical Engineering staff shall maintain the equipment in accordance with Section B.4 (g) Conformance Standards. Contractor shall provide unlimited telephone technical support and all required parts.

Only the CO, COR, or designated alternate has the authority to approve/request an unscheduled service call to the Contractor. CO or COR authorization for any work must be received prior to performance of work or payment will not be authorized.

Unscheduled service calls are unlimited and incur no charge for other than normal working hours.

Technicians responding for unscheduled emergency service must report to the COR, Biomed Supervisor, or designee (after hours). Upon completion of service/repair, the technician shall again report to that person.

All Unscheduled Maintenance service reports provided by the Contractor shall be emailed to STLBiomedicalEngineering@va.gov and STLBMETStaff@med.va.gov

Parts

The Contractor shall have ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts except -if applicable - those parts specifically listed as being EXCLUDED. The contractor shall use only new Original Equipment Manufacturer (OEM) or OEM-approved parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Parts removed from another system, rebuilt and/or used, shall not be installed without specific approval by the CO and the COR. All defective parts replaced become the property of the Contractor, unless otherwise specified by the CO, COR, or Alt COR.

Service Manuals/Tools/Equipment

The VA shall not provide tools, test equipment, service manuals, or service diagnostic software to the contractor. Contractor shall obtain, have on file, and make available to its FSE 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 manuals, by name and/or the manuals themselves shall be provided to the CO upon request.

The Contractor shall provide the COR and the Biomedical Engineering Shop Supervisor copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair.

Copies of the latest version(s) of all documentation and licensing agreements, which shall include operation, service, and diagnostic software. The COR shall have access to the same operation, service, diagnostic software, and documentation as the OEM's FSE. Contractor shall provide to the COR OEM Service Bulletins for the equipment covered under this contract. All documentation and service bulletins, etc. shall be provided within 30 days of award in either hard copy or electronic format. Any future service bulletins generated during the contract period shall be provided to the COR within 30 days of receipt in either hard copy or electronic format.

MUST BE AN AUTHORIZED DEALER and PROVIDE LETTER from MFR.

It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the brand name.

If you are interested and are capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.)?

Is your company considered small under the NAICS code identified under this RFI?

Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above?

If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?

Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number.

Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet the requirement described in the attached SOW.

Please provide your DUNS number.

Responses to this notice shall be submitted via email to Lisa Fischer at Lisa.Fischer1@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Monday, August 14th, 2023, at 3:00pm CST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.