J065--Philips CORE and SyncVision Service Maintenance

Intent to Sole Source-Philips North America, LLC The Department of Veterans Affairs intends to issue sole-source firm-fixed priced contract to Philips North America, LLC 22100 Bothell Everett Hwy, Bothell, WA 98021. A sole source delivery orders against Indefinite Delivery, Indefinite Quantity (IDIQ) contract VA797H-17-D-0022 will be issued to Philips North America, LLC because they are the only vendor capable of fully performing the service and software updates for the below equipment. Due to the specialized nature of the work it must be conducted by personnel with a high level of training and qualifications. Software updates and remote monitoring are available only through Philips directly, as the author/owner of these codes. This procurement is being conducted in accordance with FAR Part 6.302-1 Only One Responsible Source and No Other Supplies or Services will satisfy agency requirements. The NAICS code is 334517and has a size standard of 1,000 Employees for this procurement. STATEMENT OF WORK The James H. Quillen VA Healthcare System (VAHCS) has a requirement for a service contract for maintenance of the CORE and SyncVision Systems in the CATH Lab, starting October 1, 2021 for a base year and four option years. The contractor shall provide routine preventative and corrective maintenance to ensure optimal working condition. This requirement includes: Maintenance Service. Phone and email support will be provided by certified Philips Engineers who will respond within one business hour, Monday - Friday, 6am 5pm Pacific Time, excluding holidays. Philips will provide on-site response within two business days to repair Systems. Philips will provide on-site maintenance service for the equipment shown on the equipment schedule during normal working hours (8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays). The remedial service will consist of the replacement of unserviceable or defective components. Parts and labor are furnished at no additional charge during the term of this agreement. One preventative maintenance visit per twelve (12) month term for each Unit will be provided during the term of this agreement. The initial preventative maintenance will be performed approximately six months following initiation of this agreement. The PM includes functional check of the entire unit in conjunction with accessories, and a full diagnostic check. It is required that service personnel are factory trained and certified to service the equipment listed below in Section 1. EQUIPMENT. Training and certification documentation must be provided to the Contracting Officer s Representative (COR) upon request, listed in Section 2. DEFINITIONS/ACRONYMS, upon execution of the contract. This documentation is to remain on file with the COR. 1. EQUIPMENT: Equipment to be serviced and/or maintained is located at: James H. Quillen VA Medical Center 809 Lamont Street Corner of Lamont and Veterans Way PO Box 4000 Mountain Home, TN 37684-0002 Functional Location Site ID/SN Description 75829345/103020102630 James A. Quillen VAMC CORE FullCare 75829406/124320101910 James A. Quillen VAMC SyncVision FullCare 2. DEFINITIONS/ACRONYMS: A. Biomedical Engineering - Supervisor or designee, Room # Biomed A001, Building #200, telephone #+1 (555) 000-0000 ext. 2416. B. CO - Contracting Officer C. COR - Contracting Officer s Representative: Terry Brlecic, +1 (555) 000-0000 ext.2538, contact@example.gov D. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises. F. FSR Field Service Report. Documentation of the services rendered for each incidence of work performance under the terms and condition of the contract. G. Acceptance Signature - VA employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending as stated in FSR. H. Authorization Signature - COR's signature; indicates COR accepts work status as stated in FSR. I. NFPA - National Fire Protection Association J. CDRH - Center for Devices and Radiological Health K. VAMC - Department of Veterans Affairs Medical Center L. Site ID Site Identification M. SN - Serial Number 3. CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, CDRH, and includes manufacturer performance standards and specifications. 4. UNSCHEDULED MAINTENANCE: A. Contractor shall maintain the equipment in accordance with the Conformance Standards Section. The Contractor shall provide repair service and all replacement parts without additional cost to the government. The repair services may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. The contractor shall furnish all required parts. B. The COR or designated alternate schedules service calls for the contractor. 5. SCHEDULED MAINTENANCE: A. The Contractor shall perform Preventive Maintenance (PM) service to ensure that equipment listed in the schedule performs in accordance with Section 3. CONFORMANCE STANDARDS. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. PM services shall include, but need not be limited to, the following: 1. Cleaning of equipment. 2. Reviewing operating system software diagnostics to ensure that the system is operating to the manufacturer s specifications. 3. Calibrating and lubricating the equipment. 4. Performing remedial maintenance of non-emergent nature. 5. Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail or become worn. 6. Measuring; adjusting; and calibrating as necessary for optimal image quality. 7. Inspecting, and replacing where indicated, electrical wiring and cables for wear and fraying. 8. Returning the equipment to the operating condition defined in Section 3. CONFORMANCE STANDARDS. 9. Providing documentation of services performed. 10. Inspecting and calibrating the hard copy image device. PM services shall be performed in accordance with, and during the hours defined in, the preventive maintenance schedule established herein. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and it s agreed upon price, unless specifically stated in writing otherwise. B. The contractor shall furnish all backup documentation, including photographs of all measurements and calibrations, to ensure that the system is performing in accordance with the Conformance Standards. The following specific system operation parameters shall be surveyed and documentation provided to the COR during the first (1st) and sixth (6th) month of the contract base period and annually thereafter during the eleventh (11th) month of each subsequent option period. 1. Completion of logs of same content as PM logs. 6. PARTS: The contractor shall furnish and replace parts to meet the uptime requirements. The contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract FSR shall include all parts replaced. 7. DOCUMENTATION/REPORTS The documentation will include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards Section. In addition, each FSR must at a minimum document the following data legibly and in complete detail: A. Name of Contractor. B. Name of FSE who performed services. C. Contractor Service FSR Number/Log Number. D. Date, Time (starting and ending), Equipment Downtime and hours on-site for Service call. E. Description of Problem Reported by VA employee. F. Identification of Equipment to be serviced: Invoice ID Number, Manufacturer s Name, Device Name, Model Number, Serial number, and any other Manufacturer s identification number(s). G. Itemized Description of Service. Parts (with part numbers) and Materials and Circuit location of problem/corrective action. H. Total Cost to be billed. I. Signatures: 1. FSE performing services described. 2. VA Employee who witnessed service described. J. Equipment downtime 8. REPORTING REQUIREMENTS: The contractor is required contact the COR or the Biomedical Repair Office to schedule service. Any specific VA station requirements (if any) will be relayed at that time. After arriving on station the vendor representative is to report to Biomedical Engineering to check in and must show company ID. This check-in is mandatory. When the service is completed, the FSE shall document services rendered on a legible FSR(s). The FSE shall be required to log out with Biomedical Engineering and submit the FSR(s) to the COR. All FSRs shall be submitted to the equipment user for an acceptance signature 9. FEDERAL HOLIDAYS: There are 11 Federal Holidays: New Year s Day Birthday of Martin Luther King, Jr. Washington s Birthday Memorial Day Juneteenth National Independence Day Independence Day Labor Day Columbus Day Veteran s Day Thanksgiving Day Christmas Day 10. PAYMENT: Invoices will be paid in arrears on a monthly basis. Invoices will be uploaded electronically via Tungsten Network per VA requirements The paying office is: VA Finance Service Center (FSC), P.O. Box 149971, Austin, TX 78714. https://www.tungsten-network.com/customer-campaigns/veteransaffairs/ INVOICE REQUIREMENTS. Payments will be made by the VA-FSC, paid directly to the contractor, in accordance with the Prompt Payment Act. Invoices shall be submitted in an original to the FSC in Austin, Texas. To constitute a proper invoice, the invoice must include the following information and/or attached documentation: Name of Contractor and invoice date. Contract number. Purchase Order number. Price, payment terms and any discounts, rebates or concessions that apply. 11. ADDITIONAL CHARGES: There will be no additional charge for time spent on the site during or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts. 12. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but not later than 24 consecutive hours after discovery notify the CO and COR, (in writing), of the existence or the development of any defects in, or repairs required to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. 13. CONDITION OF EQUIPMENT: A. The Contractor accepts responsibility for the equipment described in Section 1. EQUIPMENT, in as is condition. 14. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. Each respondent must have an established business, with an office and full time staff. The staff includes a fully qualified FSE and a fully qualified FSE who will serve as the backup. B. Fully Qualified is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in Section 1. EQUIPMENT. For field experience, the FSE(s) has a minimum for two (2) years experience, with respect to scheduled and unscheduled preventive and remedial maintenance. C. The FSEs, shall be authorized by the contractor to perform the maintenance services. Fully Qualified competent FSEs shall perform all work. 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 specifically reserves the right to reject any of the contractor s personnel and refuse them permission to work on the VAMC equipment. 15. TEST EQUIPMENT: Prior to commencement of work on this contract, the contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment, which is to be used by the contractor on VAMC s equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard. 16. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS: All Contractor employees who require access to the Department of Veterans Affairs computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA. Position Sensitivity The position sensitivity has been designated as Low Risk. Background Investigation The level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries (NACI). Non-citizen contract personnel appointed to Low Risk or No sensitive positions will be subject to a National Agency Check with Law Enforcement and Credit Check (NACLC). PERIOD OF PERFORMANCE: 10/01/2021 thru 09/30/2026 Other important considerations: Cite any other information that is necessary for potential respondents to understand the nature of the potential requirement or proposed acquisition. Capability statement /information sought: Response to this announcement shall not to exceed 10 pages and should include the following information: (1) A tailored capability statement indicating the firm s ability to provide a product and related services; (2) The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, etc,) pursuant to the applicable NAICS code; (3) Information should be provided electronically in a Microsoft Word or Adobe PDF format. This notice of intent is not a request for competitive quotes. However, interested parties may identify their interest and capability to respond to the requirement and submit quotations with the subject line "Special Notice # 36C24921Q0529 by 10:00 a.m. on 08/31/2021 to: contact@example.gov. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses received to this notice is solely within the discretion of the Government. Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).