Varian Aria Service Contract
This is a sources sought notice for market research purposes only to determine the availability of potential businesses with capabilities to provide the services described below. Potential offerors are invited to provide feedback via e-mail to Matthew .clements2@va.gov. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition.
The intended contract period of a base year plus four (4), one (1) year options.
Potential contractors shall provide, at a minimum, the following:
1) Company name, address, point of contact, phone number, e-mail address, and DUNS.
2) Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program. Anticipated North American Industry Classification System (NAICS) code is 811219, small business size standard of 20.5M.
[ ] yes [ ] no Small Business (SB)
[ ] yes [ ] no HUBZone
[ ] yes [ ] no Small Business 8(a)
[ ] yes [ ] no Small Disadvantaged Business (SDB)
[ ] yes [ ] no Women-Owned (WO) Small Business
[ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB)
[ ] yes [ ] no Veteran Owned Small Business (VOSB)
[ ] yes [ ] no Other (please specify)
3) Provide a brief capability statement (Max 2 pages) with enough information to determine if your company can meet the requirement. The capabilities statement for this sources sought is not expected to be a Request for Quotation, Request for Proposal or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the draft SOW below. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.
1. SCOPE:
The contractor shall ensure that the services carried out under this agreement are carried out in accordance with the common rules of good workmanship standards. All products are updated if necessary and repairs and updates are performed to preserve the products original safety agency certifications and comply with all technical standards defined by the American College of Radiation Oncology. The equipment covered under this agreement are the Eclipse SSA, Eclipse AOP, and ARIA SSA located in the Radiation Oncology Department at the VA North Texas Healthcare System, Dallas, TX.
I. Eclipse SSA, Premier Assurance Essentials: The contractor shall provide the following:
a. PMI NON- standard Hours- Varian will perform the full program for the Periodic Maintenance Inspections (PMI) annually, in accordance with Varian recommendations. The PMI will be performed during Varian's standard or non-standard business hours on weekdays at mutually agreed upon dates and times. The quantity and frequency of the inspections will depend on the system configurations.
b. Mandatory Upgrades Coverage -Varian will perform all mandatory safety and reliability modifications for the equipment covered under this agreement during standard business hours.
c. Software Upgrade and Associated Training Varian will provide all major software upgrade releases on the equipment by installing the most recent production version. Any training associated with upgrade releases is covered and will be provided according to Varian s training guidelines. Customer is also entitled to receive all optional maintenance releases and service packs released by Varian for the Covered Equipment. Any training associated with optional maintenance releases and service packs is covered and will be provided according to Varian s training guidelines.
d. Interoperability Upgrade Maintenance Varian will maintain the functionality of existing interfaces that were originally created by Varian for the customer. Varian will perform all modifications and changes to existing and working interfaces that are required due to software update or upgrade.
e. Discounted Labor Rates - This entitles the Customer to a discount from the published standard labor rate for any service performed that is not covered under the Service Level Agreement.
f. Comprehensive Parts Coverage - Varian will provide all parts necessary to keep the covered equipment functioning normally, including all glass parts, vacuum parts, X-ray tubes and imaging panels but excluding consumables.
g. Discounted Parts Pricing- This entitles the Customer to a 10% discount from list price for parts purchased that are not covered under the Support Agreement. The Customer will also receive a discount of 30% on all new software licenses purchased from Varian.
h. OSL Extended Hours 5-9pm (M-F) - Varian will provide on-site field service support for the covered equipment Monday - Friday during standard business hours (8am to 5pm local time) and extended hours (5pm to 9pm local time) for issues that cannot be resolved by telephone or through remote support via SmartConnectB.. Varian will make commercially reasonable efforts to ensure response and availability during extended hours (5pm to 9pm local time)
i. On-site Emergency Labor Varian will provide on-site emergency field service support for the covered equipment for issues that cannot be resolved by telephone or through remote support SmartConnectB.. Emergency field service support includes non-standard business hours coverage, only to the extent the number of such visits remains within Varian's customary practice. To qualify as an emergency service event, Customer must declare the equipment "down," cease treatment and make the equipment available to Varian service personnel immediately.
j. Discounted Training - This entitles the Customer to a 30% discount from list price on all available Varian classroom trainings or training credits published in the Varian sales catalog, in any Varian training facility available worldwide.
k. Help Desk Support Technical (HDST) - Varian's help desk specialists will provide technical support for the covered equipment over telephone and e-mail during standard business hours.
l. Remote Access Varian will provide remote diagnostics and support during standard business hours for service of a defect or an error that cannot be resolved by telephone or e-mail.
m. Remote Access Discount - This entitles the Customer to a 3% discount on the SLA price, for enabling remote support capability with sufficient network capacity and bandwidth. Varian will provide remote diagnostic and support during standard business hours for service of a defect or error that cannot be resolved by telephone or e-mail.
n. Unlimited Help Desk Sup. Clinical (HDSC) - Varian's help desk specialists will provide clinical product support for the covered equipment over telephone and e-mail during standard business hours.
o. Refresher Training 1 Day Annual refresher training will be provided by Varian in any year that a software upgrade is not released. This is by internet, multi-media or on-site. On-Site annual refresher training is limited to one training event per year. During the years that a software upgrade is released, the upgrade training will be applied. If additional days are required, it will be provided at no additional charge.
II. Eclipse AOP Computer Compatibility Protection: The contractor shall provide the following:
Eclipse Comp HW Compatibility Protection If Varian provided Eclipse computer hardware, operating systems, monitors, and network devices do not meet the minimum hardware and operating system specifications required for a pending Eclipse software upgrade, Varian will upgrade or replace the computer so that it meets required specifications. Upgrades will be performed during hours of On-Site Labor Coverage.
III. ARIA SSA, Premier Assurance Essentials: The contractor shall provide the following:
a. PMI NON standard Hours- Varian will perform the full program for the Periodic Maintenance Inspections (PMI) annually, in accordance with Varian recommendations. The PMI will be performed during Varian's standard or non-standard business hours on weekdays at mutually agreed upon dates and times. The quantity and frequency of the inspections will depend on the system configurations.
b. Mandatory Upgrades Coverage -Varian will perform all mandatory safety and reliability modifications for the equipment covered under this agreement during standard business hours.
c. Software Upgrade and Associated Training Varian will provide all major software upgrade releases on the equipment by installing the most recent production version. Any training associated with upgrade releases is covered and will be provided according to Varian s training guidelines. Customer is also entitled to receive all optional maintenance releases and service packs released by Varian for the Covered Equipment. Any training associated with optional maintenance releases and service packs is covered and will be provided according to Varian s training guidelines.
d. Interoperability Upgrade Maintenance Varian will maintain the functionality of existing interfaces that were originally created by Varian for the customer. Varian will perform all modifications and changes to existing and working interfaces that are required due to software update or upgrade.
e. Discounted Labor Rates - This entitles the Customer to a discount from the published standard labor rate for any service performed that is not covered under the Service Level Agreement.
f. Comprehensive Parts Coverage - Varian will provide all parts necessary to keep the covered equipment functioning normally, including all glass parts, vacuum parts, X-ray tubes and imaging panels but excluding consumables.
g. Discounted Parts Pricing- This entitles the Customer to a 10% discount from list price for parts purchased that are not covered under the Support Agreement. The Customer will also receive a discount of 30% on all new software licenses purchased from Varian.
h. OSL Extended Hours 5-9pm (M-F) - Varian will provide on-site field service support for the covered equipment Monday - Friday during standard business hours (8am to 5pm local time) and extended hours (5pm to 9pm local time) for issues that cannot be resolved by telephone or through remote support via SmartConnectB.. Varian will make commercially reasonable efforts to ensure response and availability during extended hours (5pm to 9pm local time)
i. On-site Emergency Labor Varian will provide on-site emergency field service support for the covered equipment for issues that cannot be resolved by telephone or through remote support SmartConnectB.. Emergency field service support includes non-standard business hours coverage, only to the extent the number of such visits remains within Varian's customary practice. To qualify as an emergency service event, Customer must declare the equipment "down," cease treatment and make the equipment available to Varian service personnel immediately.
j. Discounted Training - This entitles the Customer to a 30% discount from list price on all available Varian classroom trainings or training credits published in the Varian sales catalog, in any Varian training facility available worldwide.
k. Help Desk Support Technical (HDST) - Varian's help desk specialists will provide technical support for the covered equipment over telephone and e-mail during standard business hours.
l. Remote Access Varian will provide remote diagnostics and support during standard business hours for service of a defect or an error that cannot be resolved by telephone or e-mail.
m. Remote Access Discount - This entitles the Customer to a 3% discount on the SLA price, for enabling remote support capability with sufficient network capacity and bandwidth. Varian will provide remote diagnostic and support during standard business hours for service of a defect or error that cannot be resolved by telephone or e-mail.
n. Unlimited Help Desk Sup. Clinical (HDSC) - Varian's help desk specialists will provide clinical product support for the covered equipment over telephone and e-mail during standard business hours.
o. Refresher Training 1 Day Annual refresher training will be provided by Varian in any year that a software upgrade is not released. This is by internet, multi-media or on-site. On-Site annual refresher training is limited to one training event per year. During the years that a software upgrade is released, the upgrade training will be applied. If additional days are required, it will be provided at no additional charge.
IV. In connection with this agreement Varian disclaims all warranties, expressed or implied, including all implied warranties of merchantability and fitness for a particular purpose. Varian s sole obligation shall be limited to reasonable effort to provide service as stipulated in this Agreement.
V. Standard repairs - repair of any electrical or mechanical problem. This includes diagnosis, updates, and calibration. It does not include cosmetic repairs, replacement of accessories or damage due to improper packaging, alterations or attempted repairs by unauthorized service centers or personnel. Standard repairs are to be performed at no charge on a product in warranty and at a flat rate on products out of warranty. Evaluation - If no failure is found, the product shall be checked for performance, updated if necessary, and calibrated.
VI. Repair estimates - If the cost to repair a product exceeds the flat rate, a written itemized estimate will be presented to VANTHCS for approval.
VII. Software Updates Maintenance releases for Covered Software are included at no charge, including labor installation during normal business hours (8am-5pm). These releases may be installed remotely or on site by the contractor.
VIII. Hours of Maintenance The contractor shall be available from 8:00am to 5:00pm for on- site assistance as well as available for 8 hours a day for help desk support. Emergency services shall be provided on an as needed basis from 5:00 pm to 9:00 pm (local time).
2. QUALITY ASSESSMENT
A. The Government shall monitor the contractor s performance under this contract using the QA procedures established by the VANTHCS Radiation Oncology Service pursuant to addendum 52.212-4. Additionally, the contractor s performance is subject to scheduled and unscheduled review by the COTR and AR 40-68.
B. The contractor shall have an internal quality control procedure which will ensure the contractor's work will be at a level commensurate with the technical standards of the American College of Radiation Oncology.
This is a sources sought notice only. The information gathered from this request is for information and planning purposes only and will not be released. This does not constitute a solicitation. No solicitation is currently published, pending, or available. If a solicitation is issued, it will be issued at a later date. Responses to requests for information are not offers and cannot be accepted by the Government to form a binding contract. Vendor participation in this response or any informational session is not a promise of future business with the VA. The Government is not obligated, nor shall it pay for any information received from potential sources as a result of this Sources Sought Notice.
Responses shall be submitted to Matthew.clements2@va.gov no later than 09:00AM CST, Tuesday, May 29, 2018. Fax or telephone calls will not be accepted.
Matthew G. Clements
Matthew.Clements2@va.gov
