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Medtronic StealthStation S7 Service Contract - Attachment

General Information

Document Type:FILE
Posted Date:Sep 05, 2017
Category: Maintenance, Repair and Rebuilding of Equipment
Set Aside:N/A

Contracting Office Address

Department of Veterans Affairs;VA North Texas Healthcare System;Network Contracting Office 17;4500 S. Lancaster Road;Dallas TX 75216


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. Quotes are being requested and a written solicitation will not be issued. The solicitation number is VA257-17-Q-0940. This acquisition is issued as a Request for Quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-95. The associated North American Industrial Classification System Code (NAICS) for this procurement is 811219 with a small business standard of $20.5M. Network Contracting Office 17 requests responses from qualified sources capable of providing the following: The contractor shall provide all parts, materials, tools, labor, test equipment and travel related expenses for preventive maintenance and all repairs not routine preventive maintenance on government owned the image guided surgery platform system for the Neurosurgery program office at VA North Texas Healthcare System (VANTHCS). This system is comprised of a Stealth Navigation System S7 with various software programs. This contract will cover all software updates/upgrades. The equipment is located at VANTHCS, 4500 Lancaster Road, Dallas, TX 75216. Period of Performance: The contract period will be a base year with four (4) one year option periods. Equipment List: Item Serial# Medtronic StealthStation S7 N06160031 Conformance Standards: All services provided under this contract must be performed in conformance with the National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), and Original Equipment Manufacturer (OEM) standards and specifications. Hours of work for preventive maintenance and emergency repairs are defined as Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding federal holidays or as otherwise arranged with the Contracting Officer Representative (COR). The ten holidays observed by the Federal Government are New Year s Day, Martin Luther King Day, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday. This arrangement will include unlimited emergency repair and call-back repair services. In addition, the Contractor will provide a commercial and toll-free telephone number for standard and/or emergency assistance, twenty-four (24) hours a day, seven (7) days a week. Upon receiving a trouble-call from VANTHCS, the Contractor shall make a return telephone call for emergencies within 2 hours and within 4 hours for non-emergencies. The Contractor will restore the equipment to full performance within twenty-four (24) hours of the original call. Full performance means that all defective parts have been replaced with OEM parts and that the instrument meets or exceeds the OEM performance specifications. It is acceptable to provide loaner equipment if the original equipment cannot be repaired within this timeframe. Safety Requirements: In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the Contractor or his representative at the work site, shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work, and hold the Contractor in default. Preventive Maintenance: The Contractor shall perform annual preventive maintenance (PM) procedures during the contract year as arranged with the COR. Preventive maintenance procedures shall be in accordance with the published preventive maintenance manuals for the equipment listed herein. The Contractor shall utilize the OEM established procedures and checklists. A Field Service Report shall be supplied to the COR at the completion of each preventive maintenance procedure. Preventive maintenance procedures shall include, but are not limited to, the following: Cleaning of equipment (not housekeeping). Completing original equipment manufacturer field service updates for operational and reliability engineering change notices. Aligning, calibrating and lubricating the equipment. Performing remedial maintenance of non-emergent nature. Testing and replacing faulty and worn parts. Inspecting/replacing electrical wiring and cables for wear and fraying. Inspecting all mechanical components including, but not limited to, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, and motors for mechanical integrity, safety, and performance to OEM specifications. Returning the equipment to operating condition defined in the OEM specifications. Replacing any OEM labels, decals, and/or warning tags that are not legible. Providing documentation of services performed. The Contractor shall notify the COR of the existence or development of any defects in, or repairs to the equipment covered under this contract which the Contractor considers he/she is not responsible for under the terms of the contract (such as operator misuse). All exceptions to the preventive maintenance inspection schedule shall be arranged and approved in advance with the Contracting Office. Parts: The Contractor shall furnish all parts as necessary to maintain the equipment, covered by this contract, in accordance with the Conformance Standards Section. The Contractor stipulates that he/she has ready access to new standard parts (manufactured, supplied by the OEM). Documentation of intended parts source(s) shall be provided to the Contracting Officer. Documentation/Reports: The Contractor shall submit a legible field service report, which shall include detailed descriptions of the preventive maintenance inspection and/or emergency repair services performed, including replaced parts and estimated prices required for the service call. NOTE: Any additional charges to be claimed must have been approved by the COR before service was performed. Competency of Personnel Servicing Equipment: The Contractor s staff shall include a fully qualified Field Service Representative assigned to this area and a fully qualified Field Service Representative who shall serve as the backup. Fully qualified is based upon training and on experience in the field. For training, the Field Service Representatives must have successfully completed a formalized training program for the equipment covered under this contract. For field experience, the Field Service Engineers must have a minimum of one (1) year of experience providing preventive maintenance and emergency repair services on the same make and model of equipment covered under this contract. Test Equipment: Upon request of the COR or the Contracting Officer, the Contractor shall provide a copy of the current Calibration Certification of all test equipment which is to be used by the Contractor to perform service under this contract. Calibration of equipment shall be traceable and in conformance with test equipment Original Equipment Manufacturer standards. Documentation: The Contractor will provide the COR with individual written reports which describe the maintenance and repair service performed on the equipment in sufficient details so as to be acceptable by Field Inspectors of The Joint Commission. This shall include a list of all parts replaced, all service performed as well as a statement that the equipment is operating per OEM specifications after repair. The service report shall be signed by the Contractor s service technicians and the COR. A copy shall be given to VANTHCS for its internal records. Prior to award, the Contractor must have a facility to include personnel, test equipment, parts inventory, licensure and technical documentation available for inspection by VANTHCS (inspection can be off-site if items are provided for inspection) and be able to show written evidence to the technical qualifications of personnel, test equipment (and calibration documentation) licenses and availability of parts. Parts availability must be written documentation from either the OEM or OEM authorized parts supplier. In either case, the Contractor must be able to show the availability of parts to him/her within 24 hours after the initial call. For contracts for maintenance and repair services from other than the original manufacturer or a designated representative, the Contractor will be fully responsible for obtaining all technical documentation necessary to fulfill contractual obligations. Personnel Clearances and Privacy Act Considerations: All Contractor personnel shall be required to observe the requirement imposed on sensitive data by law, federal regulations, VA statutes and policy, VHA policy and associated requirements to ensure appropriate screening of all personnel. Because of the inherent sensitivity of data at VANTHCS and in the equipment to be maintained under this agreement, the level of security clearance required of the vendor will reflect the same level carried by VANTHCS staff for the function of the contract. The Contractor will ensure that their personnel and subcontractor personnel meet the above restrictions and that confidential and proprietary information shall be divulged only to those officers and officials of VA authorized to receive such information. The Contractor will require administrative access to a system that contains sensitive information and that is attached to the VA s network. This is considered a high security risk and therefore will require a full background investigation. The vendor is a covered entity under HIPAA and complies with Privacy and Security regulations for Health Care information under HIPAA. Patient Health Information (PHI) and Individually Identifiable Information (III): This system does contain Patient Health Information (PHI) and Individually Identifiable Information (III).     No VA data will leave the VA Facility.   If a hard drive or any other electronic storage device needs to be replaced, the device will be given to the ISO.   After destruction of the data by degaussing, the device may be returned to the vendor for inventory control if so requested.   The repair of this system will be supervised by a VA employee in BioMed to assure data does not leave the facility.   The COR is responsible to assure that no VA data leaves the facility and an employee supervises repair.   No Security & privacy training is needed by the vendor because the repair will be supervised.   No other security statement is needed.   Records Management: All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System(VANTHCS) and must be returned to VANTHCS at the end of the contract or destroyed in accordance to the VHA Record Control Schedule (RCS)10-1. NARA RM Language Clause to be included in contracts: 1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21, 29, 31and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. 5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract or identified in the RCS 10-1. 6. The Government Agency owns the rights to all data/records produced as part of this contract. 7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 10. Contractor is required to obtain the Contracting Officers approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. End of Contract: The Contractor guarantees that all equipment covered in this contract shall meet or exceed manufacturer s performance specifications at the contract expiration date. At the end of the contract term and within the two weeks following the award to the new Contractor, there will be a final inspection of all equipment at which the Contractor, the new Contractor and the COR will be present. Any deficiencies noted will be the responsibility of the previous Contractor and shall be corrected by the terms of this contract. CLIN 0001 NON-ROUTINE AND PREVENTATIVE MAINTENANCE Medtronic StealthStation S7; S/N N06160031 BASE YEAR 12 MO CLIN 0002 SERVICEC1-SS5 Surgical support pack, 30 cases/year BASE YEAR 30 EA CLIN 1001 NON-ROUTINE AND PREVENTATIVE MAINTENANCE Medtronic StealthStation S7; S/N N06160031 OPTION 1 12 MO CLIN 1002 SERVICEC1-SS5 Surgical support pack, 30 cases/year OPTION 1 30 EA CLIN 2001 NON-ROUTINE AND PREVENTATIVE MAINTENANCE Medtronic StealthStation S7; S/N N06160031 OPTION 2 12 MO CLIN 2002 SERVICEC1-SS5 Surgical support pack, 30 cases/year OPTION 2 30 EA CLIN 3001 NON-ROUTINE AND PREVENTATIVE MAINTENANCE Medtronic StealthStation S7; S/N N06160031 OPTION 3 12 MO CLIN 3002 SERVICEC1-SS5 Surgical support pack, 30 cases/year OPTION 3 30 EA CLIN 4001 NON-ROUTINE AND PREVENTATIVE MAINTENANCE Medtronic StealthStation S7; S/N N06160031 OPTION 4 12 MO CLIN 4002 SERVICEC1-SS5 Surgical support pack, 30 cases/year OPTION 4 30 EA The following FAR and VAAR Clauses and provisions in their latest editions apply to this solicitation. 52.212-1, Instructions to Offerors-Commercial Items. 52.212-2, Evaluation Commercial Items. Basis of Award - Technical acceptability to meet the Governments requirement; Past performance, relevant work experience and price. Basis for award will be the contractor providing the lowest quote determined to meet the minimum requirements. Technical and past performance when combined are equal to price. 52.212-3, Offeror Representations and Certifications Commercial Items. Offerors must include a completed copy of Representations and Certifications with their offer. 52.212-4, Contract Terms and Conditions - Commercial Items. 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items 52.203-16, Preventing Personal Conflicts of Interest 52.203-17, Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights 52.203-98, Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements - Representation 52.203.99, Prohibition on Contracting With Entities That Require Certain Internal Confidentiality Agreements 52.204-4, Printed or Copied Double-Sided on Postconsumer Fiber Content Paper 52.204-10, Reporting Executive Compensation & First Tier Subcontract Awards 52.204-14, Service Contract Reporting Requirements 52.204-16, Commercial and Government Entity Code Reporting 52.204-17, Ownership or Control of Offeror 52.204-20, Predecessor of Offeror 52.204-18, Commercial and Government Entity Code Maintenance 52.209-5, Representation by Corporations Regarding an Unpaid Tax Liability or a Felony Conviction Under Any Federal Law 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment 52.209-7, Information Regarding Responsibility Matters 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters 52.216-1, Type of Contract 52.217-8, Option to Extend Services 52.217-9, Option to Extend the Term of the Contract 52.219-28, Post Award Small Business Program Representation 52.222-3, Convict Labor 52.222-21, Prohibition of Segregated Facilities 52.222-26, Equal Opportunity 52.222-36, Affirmative Action for Workers with Disabilities 52.222-40, Notification of Employee Rights Under the National Labor Relations Act 52.222-48, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration or Repair of Certain Equipment - Certification 52.222-50, Combatting Trafficking in Persons 52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration or Repair of Certain Equipment Requirements 52.222-54, Employment Eligibility Verification 52.222-60, Paycheck Transparency 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving 52.225-13, Restrictions on Certain Foreign Purchases 52.227-15, Representation of Limited Rights Data and Restricted Computer Software 52.227-19, Commercial Computer Software-Restricted Rights 52.228-5, Insurance-Work on a Government Installation 52.232-18, Availability of Funds 52.232-34, Payment by Electronic Funds Transfer Other than System for Award Management 52.232-40, Providing Accelerated Payments to Small Business Subcontractors 52.233-2, Service of Protest 52.237-3, Continuity of Services 852.203-70, Commercial Advertising 852.203-71, Display of Department of Veterans Affairs Hotline Poster 852.232-72, Electronic Submission of Payment Requests 852.233-70, Protest Content/Alternative Dispute Resolution 852.233-71, Alternate Protest Procedure 852.237-70, Contractor Responsibilities 852.270-1, Representatives of Contracting Officers 852.273-74, Award Without Exchanges The Government will award a firm fixed price contract resulting from this combined synopsis/solicitation. All offerors must be registered in the System for Award Management (SAM) prior to award (www.sam.gov). Quotes are being requested and a written solicitation will not be issued. Paper copies of this solicitation will not be issued and telephone requests or fax requests for the solicitation will not be accepted. All responsible sources should submit quotes to Lynn Pettit via e-mail: Lynn.Pettit@va.gov by September 15, 2017, 4:30PM CST.

Original Point of Contact

POC Lynn Pettit

Place of Performance

VA North Texas Healthcare System;4500 S Lancaster Rd;Dallas, TX
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