Service maintenance and support for Philips Achieva 3T MRI Magnet and Chiller coverage
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.
The solicitation number is HHS-NIH-NIDA-SSSA-CSS-15-037 and the solicitation is issued as a Request For Quotation (RFQ).
This acquisition is for a commercial item or service and is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13-Simplified Acquisition Procedures; FAR Subpart 13.5-Test Program for Certain Commercial Items; and FAR Part 12-Acquisition of Commercial Items, and is expected to exceed the simplified acquisition threshold.
The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-76, through 25 AUGUST 2014.
The North American Industry Classification System (NAICS) code for this procurement is 811219-Other Electronic and Precision Equipment Repair and Maintenance with associated small business size standard of $20.5 million. This requirement is released on an unrestricted basis.
Statement of Objectives
The goal of this procurement will be to obtain maintenance services existing government-owned scientific laboratory equipment manufactured by and previously purchased from Philips Healthcare, a Division of PENAC. Services are to be performed on the Philips Achieva 3T Magnet to include workstation support and chiller protection during normal business hours.
Background
The National Institute on Aging (NIA), Intramural Research Programs, Laboratory of Clinical Investigation located at Harbor Hospital, 3001 S Hanover St, Baltimore, MD, operates the subject equipment to perform MRI testing for NIA Clinical studies. Studies include, but may not be limited to, preliminary trials of the 3T MRI facility to develop and refine MRI scanning procedures under clinical trial NCT01324206, "Development of 3T Magnetic Resonance Research Methods for NIA Studies."
Magnetic resonance imaging (MRI) studies provide important information on the structure and function of various body systems, including the brain, muscles, joints, heart, and blood vessels. Scientific applications of MRI scans often use techniques that need to be modified or refined before they are used in clinical studies. To develop and modify these techniques for the Philips 3T Achieva whole-body MRI scanner, researchers are interested in conducting trial MRI scans on healthy individuals and Individuals with conditions that require imaging studies.
Statement of Work:
With the goal of acquiring the services by a provider with access to proprietary parts and test instrumentation for effective repair in case of malfunction, the technical performance requirements shall include system coverage on the subject equipment by factory-trained, authorized technicians and providers of any required parts and software or software enhancements if applicable.
Specific tasks to be performed include providing service that will include workstation support and chiller protection 8:00 am - 5:00 pm Monday-Friday. All maintenance service shall be performed in accordance with commercial practices by Original Equipment Manufacturers (OEM).
The specific requirements include, but are not limited to, the following maintenance services by the Contractor:
Onsite Service Calls
- One-hour initial response if remote resolution of technical difficulty possible, and a four-hour onsite response for all other service calls and provision of physical spare parts inventory as needed.
- Service response by a Field Service Engineer (FSE), if needed onsite, or with connection availability to a system that allows for resolution via remote work.
- Provide all labor and travel during normal standard hours (8:00 AM - 5:00 PM, M-F), excluding holidays.
Parts and Equipment Maintenance
- Replace all spare parts that fail during normal use.
- Parts are to be shipped next day delivery, i.e. within 24 hours of Contractor receiving request.
- Provide Uninterruptible Power Supply source (UPS), which in the case of a power outage, will allow the MRI to continue running an additional 15-20 minutes.
- Provide two (2) planned Preventive Maintenance (PM) visits for equipment maintenance services during standard hours of coverage (one within 30 days of contract award and the second within 6 months of signed contract).
- Provide operating system software enhancements without hardware changes
Remote Technical Service
- Unlimited Technical Services (24x7) via telephone support
- Clinical Applications Telephone Support (Mon-Fri 8am - 9pm) including resolution via Remote Desktop of any technical problems encountered.
- Provide Remote Proactive Monitoring of subject instrument via Philips Remote Services network. Monitoring includes assessing magnet life support (cryogen levels, cold head) and being notified remotely prior to any issues occurring.
- Provide service information and customer loyalty meetings at least every 60 days.
General
- Service providers are to be manufacturer trained and certified
The Surface coils involved in the subject maintenance agreement for the MRI include:
32 ch SENSE cardiac coil
8 ch SENSE head coil
8 ch SENSE knee coil
8 ch SENSE Neurovascular coil
T/R head coil
3 x (10cm and 14 cm) 31P surface coils
2 ch SENSE flex coil (11cm)
2 ch SENSE flex coil (14cm)
Anticipated period of performance:
The anticipated period of performance of any resulting contract is one 12-month period effective on or around December 12, 2014 through December 11, 2015. The place of performance will include the NIA Clinical Unit at Harbor Hospital located in Baltimore, MD.
Contract Type: The contract type is a fixed price type of contract.
Deliverables and Reporting requirements:
The contractor is required to provide written progress reports within 24 hours after service has been completed. The original documentation shall be provided by the vendor to show they completed service on the instrument as documented with the COR, or its delegated authority from the NIA 3T Image Facility, for all PM work.
Government's responsibilities:
The government owns the equipment and will grant access to the contractor upon the contractor notifying the COR, or other delegated representative from the NIA 3T Image Facility, for gaining access to Harbor Hospital.
Contracting Officer's Representative
The Contracting Officer's Representative (COR) will represent the Government for the purpose of this contract and be determined at time of award.
The COR is responsible for: (1) monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; (2) interpreting the statement of work and any other technical performance requirements; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting in the resolution of technical problems encountered during performance. No travel will be reimbursable or required outside of normal commuting.
The alternate COR is responsible for carrying out the duties of the COR only in the event that the COR can no longer perform his/her duties as assigned, and will be assigned if applicable at the time of award.
The Contracting Officer is the only person with authority to act as agent of the Government under this contract. Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the statement of work; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the Contractor for any costs incurred during the performance of this contract; (5) otherwise change any terms and conditions of this contract; or (6) sign written licensing agreements. Any signed agreement shall be incorporated by reference into the contract.
The Government may unilaterally change its COR designation at any time throughout the performance period of this contract.
INSTRUCTIONS TO OFFERORS / EVALUATION CRITERIA
Offerors will be evaluated on their ability to meet the essential government requirements listed in this solicitation. Offerors will be evaluated on past performance for work on government contracts for similar requirements in the past two (2) years.
Responses to this solicitation must include clear and convincing evidence of the Offeror's capability of fulfilling the requirement as it relates to the essential government requirements and will be evaluated on showing an Understanding of the Requirements. The Offeror's technical approach shall indicate compliance with the Statement of Work, and describe an essential understanding of the requirements involved in accomplishing the work.
Basic cost and price information in the Offerors business proposal must contain sufficient information to allow the Government to perform a basic analysis of the reasonableness of the Offeror to supply the required services. The price proposal must include the monthly maintenance rate for the manufacturer-certified technicians to provide required service coverage, with an estimate of the number of hours required, breakdown and rationale for any other direct costs or materials, and the total amount. Any other information or factors that may be considered in the award decision may include such factors as: past performance; special features required for effective service coverage; trade-in considerations; warranty considerations; maintenance and service coverage availability; serial, product or catalog number(s); product description; delivery terms, and prompt payment discount terms.
The following FAR provisions shall apply to this solicitation: 52.212-1, Instructions to Offerors--Commercial Items, 52.212-2, Evaluation--Commercial Items. Evaluation factors that will be used to evaluate the offer most advantageous to the Government, price and other factors considered, include ability to meet the technical requirements stated in this pre-solicitation and on basis of best value to the government. Offerors must include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications Commercial Items, with their offer, or provide a copy of the valid certifications registrations and Representation and Certifications from the System of Award Management (SAM) applications at www.SAM.gov, which may be indicated on the Offeror's cover sheet. The Clause at 52.212-4, Contract Terms and Conditions Commercial Items, applies to this acquisition and the Clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items applies to this acquisition, The clause at 52.222‐51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment‐‐Requirements (Nov 2007) (41 U.S.C. 351, et seq.) applies to this acquisition.
The Defense Priorities and Allocations System (DPAS) are not applicable to this requirement.
In addition the Dun & Bradstreet Number (DUNS), the Taxpayer Identification Number (TIN), and the certification of business size must be included in the response. All Offerors must have an active registration in the System for Award Management (SAM) www.sam.gov."
All responses must be received no later than December 10, 2014, 12:00 pm, Eastern Time as specified in this announcement. Late responses will not be accepted. All responses must reference solicitation number HHS-NIH-NIDA(SSSA)-CSS-2015-037. Responses must be submitted electronically to hunter.tjugum@nih.gov. Facsimile responses will not be accepted. For information regarding this solicitation, contact Hunter Tjugum by email at hunter.tjugum@nih.gov or by phone at 301-435-8780.
Hunter A. Tjugum, Phone 301 435 8780, Email hunter.tjugum@nih.gov
