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Philips Brilliance CT and Forte AZ Camera - Attachment

General Information

Document Type:FILE
Posted Date:Sep 01, 2017
Category: Maintenance, Repair and Rebuilding of Equipment
Set Aside:N/A

Contracting Office Address

00504;Department of Veterans Affairs;Contracting Section;7201 I-40 West Suite 100;Amarillo TX 79106


NOTICE OF INTENT TO AWARD: The purpose of this Notice is to provide Fair Opportunity in accordance with FAR 16.505, Ordering. The Department of Veterans Affairs (VA) Network Contracting Office 17 (NCO 17) intends to award a Task Order from its National Acquisition Center (NAC) High Tech Medical Equipment (HTME) IDIQ contract V797H-17-D-0022. This requirement is to provide all necessary maintenance, service and support for medical devices/equipment in accordance with the Statement of Work (SOW). The NAICS Code is 811219, with a Size Standard of $20.5M. The PSC Code is J065. THIS NOTICE IS NOT A REQUEST FOR QUOTES; however, any firm that believes it can meet the requirements may give written notification prior to the response due date and time. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to perform the requirements. Responses received will be evaluated; however, proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Government will proceed with the award. Responses are due by September 8, 2017 by 12:00 p.m. (CST). Responses shall be submitted via e-mail to Robyn.Nussbaum@va.gov. Telephone requests or inquiries will not be accepted. SCOPE OF WORK: The Thomas E Creek Amarillo VA Healthcare System is seeking a first call/shared service contract for the Philips Forte Nuclear Camera and a first full service contract for the Philips Brilliance 40 Slice CT Scanner and associated components located in Radiology Service. This contract will include unlimited parts, unlimited labor after Biomed two hour troubleshooting; travel during the hours of 8:00am-5:00PM Monday-Friday. In house Biomed will do preventive maintenance. I. EQUIPMENT IDENTIFICATION A. NAME/DESCRIPTION OF EQUIPMENT Nuclear Camera MANUFACTURER Philips Medical Systems MODEL Forte AZ SERIAL NUMBER - FA06030240 EQUIPMENT I.D. NUMBER - 23044 LOCATION Building 28 Radiology Service B. NAME/DESCRIPTION OF EQUIPMENT UPS MANUFACTURER APC MODEL Symmetra RM SERIAL NUMBER 3291A176 EQUIPMENT I.D. NUMBER N/A LOCATION Building 28 Radiology Service C. NAME/DESCRIPTION OF EQUIPMENT Work Station MANUFACTURER Philips Medical Systems MODEL 190A SERIAL NUMBER 2UA612JSKQ EQUIPMENT I.D. NUMBER N/A LOCATION Building 28 Radiology Service D. NAME/DESCRIPTION OF EQUIPMENT CT Scanner MANUFACTURER Philips MODEL Brilliance 40 Slice SERIAL NUMBER 555 EQUIPMENT I.D. NUMBER - 23488 LOCATION Building 28, Room 1330; Radiology Service E. NAME/DESCRIPTION OF EQUIPMENT Extended Workstation MANUFACTURER Philips MODEL EBW SERIAL NUMBER 8314 EQUIPMENT I.D. NUMBER - F. NAME/DESCRIPTION OF EQUIPMENT Power Injector MANUFACTURER Medrad MODEL Stellant SERIAL NUMBER 300703320232 EQUIPMENT I.D. NUMBER - LOCATION Building 28, Room 1330; Radiology Service G. NAME/DESCRIPTION OF EQUIPMENT Uninterruptible Power Supply MANUFACTURER Tripplite MODEL Smart Online SERIAL NUMBER 9515ALCPX512400103 EQUIPMENT I.D. NUMBER - LOCATION Building 28, Room 1330; Radiology Service II. DEFINITIONS/ACRONYMS: A. Biomedical Engineer(ing) - Supervisor or designee. B. CO - Contracting Officer C. COR - Contracting Officers 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: Is the person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the NMVAHCS 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 - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status. H. Authorization Signature - CORs signature; indicates COR accepts work status as stated in ESR. I. NFPA - National Fire Protection Association. J. CDRH - Center for Devices and Radiological Health. K. VAMC - Department of Veterans Affairs Medical Center L. AVAHCS Thomas E. Creek Amarillo VA Healthcare System III. CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards, such as: NFPA-99, UL, OSHA, VA, CDRH, etc. and the Manufacturers Performance standards/ specifications as used when the equipment was originally procured and that any upgrades/updates will meet the stated standards/specifications. IV. HOURS OF COVERAGE: A. Normal hours of coverage are Monday through Friday from 8:00 am to 5:00 pm, excluding holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by COR or his designee. B. Preventive maintenance will be performed as scheduled by COR or his designee Preventive maintenance will be performed during normal hours of coverage. C. Work performed outside the normal hours of coverage at the request of COR or his designee will be approved with estimate by the CO or COR. Billing will include service time plus one (1) hour for travel time, and exclude parts, as they are included in this contract. Work performed outside the normal hours of coverage at the request of FSE or contractor will be considered service during normal hours of coverage. NOTE: Hardware/software update/upgrade installations will be scheduled and performed during normal hours of coverage at no additional charge to the government. D. Federal Holidays observed by the AVAHCS are: New Years Day Labor Day Martin Luther King Day Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day V. UNSCHEDULED MAINTENANCE (Emergency Repair Service) Contractor and Biomedical Engineering shall maintain the equipment in accordance with Section III. Conformance Standards. Contractor will provide unlimited telephone technical support and, all required parts. B. The CO, COR, or designated alternate has the authority to approve/request a service call from the Contractor. C. Response Time Contractor s FSE or Technical Support must respond with a phone call to the COR or his/her designee within two (2) hours after receipt of telephoned notification. VI. SCHEDULED MAINTENANCE: A. The Contractor shall perform Preventative Maintenance Service to ensure that equipment listed in the Equipment Identification section performs in accordance with Section III, Conformance Standards (An outline of the PM procedures shall be provided to the COR with proposal). The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to the COR at the completion of the PM. The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. 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 in accordance with Section C, III, Conformance Standards, and the manufacturers 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 likely to become faulty, fail or become worn. 6. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. 7. Inspecting, and replacing where indicated, all mechanical components which may include, but is not limited to: X-ray tube mounting hardware, 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. 8. Returning the equipment to the operating condition as defined in Section III. conformance standards. 9. Providing documentation of services performed. 10. Inspecting and calibrating the hard copy image device. PM services shall be performed semi annually. 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. VII. PARTS The Contractor has ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts except -if applicable - those parts specifically listed as being EXCLUDED. There are no excluded parts. The contractor shall use new or rebuilt parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Rebuilt parts, used parts or those removed from another system shall not be installed without specific approval by the CO or the COR. (The Contractor shall also list any excluded parts in their proposal under the service contract). VIII. SERVICE MANUALS/TOOLS/EQUIPMENT: The AVAHCS shall not provide tools, (test) equipment, service manuals, or service diagnostic software to the contractor. Contractor shall obtain, have on file, and make available to its FSE 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 manuals, by name and/or the manuals themselves shall be provided to the CO upon request. Contractor shall provide the COR or Biomedical Engineering two (2) copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair. Contractor shall provide to the COR or Biomedical Engineering two (2) copies of the latest version(s) of all documentation and licensing agreements, which shall include operation, service, and diagnostic software. The COR or Biomedical Engineering shall have access to the same operation, service, diagnostic software, and documentation as the OEMs FSE. Contractor shall provide to the COR or Biomedical Engineering OEM Service Bulletins for the equipment covered under this contract. All documentation and service bulletins, etc. listed in this paragraph B shall be provided within 30 days of award in either hard or electronic format. Any future service bulletins generated during the contract period shall be provided to the COR with 30 days of receipt; hard or electronic format is acceptable. IX. DOCUMENTATION/REPORTS: The documentation (ESR) shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., Emergency repairs) procedures performed, including replaced parts, and prices (for outside normal working hour services) required to maintain the equipment in accordance with Section III, Conformance Standards, and the manufacturers specifications. Such documentation shall meet the guidelines as set forth in the Conformance Standards section. The ESR will consist of a separate PM report for the item(s) covered under the "specific" contract. Grouping different equipment from different contracts on "one" ESR is prohibited. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: A. Name of contractor and contract number. B. Name of FSE who performed services. C. Contractor service ESR number/log number. D. Date, time (starting and ending), equipment downtime, and hours on-site for service call. E. VA purchase order number(s) covering the call if outside normal working hours. F. Description of problem reported by COR/user (if applicable). G. Identification of equipment to be serviced: Inv. ID number, manufacturers name, device name, model number, serial number, and any other manufacturers identification numbers. H. Itemized Description of Service Performed (including, if applicable, 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 (if applicable -- i.e., part(s) not covered or service rendered after normal hours of coverage). J. Signatures: 1. FSE performing services described. 2. Authorized VA Employee who witnessed service described. NOTE: Any additional charges claimed must be approved by the COR through contracting before service is completed X. REPORTING REQUIREMENTS: The Contractor shall be required to report to Biomedical Engineering to check in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to check out with Biomedical Engineering and submit the ESR(s) to the COR or designee. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR or designee for an "authorization signature". If the COR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR). XI. ADDITIONAL CHARGES: There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) for delivery of parts or waiting on addition service help. XII. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (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 COR with a written estimate of the cost to make necessary repairs. XIII. CONDITION OF EQUIPMENT: Contractor may contact COR to schedule site visit to examine equipment, prior to due date of proposal. The Contractor accepts responsibility for the equipment described in, paragraph I., 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. XIV. 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) has successfully completed a formalized training program, for the equipment identified in the Section B schedule. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance, on the equipment identified in the Section B schedule. C. The FSEs shall be authorized by the Contractor to perform the maintenance services. 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 AVAHCS. The CO may authenticate the training requirements, request training certificates, or credentials from the Contractor at any time for any personnel who are servicing or installing any AVAHCS equipment. The CO and/or COR specifically reserve the right to reject any of the Contractors personnel and refuse them permission to work on the AVAHCS equipment. D. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. XV. TEST EQUIPMENT: The Contractor shall provide upon request by COR or designee, AVAHCS with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on AVAHCSs equipment. Test equipment calibration shall be traceable to a national standard. XVI. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractors FSEs shall wear visible identification issued by the AVAHCS Police Section at all times while on the premises of the AVAHCS. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The AVAHCS will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the AVAHCS. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

Original Point of Contact

POC Robyn Nussbaum

Place of Performance

Department of Veterans Affairs;Biomed Section;6010 Amarillo Blvd West;Amarillo, TX
Link: FBO.gov Permalink
Link: FBO.gov Permalink
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