6520 Dental Equip Licensing & Maint Agrmt - VISN

A. Project Title VISN 23 3D Dental Intraoral Scanner, Milling Machines and 3D Printers Licensing and Service Agreement B. Procurement Type Brandname C. Background VA Midwest Healthcare Network (VISN 23) requires a licensing service, clinical and biomed training, and support maintenance agreement contract for all the 3D Dental Intraoral Scanner, Milling Machines and 3D Printers at VISN 23 sites including Minneapolis, St. Cloud, Sioux Falls, Iowa City, Omaha, Grand Island, Lincoln, Fort Meade Black Hills, Hot Springs Black Hills and Central Iowa. The 3D Dental Intraoral Scanner is used to capture direct optical dental impressions. They project a light source on the object to scanned. The images of the dentogingival tissues as well as the implant scan bodies captured by imaging sensor are processed by the scanning software. Optical impressions reduce patient discomfort, are time efficient and eliminate plaster models. The scanning software send the data captured to the milling machine where the prosthesis is milled. The milling machine increases dental engineering accuracy and give better long term result for patients by providing a properly fitted prosthesis, such as a crown. The 3D Dental Printer, prints dental devices and fixtures, such as sleep appliances, to veterans with increased speed and precision, enhancing dental workflow and patient comfort. D. Scope VA Midwest Healthcare Network (VISN 23) seeks a contract for licensing service, clinical and biomed training, and support maintenance agreement on the 3D Dental Intraoral Scanner, Milling Machine and 3D Printer equipment. E. Labor Requirements The contract shall include the following requirements: The contractor shall provide annual license fee for the software use, support, clinical and biomed training on the following items: 3Shape TRIOS- Intraoral scanner 3Shape Design Studio- Design single crowns 3Shape-Implant Studio- Making surgical guide 3Shape Dental System Complete -Making models- Making night guard 3Shape Dental System TRIOS Dental System TRIOS The contractor shall provide all third-party licensing, clinical and biomed training, and support. Upon request licensing updates shall be provided via USB device when internet connectivity is not possible. The contractor shall provide support service and preventive maintenance (PM) on all 3D Dental equipment including the following equipment: DGShape 42W Milling Machine 3D BioCAD TRUmill X250 Kulzer Cara Print The contractor shall include a comprehensive description of their service options with their bid. Service options shall include licensing fees, annual on-site preventive maintenance to do the machine maintenance including labor and tools, clinical and biomed training, and phone support. The contractor shall address support issues via phone and/or email within 4 hours of VA support request. If the issue is not able to be resolved by phone or email, then contractor shall address and resolve the issue on-site within 72 hours. F. Equipment Inventory VISN 23 equipment inventory is listed in the chart below. Equipment inventory shall be updated, added or subtracted and included or removed from the service agreement as needed. Annual Contract 3Shape Scanner Annual Licenses: Includes yearly license fee for the software use, support, clinical and biomed training. Service/PMs: Includes one site visit per year to do the machine maintenance, clinical and biomed training, and phone support. VISN 23 Sites Scanner Milling Machines 3D Printer 3Shape TRIOS - Intraoral scanner-Qty 3Shape Design Studio - Design single crowns-Qty 3Shape Implant Studio - Making surgical guide-Qty 3Shape Dental System Complete - Making models - Making night guard-Qty 3Shape Dental System TRIOS -Qty DGShape 42W Milling Machine-Qty 3D BioCAD TRUmill X250-Qty Kulzer Cara Print-Qty Minneapolis 4 3 4 3 1 0 1 0 St. Cloud 1 1 1 1 0 1 0 1 Sioux Falls 1 1 1 1 0 0 1 1 Iowa City 1 1 1 1 0 1 0 1 NWI-Omaha 3 2 3 2 1 1 1 0 NWI-Grand Island 1 1 1 1 0 1 0 0 NWI-Lincoln 1 1 1 1 0 1 1 0 Black Hills-Fort Meade 2 2 2 2 0 0 1 1 Fargo 1 1 1 1 0 0 1 1 Central Iowa 2 1 2 1 1 0 1 1 Contract Total Qty 17 14 17 14 3 5 7 6 G. Equipment Changes Items may be deleted from the Equipment Inventory if replaced or "in excess" during the period of this contract at the discretion of the CO/COR. New items may be added as needed at the discretion of the CO/COR. The Government reserves the right to purchase additional medical equipment not contained within the Equipment Inventory as well as delete existing items upon the approval of the AO. The Equipment Inventory shall be updated with the addition of new items and existing items that are taken out of service shall be deleted upon contract renewal and upon request. H. Salient Characteristics VISN 23 requires the below services for POP 11/1/2022-10/31/2023: Brief Description of Service Qty Base Year, 11/1/2022-10/31/2022, Minneapolis-Annual License, 3Shape TRIOS-Intraoral scanner 4 Base Year, 11/1/2022-10/31/2023, Minneapolis-Design Studio- Design single crowns 3 Base Year, 11/1/2022-10/31/2023, Minneapolis, Annual License, 3Shape Implant Studio- Making surgical guide 4 Base Year, 11/1/2022-10/31/2023, Minneapolis, Annual License, 3Shape Dental System Complete- Making models- Making night guard 3 Base Year, 11/1/2022-10/31/2023, Minneapolis, Support, 3D BioCAD TRUmill X250 1 Base Year, 11/1/2022-10/31/2023, St. Cloud, Annual License, 3Shape TRIOS-Intraoral scanner 1 Base Year, 11/1/2022-10/31/2023, St.Cloud, Annual License, 3Shape 3Shape Design Studio- Design single crowns 1 Base Year, 11/1/2022-10/31/2023, St.Cloud, Annual License, 3Shape Implant Studio- Making surgical guide 1 Base Year, 11/1/2022-10/31/2023, St. Cloud, Annual License, 3Shape, Dental System Complete- Making models- Making night guard 1 Base Year, 11/1/2022-10/31/2023, St. Cloud, Support, DGShape, 42W Milling Machine 1 Base Year, 11/1/2022-10/31/2023, St. Cloud, Support, Kulzer, Cara Print 1 Base Year, 11/1/2022-10/31/2023, Sioux Falls, Annual License, 3Shape TRIOS-Intraoral scanner 1 Base Year, 11/1/2022-10/31/2023, Sioux Falls, Annual License, 3Shape 3Shape Design Studio- Design single crowns 1 Base Year, 11/1/2022-10/31/2023, Sioux Falls, Annual License, 3Shape Dental System Complete- Making models- Making night guard 1 Base Year, 11/1/2022-10/31/2023, Sioux Falls, Support, 3D BioCAD TRUmill X250 1 Base Year, 11/1/2022-10/31/2023, Sioux Falls, Support, Kulzer, Cara Print 1 Base Year, 11/1/2022-10/31/2023, Iowa City, Annual License, 3Shape TRIOS-Intraoral scanner 1 Base Year, 11/1/2022-10/31/2023, Iowa City, Annual License, 3Shape 3Shape Design Studio- Design single crowns 1 Base Year, 11/1/2022-10/31/2023, Iowa City, Annual License, 3Shape Implant Studio- Making surgical guide 1 Base Year, 11/1/2022-10/31/2023, Iowa City, Annual License, 3Shape Dental System Complete- Making models- Making night guard 1 Base Year, 11/1/2022-10/31/2023, Iowa City, Support, DGShape, 42W Milling Machine 1 Base Year, 11/1/2022-10/31/2023, Iowa City, Support, Kulzer, Cara Print 1 Base Year,11/1/2022-10/31/2023, Omaha, Annual License, 3Shape TRIOS-Intraoral scanner 3 Base Year, 11/1/2022-10/31/2023, Omaha, Annual License, 3Shape 3Shape Design Studio- Design single crowns 2 Base Year, 11/1/2022-10/31/2023, Omaha, Annual License, 3Shape Implant Studio- Making surgical guide. 3 Base Year, 11/1/2022-10/31/2023, Omaha, Annual License, 3ShapeDental System Complete- Making models- Making night guard. 1 Base Year, 11/1/2022-10/31/2023, Omaha, Support, DGShape, 42W Milling Machine 1 Base Year, 11/1/2022-10/31/2023, Omaha, Support, 3D BioCAD TRUmill X250 1 Base Year, 11/1/2022-10/31/2023, Grand Island, Annual License, 3Shape TRIOS-Intraoral scanner 1 Base Year, 11/1/2022-10/31/2023, Grand Island, Annual License, 3Shape 3Shape Design Studio- Design single crowns 1 Base Year, 11/1/2022-10/31/2023, Grand Island, Support, DGShape, 42W Milling Machine 1 Base Year, 11/1/2022-10/31/2023, Lincoln, Annual License, 3Shape TRIOS-Intraoral scanner 1 Base Year, 11/1/2022-10/31/2023, Lincoln, Annual License, 3Shape 3Shape Design Studio- Design single crowns 1 Base Year, 11/1/2022-10/31/2023, Lincoln, Annual License, 3Shape Implant Studio- Making surgical guide. 1 Base Year, 11/1/2022-10/31/2023, Lincoln, Annual License, 3Shape Dental System Complete- Making models- Making night guard. 1 Base Year, 11/1/2022-10/31/2023, Lincoln, Support, DGShape, 42W Milling Machine 1 Base Year, 11/1/2022-10/31/2023, Black Hills-Fort Meade, Annual License, 3Shape TRIOS-Intraoral scanner 2 Base Year, 11/1/2022-10/31/2023, Black Hills-Fort Meade, Annual License, 3Shape 3Shape Design Studio- Design single crowns 2 Base Year, 11/1/2022-10/31/2023, Black Hills-Fort Meade, Annual License, 3Shape Implant Studio- Making surgical guide 2 Base Year, 11/1/2022-10/31/2023, Black Hills-Fort Meade, Annual License, 3Shape Dental System Complete- Making models- Making night guard 2 Base Year, 11/1/2022-10/31/2023, Black Hills-Fort Meade, Support, 3D BioCAD TRUmill X250 1 Base Year, 11/1/2022-10/31/2023, Black Hills-Fort Meade, Support, Kulzer, Cara Print 1 Base Year, 11/1/2022-10/31/2023, Fargo, Annual License, 3Shape TRIOS-Intraoral scanner 1 Base Year, 11/1/2022-10/31/2023, Fargo, Annual License, 3Shape 3Shape Design Studio- Design single crowns 1 Base Year, 11/1/2022-10/31/2023, Fargo, Annual License, 3Shape Implant Studio- Making surgical guide 1 Base Year, 11/1/2022-10/31/2023, Fargo, Annual License, 3Shape Dental System Complete- Making models- Making night guard 1 Base Year, 11/1/2022-10/31/2023, Fargo, Support, 3D BioCAD TRUmill X250 1 Base Year, 11/1/2022-10/31/2023, Black Hills-Fort Meade, Support, Kulzer, Cara Print 1 Base Year, 11/1/2022-10/31/2023, Central Iowa-Des Moines, Annual License, 3Shape TRIOS-Intraoral scanner 2 Base Year, 11/1/2022-10/31/2023, Central Iowa-Des Moines, Annual License, 3Shape 3Shape Design Studio- Design single crowns 1 Base Year, 11/1/2022-10/31/2023, Central Iowa-Des Moines, Annual License, 3Shape Implant Studio- Making surgical guide 2 Base Year, 11/1/2022-10/31/2023, Central Iowa-Des Moines, Annual License, 3Shape, Dental System Complete- Making models- Making night guard 1 Base Year, 11/1/2022-10/31/2023, Central Iowa-Des Moines, Support, 3D BioCAD TRUmill X250 1 Base Year, 11/1/2022-10/31/2023, Central Iowa-Des Moines, Support, Kulzer, Cara Print 1 I. Security Requirements The contractor shall comply with all VHA security protocols, procedures and requirements of the VA's Office of Information Technology including filling out and providing any necessary forms upon request within 10 days from receipt from the VA: The contractor shall complete and return separate 6550 forms with accurate information for the equipment and software. Additionally, the contractor shall provide each product's MSD2 and a diagram of data flow for each product. The contractor shall complete and return BAA forms for the equipment. The contractor shall return completed forms (including MOU and/or CAG forms if applicable) within 10 days of receipt/request from the VA. The equipment software shall be approved in the Office of Information Technology's Technical Resource Manual (TRM) or the contractor shall be willing to gain approval in TRM. The contractor shall minimize the number of staff members needing access to the VHA's network. Please indicate the number needed. These individuals shall return completed forms within 10 days of receipt from the VA. The contractor shall complete necessary training and procedures to obtain and maintain remote vendor support access. The equipment shall be FIPS 140-2 compliant. The contractor will identify the certificate number for FIPS compliance. All Microsoft products used in the technology are actively supported by Microsoft. Individual user accounts available that facilitate assigned access only. Two factor authentication is preferred. J. Period of Performance Overall period for performance shall begin 11/1/2022. Unless otherwise noted, work shall be performed during normal business days at VA facilities, which is comprised of Monday through Friday each week (except federal holidays) between 8:00 a.m. and 4:30 p.m. local standard time. K. Place of Performance Unless otherwise noted, the contractor shall provide the licensing service, clinical and biomed training, and support at the VA facilities listed below: Facility Address Site Technical POC Site Clinical POC Minneapolis 1 Veterans Drive, Minneapolis, MN 55417 Rei.Engelhart@va.gov Michael.Phelps@va.gov Daniel.Bates1@va.gov Joshua.Eggebraaten@va.gov St. Cloud 4801 Veterans Drive, St. Cloud, MN 56303 Daniel.Dillman@va.gov Tyler.Spiczka@va.gov John.Erlandson2@va.gov Billiejo.Sundsvold@va.gov Sioux Falls 2501 W 22nd St, Sioux Falls, SD 57105 Troy.Mergen@va.gov Shane.Stoltenburg@va.gov Randy.Dominiack@va.gov Rose.Riley@va.gov Steven.Schrader@va.gov Iowa City 601 Highway 6 West, Iowa City, IA 52246 Kevin.Dodd@va.gov Deborah.Adamec@va.gov Kristen.Miller2@va.gov NWI-Omaha 4101 Woolworth Ave, Omaha, NE 68105 James.Mazurek@va.gov Jason.Junge@va.gov Anthony.Cordy@va.gov John.Walton13@va.gov Sally.Hansen@va.gov Troy.Cord@va.gov NWI- Grand Island 2201 Broadwell Ave, Grand Island, NE 66803 Ron.Rice@va.gov Wendy.Foster1@va.gov NWI- Lincoln 600 S 70th St, Lincoln, NE 68510 William.Russell10@va.gov Shelby.Tessendorf@va.gov Black Hills-Fort Meade 113 Comanche Rd, FORT MEADE, SD 57741 Wayne.Berglund@va.gov Perry.Rupp@va.gov Angela.Curry@va.gov Black Hills-Hot Springs 500 N 5th St, Hot Springs, SD 57747 Fargo 2101 Elm Street N, Fargo, ND 58102 Randolph.Peterson2@va.gov Gary.Kluzak@va.gov sean.rothschadl@va.gov Sandra.Torres-Castillo@va.gov Central Iowa 3600 30th Street, Des Moines, IA 50310 Nicholas.Saul@va.gov M.Robinson@va.gov Danyelle.Russell@va.gov Andrea.Johannesen@va.gov Kirby.Amonson@va.gov L. Implementation/Project Management Services The contractor shall provide implementation and project services as part of the service purchase for maintenance, training, support, and licensing. Implementation and Project Management Services shall include, but are not limited to, a project manager, a detailed project timeline including a Gantt Chart with defined roles and responsibilities (including contractor provided and VA resources), a detailed schedule for on-site Preventive Maintenance and Clinical and Biomed Training coordination of all equipment, technical support, and licensing. VISN 23 has designated technical and clinical points of contact for each facility that shall be provided upon award. The contractor shall work with these individuals to implement the services. Contractor shall confirm equipment quantities at each site. Contractor shall answer questions promptly within 4 hours of receiving the question via email or phone. Within 1 week of the award date, the contractor shall provide a generic project management plan for maintenance, training, support and licensing with milestones, deliverables and timeline, including the activities required in support of the services and clearly delineating the party responsible for accomplishing each activity. Within 2 weeks of the award date, the contractor shall hold a kickoff meeting with the designated technical and clinical points of contact for each facility and VISN COR. The project management plan and communications plan shall be reviewed at the kickoff meeting. Discussion about site order and schedule for service implementation will begin at the kick-off meeting. The project manager shall hold as needed periodic project meetings with the facility points of contact. The project manager shall hold as needed meetings with the VISN ICC Executive and HTM Biomedical Engineer to report progress, challenges, and lessons learned for all facilities. Contractor shall provide at least 60-day notice when downtime is required for routine maintenance and training. Emergency maintenance to be planned with the site. The contractor shall collaborate with site points of contact to minimize down time related to this implementation, including accommodating site requests for after-hours work. The dates resulting from this collaboration will be recorded in the project plan for each facility. All activity associated with this statement of work will be completed within one year of the task order award date. Preventive maintenance (PM) is due one year form equipment installation or last PM. Unless otherwise noted the preventive maintenance (PM) for all sites shall be completed by the end of November of each year. When the implementation service is complete at each facility, the contractor shall present an acceptance letter to the VISN Chief Biomedical Engineer for signature. The VISN Chief Biomedical Engineer will have a period of 2 weeks to return that acceptance letter with signature or to identify the reasons the acceptance letter cannot be signed. M. Licensing Contractor shall provide all third-party licensing, clinical and biomed training, and support. Upon request licensing updates shall be provided via USB device when internet connectivity is not possible. N. Service and Operator Manuals The contractor shall provide the following documentation for the proposed system: Ten electronic copies of the Operators Manual and ongoing web-based access. Two electronic copies and ongoing web-based access of complete technical service manuals including troubleshooting guides, necessary diagnostic software and equipment, schematic diagrams, and parts lists. Two copies of any DVD training (and/or access to web-based training). Ongoing access to training materials for future staff, online or DVD. O. Training The contractor providing the system will be responsible for staff/user clinical and technical training remotely and/or on-site, as well as Biomed technician service and support training remotely and/or onsite. The contractor shall coordinate with on-site POC's to provide staff education at a day/time that works for each VA facility. A System Technology and Services education professional (not sales reps) shall administer the training. Education curriculum must include the following: Operations and set-up User maintenance Repair in house Safety User troubleshooting tips Service Passwords for using the software P. Maintenance Requirements Vendor shall provide and deliver any needed parts for maintenance on-site within 48 hours (preferred), to reduce downtime. Vendor shall provide loaner Scanning Wands, when existing Scanning Wands are out for repair. The contractor shall provide multiple different service levels available such that each facility may select the most cost-effective service options that meets their needs. For example, different options may have different times of coverage (8X5 vs. 24X7), inclusion of different services (parts, labor), different response time guarantees, etc. The contractor shall include a comprehensive description of their service options with their bid. Service options shall include database and preventive maintenance. Contractor shall include Biomedical Technician training options in their bid. Contractor shall promptly notify VA POC's listed in this Statement of Work (SOW) of any recalls and end of life/service cycles. Q. Invoicing and Pricing Detailed invoices will be submitted by the contractor in arrears after VA receipt and acceptance of equipment services. Invoices must include purchase order (PO) number, contract number, PO line items and description, period of service covered/dates, and cost at a minimum. Pricing shall be competitive market value and reasonable. R. Inspection and Acceptance The contractor shall conduct a joint inspection of services with the on-site POCs upon completion of the project. In the event deficiencies are identified, the contractor shall provide the date when the identified deficiencies will be addressed if not addressed on the date of installation. The contractor shall conduct a joint inspection of services with the on-site POCs after addressing all deficiencies. All deficiencies identified in the joint inspections shall be fixed by the contractor prior to government acceptance of the item. Any disputes shall be resolved by the Contracting Officer. S. Order of Precedence All work described and provided by the contractor, shall be performed in accordance with this SOW and Addendum applicable. The VA provided SOW shall become effective on the date the contractor receives a signed Purchase Order. Contractor shall be bound by any conflicting terms that may appear in any contractor provided documentation presented as part of the bid solicitation. Any services that are not in this SOW are considered Out-of-Scope.