J--VARIAN MEDICAL SYSTEMS, INC.-KC

Scope of Work Provide all supervision, personnel, equipment, transportation, material and other items and services necessary to provide maintenance (scheduled and emergency) for Varian Medical Systems, Trilogy Silhouette Linear Accelerator including sub-systems: H073633-CT, Cone Beam CT H083633-OBI, On Board Imaging H090942-SRS/SRT, SRS/SRT Option H140942-CLINAC, Clinac IXS Trilogy H504678-GATING, RPM Gating H515994-TREAT, Treat System H546025-MLC, MLC MILL H813785-PORTALV, Portal Vision HRD1162-RARCDEL, Rapid Arc Delivery H982072-ARGUS, Argus Located at the VA Medical Center, Radiation Oncology Center, Overland Park, KS. This is a shared agreement coverage that requires in-house personnel to take first call. Services shall be performed in accordance with the terms and conditions contained herein. The VA intends to award a fixed price contract for a base period of one year with option to extend two (2) additional years. BASE PERIOD: June 1, 2013 THROUGH May 31, 2014 CLIN DESCRIPTION QTY UNIT UNIT PRICE AMOUNT 0001A Trilogy Silhouette Linear Accelerator 12 Mo 0002A Sub-systems 12 Mo included Total Base Period Invoices are to be submitted Quarterly in arrears in the amount of $21624.44. Please include Purchase Order number 589-______ on all invoices during the base period. Invoices shall be submitted to: FMS, PO Box 149971, Austin, TX 78714. PERIOD TWO: June 1, 2014 THROUGH May 31, 2015 CLIN DESCRIPTION QTY UNIT UNIT PRICE AMOUNT 0001A Trilogy Silhouette Linear Accelerator 12 Mo 0002A Sub-systems 12 Mo included Total Base Period PERIOD THREE: June 1, 2015 THROUGH May 31, 2016 CLIN DESCRIPTION QTY UNIT UNIT PRICE AMOUNT 0001A Trilogy Silhouette Linear Accelerator 12 Mo $59962.25 $239849.00 0002A Sub-systems 12 Mo included Total Base Period $239849.00 B.2 DESCRIPTION/SPECIFICATIONS 1. The contractor shall provide maintenance on site (equivalent to the Siemens Shared Service Basic coverage), to include all labor, replacement parts, tools, test equipment and other incidentals necessary to maintain or restore the listed equipment to operating specifications according to the manufacturers' recommendations as necessary after a Kansas City VA Medical Center manufacturer trained Biomedical Equipment Support Specialist (BESS) has made a 'first call' service. The contractor shall provide Software Updates of purchased Varian Medical Systems, Trilogy Silhouette Linear Accelerator including sub-systems for the VA Medical Center, Radiation Oncology Center, Overland Park, KS. programs at no charge during the time in which this agreement is in effect. The maintenance shall be provided during business hours of 8:00AM - 5:00PM, Monday through Friday, excluding federal holidays. The contractor must respond by telephone for diagnostic response within one (1) hour after notification, and must respond on the premises of the Siemens devices within eight (8) business hours after the initially placed service call or as requested by the Contracting Officer Technical Representative (COTR) or a designee. 2. All services for this contract must meet manufacturers' performance and technical specifications, Federal Regulations, and other specifications that may apply such as National Electric Code (NEC), Life Safety Code (LSC), the Joint Commission on Accreditation of Healthcare Organizations (TJC), and VA Regulations. Also, Contractor must provide the appropriate service documentation at no additional expense. 3. Deliverables: Premier Assurance Essentials Service Level Agreement (SLA) provides you with a comprehensive solution to meet your needs and keeps your equipment continuously under Varian care and includes the following entitlements: PMI NON standard hours: " Varian will perform the full program for the regular & Periodic Maintenance Inspections (PMI) per year, according to Varian recommendation. " The PMI will be performed during Varian's NON standard business hours at a mutually agreed date and time. " Duration and frequency of the PMIs will depend on the system configuration. Mandatory Upgrades Coverage: " Varian will perform all mandatory safety and reliability modifications to both the software and the hardware systems as applicable. " Optional Firmware & Console Software Upgrades, Varian will provide all optional upgrades to software embedded or installed on the treatment delivery systems, its sub components (i.e. MLC, KV - MV imager, CBCT, OBI, Respiratory Gating) and all treatment consoles that are covered under the SLA. " Upgrades will be performed only when they become necessary due to an upcoming Varian OIS or TPS upgrade, in order to get the delivery system compatible with the prospective OIS or TPS version. " Varian may install upgrades remotely or on-site. " Firmware and console software upgrades will be performed during Varian's NON standard business hours at a mutually agreed date and time. On-site Labor Coverage (OSL): " Varian will provide on-site field service support for the equipment covered under this agreement. " Support is provided during standard business hours for issues that cannot be resolved by telephone or through remote support SmartConnect®. On-site Emergency Labor (OSEL): " Varian will provide on-site emergency field service support, for the equipment covered under the SLA and for issues that cannot be resolved by telephone or through remote support SmartConnect®. " To qualify as an Emergency Service Event, the Customer must declare the equipment "down," cease treatment and make the equipment available to Varian service immediately. " It is understood between the Parties that emergency field service support includes NON standard business hours coverage, only to the extent the number of such visits remains within Varian's customary practice. Comprehensive Parts Coverage: " Varian will provide all parts necessary to keep the covered equipment functioning normally, including all glass parts, vacuum parts, X-ray tubes and imaging panels but excluding consumables. NFO & Special Freight Handling: " Varian will undertake every business effort to transport the parts to customer site as fast as reasonably possible. " All parts delivered under this scheme are subject to be shipped with high priority. In case airfreight has to be chosen for transportation the parts will leave the closest airport to the VMS parts hub on the next available flight. Unlimited Help Desk Support Clinical (HDSC): " Varian's help desk specialists will provide clinical product support for products covered under the SLA. " Support is available by telephone and E-Mail during standard business hours. Help Desk Support Technical (HDST): " Varian's help desk specialists will provide technical support for products covered under the SLA. " Support is available by telephone and e-mail during standard business hours. " The technical help desk coordinates its support with Varian's hardware and software product specialists. Discounted Labor Rates: " This entitles the Customer to a 20% discount from the published standard labor rate for any service performed that is not covered under the Service Level Agreement (SLA). Discounted Parts Pricing: " This entitles the Customer to a 10% discount from list price for parts purchased that are not covered under the Service Level Agreement (SLA). Discounted Training: " This entitles the Customer to a discount of 30% from list price on all available Varian classroom trainings or training credits published in the Varian sales catalog, in any Varian training facility available worldwide. Remote Access Discount: " This entitles the Customer to a discount of 3% on the SLA price, for enabling remote support capability with sufficient network capacity and bandwidth via SmartConnect®. " Varian will provide remote diagnostic and support during standard business hours via SmartConnect for service of a defect or error that cannot be resolved by telephone or e- mail. Point of Sales Discount: " This entitles the Customer to a discount of 20% from the list price of the selected SLA for purchasing the SLA at the Point of Equipment Sale (POS). " The duration of the agreement is a minimum of 3 and a maximum of 5 years. 4. The contractor shall ONLY respond to service calls placed from COTR or designee. Assigned designees for this service contract are: a. Mr. Terrence Gates, BESS b. Mr. David Frank, BESS 5. Contractor shall not perform any service that will result in additional charges without prior approval from the VA Contracting Officer. Contractor shall include all hardware and software upgrades, updates, patches, and revisions, and licenses at no additional charge to the equipment listed in paragraph 9 below. 6. All contractor personnel must report to the Biomedical Engineering Department, to sign in before any work is performed on the premises of the Varian Medical Systems, Trilogy Silhouette Linear Accelerator and to sign out after completion of assignment. The contractor must furnish a detailed field service report, or equivalent, showing work completed, listing all repairs and/or repair parts used to maintain operating efficiency of the equipment. This report must be delivered to Biomedical Engineering as the contractor signs out and leaves the facility or via email to contact@example.gov. Payment will be withheld pending receipt of this report. The service report from the contractor must contain, at a minimum, the following information: a. Date and time of the contractor's arrival on station. b. Type, model, and serial number(s) of all equipment on which maintenance was performed. c. Total time spent performing maintenance, excluding travel time. d. Detailed narrative description of the malfunction and action required. e. Complete list of parts replaced. f. Comments as to the cause of the malfunction when applicable. g. Date and time the repair was completed. 7. There is a potential for exposure to blood borne or other infectious material with equipment throughout the hospital. All maintenance persons must use the "Universal Precautions" (i.e. decontamination of medical equipment, wearing protective gloves, aprons, and goggles), as appropriate, during cleaning and maintenance/repair procedures required by this contract. Additionally, there is potential for unintentional exposure to radiation due to the nature of the systems being serviced. Contractor must provide all appropriate PPE and take all necessary precautions to minimize such exposure possibilities by implementing industry standardized safety practices. 8. Payment will be made monthly, in arrears, upon receipt of a properly prepared invoice, referencing the period for which payment is due, contract number and/or purchase order number assigned. All payments by the Government will be made in accordance with FAR 52.232-34 Payment by Electronic Fund Transfer. Invoices shall be mailed to the following address: Financial Services Center PO Box 149971 Austin, TX 78714-8971 9. Equipment covered: Varian Medical Systems H073633-CT, Cone Beam CT H083633-OBI, On Board Imaging H090942-SRS/SRT, SRS/SRT Option H140942-CLINAC, Clinac IXS Trilogy H504678-GATING, RPM Gating H515994-TREAT, Treat System H546025-MLC, MLC MILL H813785-PORTALV, Portal Vision HRD1162-RARCDEL, Rapid Arc Delivery H982072-ARGUS, Argus 10. Inspection of Equipment: Any pre-quote site visits will be coordinated in advance with COR, Biomedical Engineering, +1 (555) 000-0000 ext 56289. 11. Service Technicians: Any service technician performing work for the contractor must be OEM Certified (or equivalent) for each equipment item the service technician is to perform work on. The Contractor will provide documentation of certification to the Contracting Officer and VA Medical Center at the start of the contract. If new technicians are assigned during any contract period to work on equipment covered by this contract, the Contractor will provide copies of certification prior to the technician beginning work. All service personnel will become familiar with and will be compliant with VA Medical Center policies and procedures pertaining to safety, fire, severe weather, and emergency procedures. 12. Contract Monitoring and Oversight Management: Quality control and administrative oversight of the overall contract agreement and basic processes of contract operations are the primary responsibilities of the COR. Only the Contracting Officer is authorized to make commitments or issue changes which will affect the price, quantity, quality, or delivery terms of this contract. 13. Administration Data: a. The Contracting Officer (CO) named below is responsible for the overall administration of this contract. VISN 15 Contracting VA Medical Center Leavenworth, KS b. Contractors are advised that only the Contracting Officer, acting within the scope of the contract and his/her duties and responsibilities and, after advice and consultation from the COR, has the authority to make changes which affect: (1) Contract prices, (2) Quality, (3) Quantities, or (4) Delivery terms and conditions. c. Contracting Officer's Technical Representative (COR). The contractor awarded the contract will be provided a copy of the delegation of authority for the purpose of administering the technical aspects of this procurement. COTR will be: COR VA Medical Center 4801 Linwood Blvd. Kansas City, MO 64128 d. Interruption of Work: Contractor's personnel shall be required to interrupt the performance of the services of this contract at any time to prevent the interference of operations of the Medical Center, to include the right of way passage for fire protection systems, emergency vehicles, and utility services. 14. Evidence of Insurance Coverage (1) Before commencing work under this contract, the contractor shall furnish to the Contracting Officer, a certificate of insurance indicating the coverage outlined and containing an endorsement to the effect that cancellation, of or any material change in the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a 30-day advance written notice of cancellation of change is furnished the contracting officer. (2) In lieu of insurance coverage required, the contractor may furnish evidence of financial responsibility in the form of a qualified self-insurance program an irrevocable letter of credit, or a letter in which the contractor agrees to accept the financial responsibility and further states that he/she is financially able to meet all claims up to the amount specified. The furnishing of such evidence of insurance coverage of financial responsibility MAY NOT be waived. (3) Schedule of Insurance Coverage: In accordance with FAR clause 52.228-5 cited herein, the following minimum coverage shall apply to this contract: (a) Workers compensation and employer's liability: Contractors are required to comply with applicable Federal and State Worker's compensation and occupational disease statutes. If occupational diseases are not compensable under these statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a contractor's commercial operation that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in states with an exclusive and monopolistic funds that do not permit worker's compensation to be written by private carriers. (b). General Liability: $500,000 per occurrence (c). Automobile Liability: $250,000 per person, $500,000 per occurrence and $100,000 property damage. 15. Qualification of Offerors: a. Contractor shall have an established business, with an office and full time staff to include a "fully qualified" field service engineer (FSE) and a "fully qualified" FSE who will serve as backup. "Fully qualified" is based upon training and on experience in the field. For Equipment training, the FSE(s) must show that they have successfully completed a formalized training program on the equipment identified in the heading of this SOW. For field experience, the FSE(s) must demonstrate that they have a minimum of two (2) years experience with respect to scheduled and unscheduled preventive and remedial maintenance of this equipment. The FSE(s) shall be authorized by the contractor to perform the maintenance services. All work shall be performed by "fully qualified" competent FSE(s). The contractor shall provide written assurance to the competency of their personnel and a list of credentials of approved FSEs for each make and model that this SOW covers. The Contracting Officer (CO) may authenticate the training requirements and request training certificates or credentials from the contractor at any time for any FSE personnel who are servicing or installing the equipment discussed in this SOW. The CO and/or Contracting Officer's Technical Representative (COTR) specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VA equipment. The contractor shall be required to provide the same qualifications for all subcontractor FSEs as identified herein. b. Upon request of the VA, offeror shall be able to show evidence of his/her reliability, ability, and experience by furnishing (1) a list of personnel who will perform under the contract, showing the length and type of experience and, (2) the names and addresses of other concerns and/or Government agencies for which prior comparable services were rendered by the offeror. c. Ability to meet the foregoing experience requirements and the adequacy of the information submitted will be considered by the Contracting Officer in determining the responsibility of the offeror.