Fujifilm FDR Services
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NOTICE OF INTENT TO SOLE SOURCE
The Department of Veterans Affairs intends to issue sole-source firm-fixed priced award contract, to FujiFilm Medical Systems USA, 419 West Avenue, Stamford, CT 06902-6300.
A sole source procurement will be issued to FujiFilm Medical Systems because they are the only vendor capable of fully performing the required service. The software provided with these systems is proprietary and not available through any outside source for maintaining current software levels, upgrades, or repairs. Fuji also has proprietary information provided to their OEM-trained service engineers that cannot be provided from a separate source. Equipment and software updates can only be performed by the manufacturer.
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 811219 and has a size standard of $20.5 Million for this procurement.
Response Date: 30 Aug 2019 at 10:00 am Central
SCOPE OF WORK:
The James H. Quillen VA Healthcare System (VAHCS) has a requirement for a service contract on FujiFilm, FDR GO and FDR GO Plus equipment, 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 Extended Service Hours from 8AM-9PM, 95% Uptime guarantee, 1-hour phone response, on site response time next business day.
The FujiFilm Imaging 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.
It is required that service personnel are factory trained and certified on the FujiFilm Medical Systems Imaging 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)
System ID
System Name
41F168B85004
FDR GO, D-EVO FDX, Shimadzu Tube, Schmadzu Battery
MQ0001289005
FDR GO Plus, D-EVO FDX, Shimadzu Tube, Schmadzu Battery
2. DEFINITIONS/ACRONYMS:
A. Biomedical Engineering - Supervisor or designee, Room # Biomed A001, Building #200, telephone #423-926-1171 ext. 2416.
B. 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.
C. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises.
D. FSR Field Service Report. Documentation of the services rendered for each incidence of work performance under the terms and condition of the contract.
E. Acceptance Signature - VA employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending as stated in FSR.
F. Authorization Signature - COR's signature; indicates COR accepts work status as stated in FSR.
H. NFPA - National Fire Protection Association
I. CDRH - Center for Devices and Radiological Health
J. 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, that fail due to normal wear and tear. Parts being replaced due to accidental damage, or customer abuse, or consumables (including but not limited to batteries) are not included.
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 contractor shall use new or re-built parts.
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
NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED.
8. REPORTING REQUIREMENTS:
The contractor shall be required to report to Biomedical Engineering to log in. 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 and to the COR for an authorization signature . If the COR is unavailable, a signed, authorized copy of the FSR will be sent to the COR after the work which can be reviewed (if requested or noted on the FSR).
Tara Hammrich
tara.hammrich@va.gov
tara.hammrich@va.gov
