The Department of Veterans Affairs, Veterans Integrated Service Network (VISN 3), James J. Peters VA Medical Center, Bronx New York, intends to award 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 Varian Medical Systems, 11 Commerce Drive, Second Floor, Cranford, NJ 07016. Varian Medical Systems Furnish all necessary labor, equipment, tools, materials, parts, repair services, maintenance, telephone technical/applications assistance, remote VPN monitoring/maintenance support, software updates and software upgrades and cover any zone charges on a Full Service Basis. The place of performance is Northport VAMC, 79 Middleville Road, Northport, New York, 11768. This action will result in a Firm-Fixed Price contract with a period of performance of twelve (12) months with three (3) option years. This notice of intent is not a request for quotations; Interested parties may express their interest by providing a capabilities statement NLT 15 December 2010 at 12:00 PM EST. The capabilities statement must provide clear and unambiguous evidence to substantiate the capability of the party to provide the required services. A determination not to compete this proposed contract upon responses to this notice is solely within the discretion of the Government. Verbal responses are not acceptable and will not be considered. When responding to this announcement, respondents should refer to Announcement VA-243-11-RQ-0029 Notice of Intent. If after December 15, 2010, no viable responses have been received in response to this announcement, Dept of VA shall negotiate solely with Varian Medical Systems. This notice of intent to award a sole source contract is not a request for competitive quotes. There will be no solicitation available for competitive quotes. Phone calls will not be accepted. The point of contact for this action is Contract Specialist, Myrmetrius Pringle who can be reached at
contact@example.gov The Government anticipates the award of a firm-fixed- price conract. A determination by the Government whether to compete this proposed requirement based upon responses to this notice is solely within the discretion of the government. Information received will normally be considered solely for the purpose of determining whether to conduct a competition. REQUIRED SERVICES: Equipment to be serviced/maintained includes: A. Varian Medical Systems Linear Accelerator, model CLINAC IX, VAMC S.N. 3437 Inventory Entry # 16501, Manufacturers Site ID # H293437 which includes the following primary sub-assemblies: (1) Gantry and Patient Couch, S/N 3437 (2) Electronic Power Cabinet (3) Image Processing Computer (4) Multi Leaf Collimator, S/N 3947 (5) Digital Portal Vision Imager, S/N 0880 (6) 4D Integrated Treatment Console - Computer(s)/Monitors(s), S/N 2873 (7) Respiratory Gating System, S/N 1756 Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, JCAHO, CDRH, and include performance standards and specifications used when the equipment was procured by VA and any upgrades/updates. Contractor shall perform Quarterly PMI [four (4) inspections total] in accordance with Equipment Service Manual(s) on mutually agreeable dates/times coordinated with COTR and Radiation Oncology Equipment Users during Normal Coverage Hours. PMI shall be generally scheduled in the afternoon beginning no later than 1:00pm to enable the work to be completed during Normal Coverage Hours. PMI is necessary to maximize image quality, maintain equipment performance and verify operation/calibration to Equipment Specifications which overall minimizes equipment downtime. The contractor has ready access to all software updates and upgrades from the equipment manufacturer. All manufacturer's software revisions designated as updates (or maintenance releases) which are designed to correct identified performance problems or software errors shall be covered and shall be performed at the next service visit that follows the release of the software, or can install updates (maintenance releases) remotely if applicable. All manufacturers major software revisions designated as upgrades which are designed to enhance the system's capabilities, as well as related installation and training, shall be made available at a cost to VA (cost of upgrade plus labor) and installed upon COTR's request. Contractor may be granted permission by VAMC Northport Information Security Officer (ISO ) to install/connect/utilize remote diagnostic equipment to improve service/enhance support capability for the Equipment provided that designated Contractor Employee(s) have (1) obtained VAMC Network Security Clearance and (2) completed all required VAMC Cyber Security Training Courses. Remote access would be established through a secure VPN type Port Connection with Network Address/Configuration provided by VAMC Northport Office of Information Technology (O&IT). Request for Remote Access to be submitted in writing to CO and COTR. All parts (including shipping costs) necessary for Scheduled and Unscheduled Maintenance are included/covered. Parts are to be New, Original Equipment Manufacturer (OEM) or certified refurbished only. Parts shall be most recent version, be readily available and shall be delivered/replaced in an expedited manner to meet/exceed uptime requirements. Parts are only to be replaced by Qualified Contractor Field Service Engineers. Software/Parts necessary to correct a safety risk/hazard (mandatory safety release) or which minimally improve original Equipment performance/etc will be included/installed at no additional charge. Disposables, accessories, cosmetically damaged parts and optional upgrades are excluded. The contractor shall have ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. New parts shall be furnished by the contractor and guaranteed against defects and/or failure for a period of 1 year from the date of completed installation of the component. Used parts, those removed from another similar system, shall not be installed without approval by the COTR.
