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Elekta Linear Accelerator Maintenance Service - Attachment

General Information

Document Type:FILE
Posted Date:Sep 18, 2018
Category: Maintenance, Repair and Rebuilding of Equipment
Set Aside:N/A

Contracting Office Address

Department of Veterans Affairs;VISN17 Network Contracting Activity;7400 Merton Minter Blvd. (10N17/90C);San Antonio TX 78229

Description

Synopsis Elekta Linear Accelerator Maintenance Service Contractor shall provide 13-hour, 5-day customer service and a technician is to respond by telephone within one hour once the call for service is reported to provide an estimated time of arrival. The technician must be on site within a 12-hour response time. Technical support and clinical applications assistance is to be available within 30 minutes of a telephone request for troubleshooting and applications assistance. Systems uptime guarantee must be at 97percent. Services are to include electrical safety inspections, troubleshooting, repair, performance of twice annual preventive maintenance inspections (PMI), calibrations with certified calibration checks and replacement of defective parts with priority one=-day shipping. Contractor is to provide 100 percent or of all services, parts, hardware, and labor. The contractor manager will conduct a periodic contract management meeting to review the performance of both the contractor and the systems to mutually plan any activities or changes required for the period of the contract. Adherence to the Food and Drugs Code of Federal Regulations Title 21 (CFR 21), Joint Commission Accreditation Healthcare Organization (JCAHO) and Original Equipment Manufacturers (OEM) standards is mandatory. This system was purchased by Department of Veterans Affairs, Veterans Health Administration, Veterans Integrated Service Network 17, Network Contract Activity for the South Texas Veterans Health Care System (STVCHS) and is no longer under warranty. This will be for a period of one (1) base year and four (4) option years beginning on contract award. The diagnostic imaging system to be under this service agreement is listed below: VA EE IDENTIFICATION: 139062 SITE IDENTIFICATION NUMBER: 154178 MANUFACTURER: Elekta Inc. EQUIPMENT DESCRIPTION: Radiotherapy System MODEL #: Versa HD SERIAL #: 154178 LOCATION: VA Aurora Cancer Center; Oncology Department; 9102 Floyd Curl Drive, San Antonio, Texas 78240. COVERAGE: FULL MAINTENANCE SERVICE AGREEMENT The listed equipment systems below are subcomponents of main system and are to be included: Active Breathing Coordinator, serial number 000365, SO002-Y Electron Energies, SO014-Y Fraxion, SO071-Y HDRM, SO096-Y HexaPOD evo RT Module System, serial number 04552, SO021-Y Photon Energies, SO003-Y Response, SO098-Y Agility, serial number 291329, SO089-Y Precisebeam VMAT, SO067-Y XVI System, serial number 336268, SO069-Y iViewGT System, serial number 301740, SO025-Y Treatment Suite Control System, serial number 311337 NPSS (Precise Treatment Table), serial number 228074 Conformance Standards: All services provided under this contract must be performed in conformance with the Code of Federal Regulations Title 21, National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), and Original Equipment Manufacturer standards and specifications. Hours of Work: Hours of work for preventative maintenance (PM) and Emergency Repairs shall be during normal business hours, Monday through Friday, 8:00 am 9:00 pm. This excludes federal holiday 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. The Contractor s Field Service Engineers must report to the COR to apply for a Contractor s Badge. If a contractor s badge is not obtained they must sign in at the Security Police Desk to obtain a one-day badge. Field Service Engineers must sign in at Biomedical Engineering Services and inform Biomedical Engineering personnel of their presents before work begins. Upon completion of work, the Field Service Engineer must report to Biomedical Engineering personnel and debrief them on the work accomplished. If they received a one-day badge from the Security Police, they must report back to the Security Police Desk to return the badge and sign out. Description of Services Provided by the Contractor: The Contractor shall provide all required test equipment, qualified competent personnel and Original Equipment Manufacturer (OEM) parts to repair and return this system to an operable condition in accordance with OEM specifications and Food and Drugs Code of Federal Regulations Title 21 (CFR 21). The Contractor shall use the OEM established procedures and checklists. A Field Service Report shall be supplied to the COR at the completion of installation and calibration to include a detailed check list of procedures performed. PMs shall include, but are not limited to, the following: Cleaning of equipment (not housekeeping). Oversee Installation of OEM 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 Original Equipment Manufacturer specifications. Replacing any OEM labels, decals, and/or warning tags that are not legible. Providing documentation to Biomed of services performed. Providing detailed confirmed kVp, mAs, mA, time, mR and air kerma readings. 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). System check-ups: The contractor shall perform inspections of the system at any time at the request of the COR during the Service Maintenance Agreement period. All exceptions to the PM Inspection schedule shall be arranged and approved in advance with the Contracting Officer. Parts: The Contractor shall furnish all proprietary software, upgrades and parts as necessary to maintain the equipment, covered by this contract, in accordance with the Conformance Standards Section. The Contractor stipulates by submitting his offer that he has ready access to new proprietary software, upgrades and parts (manufactured, supplied by the manufacturer). All proprietary licensed software upgrades and parts supplied shall be of current manufacture and have full compatibility with existing equipment. Documentation of intended parts source(s) shall be provided to the Contracting Officer upon request. All parts necessary for the maintenance or repair of this equipment shall be furnished as part of this contract.. Parts are to be delivered with a 95 percent same day shipment of all stock parts to minimize down time of covered systems. The following spare parts coverage must be included: Thyratron replacement coverage OO_USPC_THY Agility camera coverage OO_USPC_MLCC_AG Electron Gun replacement coverage OO_USPC_ELG IViewGT Panel replacement coverage OO_USPC_IVGTPNL XVI Panel replacement coverage OO_USPC_XVIPNL Xray tube replacement coverage OO_USPC_XRAYTB Ion Chamber replacement coverage OO_USPC_IONCMB Magnetron replacement coverage OO_USPC_MAGSTD Documentation/Reports: The Contractor shall submit a legible field service report within 3 working days, 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 and a valid purchase order must be obtained prior to initiation of the service repair if outside scope/hours of coverage. 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. Personnel with any laptops, thumb drives or CD/DVD s intended to be plugged in to the equipment are required to allow these devices to be scanned by Biomedical Engineering personnel for malware before they are plugged in to the systems. After repairs are completed, these systems must be brought to Biomedical Engineering personnel to be scanned for possible patient personnel health history. 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. 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. Subcontracting Goals See solicitation/contract FAR Clause 52.219-9 Small Business Subcontracting Plan and 852.219-9 VA Small Business Subcontracting Plan Minimum Requirements. VA Socioeconomic Subcontracting Goals   FY 2018 Small Business 17.5% Veteran-Owned Small Business (VOSB) 5.0% Service-Disabled Veteran-Owned Small Business (SDVOSB) 3.0% Small Disadvantaged Businesses (including Section 8(a)) 5.0% Women-Owned Small Business 5.0% Historically Underutilized Business Zone (HUBZone) Small Business 3.0 Information Systems Officer, Information Protection: The contractor will not have access to VA Desktop computers nor will they have access to online resources belonging to the government while conducting services in the application of complex adaptive system theory to health care organizations. The certification and accreditation requirements do not apply to this procurement nor is a security accreditation package required. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. Privacy Officer: The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. Records Manager: RECORDS MANAGEMENT: 1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 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. 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. ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 12.00 MO __________________ __________________ Contractor shall provide services on the Elekta Linear Accelerator and its related subcomponents in accordance with the statement of work. MODEL #: Versa HD SERIAL #: 154178 Contract Period: Base POP Begin: POP End: 1001 12.00 MO __________________ __________________ Contractor shall provide services on the Elekta Linear Accelerator and its related subcomponents in accordance with the statement of work. MODEL #: Versa HD SERIAL #: 154178 Contract Period: Option 1 POP Begin: POP End: 2001 12.00 MO __________________ __________________ Contractor shall provide services on the Elekta Linear Accelerator and its related subcomponents in accordance with the statement of work. MODEL #: Versa HD SERIAL #: 154178 Contract Period: Option 2 POP Begin: POP End: 3001 12.00 MO __________________ __________________ Contractor shall provide services on the Elekta Linear Accelerator and its related subcomponents in accordance with the statement of work. MODEL #: Versa HD SERIAL #: 154178 Contract Period: Option 3 POP Begin: POP End: 4001 12.00 MO __________________ __________________ Contractor shall provide services on the Elekta Linear Accelerator and its related subcomponents in accordance with the statement of work. MODEL #: Versa HD SERIAL #: 154178 Contract Period: Option 4 POP Begin: POP End: GRAND TOTAL __________________ This contract will be for a 1-year base with four additional 1-year optional renewals. A written Request for Quotations (RFQ) will be issued to the Government Point of Entry www.fbo.gov. Responses to the solicitation must be made via email to Joseph.Leyte@va.gov.

Original Point of Contact

POC Joseph A. Leyte

Place of Performance

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