Q--580-16-3-167-0316 - VMAT license for Radiation Oncology - VA256-16-AP-6851

Department of Veterans Affairs Memorandum Special Notice This is not a request for proposal or a request for quote. There is no solicitation documentation available Under F.A.R Part 6.302-1. This is a notice of intent; The Houston Veterans Health Care System intends to negotiate a sole source firm fixed price contract with Elekta Inc. located at 400 Perimeter Center, Atlanta GA. 30346- 1227. which is the sole source provider of VMAT License. The statutory authority for the sole source procurement is 41 U.S.C.253(b)(c). Oral communications are not acceptable in response to this notice. Interested parties may identify their interest and capability to respond to this requirement no later than July 14, 2016, @ 10:00 PM CST. Responses must be in writing and must provide clear and concise documentation, indicating an offerors ability to meet the required services. Responses will be emailed to contact@example.gov. Emails are not to be in the excess of SMB. Prospective offerors shall complete electronic annual representations and certification at http://orca.bpn.gov, shall be registered in the Central Contractor Registration (CCR) database at http://www.ccr.gov prior to award of a contract. STATEMENT OF WORK (SOW) A. GENERAL INFORMATION Title of Project VMAT license to connect Mosaiq & Vairan treatment machines for Radiation Oncology Section. Scope of Work Contractor shall furnish including but not limited to all labor, materials, parts, equipment, tools, transportation, and supervision to provide the Michael E DeBakey VA Medical Center (MEDVAMC), 2002 Holcombe Blvd, Houston, Texas 77030 with Elekta license. The Contractor shall provide all necessary services including setup, configuration, database transfer and installation to get the specified equipment working properly. The Contractor shall provide all necessary training to the designated VA employees on how to use the installed equipment after completion of installation. The equipment, all of its accessories, and supplies that come with the equipment shall be brand new. All work shall be done in a first-class manner. The equipment, all necessary services related to removal, mobile unit usage, setup, configuration, installation, and training services are hereinafter collectively referred as "Deliverables". All Deliverables shall be delivered based on an agreed schedule of work after award, preferably within six months and as free on board (FOB) destination. Background Facility is seeking to purchase VMAT license to connect Mosaiq (our patient recording and verifying system) system with the Varian treatment machines for Radiation Oncology section. This license will allow us to deliver Volume Modulated Arc Therapy (VMAT) radiation treatment to our patients. It was recommended to purchase this license during the recent inspection by NHPP (National Health Physics Program). Performance Period The contractor shall complete the work required under this SOW over a 2 day or less. B. PRODUCT SPECIFICATIONS AND FEATURES The system, all of its accessories, auxiliaries, parts and supplies shall be brand new (No refurbished products will be accepted). The software should include all components to perform routine rapid assessment (within minutes) of skin radiation dose for patients and measure and manage the amount to of radiation delivered to our patients. C. DELIVERY, WORK HOURS, AND COORDINATION WITH MEDVAMC FOR SETUP AND TRAINING SERVICES 1. Delivery Timeframe: All Deliverables shall be completed based on a schedule of work provided after award, preferably within six months of Contractor's receipt of a delivery task order from the Contracting Officer. 2. Shipping and Handling: Contractor shall be responsible for the shipping and handling of all the equipment. 3. Work Hours All work and delivery shall take place during clinical hours (Monday through Friday, 8:00 am to 4:30 pm excluding weekends and federal holidays). Federal holidays include the following : New Year's Day, Washington's Birthday, Martin Luther King's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas, and any days declared by the Government as holidays. 4. Coordination with MEDVAMC for Equipment Installation and Training Services Contractor shall be required to coordinate with the MEDVAMC Contracting Officer's Representative (COR) (to be determined after the award of the delivery task order) for scheduling the setup and training services. D. TESTING AND CERTIFICATION Upon completing installation of the system, the Contractor shall notify the COR in writing that the system is ready for acceptance testing, and that it meets all requirements as specified. Submission of this notification of system readiness shall be accomplished by the contractor prior to the beginning of the scheduled Government Acceptance Test. E. GOVERNMENT ACCEPTANCE TEST Contractor shall perform the Government Acceptance Test in the presence of the COR for proof-of-performance . The Government Acceptance Test shall be performed at a mutually agreed date and time. Upon completing the Government Acceptance Test successfully , Contractor shall document the success of this Government Acceptance Test and furnish a copy to the COR before Contractor's Representative departs the VA premises. Payments can be withheld until final acceptance by the Government. F. WARRANTY REPAIR SERVICE One year of support and software maintenance is included. G. EQUIPMENT MANUALS The Contractor shall furnish User Manual and reference guides for the specified equipment. H. PRODUCT MODIFICATION, REMOVAL OR RECALL: If any product awarded under this solicitation requires modification, is removed or recalled by the Contractor or manufacturer, or if any required modification, removal or recall is suggested or mandated by a regulatory or official agency, the following steps will immediately be taken by the Contractor or manufacturer: a. Notify the Contracting Officer, in writing, by the most expeditious manner possible. Provide two copies of the notification which shall include, but not be limited to the following: (1) Complete item description and/or identification, order numbers from customers , and the contract number assigned as a result of an award on this solicitation. (2) Reasons for modifications, removal or recall. (3) Necessary instructions for return for credit, replacement or corrective action. b. Provide the above information to all agencies and VA Facilities who purchased the product. The Contracting Officer shall be provided a copy of the notification in b. above, and a list of all agencies and/or VA facilities notified c. Contractor shall be responsible for any costs associated with the above. I. INVOICE AND PAYMENT Contractor shall invoice the MEDVAMC in arrears only after the completion of all Deliverables identified in this Statement of Work. Invoice shall be properly prepared and sent to the VA Financial Service Center at: P.O. Box 149971. Austin. Texas 78714-8971. The invoice shall be properly prepared in accordance with FAR 52.212-4, contain sufficient details, and at a minimum, include the following details: a. Deliver task order number b. Description of the supply/serv ice rendered. c. Billing period/date when the supply/services were rendered. d. Invoice number and date Payments will be made in accordance with the Prompt Payment Act out of the Government annual appropriated funds obligated in a task order which will be issued after the contract is awarded. Notes: invoices that are not in compliance with the aforeme·ntioned requirements under this paragraph will be rejected for payments and required to be resubmitted. End of Statement of Work