J065--Cath Lab A Systems PM Service

Special Notice Special Notice Page 3 of 3 Special Notice *= Required Field Special Notice Page 1 of 3 The Department of Veterans Affairs, Network Contracting Office 7, hereby provides notice of its intent to award a sole-source, firm fixed, contract to Philips North America, 414 Union Street, Suite 200, Nashville, TN 37219 against schedule IDIQ contract VA797H-17-D-0022. Cath Lab A systems preventative maintenance service procured for the Department of Veterans Affairs Charlie Norwood VA Medical Center, 950 15th street, Augusta, GA 30904. The contract is expected to be awarded under FAR 16.505(b)(2)(i)(C), sole-source basis in the interest of economy and efficiency because it is a logical follow-on to an order already issued under the contract, provided that all awardees were given a fair opportunity to be considered for the original order" The contract will be a firm fixed price contract with the NAICS Code of 334517. An Exception to Fair Opportunity Justification has been prepared. The period of performance shall be 12 months-from date of award. This notice of intent is not a request for competitive proposals. It is not a solicitation or request for offers. No solicitation package is available. A determination not to compete is solely within the discretion of the Government. Any response to this notice must show clear and convincing evidence that competition would be advantageous to the Government. Responses must be received no later than 12:00 pm EST on Monday, August 5, 2024. No telephone inquiries or emails with questions will be accepted. Responses may be emailed to contact@example.gov. DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. Statement of Work (SOW) Cath Lab A Full-Service Contract GENERAL INFORMATION Purpose: Purchase a full-service contract for Cath Lab A systems such as Azurion 7 M12, Eqip CVx ultrasound system, IntraSight, SyncVision, and accompanying systems. Scope of Work: The contractor shall provide all resources necessary to accomplish OEM recommended preventative maintenance and emergency repair for the covered systems. Background: Azurion and its accompanying systems will lose its warranty, this contract will allow coverage to continue. Performance Period: Period of performance is tentatively a base year plus four option years. Base Year: 10/1/24-9/30/25 Option Year 1: 10/1/25-9/30/26 Option Year 2: 10/1/26-9/30/27 Option Year 3: 10/1/27-9/30/28 Option Year 4: 10/1/28-9/30/29 Place of Performance: Charlie Norwood VA Medical Center, 950 15th street, Augusta GA 30904. Hours of Operation: 8am and 4:30pm, Monday through Friday, excluding holidays. Hospital normal hours of operation are between 8am and 4:30pm, Monday through Friday, excluding holidays. Holidays falling on a Sunday will be observed the following Monday. Federal Holidays New Year s Day January 1st Martin Luther King s Birthday 3rd Monday in January President s Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran s Day November 11th Thanksgiving Day Last Thursday in November Christmas Day December 25th B. GENERAL REQUIREMENTS 1. Contractor Responsibilities: The Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. The Contractor shall provide all labor, equipment, materials, supervision, test equipment, travel, transportation, and anything else required to service GE Healthcare Densitometer Radiographic Devices preventive maintenance needs. The Contractor shall be able to read, write, speak, and understand English. The Contractor shall present a neat appearance commensurate with that required of a professional. Contractor personnel shall comply with medical treatment facility policies regarding personal appearance and conduct. The contractor shall notify the POC (Point of Contact) of the exact date and time within ten (10) days prior to scheduled preventive maintenance services. A contractor/subcontrator shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1) Nature of the event (loss, theft, unauthorized access); (2) Description of the event, including: (a) date of occurrence; (b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; (3) Number of individuals affected or potentially affected; (4) Names of individuals or groups affected or potentially affected; (5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; (6) Amount of time the data has been out of VA control; (7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); (8) Known misuses of data containing sensitive personal information, if any; (9) Assessment of the potential harm to the affected individuals; (10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate. (11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. (a) Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1a) Notification (2a) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3a) Data breach analysis (4a) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution (5a) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; (6a) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; (2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; (3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] (a). The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. (b). Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. For All Visits by Contractor During Working Hours and After Working Hours: For services that will be performed during normal working hours, the Contractor (or Representative) shall sign-in and obtain a vendor work report form and an identification badge at the Biomedical Engineering Section office, Bldg. 801, Room 1B162, telephone +1 (555) 000-0000, ext. 3342. The supplied identification badge shall be always worn while on station. After the completion of service, the Contractor shall return to the Biomedical Engineering Section office to sign-out, provide a completed vendor work report form signed by both the Contractor or representative and the Department EIL or alternative representative, return their badge and provide a service ticket for all work performed. A representative of the Biomedical Shop must sign the service report before contractor leaves the facility. Failure to follow these procedures may result in delay of payment or nonpayment. For service required after normal working hours, the Contractor is required to report to the Police & Security office at the main entrance to obtain an ID badge. Contractor is required to leave a service ticket under the door of the Biomedical Shop and return the badge to Police & Security. Both the check-in and check-out procedures defined above are mandatory and will be strictly enforced. - Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the Biomedical Engineering Section as required above. D. Performance Evaluation: Task PERFORMANCE Indicator MEASURES Standard Acceptable Quality Level Method of Surveillance Rating Incentive Planned Preventive Maintenance PMs completed by Contractor s trained and certified technicians on PM schedule per SOW PM completed with a month of the PM schedule 95% Documentation of receipt of service reports. EXCELLENT Preventative Maintenance performed as scheduled. SATISFACTORY Preventative Maintenance performed 30 45 days after scheduled. UNSATISFACTORY Preventative Maintenance performed greater than 45 days after established time frame A positive or negative performance will be documented in past performance reports (CPARS), or contract termination. Task PERFORMANCE Indicator MEASURES Standard Acceptable Quality Level Method of Surveillance Rating Incentive Emergency services Repairs completed by trained and certified technicians. On-site for repairs within 24 hours of call for repair. Repairs completed within four (4) working days. 95% Documentation of receipt of service reports. EXCELLENT Repairs done within 2 days of call SATISFACTORY Repairs done within 4 days of call UNSATISFACTORY Repairs done more than 4 days of call A positive or negative performance will be documented in past performance reports (CPARS), or contract termination. E. Equipment Coverage Site_ID Serial_Number Description 105111815 US623B1197 EPIQ CVx Ultrasound system 105111823 US623B1198 EPIQ CVx Ultrasound system 80781309 QS1916150532 UPS 80781308 "MARK 7 ARTERION, TABLE MOUNT" 81384180 96 DoseAware 80781306 585 Azurion 7 M12 F. PM and Repairs P.M. inspections will be made in accordance with schedules as defined in this SOW. During the P.M. visit (as part of this service and maintenance contract), the Contractor shall perform preventive maintenance to correct any equipment malfunctions and assure that the equipment meets manufacturer's factory specifications if the parts cost is approved. Any calibration procedures or adjustments necessary to assure accurate and reliable equipment operation will be performed at this time. Safety shall be performed in accordance with NFPA 99, Chapter 7. This regulation can be reviewed in full text in the Biomedical Engineering Section. When required, the contractor s service representative will comply with the Occupational Safety and Health Administration lockout/tagout standards while performing maintenance on equipment. The VA and the contractor s service representative will exchange hazard communication information before the commencement of any repair. P.M. procedures used to perform work under this contract are required to be submitted. Two (2) copies of the P.M. procedures used must be presented in writing to the Contracting Officer within ten (10) days of contract issue. Failure to provide these procedures may result in delay of payment or non-payment. Contractor shall provide a complete service report indicating the manufacturer, model, and serial number of the device(s) being serviced. The service report shall detail the work completed, date of service, and technician who performed the service. The contractor s representative shall attach and complete or update a VAMC AUGSTA Preventative Maintenance sticker to the equipment upon completion of calibration and maintenance services. This sticker will be provided to the contractor s representative by the Biomed POC. Required forms and extracts from pertinent directives will be furnished to the contractor s service representative by the VA If the Contractor s calibration equipment produces a printed summary of the calibration procedure used, attach the printed summary to the Preventative Maintenance worksheet. Contractor s test equipment shall be up to date with required calibrations per test equipment Original Equipment Manufacturer s recommendations. On the day services (scheduled and/or unscheduled) are completed, the contractor s service technician shall prepare and initial a legibly written or typed service report in English and present it to the Chief, Biomedical Engineering Section, or his/her designated representative for signature. This report shall include the following information: Services performed (i.e., preventive maintenance, repair, calibration, etc.) What systems or components failed by serial number (reason for call) Date and time Name of service technician Repair and parts cost Location of services performed. For On Site Routine services Contractor s technician shall be on site within two (2) working days and the repair shall be completed within four (4) working days. 9. Points of Contact The following persons are authorized to call the contractor for unscheduled repair and maintenance Name Telephone Number Mr. Alan Uhl 706-733-188 ext 33345 Mr. Michael Pierce +1 (555) 000-0000 ext 33852 Mr. Charles Jackson +1 (555) 000-0000 ext 32030 Mr. Scott Saghy +1 (555) 000-0000 ext 33345 Mr. Larry Young (BESS Supervisor) +1 (555) 000-0000 ext 32032 Mr. Bill Schaffer +1 (555) 000-0000 ext 33342 Mr. Nicholas Larouche (Biomedical Engineer) +1 (555) 000-0000 ext 33342 Mr. Da Quan Huitt (Biomedical Engineer) +1 (555) 000-0000 ext 33342 Mr. Michael Kerchner +1 (555) 000-0000 ext 33342 Mr. Ronald Welch +1 (555) 000-0000 ext 33342 Mr. Gregory Johnson (HTM Chief) +1 (555) 000-0000 ext 33350 Mr. Gary Littlefield +1 (555) 000-0000 ext 33342 Mr Isaiah Harris +1 (555) 000-0000 ext 33342 Mr. Jeremie Andrews (BIS Supervisor) +1 (555) 000-0000 ext 33342 RECORDS MANAGEMENT AND CONTRACT SECURITY A. Contractor shall comply with VA Handbook 6300.1 Records Management Procedures and VA Handbook 6500.6 Contract Security. Both can be found at: https://www.va.gov/vapubs/search_action.cfm?dType=2 **Note: This link is the complete list of VA Handbooks and are in sequential order. **Instructions for accessing VA Handbooks at link listed above: Click on link above and once it is opened, please scroll down on the left side until you get to VA Handbook 6300.1. Once there, go to the PDF Format Column and click on PDF. VA Handbook 6300.1 will then ask you to open or save the document. B. Please follow the same instructions listed above for accessing VA Handbook 6500.6. All contractor employees working on this requirement are required to complete mandatory annual training entitled, VA Privacy and Information Security Awareness and HIPPA Training prior to providing service for each year of the contract with copies sent to the COR for each and available for audit as requested. The course numbers are VA10203 and VA 10176. You must select that you are a contractor. Contractor employees are to self-enroll into TMS via the link: https://www.tms.va.gov/learning/user/SelfRegistrationUserSelection.do A VA employee will escort the contractor when contractor is required to enter/work in sensitive areas. 11. IDENTIFICATION, SMOKING AND VA REGULATIONS The Contractor's FSE shall wear visible identification always while on the premises of the Augusta VA Medical Center. Contractor shall contact the Contracting Officer s Representative (COR) upon contract award, to receive instructions on how to obtain a VA Identification Badge during the performance of this contract. Augusta VA Medical Center is a smoke free campus which includes both tobacco and e-cigarettes; tickets can be issued by Police Services. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. Photography or Video on medical center premises is strictly prohibited. Additionally, pursuant 38 CFR 1.218(b) (23) Use of recording devices of any kind to record patients or employees is strictly prohibited.