R615--Philadelphia VAMC intends to sole source to a small business

NOTICE OF INTENT The Department of Veteran Affairs intends to award a sole source firm fixed price purchase order to MIM Software Inc. A sole source procurement is being issued to MIM Software Inc due to the proprietary nature of the items being procured. This procurement is being conducted in accordance with FAR Part 8.405-6 Limiting Sources. This notice of intent is not a request for competitive quotes. 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. 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. End of Document Statement of Work VHA Philadelphia (VHAPHI) GENERAL SPECIFICATIONS FOR MIM SOFTWARE Background VA Philadelphia requires a system for interpreting nuclear medicine studies to accommodate new and planned equipment for the department Single Photon Emission Computed Tomography (SPECT), Positron Emission Tomography (PET) and Computed Tomography (CT), (SPECT/CT s, SPECTs, and PET/CT). The current process involves reading PET/CT studies from a single workstation located in the Nuclear Medicine reading room. This model is very restrictive and with the increasing volume of PET/CT studies over the past few years additional reading station capabilities are necessary. Current restrictions include interpreting our nuclear stress studies, having only a single standalone workstation. It will also allow them to be better prepared with the upgrades happening in their department within the next few years. Project Scope The Contractor shall provide, install and train staff on the MIM software system. Contractor will be required to coordinate with Biomedical Engineering staff on setup, data and application transfer, system configuration, and necessary training for post-install uptime guarantee. The Contractor will include all labor, hardware, software, shipping, and training to deploy the equipment specified herein. Compatibility Must integrate with current nuclear medicine imaging modality systems and workstations Specifications All hardware and software will be hosted within an on-premise environment. Hardware and software must not be pieced together from different vendors. Management Software: Includes 2 single-user concurrent MIM Encore licenses Includes 1 MIM Storage Server License The Assistant Includes MIM neuro Add-on Single User, License must be added to an existing License Includes INVIA 4DM Essentials SPECT + PET Software Single User Concurrent License Includes INVIA 4DM Annual Upgrades and Support Contract for a period of one (1) year. Includes DELL(R) Server and Storage hardware with MIM software integration (MIM software licenses purchased separately). Server comes with five-year Server Hardware Service and Maintenance Policy. Installation and Training On-site (One (1) Day) (Generally for 1 to 3 seats purchased) Inclusive of travel expenses, for one person from INVIA to train on site for eight (8) hour business day. Support Availability: Technical support center available 24/7, 365 days with a single point of contact for both hardware and software support Field service support with a 4-hour on-site response for critical system issues Servicing available for software or storage during non-regular business hours (8AM-5PM) to limit impact to VAPHS medical applications Training: Training shall be provided for Biomedical Engineering staff on software and hardware Any service manuals, training and/or user guides shall be included Installation Deployment services are included within this contract for the specified hardware and software. Upon contract award, the Contractor must provide a project manager point of contact for contract kick-off to the Contracting Officer Representative. The Contractor will work with Biomedical Engineering staff to provide any additional documentation required and coordinate the necessary tasks for deployment of the new hardware and software. Engineers providing labor required for on-site installation shall be included under the terms and conditions of this contract and must be OEM trained. Contractor must coordinate the data transfer of old data storage system to new hardware (hardware specified under compatibility, Section. Delivery Location Attn: Biomed VA Philadelphia Medical Center 3900 Woodland Ave Philadelphia, PA 19104 Prior to delivery, Contracting Officer Representative and/or Business Manager shall receive shipping information from Contractor and forward to Logistics and Biomed using the emails listed above. The Contractor must comply and provide all necessary information to VAPHS. Otherwise, the delivery may be refused and require redelivery at no additional cost to the government. Delivery Coordination Normal business hours for acceptance of deliveries are 8:00am-3:30pm, Monday thru Friday excluding Federal Holidays. Deliveries must be coordinated in advance with COR once a ship date is established. The COR, Biomedical Engineering and/or Logistics Representative shall be the only VA entity signing for freight received on this requirement. The VA-issued purchase order number must be included in the packing slip. All items included in the requirement shall be shipped and delivered to site at same time. If deliveries must be broken into several shipments due to size, this must be coordinated in advance with the COR. Failure the coordinate shipment with COR, may result in failure to deliver on site and cause re-scheduling of delivery/freight at no charge to the government. The packing slip must include the VA-issued purchase order number Additional Charges There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts or installation. Packaging Waste management Contractor shall remove packaging materials and all shipping debris from site and dispose of at appropriate recycling facilities. Contractor shall collect and separate for disposal all paper, plastic, polystyrene, corrugated cardboard, packaging material in appropriate bins for recycling on site if available. Contract shall fold metal and plastic banding, flatten and place in designated areas for trash. 10. Influenza Vaccination VA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Health care personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. This requirement is extended to all Contractor personnel with potential to come into minimal contact (passing in the corridor) with any patients, visitors, or staff members at VHAPHI. Those individuals unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center. It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation: Documentation of vaccination, e.g., signed record of immunization from a health care provider or pharmacy, or a copy of medical records documenting the vaccination. Completed Health Care Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine. The contractor is required to submit annual certification in the form of a memorandum to the Contracting Officer s Representative (COR) that all contract staff performing services at VA facilities is in compliance with VHA Directive 1192. 11. Tuberculosis Prevention Standard Personnel Testing (PPD, etc.): Contractor shall provide proof of the following tests for personnel within five (5) calendar days after contract award and prior to the first duty shift to the COR and Contracting Officer. Tests shall be current within the past year. TUBERCULOSIS TESTING: Contractor shall provide proof of a negative reaction to PPD testing for all contract personnel. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results. The PPD test shall be repeated annually. RUBELLA TESTING: Contractor shall provide proof of immunization for all contract personnel for measles, mumps, rubella or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization shall be administered with follow-up documentation to the COR. Please provide a signed memo stating that: (number of assigned Key Personnel) assigned to VA Contract #___________ have tested negative for tuberculosis within the past 365 days. (number of assigned Key Personnel) assigned to VA Contract #___________ have been immunized for measles, mumps, rubella or a rubella titer of 1.8 or greater. 12. HIPAA Training Certificates For on-site installation work and activation of equipment, the contractor must provide all HIPAA training completion documentation to the COR listed in the awarded contract. 13. Smoking All VA Philadelphia property is smoke-free. Contractor personnel will comply with VA Philadelphia smoking policies. Violations will result in a warning and possible citation.