Essentials TruBeam Service Agreement for H193072
This is a Request for Information Only; it is not a request for quotations or offers. This procurement requirement is to determine whether any small business can provide can provide these services listed below:
Network-9 Contracting Office on the behalf of the James H. Quillen VA Medical Center, Corner of Lamont & Veterans Way, Mountain Home, Tennessee, has developed this Request for Information (RFI)/Sources Sought Notice to solicit market research information from industry to assist the Government with analysis of a Government requirement and provide commercial insight on performance-based solutions, best practices, possible contractual arrangements, and potential issues. This RFI is to determine the availability of Small Business (preferably Service-Disabled and/or Veteran-Owned Owned) entities within the Mountain Home area.
THIS IS A REQUEST FOR INFORMATION ONLY. It is not a Request for Proposal, a Request for Quotation, an Invitation for Bids, a Solicitation, or an indication that Network-9 Contracting Office (NCO-9) will contract for the items contained in the RFI / Sources Sought Notice. This RFI/Sources Sought Notice is part of a Government market research effort to determine the scope of industry capabilities and interest, in accordance with Federal Acquisition Regulation (FAR) Part 15.201(e), response to this RFI / Sources Sought Notice are not offers and cannot be accepted by the Government to form a binding contract. Responses to this RFI / Sources Sought Notice are strictly voluntary and are consider as information only. The Government will not pay respondents for information provided in response to this RFI / Sources Sought Notice. Responses to this RFI / Sources Sought Notice will not be returned and respondents will not be notified of the result of the review. If a solicitation is issued, it will be announced a later date, and all interested parties must respond to that solicitation announcement separately from any response to this announcement. This RFI / Sources Sought Notice do not restrict the Government s acquisition on a future solicitation.
Network-9 Contracting Office (NCO-9) and Mountain Home VA Medical Center are conducting market research for a Contractor for Service Contract on the Varian Truebeam Linear Accelerator and Accessories, located at the Veterans Affairs Medical Center, Corner of Lamont & Veterans Way, Mountain Home, TN. 37684. Please review the draft Statement of Work (SOW) provided below before responding to the market research questions as the Government desires that respondents offer their experience and recommendations on the following questions and issues related to this requirement. When addressing these items, respondents should consider the size and scope of the requirement described herein.
STATEMENT OF WORK:
SCOPE OF WORK:
The James H. Quillen VA Healthcare System (VAHCS) has a requirement for a service contract on the Varian TrueBeam Linear Accelerator and accessories, including the TrueBeam Linear Accelerator H193072, PerfectPitch Couch, MV Imager, KV Imager, Rapid Arc/VVMAT, Optical Imaging, Optical Surface Monitoring Solution and ICVI, which shall provide routine preventative and corrective maintenance in order to ensure optimal working condition and lessen the likelihood of down time. This requirement includes weekday standard Hours from 8AM-5PM and extended hours 5pm to 9pm M-F, 95% Uptime guarantee, 30-minute phone response, 4-hour on-site response time, and Varian remote services. This contract is to be in effect no later than July 1, 2018 and will expire June 30, 2019.
The Varian TruBeam system has a dedicated VPN connection that allows the OEM to remotely connect into the system to diagnose user-specified issues, push security patches, allow for error log retrieval, and assist users and service engineers from a remote location. Varian currently has a National BAA in place.
It is required that service personnel are factory trained and certified on the Varian equipment listed below in the 1. EQUIPMENT section. Training and certification documentation must be provided to the Contracting Officer s Representative (COR), 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 includes, but is not limited to: (Equipment is located at the James H. Quillen VA Medical Center, Mountain Home, TN)
Functional Location
Description
H193072
Varian TruBeam Linear Accelerator
HCU3358, HPR0791
Perfect Pitch Couch
HML1300
MLC 120
HMA3725, HXMC801
MV Imager
HKA3444, HSA3444, HXKC801
KV Imager
HRD4496
Rapid Arc/VVMAT
HOIC801
Optical Imaging
HOM0565
Optical Surface Monitoring Solutions
HEC0358
ICVI
22. DEFINITIONS/ACRONYMS:
A. Biomedical Engineering - Supervisor or designee, Room # Biomed A001, Building #200,
B. CO - Contracting Officer
C. COR - Contracting Officer s Representative:
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
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 performance standards and specifications.
4. UNSCHEDULED MAINTENANCE:
A. Contractor shall maintain the equipment in accordance with the Conformance Standards Section. The Contractor will provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, (without additional cost to the Government), and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. The contractor shall furnish all required parts.
B. The CO, COR, or designated alternate has the authority to approve/request a service call from the contractor.
5. SCHEDULED MAINTENANCE:
A. The Contractor shall perform 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 and adjusting and calibrating as necessary for optimal image quality.
7. Inspecting, and replacing where indicated, electrical wiring and cables for wear and fraying.
8. Inspecting and replacing where indicated, all mechanical components including, but not limited to: patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance.
9. Returning the equipment to the operating condition defined in Section 3. CONFORMANCE STANDARDS.
10. Providing documentation of services performed.
11. 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 invoice shall include all parts. The contractor shall use new or re-built parts. The contractor shall not install used parts; without approval.
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 ours-On-Site for Service call.
E. VA PO#(s) covering the call, if outside normal working hours.
F. Description of Problem Reported by COR/User.
G. Identification of Equipment to be serviced:
INV. ID# Manufacturer s Name, Device Name, Model #, Serial #, and any other Manufacturer s identification #s.
H. Itemized Description of Service Performed (including Costs associated with after normal working hour services), including:
Labor and Travel, Parts (with part #s) and Materials and Circuit location of problem/corrective action.
I. Total Cost to be billed.
J. Signatures:
1. FSE performing services described.
2. VA Employee who witnessed service described.
K. Equipment downtime
MARKET SURVEY:
1.
Please provide a capability statement that includes, as a minimum, the following information:
a.
Company Name:
b.
Company Address:
c.
Point of Contract Information:
i.
Name:
ii.
Title:
iii.
Phone Number:
iv.
Facsimile Number:
v.
E-mail Address:
d.
System for Award Management (SAM) Expiration Date:
e.
DUNS Number:
f.
CAGE Number:
g.
Business Size(*)
(Note: (*) as it relates to NAICS Code:
h.
socioeconomic Category:
Small Business
SDVOSB
VOSB
Small Disadvantage Business
8(a)
HUB Zone
Women Owned Small Business
2.
The number of eligible and certified Technician Personnel your firm can offer/provide:
3.
The distance your firm is from the Mountain Home VA Medical Center Medical Center:
4.
Comments on the (Draft) Statement of Work (SOW) provided below:
5.
Comments on current market conditions and obstacles in providing these services to the Government:
If interested please provide a capability statement. Also, provide e-mail responses to this Request for Information (RFI)/Sources Sought Notice no later than Friday, May 25, 2018 at 4:00 PM (Central Time) to Mr. Michael J. Edwards, Contracting Officer at Michael.Edwards2 va.gov. The response time cannot be extended beyond the suspense date provided.
THIS IS A REQUEST FOR INFORMATION/SOURCE SOUGHT NOTICE ONLY.
Michael Edwards
Contract Specialist
615-225-5506
michael.edwards2@va.gov
