J065--VISN 1 Boston Healthcare Center -Siemens Imaging Service Intent to sole source

This notice is being published in accordance with Federal Acquisition Regulation (FAR) Part 5.101(a)(2) requiring the dissemination of information on proposed contract actions. This is a notice of intent to award a sole-source contract pursuant to 10 U.S.C 2304 (C)(1), as implemented by FAR 6.302-1(a)(2) and 6.301-1(c), only one responsible source and no other supplies or services will satisfy agency requirements, and brand-name descriptions. The VISN 1 Boston Department of Veterans Affairs Medical Centers has a requirement for service contract on the following equipment: Siemens imaging equipment , listed below in the Statement of Work. The Government intends to award a firm-fixed-price sole source contract. A determination by the Government not to compete with this proposed contract based upon responses to this notice is solely within the discretion of the Government. this notice of intent is not a request for competitive proposals. This is a written notice to inform the public of the Governments intent to award on a sole source basis. Interested parties may identify their interest and capability to respond to the requirement. Any response to this notice must show clear and convincing evidence that competition will be advantageous to the Government. Please contact Deborah Reardon , Contracting Officer with the responses or questions regarding this requirement at Deborah.Reardon@va.gov . No telephone calls please. This notice will close on October 25, 2022, at 2:00 PM Eastern Standard Time (EST).

VA NEW ENGLAND HEALTHCARE SYSTEM

VISN1 SERVICE CONTRACT

PERFORMANCE WORK STATEMENT

Period of Performance: 11/01/2022 10/31/2023

OBJECTIVE:

To provide service support and coverage needed Siemens Medical Equipment and identified support equipment throughout the VISN1 New England Healthcare System.

BACKGROUND:

There are 8 VA medical centers currently using Siemen s equipment throughout VISN1. All of the equipment currently under individual contracts will be consolidated. The COR shall be notified of all changes to the scope of the service and any upcoming changes. All changes shall be approved by the contracting officer.

SCOPE:

The systems to be covered and supported are at the following locations at various VISN1 facilities. The consolidation shall provide increased oversight, service support and increased dialog between all stakeholders. The vendor shall maintain the current level of support unless otherwise noted. The specific locations for each system will be noted under each subsection.

Services will be Full Service unless otherwise indicated.

Places of Performance:

VA Boston HCS Jamaica Plain

White River Junction VAMC

150 South Huntington Ave

215 North Main St

Boston, MA 02130-4817

White River Junction, VT 05009-0001

VA Boston HCS West Roxbury

Central Western Massachusetts VAMC

1400 VFW Pkwy

421 North Main St

West Roxbury, MA 02132-4927

Leeds, MA 01053-9764

VA Connecticut HCS

Manchester VAMC

950 Campbell Ave

718 Smyth Rd

West Haven, CT 06516-2770

Manchester, NH 03104-7007

Providence VAMC

Togus VAMC

830 Chalkstone Ave

1 VA Ctr

Providence, RI 02908-4734

Augusta, ME 04330-6719

VA Boston HCS West Roxbury and Jamaica Plain

Systems to be covered:

Magnetom Aera

Location: West Roxbury

Site ID: 400-485061

Gold Coverage

Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday

Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

On-Site Response Time: 4 Hours

Including: Parts, Labor, Travel, Remote Services, Technical Phone, (1) Accredited Self Study Program, and (1) Enhanced Virtual Learning Sub

Initial PoP: 11/1/22-10/31/23

Medrad Spectris Solis

Location: West Roxbury

Site ID: 400-484704

Full support OEM Coverage

Primary Coverage Period: Contract hours will be 8:00 AM to 5:00 PM Monday through Friday

Additional charge for services performed outside PCP weekday. On-Site Response Time: 1 Business Day

Initial PoP: 11/1/22-10/31/23

Symbia Intevo Excel

Location: West Roxbury

Site ID: 400-510411

Gold Coverage

Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday

On-Site Response Time: 4 Hours

Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

Initial PoP: 11/1/22-10/31/23

-Sybia.Net Single-User

Location: West Roxbury

Site ID: 400-515387

Full coverage

Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday

Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

Initial PoP: 11/1/22-10/31/23

Syngo.via L-Software

Location: West Roxbury

Site ID: 400-485062

Full coverage

Primary Coverage Period: Contract hours will be 8:00 AM to 10:00 PM Monday through Friday

Including:

(4) Engines/Engines Pro (14) Engines Pro/Engines Pro +1 IT Care Plan TOP

Initial PoP: 11/1/22-10/31/23

9390 160KVA UPS

Location: West Roxbury

Site ID: 400-541890

Full Coverage

Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday

Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

On-Site Response Time: 4 Hours

Including: Parts, Labor, Travel, Remote Services, Technical Phone, (1) Accredited Self Study Program, and (1) Enhanced Virtual Learning Sub

Initial PoP: 4/29/23-10/31/23

Symbia Intevo Excel

Location: West Roxbury

Site ID: 400-688834

Gold Coverage

Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday

On-Site Response Time: 4 Hours

Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

Initial PoP: 11/1/22-10/31/23

Symbia Intevo Excel

Location: West Roxbury

Site ID: 400-573663

Full coverage

Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday

On-Site Response Time: 4 Hours

Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

Initial PoP: 11/1/22-10/31/23

Magnetom Prisma

Location: Jamaica Plain

Site ID: 400-691677

Full coverage

Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday

Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

On-Site Response Time: 4 Hours

Including: Parts, Labor, Travel, Remote Services, Technical Phone, (1) Accredited Self Study Program, and (1) Enhanced Virtual Learning Sub

Initial PoP: 4/14/23-10/31/23

Chiller (OEM)

Location: Jamaica Plain

Site ID: 400-691678

Full Coverage

Primary Coverage Period: 8:00 am through 10:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours

PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

Initial PoP: 4/14/23-10/31/23

Magnetom Prisma Fit

Location: Jamaica Plain

Site ID: 400-484862

Full Coverage

Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday

Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

On-Site Response Time: 4 Hours

Including: Parts, Labor, Travel, Remote Services, Technical Phone, (1) Accredited Self Study Program, and (1) Enhanced Virtual Learning Sub

Initial PoP: 11/1/22-10/31/23

Eaton Powerware (OEM)

Location: Jamaica Plain

Site ID: 400-203049

PM Only

Primary Coverage Period: Contract hours will be 8:00 AM to 5:00 PM Monday through Friday

On-Site Response Time: 1 Business Day

Additional charge for services performed outside PCP weekday.

Initial PoP: 11/1/22-10/31/23

MRXperion Injector (OEM)

Location: Jamaica Plain

Site ID: 400-691679

Full coverage

Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 1 Business Day

PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

Initial PoP: 4/29/23-10/31/23

MRXperion Injector (OEM)

Location: Brockton

Site ID: 400-633303

Full Coverage

Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 1 Business Day

PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

Initial PoP: 11/1/22-10/31/23

Medrad Stellant (OEM)

Location: Brockton

Site ID: 400-674212

Full Coverage

Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

On-Site Response Time: 1 Business Day

Initial PoP: 1/19/23-10/31/23

Eaton UPS (OEM)

Location: Brockton

Site ID: 400-633508

Full Coverage

Primary Coverage Period: Contract hours will be 8:00 AM to 5:00 PM Monday through Friday

On-Site Response Time: 1 Business Day

Additional charge for services performed outside PCP weekday.

Initial PoP: 1/19/23-10/31/23

Eaton Power Conditioner (OEM)

Location: Brockton

Site ID: 400-579863

Full Coverage

Primary Coverage Period: Contract hours will be 8:00 AM to 5:00 PM Monday through Friday

On-Site Response Time: 1 Business Day

Additional charge for services performed outside PCP weekday.

Initial PoP: 11/1/22-10/31/23

Magnetom Sola Fit

Location: Brockton

Site ID: 400-735585

Full Coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours

PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays

Initial PoP: 5/6/23-10/31/23

KKT cBoxX 100

Location: Brockton

Site ID: 400-693322

Full Coverage

Primary Coverage Period: 8:00 am through 10:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours

PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

Initial PoP: 11/1/22-10/31/23

Somatom go.Top

Location: Brockton

Site ID: 400-618940

Full Coverage

Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 6 Hours

PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

Initial PoP: 1/19/23-10/31/23

Syngo.via

Location: Brockton

Site ID: 400-501755

Full coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

Initial PoP: 11/1/22-10/31/23

VA Connecticut HCS

Systems to be covered:

Symbia Intevo 16 Spec/CT

Location: Connecticut

Site ID: 400-499398

Full Coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours

PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays

Initial PoP: 11/1/22-10/31/23

Magnetom Sola

Location: Connecticut

Site ID: 400-768089

Full Coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours

PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays

Initial PoP: 11/1/22-10/31/23

Syngo.via

Location: Connecticut

Site ID: 400-610750

Full Coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

Initial PoP: 11/1/22-10/31/23

-Symbia.Net Single-User

Location: Connecticut

Site ID: 400-498635

Full Coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

On-Site Response Time: 4 Hours

Initial PoP: 11/1/22-10/31/23

Luminos Agile Max

Location: Connecticut

Site ID: 400-565328

Full Coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

On-Site Response Time: 4 Hours

Initial PoP: 11/1/22-10/31/23

Providence VAMC

Systems to be covered:

Somatom Definition AS+ (128)

Location: Providence

Site ID: 400-203458

Full Coverage

Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 6 Hours

PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

Initial PoP: 11/1/22-10/31/23

Syngo Multimodality WP

Location: Providence

Site ID: 400-366798

Full Coverage

Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 8 Hours

PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

Initial PoP: 11/1/22-10/31/23

-Syngo.via Workstation

Location: Providence

Site ID: 400-559199

Full Coverage

Primary Coverage Period: Contract hours will be 8:00 AM to 5:00 PM Monday through Friday

Initial PoP: 11/1/22-10/31/23

Medrad Stellant D (XP AS) (OEM)

Location: Providence

Site ID: 400-203459

Full Coverage

Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

On-Site Response Time: 1 Business Day

Initial PoP: 11/1/22-10/31/23

Artis Zee Multipurpose

Location: Providence

Site ID: 400-542469

Full Coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours

PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays

Initial PoP: 11/1/22-10/31/23

MI Spect (OEM)

Location: Providence

Site ID: 400-618421

Full Coverage

Primary Coverage Period: 8:00 am through 10:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours

PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

Initial PoP: 11/1/22-10/31/23

MRXperion Injector (XP AS) (OEM)

Location: Providence

Site ID: 400-581781

Full Coverage

Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 1 Business Day

PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

Initial PoP: 11/1/22-10/31/23

Magnetom Prisma

Location: Providence

Site ID: 400-554620

Full Coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours

PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays

Initial PoP: 11/1/22-10/31/23

Togus VAMC

Systems to be covered:

Spec/CT Scanner Symbia (T16)

Location: Togus

Site ID: 400-491025

Full Coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

On-Site Response Time: 4 Hours

Initial PoP: 11/1/22-10/31/23

Symbia.Net Single-User

Location: Togus

Site ID: 400-490381

Full Coverage

Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

Initial PoP: 11/1/22-10/31/23

MRI

Location: Togus

Site ID: 400-682495

Full Coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

On-Site Response Time: 4 Hours POP: 4/29/24-10/31/24

Including:

All peripherals and coils

1.5T Wrist Coil 400-682495

1.5T Foot Coil 400-682495

BM Head Nexk 20 400-682495

BM Head Nexk 20 400-682495

Body 18 Ext MR Coil 1.5T 400-682495

Body 30 MR Coil 1.5T 400-682495

Body 30 MR Coil 1.5T 400-682495

Spine 32 400-682495

Spine 32 400-682495

Tx/Rx Knee 18 MR Coil 1.5T 400-682495

Ultraflex Large 18 400-682495

Ultraflex small 18 400-682495

Dimplex Chiller 60KW (OEM)

Location: Togus

Site ID: 400-682496

Full Coverage

Primary Coverage Period: 8:00 am through 10:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

On-Site Response Time: 4 Hours

Initial PoP: 4/29/23-10/31/23

Spec/CT Scanner (T2) Intevo Excel

Location: Togus

Site ID: 400-525485

Full Coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

On-Site Response Time: 4 Hours

Initial PoP: 11/1/22-10/31/23

-Symbia.Net Single-User

Location: Togus

Site ID: 400-490382

Full Coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

POP: 11/1/2019-10/31/2020

On-Site Response Time: 4 Hours

Initial PoP: 11/1/22-10/31/23

-Syngo.via

Location: Togus

Site ID: 400-490383

Full Coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

Initial PoP: 11/1/22-10/31/23

Including:

IT Care Plan TOP

-Syngo.via

Location: Togus

Site ID: 400-657928

Full Coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

Initial PoP: 11/1/22-10/31/23

White River Junction VAMC

Systems to be covered:

MR Sola Fit

Location: White River Junction

Site ID: 400-769267

Full Coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays

On-Site Response Time: 4 Hours

Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

Initial PoP: 4/14/23-10/31/23

Symbia.net Single User

Location: White River Junction

Site ID: 400-492443

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays

On-Site Response Time: 4 Hours

Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

Initial PoP: 11/1/22-10/31/23

Symbia Intevo Excel

Location: White River Junction

Site ID: 400-492525

Full Coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays

On-Site Response Time: 4 Hours

Post-PCP Extension 4 hours (6:00 PM 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

Initial PoP: 11/1/22-10/31/23

ECO Chiller-3SBT

Location: White River Junction

Site ID: 400-398142

Full Coverage

Primary Coverage Period: 8:00 am through 10:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours

PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Additional charge for services performed outside PCP weekday.

Initial PoP: 11/1/22-10/31/23

VA Central Western Mass

Systems to be covered:

Luminos Agile Max

Location: Central Western Mass

Site ID: 400-638756

Full Coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

On-Site Response Time: 4 Hours

Initial PoP: 11/3/22-10/31/23

VA Manchester NH

Systems to be covered:

Symbia Intevo Bold

Location: Manchester

Site ID: 400-625896

Full Coverage

Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

On-Site Response Time: 4 Hours

Initial PoP: 11/1/22-10/31/23

PERFORMANCE REQUIREMENTS:

Information Security Considerations:

All VA sensitive information shall be protected at all the times in accordance with VA Local site. Vendor is responsible for reporting any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information to the COR.

All contractor personnel (without exception) shall report to the Local Clinical Engineering Department, to sign in and receive a contractor identification badge before any work is performed. Contractor personnel shall be escorted by Clinical Engineering staff for the duration of work performed and return to the same location to sign out and turn-in said badge along with the Engineering Service Report for the service performed. If there is a need to replace any hard drive, a hard drive, and all information on it, is the property of the VA and must remain in the control of the VA Clinical Engineering department for Medical Destruction.

The following performance requirements are broken down into two defined categories; Requirements for Equipment found in Appendix A, and Requirements for the VAMC found in Appendix B. Failure to comply with either Equipment or VAMC requirements will be considered a failure to meet the terms of the contract.

Appendix A

Requirements for Equipment

These services and parts shall be performed given the following criteria:

Planned maintenance service (PMs to be performed at intervals in accordance with Manufacturers specifications)

Routine system calibration

Remedial maintenance

Quality assurance evaluations

Replacement of parts (not including disposables & accessories)

All equipment shall be maintained in proper operating condition as specified by the manufacturer. Vendor must have proven access to original equipment, manufacturers (OEM) parts manuals and schematics to perform the service. Vendors must provide their own EOM manuals and schematics, which must be available on site at time of service. All defective parts replaced become the property of the vendor.

Parts and subsystems that need to be replaced containing PHI will be performed as follows:

All media (e.g., hard drives) containing PHI shall remain property of the VA.

They shall be removed from subsystem with Clinical Engineering Staff Member present and secured by Clinical Engineering Department.

Clinical Engineering shall identify media with equipment ID number for documentation.

Clinical Engineering shall transport Media to Field Ops for disposal.

Vendor Personnel exposed to PHI shall abide to signed BAA with the Department of Veterans Affairs Veterans Health Administration.

(1) Guaranteed Uptime: A guaranteed uptime shall be specified in schedule A during hours of coverage to date: Uptime % = productive time down time divided by productive time times 100. Productive time is planned time of use of equipment. Downtime begins at time of first service call until equipment is returned to proper operating conditions.

(2) Qualification of Vendor: Vendor shall provide documentation of substantial experience working on the identified make and model instrument. This documentation shall specifically include individuals who will work on the systems. Contracting Officer reserves the right to request manufacturer specified training certificates from vendor personnel for servicing equipment under contract to determine qualification of responsibility.

(3) Labor and Travel Expenses: Vendor to provide labor and travel. All labor and travel conducted during normal FE coverage hours specified at each site. Preferred rates for labor and travel outside of coverage hours.

(4) Specifications of Work: Contractor shall follow manufacturer s recommendations for PM, repair calibration and modifications, including use of diagnostic software where applicable. Replacement software shall include all site-specific adaptation present in originally delivered software.

(5) Updates: Vendor shall provide all software and hardware updates upon release at no additional cost to the Government throughout the life of this contract to ensure continued operation within manufacturers specification for the equipment. Any update that is offered by a vendor that will provide an enhancement to the system for an additional charge must be submitted to Clinical Engineering for approval through separate processing and approval for installation and use within the VA system.

(6) Documentation Requirements: Service field reports shall be provided at the time of the service call and must be signed by contracting officer s COR and filed with the Biomedical Engineering department. Summary (or duplicate copies) of field service reports must be included with the invoices. Field service reports shall include written evidence of performance of all procedures and tests as required by the manufacturer. They shall include itemized parts and labor.

(7) Services and parts not covered by contract: Contracting Officer or Contracting Officer s COR authorization for any work or parts outside the scope of this contract must be received prior to performance of work or payment will not be authorized. Parts required that are not covered by contract will be purchased by the VA and installed under the terms of the contract.

(8) Safety Measures: Vendor shall comply with all pertinent Federal Government/HIPAA/OSHA safety regulations, regarding to safeguarding patient information, during the handling of patient information containing hardware.

Appendix B

Requirements for VAMC

Unscheduled Maintenance (Emergency Repair Service):

A. Contractor shall maintain the equipment in accordance with the manufacturer's specifications. The Contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished.

B. The COR or government designated representatives are authorized to request and approve service calls from the Contractor.

C. Response Time: Contractor's FSE shall respond with a phone call to the COR or designated representative within 1 hour after receipt of telephoned notification during normal hours of coverage. All response time shall be identified in schedule A unless otherwise specified. If the problem cannot be corrected by phone, the FSE shall commence work (on-site physical response) within 4-8 hours after receipt of this notification and shall proceed progressively to completion without undue delay. On-site response applies in system/room down situations only or unless otherwise approved by the vendor.

Scheduled Maintenance:

A. The Contractor shall perform Preventive Maintenance (PM) Service to ensure that equipment performs in accordance with Conformance Standards. An outline of the PM procedures and schedule shall be provided to the COR or designated representative upon electronic request. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to COR or designated representative at the completion of the PM (preferably in electronic format). 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. At minimum, the contractor will perform electrical safety testing in accordance with NFPA standards. Frequency of preventive maintenance inspections will be contingent on the OEM recommendations as specified in their equipment service documentation. PM services shall include, but need not be limited to, the following:

i. Cleaning of equipment. This includes vacuuming of filters, fans, and computer/electronic and mechanical assemblies as well as subsidiary equipment (i.e., Cardiac gates, monitors, etc.).

ii. Reviewing operating system software diagnostics to ensure that the system is operating in accordance with Conformance Standards or the manufacturer's specifications.

iii. Calibrating and lubricating the equipment. Lubricants must conform to VAMC hazardous materials control and material data sheets made available. All calibrations, both electronic and mechanical must be as required by OEM specifications and guidelines.

iv. Performing remedial maintenance of non-emergent nature.

v. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn.

vi. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying.

vii. Inspecting, and replacing where indicated, all mechanical components which may include, but is not limited to: X-ray tube mounting hardware, patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance.

viii. Returning the equipment to the operating condition [defined in Conformance Standards].

ix. Providing documentation of services performed.

B. PM Services shall be performed in accordance with the Original Equipment Manufacture guidelines, and during the hours defined in the Hours of Coverage. All exceptions to the PM schedule shall be arranged and approved in advance with the COR or designated representative.

C. Service is to be requested and coordinated only through the designated COR, to be assured that it is covered within the scope of the contract (workday 8-5 typical), and so that records are available for inspection by accrediting organizations. Any services not coordinated by the COR or designated representative will not be considered authorized and completed and will be considered a failure to meet the terms of the contract.

Parts: Any expenditures associated with shipment of parts shall be the responsibility of the contractor. All parts, depending on availability, should be shipped as a priority, next day delivery.

Service Manuals/Tools/Equipment: The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its Facility Service Engineer s (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. VAMC is authorized OEM cryptic access (Software key or Dongle) at no extra cost for the length of the contract. Diagnostic capability requires a minimum level two capability (OEM designation).

Transportation Charges: All costs associated with transportation, from shipping point to the destination specified above, and all costs of removal after contract completion, shall be paid by the Contractor, and incorporated in the price proposal. The Contractor shall be responsible for all damage in transit including any transportation costs for replacement.

Live Phone Support: Service shall include applications phone support with Canon Technical Support Engineers between 8am-5pm. VAMC will be responsible for maintaining proper network connection/tunnel for Canon RSN capability. Canon agrees to comply with all VAMC network regulations and compliance with VAMC security requirements. Authorization of network link will be approved by VAMC ISO.

After Hours Phone Support: After hour phone support shall include 24 Hours, 7 Days a week and 365 days a year through Siemens Customer Care Center when required.

Documentation/Reports: The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., Emergency repairs) procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with Conformance Standards or the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in the Conformance Standards section. The Engineering Service Report (ESR) will consist of a separate PM report for the item(s) covered under the

"specific" contract. Grouping different equipment from different contracts on "one" ESR is prohibited. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail:

A. Name of contractor and contract number.

B. Name of FSE who performed services.

C. Contractor service ESR number/log number.

D. Date, time (starting and ending), equipment downtime and hours on-site for service call.

E. VA purchase order number(s) covering the call if outside normal working hours.

F. Description of problem reported by the COR or designated representative.

G. Identification of equipment to be serviced:

i. Inventory ID number,

ii. Manufacturer's name,

iii. Device name,

iv. Model number,

v. Serial number,

vi. Any other manufacturer's identification numbers.

H. Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including:

i. Labor and Travel,

ii. Parts (with part numbers),

iii. Materials and Circuit Location of problem/corrective action.

I. Total Cost to be billed (if applicable - i.e., part(s) not covered, or service rendered after normal hours of coverage).

J. Signatures:

i. FSE performing services described.

ii. Authorized VA Employee who witnessed service described.

Note: Any additional charges claimed must be approved by the COR or designated representative before service is completed.

Reporting Requirements: The Contractor shall be required to report to the Clinical Engineering Department to log in. This check- in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COR or designated representative. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR or designated representative for an "authorization signature". If COR or designated representative is unavailable, a signed, authorized copy of the ESR will be left with the user.

Records requirements:

Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

The Government Agency owns the rights to all data/records produced as part of this contract.

The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.