VA Northern California HCS Carestream X-Ray Deterctors. Provide Accident Plan and Smart Care Select Coverage Services.
The Department of Veterans Affairs, NCO 21, intends to award a sole source firm-fixed price service contract with Carestream Health, Inc., 150 Verona Street, Rochester, NY 14608-1733 because we believe they are the sole source provider for the Smart Care Select Coverage and Accident Plan Services for (8) X-Ray Detectors that are located within the VA Northern California Health Care System. The X-Ray Detectors are Proprietary to Carestream Health, Inc. A draft copy of the statement of work is attached. Should you believe that your company is capable of performing services in accordance with this statement of work, provide your information and technical capability by responding to jocelyn.layson-castillo@va.gov by Friday, October 11, 2019, 3:00pm HST. The applicable NAICS Code is 811219 and the size standard is $22 Million. This notice of intent in not a request for competitive quotes. Responses received will be evaluated. However, a determination by the Government not to compete the proposed procurement based upon responses received to this notice is solely within the Government s discretion.
See Attached Document: Draft Statement of Work for X-Ray Detectors
STATEMENT OF WORK
1. SERVICES: The C&A requirements do not apply, and that a Security Accreditation Package is not required.
Contractor shall furnish the following:
Repairs of dropped or liquid damaged detectors are provided at no additional customer cost
Parts & Labor necessary for repair are provided at no additional customer cost. Unscheduled Service and maintenance parts, labor and travel are provided.
Unscheduled Service is provided.
Modifications for Safety or Reliability modifications including equipment, parts, hardware, and safety is provided at no additional customer cost.
Equipment Verification will be provided at no additional customer cost.
Emergency Telephone Technical support is provided 24 hours per day 7 days a week at no additional customer cost.
2. DEFINITIONS/ACRONYMS:
A. Biomedical Engineering - Supervisor or designee, Phone Number (916) 366-5481
B. CO - Contracting Officer.
C. COTR - Contracting Officer's Technical 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 operative conditions. Service shall consist of calibration and testing in accordance with the manufacturer s latest established service procedures to ensure operation of equipment within manufacturer s or VA s performance specifications, whichever is the most rigorous. PM includes cleaning, inspecting lubricating and testing all equipment. All equipment shall be operated at least one complete operating cycle at the end of each PM.
E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VA Outpatient Clinic premises.
F. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.
G. Acceptance Signature - VAOPC employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR.
H. Authorization Signature - COTR's signature; indicates COTR accepts work status as stated in ESR.
I. NFPA - National Fire Protection Association.
J. CDRH - Center for Devices and Radiological Health.
K. VAOPC - Department of Veterans Affairs Outpatient Clinic.
L. OEM - Original Equipment Manufacturer
3. CONFORMANCE STANDARDS:
Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, JC, NEC, OSHA, HIPAA, Federal and VA security specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM s technical specifications. Additional performance specifications that exceed the OEM specifications shall be specified in writing by the VA.
4. PREVENTIVE MAINTENANCE (PM):
Contractor shall perform Preventive Maintenance inspections as per contract.
B. The contractor shall furnish documentation, including all measurement and calibration data to certify that the system is performing in accordance with the performance specifications.
5. EMERGENCY MAINTENANCE:
A. All required parts shall be furnished, with the exception of expendable, consumable parts. Consumable and expendable parts are defined as items that require replacement on a greater than one month frequency. Any exceptions shall be noted by the contractor in writing prior to the initiation of the contract. All subsequent decisions on classification of parts are at the discretion of the Biomedical Engineer.
The CO, COTR or designated alternate has the authority to approve/request a service call from the contractor.
On-site response within 4 hours.
6. HOURS OF COVERAGE:
Normal hours of coverage are (Monday through Friday) from 8:00am to 5:00pm, excluding holidays as identified in Section H. Work performed outside the normal hours of coverage at the request of COTR will be billed at the government rate. A separate purchase order will be issued to cover the cost(s) associated with any call back service as described herein.
7. PARTS:
The contractor shall furnish and replace parts at no cost with next delivery by 10:30a. The contractor shall have ready access to unique and/or high mortality replacement parts. All parts supplied shall be OEM or equivalent and fully compatible with existing equipment. The contract shall include all parts with the exception of consumable or expendable items. The contractor shall use new or rebuilt parts. Used parts, those removed from another system, shall not be installed without approval by the COTR. The contractor is required to install VA supplied parts when said parts are determined to be fully compatible. The determination of compatibility is at the discretion of the COTR.
8. SERVICE MANUALS:
The VAOPC shall not provide service manuals or service diagnostic software to the contractor for use in providing services under this contract. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation, (such as: operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request.
9. DOCUMENTATION/REPORTS:
The documentation will include equipment down time and 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. In addition, each ESR 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 ESR Number/Log Number.
D. Date, Time (starting and ending), Hours-On-Site for service call.
E. VA Purchase Order Number(s) (if any) covering the call, if outside normal working hours.
F. Description of Problem Reported by COTR/User.
G. Identification of Equipment to be serviced to include the following: Equipment ID # or EE# from the bar-code, Manufacturer's Name, Device Name, Model#, Serial #, and any other Manufacturer's identification numbers.
H. Itemized Description of Service(s) Performed (including Costs associated with after normal working hour services), including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action.
I. Total Cost to be billed.
J. Signatures from the following:
1. FSE performing services described.
2. VA Employee who witnessed service described.
K. Equipment downtime calculated in accordance with Conformance Standards.
NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COTR BEFORE SERVICE IS COMPLETED!
10. REPORTING REQUIREMENTS:
a) It is VANCHCS policy that all vendors and/or sales representatives who visit VANCHCS sites of care are required to check in and out at a designated VA Police Service Station or Site Manager's Office (refer to page 3) upon arrival when conducting business (i.e., selling or promoting supplies, equipment and/or services) at VANCHCS and upon completion. Vendors and/or sales representative must provide documentation of their employment, role in health care at the medical center, and the requirements outlined in Attachment B.
b) Vendors and/or sales representatives are required to make an appointment with the VANCHCS Service Point of Contact (POC) (refer to Attachment A) in advance to ensure the service is aware of the vendors and/or sales representative's scheduled arrival and are required to register into the appropriate third-party vendors credentialing service provider website at least one (1) business day prior to their planned arrival to VANCHCS. By checking into the
appropriate third-party credentialing service provider website, this will alert all Service POCs of the vendors and/or sales representative's arrival and for what purpose.
c) All vendors and/or sales representatives will be issued a temporary identification badge to be worn during the visit to any VANCHCS facility. The temporary identification badge is to be issued by VA Police Service or Site Manager's Office only. VA Police Service or Site
Manager's Office will verify with the appropriate third-party vendor credentialing service provider website that they have completed all requirements to be able to visit any VANCHCS site.
d) Vendors and/or sales representatives may not give training or demonstrations on equipment to any VANCHCS staff member without prior approval by the Clinical Product Review Committee (CPRC), which will be coordinated through the Chief, Logistics
Management Service (LMS). In addition, the Chief, Biomedical Engineering, must grant prior authorization for demonstration of medical and/or laboratory equipment. This requirement is necessary to maintain adequate equipment custody records and ensure that all equipment is safe for operation in patient care areas.
Vendors and/or Sales Representatives:
(1) Will ensure they have made an appointment with the Service POC and has registered into the appropriate third-party vendors credentialing service provider website at least one (1) business day prior to arrival at any VANCHCS site of care.
(2) Ensures they have completed the required competencies outlined in Attachment B.
(3) Before a vendors and/or sales representative can present to the Operating Room or other clinical areas where clinical procedures are being performed (e.g. interventional radiology, cardiac catheterization lab, etc.), they must provide documentation to their appropriate third-party vendor credentialing service provider that shows the required competencies have been completed outlined in Attachment B.
(4) Check in with VA Police Service or Site Manager's office upon arrival to VANCHCS.
Note: Vendors and/or sales representatives who do not comply with the requirements outlined above will be directed to VA Police Service and their third-party vendors credentialing provider will be notified.
11. 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.
12. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:
The Contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the CO and COTR, (in writing), of the existence or the development of any defects in, or repairs required to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The contractor shall furnish the CO and COTR with a written estimate of the cost to make necessary repairs.
13. CONDITION OF EQUIPMENT:
The contractor accepts responsibility for the equipment described in Section B, in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract.
14. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:
A. Each respondent must have an established business, with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup.
B. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) shall have successfully completed a formalized training program, for the equipment identified in Section B. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance on equipment identified in Section B.
C. The FSE(s) shall be authorized by the contractor to perform the maintenance services as required. All work shall be performed by "Fully Qualified" competent FSEs. The contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at the VAOPC. The CO may authenticate the training requirements, request copies of training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VAOPC equipment. The CO and/or the COTR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the VAOPC equipment.
15. TEST EQUIPMENT:
Prior to commencement of work on this contract, the contractor shall make available if requested t a copy of the current calibration certification of all test equipment that is to be used by the contractor in performing work under the contract. This certification shall also be provided on a periodic basis when requested by the VAOPC. Test equipment calibration shall be traceable to a national standard.
16. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS:
The contractor's FSE shall wear visible identification at all times while on the premises of the VAOPC. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. The VAOPC will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings at the VAOPC. Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.
17. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD:
The contractor shall comply with the Federal/California OSHA Bloodborne Pathogens Standard. The contractor shall:
A. Have methods by which all employees are educated as to risks associated with bloodborne pathogens.
B. Have policies and procedures that reduce the risk of employee exposure to bloodborne pathogens.
C. Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens.
D. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract.
(End Section C)
Jocelyn Layson-Castillo
Jocelyn.Layson-Castillo@va.gov
