J--520-16-1-076-0005 - Medtronic Paceart Service contract

This is an INTENT TO SOLE SOURCE NOTICE only. The Department of Veteran Affairs, Network Contracting Office (NCO) 16, intends to issue a sole-source contract under the authority of 41 U.S.C 253(c) (1) - FAR 6.302-1 (only one responsible source and no other supplies or services will satisfy agency requirements), to Medtronic Inc., located at 710 Medtronic Parkway, Minneapolis, MN 55432-35765. Services will be from 10/01/2015 - 09/30/2016 with three (2) twelve (12) month option periods under NAICS 541511. The Vendor shall provide all parts and labor for Pandora software maintenance located Gulf Coast Veterans Health Care Systems Biloxi. This action will result in a firm-fixed price maintenance and repair service contract located at the GCVHCS. The period of performance shall be for twelve (12) months starting October 1, 2015 to September 30, 2016 with two (2) twelve (12) month option periods. Clause 52.217-8, Option to Extend Services, and 52.217-9 to extend the term of the contract applies. 52.217-8 is shall not exceed 6 months. This notice of intent is not a request for quotations; interested parties may express their interest by providing a capabilities statement not later than 08/03/15 at 03:00 pm EST, to contact@example.gov . When responding to this announcement, respondents should refer to Announcement VA256-15-Q-0917, Notice of Intent in the subject line. The capabilities statement must provide clear and unambiguous evidence to substantiate the capability of the party to provide the required services. Responding as an interested party under the www.fbo.gov website doesn't constitute convincing evidence of capabilities. A determination not to compete this proposed contract upon responses to this notice is solely within the discretion of the Government. Verbal and facsimile responses are not acceptable and will not be considered. All interested parties are reminded to be registered with SAM at https://www.sam.gov/portal/public/SAM/ in order to be eligible for award of Government contracts. No telephone calls will be accepted. If after August 10, 2015, no viable responses have been received in response to this announcement, NCO 16 shall negotiate solely with Medtronic Inc. REQUIRED SERVICES: MEDTRONIC PACEART PERFORMANCE WORK STATEMENT BACKGROUND: Gulf Coast Veterans Health Care System (GCVHCS) requires contractor assistance in the support of Medtronic Paceart software used in patient management for Cardiology. If contracting personnel is required to be onsite during normal business hours, the times are from 0800 to 1700 Monday through Friday. ABBREVIATIONS: 1 - CO Contracting Officer 2 - COR Contracting Officer's Representative 3 - ODB Officer's Duty Book 4 - SOP Standing Operating Procedures 5 - FSE Field Service Engineer Items in contract: 1. Medtronic Paceart Patient Management Software Support 2. Maintenance subscription fee covers application software bug fixes, telephone support, and remote support. Software covered includes network server image software, network image capture software, and advanced reporting software. 1. CONTRACTOR PERFORMANCE REQUIREMENTS a. Initial Startup: 1) A post-award conference will be held at a time and place designated by the Contracting Officer, to be attended by the Contractor, the Contractor's Field Supervisor, the COR, the Contracting Officer and other officials designated by the Contracting Officer. The conference agenda shall include, as a minimum: (a) Performance Requirements (b) Training Requirements and Schedules (c) Certification of Personnel Qualifications (d) Government-Furnished Property and Services (e) Contractor-Furnished Property and Services 2) The Contractor's Field Supervisor shall visit the facility with Contractor personnel before performance under the contract for the purpose of performance orientation and site/equipment operation orientation. c. Paceart software maintenance and support: 1) Assignments may include but are not limited to the following: a. Responding to calls from GCVHCS BIOMED or designated personnel: Contractor's FSE shall respond to the GCVHCS's initial service request call, with a phone call to the COR and/or his/her designee within one (1) hour after receipt of initial telephoned notification 24 hours per day. If the problem cannot be corrected by phone, the FSE shall commence work (on-site physical response) within eight (8) normal duty hours after receipt of initial notification/service request, and shall proceed progressively to restore equipment to full operating performance IAW the conformance standards, within 48 hours of initial service request. b. Working together with GCVHCS BIOMED department to remediate any recalls and/or field service notices regarding equipment listed above. c. Providing any software updates to Paceart program Contractor agrees, in accordance with the terms and conditions stated herein, to furnish to the Department of Veterans Affairs facilities, hereinafter referred to as the VA, the services specified and at the prices specified herein. 2. CONTRACTOR PERFORMANCE REQUIREMENT - TRAINING The Contractor or his/her Field Supervisor shall visit the VA facilities with contract personnel before performance under the contract for the purpose of performance orientation and site/equipment operation orientation. Training 1) To be eligible to perform under this contract, each contract employee must complete original equipment manufacturer (OEM) training within the last 36 months, have at least 24 months of experience working on equipment specified above and produce completion certificates to COR upon request. 2) All formal contractor furnished training required shall be presented by persons who are certified or qualified to instruct the specific required subjects. Certification to instruct the specific subject shall be in the form of a certificate issued by an accredited institution of learning (school, college, university, etc.), a governmental (Federal, State, County, etc.), or by documentation that the person instructing has sufficient experience in the subject matter to be able to instruct the subject in an authoritative, practical and current manner. 3) The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. 4) If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval 3. SERVICE: a. The services specified herein may be changed by written modification to this contract. b. The Contractor will seek and receive guidance from the COR on questions concerning any services to be provided under this contract. Any disagreements concerning services to be provided or other questions and concerns will be forwarded to the Contracting Officer for resolution. c. The contractor shall service the GCVHCS from 1 October 2015 until 30 September 2016, which coincides with the Government fiscal year. 4. GENERAL SPECIFICATIONS: a. Personnel : Prior to assignment by the Contractor, personnel shall be certified via a Government background check to show no felony arrest nor misdemeanor conviction for drugs, weapons, theft or battery within the past 10 years. This procedure is mandatory and will be strictly enforced. Note: The contractor's employees may begin work under the contract when the VA Security and Investigation Center (SIC) releases the paperwork to the Office of Personnel Management (OPM) for investigation. 5. MONITORING : The COR shall perform frequent reviews of contractor work without offering any advice or guidance for completion. This is designed to a quality check (QC) for work completed on imaging equipment at the GCVHCS. 6. RECORDKEEPING SYSTEM : The FSE shall supply a field service report to COR within 24 hours of work completion describing the following: a. Serial number b. Site ID c. Contract PO# d. GCVHCS contact e. Personnel who serviced equipment f. Contractor contact information g. Work performed h. Time and material cost which will be detailed line item listing 7. PERSONNEL POLICY: a. The Contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel: -Worker's Compensation -Professional Liability Insurance -Health Examinations -Income Tax Withholding, and Social Security Payments -Any other Federally or State Required Entitlement or Benefit 8. SAFETY REQUIREMENTS a. In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer of his designee may determine to be reasonably necessary to protect the lives and the health of the occupants of any Government building or Government leased property. The Contracting officer or his designee will notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. After receipt of such notice, the Contractor shall immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative at the site of work, shall be deemed sufficient of the purposes aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue a Stop-Work Order for all or any part of the work and hold the Contractor in default as provided elsewhere in this contract. 9. GOVERNMENT FURNISHED PROPERTY AND SERVICES a. Government shall only supply equipment to be serviced by Medtronic Paceart competent and trained personnel. 10. CONTRACTOR FURNISHED PROPERTY AND SUPPLIES a. The Contractor shall furnish and maintain in acceptable condition all calibration equipment to be used on GCVHCS cardiology equipment. Prior to the commencement of work, the contractor shall provide calibration papers showing calibration was completed within last 12 months. Calibration shall be traceable to national standard. b. Contractor shall supply software updates as they come available without undue delay. If necessary, updates can be completed using remote connection, which shall follow VA standards. c. The Contractor shall furnish and replace parts. The Contractor has 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 new or rebuilt OEM 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. Rebuilt parts, used parts or those removed from another [name the equipment], shall not be installed without specific approval by the CO or the COR. (The Contractor shall also list any excluded parts under the service contract). 11. POLICIES AND REGULATIONS: a. POLICIES AND REGULATIONS: The VA's Policies and Regulations are confidential in nature and cannot be released outside of official VA channels. The VA, however, will provide the Contractor's employees with training on the VA's Policies, Regulations, and SOP's during the 8 hours of Minimum Government Furnished Training. 12. HOUR OF COVERAGE AND FEDERAL HOLIDAYS: The ten legal holidays observed by the Federal Government are: New Year's Day 1 January Martin Luther King Jr. Day Third Monday in January Washington's Birthday (aka President's Day) Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veteran's Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December or any other day specifically declared by the President of the United States to be a Federal holiday. If a Federal holiday falls on Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on Saturday, the preceding Friday is observed as a legal holiday by U. S. Government agencies. a. Normal coverage hours are 0800 until 1500 Monday through Friday. All service/repairs will be performed during normal hours of coverage unless requested or approved by COR or his designee. b. Work performed outside the normal hours of coverage shall be discussed with the COR prior to contractor billing the GCVHCS. 13. ANNUAL TB TESTING: All contractor personnel providing on-site GE imaging systems maintenance at the GCVHCS are required to have an Annual TB Test accomplished at the Contractor's expense. The contractor shall provide written certification of the TB testing on an annual basis and before any employees start work on this contract. New conversions to a positive PPD or new symptoms related to TB, if previously a positive PPD, must be reported to the VAGCVHCS Occupational Health Department within 10 working days. New hires shall provide certification of TB Testing before starting work at the GCVHCS. 14. CONTRACTOR BADGING: Contractor employees required to travel to the GCVHCS's Biloxi MS Campus (400 Veterans Avenue, Biloxi, MS 39531) shall ensure proper company identification is worn above the waist and can be easily seen at all times. 15. CERTIFICATION AND ACCREDITATION OF CONTRACTOR'S IT SYSTEMS: Certification and Accreditation of the Contractor's IT System(s) does not apply and a Security Accreditation Package is not required as contractor's employee will only be utilizing VA owned computers and computer systems. 16. PRIVACY INFORMATION: The contractor's employee(s) will secure (in a sealed envelope) and relinquish any documentation found on the VA grounds (either by themselves or others) that contains sensitive patient and/or employee information (i.e. privacy information) to Ms. Melanie Lane, VA Gulf Coast Veterans Health Care System Privacy Officer, Bldg. T-102, Room No. A132, Phone: +1 (555) 000-0000. Please contact Ms. Lane within 60 minutes of finding or of receipt of such documents for instructions on what action to take on the documentation. Ms. Lane can also be reached at contact@example.gov. If Ms. Lane cannot be immediately reached, the documentation will be secured in the Police Office until instructions are received from Ms. Lane. 17. SECURITY CLAUSES: SUBPART 839.2 - INFORMATION AND INFORMATION TECHNOLOGY SECURITY REQUIREMENTS 839.201 Contract clause for Information and Information Technology Security: a. Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media). b. In solicitations and contracts where VA Sensitive Information or Information Technology will be accessed or utilized, the CO shall insert the clause found at 852.273-75, Security Requirements for Unclassified Information Technology Resources. 852.273-75 - SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES (INTERIM- OCTOBER 2008) As prescribed in 839.201, insert the following clause: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding. 18. UNSCHEDULED MAINTENANCE: A. Contractor shall maintain the equipment in accordance with the Conformance Standards Section. The contractor shall provide repair services, which may consist of troubleshooting of software, assistance with re-establishing communication with GE Muse system. B. The CO, COR or designated alternate has the authority to approve/request a service call from the contractor. C. Response Time: Contractor's FSE shall respond to the OVAHC's initial service request call, with a phone call to the COR and/or his/her designee within one (1) hour after receipt of initial telephoned notification 24 hours per day. If the problem cannot be corrected by phone, the FSE shall commence work (on-site physical response) within eight (8)normal duty hours after receipt of initial notification/service request, and shall proceed progressively to restore equipment to full operating performance IAW the conformance standards, within 48 hours of initial service request. 19. PERORMANCE REQUIREMENTS SUMMARY: PERFORMANCE STANDARDS Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards. Performance Requirements Summary Matrix: The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL). Task ID Indicator & Paragraph Number Standard Acceptable Quality Level Method of Surveillance Incentive Paceart software support and maintenance 1 Paceart, Functions and Responsibilities; complete field service calls within time limits and provide detailed FSR Complete all required PWS tasks 100% Periodic Inspection & Customer (facility occupant) Complaint Exercise of Option Period(s); Positive Past Performance 2 Training; contractor supplies necessary training documentation completion Complete all Contractor and Government Furnished Training prior to starting operations 100% 100% Inspection Exercise of Option Period(s); Positive Past Performance 3 TB Testing; contractor shall supply Tb testing documentation prior to commencing work Contractor must have annual TB Test conducted 100% 100% Inspection Exercise of Option Period(s); Positive Past Performance 4 Section 18, paragraph C Vendor will respond to service call within 1 hour of initial call 100% Observation Exercise of Option Period(s); Positive Past Performance 5 Section 18, paragraph C Vendor will begin within 24 hours of initial service call 100% Observation Exercise of Option Period(s); Positive Past Performance 6 Section 18, paragraph C Vendor will have equipment fully operation within 48 hours of initial call 100% Observation Exercise of Option Period(s); Positive Past Performance 20. SERVICE MANUALS: The GCVHCS shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE's all operational and service manuals, schematics, parts list, etc., which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request.