J065--Intent to Sole Source Siemens Symbia Preventative Maintenance Base and four option years 08/20/2021-08/19/2026

Intent to Sole Source-Siemens Medical Solutions. The Department of Veterans Affairs intends to issue sole-source firm-fixed priced contract to Siemens Medical Solutions USA, Inc. 200 40 Liberty Blvd Malvern, Pennsylvania 19355. A sole source procurement will be issued to Siemens Medical Solutions USA, Inc. because they are the only vendor capable of fully performing the service and software updates for the below equipment. This procurement will be sole source order against Indefinite Delivery, Indefinite Quantity (IDIQ) contract SPE2D1-17-D-0023 awarded to Siemens for the purchase of annual service maintenance to existing equipment located at Mt. Home VAMC. NAC contract SPE2D1-17-D1-0023 was awarded 02/28/2017 and valid till 02/27/2027. Only Siemens is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized; (FAR 8.405-6(a)(1)(i)(B)). Period of Performance: 08/20/2021-08/19/2026 NACIS:811219, Other Electronic and Precision Equipment Repair and Maintenance PSC: J065, Housekeeping-Fire Protection Size Standard: $20.5 M SCOPE OF WORK: The James H. Quillen Veterans Administration Medical Center (VAMC), Corner of Lamont and Veterans Way, Mountain Home, TN 37684, has a requirement for a service contract on the Siemens Symbia Evo and Symbia.Net Multi-User Gold Contract. which shall provide routine preventative and corrective maintenance in order to ensure optimal working condition and lessen the likelihood of down time. SPECT Sources Replacement PHI-1024 and HEGL-1033 as defined in the Deliverables Section. This requirement includes weekday standard Hours from 8AM-6PM M-F, 97% Uptime guarantee, 30-minute phone response, 4-hour on-site response time and Siemens Remote Services. Periodic Maintenance Inspections (PMI) in accordance with Siemens specifications. PMI will be performed on weekdays, M-F during standard hours 8am to 6pm. Parts ordered by Noon will be delivered the same day, this contract is to be in effect no later than Aug 20, 2021 and will expire Aug 19, 2022. This contract is Base plus 4 Option years. The Siemens Medical Systems has a dedicated VPN connection (Smart Remote Services, a Siemens proprietary remote support and diagnostic service tool), that allows the OEM to remotely connect into the system to diagnose user-specified issues, push security patches, allow for error log retrieval, 24/7 remote system monitoring and allows service engineers from a remote location to troubleshoot the Siemens Medical Systems machines and software. Siemens currently has a National BAA in place. Siemens software upgrades and firmware patches for Siemens products. Upgrades and patches are needed to keep current with new safety features, new SW platform upgrades and new OS (operating system) upgrades, including the required upgrades of Siemen s proprietary and customized Symbia.Net Multi-User console computer systems. STATEMENT OF WORK Price/Cost Schedule: Item Number Description of Supplies/Services 0001 Siemens Symbia Evo Single-Photon Emission Computerized Tomography (SPECT) 400-642337 Symbi.Net Multi-User (Up to Five Users) 400-642338 Symbia.Net Multi-User (Up to Five Users) 400-642338 Contract Period: Base Period of Performance (POP) Begin: 08/20/2021 POP End: 08/20/2022 1001 Siemens Symbia Evo Single-Photon Emission Computerized Tomography (SPECT) 400-642337 Symbia.Net Multi-User (Up to Five Users) 400-642338 Symbia.Net Multi-User (Up to Five Users) 400-642338 Contract Period: Base Period of Performance (POP) Begin: 08/20/2022 POP End: 08/20/2023 2001 Siemens Symbia Evo Single-Photon Emission Computerized Tomography (SPECT) 400-642337 Symbia.Net Multi-User (Up to Five Users) 400-642338 Symbia.Net Multi-User (Up to Five Users) 400-642338 Contract Period: Base Period of Performance (POP) Begin: 08/20/2023 POP End: 08/20/2024 3001 Siemens Symbia Evo Single-Photon Emission Computerized Tomography (SPECT) 400-642337 Symbia.Net Multi-User (Up to Five Users) 400-642338 Symbia.Net Multi-User (Up to Five Users) 400-642338 Contract Period: Base Period of Performance (POP) Begin: 08/20/2024 POP End: 08/20/2025 4001 Siemens Symbia Evo Single-Photon Emission Computerized Tomography (SPECT) 400-642337 Symbia.Net Multi-User (Up to Five Users) 400-642338 Symbia.Net Multi-User (Up to Five Users) 400-642338 Contract Period: Base Period of Performance (POP) Begin: 08/20/2025 POP End: 08/20/2026 Deliverables Description Accredited Self Study Program This accredited self-study program provides the latest trends in imaging. These hot topic review articles will be mailed directly to your institution and will provide up to 24 Category A Continuing Education Credits fully recognized by ARRT and NMTCB. A comprehensive study guide accompanies each article to help ensure focus on technologist-relevant information. Application Hotline Phone Support Siemens Customer Care Center Clinical Applications Phone Support is provided with this contract during modality specified hours, call 1-800-888-7436 with your questions and to receive direct access to a Clinical Education Specialist Enhanced Virtual Learning Sub This 12 month multi-modality subscription provides access for imaging professionals to receive additional educational content. This high-value content includes step-by-step performance-enhancing videos, a minimum of 6 one-hour on-demand webinars covering current clinical and industry topics, and access for up to 24 CEUs via your PEPconnect Virtual Wallet. The on-demand webinars are recorded and posted on a regular basis over the term of the subscription and are available for unlimited viewing once posted. Imaging professionals must be logged into PEPconnect (Siemens online learning platform) to be eligible to receive the CEUs. PEPconnect provides access to all online and virtual training with a wide variety of product-specific, clinical and job-relevant courses. This educational offering must be completed 12 months from purchase date. If training is not completed within the applicable time period, Siemens obligation to provide the training will expire without refund. General Spare Parts Coverage Replacement of standard spare parts. Excludes high-vacuum components, consumables, Shock wave components, Transducers, TEE's and Specialty Probes, Flat Panel Detectors, MMLC, and Waveguides. Excludes non-Siemens parts unless specifically identified in Exhibit A. Labor Unlimited coverage of on-site labor during the Principal Coverage Period indicated. Preferred labor rates for billable service outside of Principal Coverage Period (at current prevailing tiered rates). No Consumable Coverage Upon selection to not have consumable coverage, customer agrees to supply at his/her own expense consumables, such as but not limited to, batteries, leads, padding, storage media, cassettes, etc. Full list of consumables covered can be found on teamplay Fleet customer portal: fleet.siemens-healthineers.com. No Evolve Coverage Operating system software or hardware upgrades are not included; Siemens is not obligated to provide software updates to down-level software versions. This could limit Siemens capabilities to mitigate system or component end of support and may result in hardware or software obsolescence. Alternative hardware and/or software may be purchased as an upgrade if available but will not be covered by the terms of this service agreement. On-Site Response Siemens guarantees on-site CSE arrival within a specific time period (see Exhibit A) after a call for service has been placed with the Siemens Customer Care Center. This on-site response applies in system/room down situations only. (See Response Time Guarantee in General Terms and Conditions for additional information) Parts Delivery Spare parts arrival for on-site repair of room-down/system-down is typically the Same Day following the time the parts order is submitted. Parts Order Requirement Parts order must be placed with Siemens by noon (Customer's local time) in order to receive Parts Delivery commitment as specified. Phone Response A representative from Siemens Healthineers will follow up with the customer within this timeframe to discuss the status of the initial notification. Planned Maintenance Preventive services carried out in accordance with the equipment's specific maintenance plan. This includes: tracking and scheduling of required maintenance tasks; exchange of wear and tear parts according to maintenance plan; care measures; adjustments to factory specifications; verification of specified performance and functionality; documentation and detailed protocol of system condition. Principal Coverage Period Hours defined in Exhibit A during which agreed-upon services are provided. Productivity Package Coverage Coverage of optional Integrated Collimator Changer, Automatic Collimator Changer and Automatic Quality Control subsystems. Excludes collimator(s) and replenishment of cobalt-57 sources. Quality Assurance Regular quality assurance tasks and image quality inspections to achieve consistent, high-quality images, are performed to keep the system within the quality specifications as issued by the factory. Safety Checks Safety Checks are performed to ensure compliance with all local and federal guidelines and regulations. This service consists of: Tracking and scheduling of required tests Mechanical Safety Checks (e.g. mechanical movements etc.) Electrical Safety Checks (e.g. leakage currents, insulation etc.) Reporting of findings and results Smart Remote Services Smart Remote Services the efficient and comprehensive infrastructure for medical equipment-related remote services combines high-tech medical engineering with state-of-the-art information technology. Services, which formerly required on-site visits, are now available via data transfer. SRS enables both Core Services (which are included as part of our standard service agreements), as well as optional services (called Enhanced Productivity Services - EPS). A VPN connection is required. SPECT Detector Head Subsystem Coverage Coverage for the replacement of standard spare parts of the SPECT detector head subsystem that impact image quality. This includes but is not limited to cables, boards, Photomultiplier Tubes (PMT's), preamps and detector itself. This excludes cover(s), detector service tools and the tub itself. For c.cam systems detector head subsystem coverage includes replacement of the crystal. SPECT Sources HEGL-0133 Coverage for the bi-annual source replenishment of the 10 mCi Gd-153 line sources at the expiration of its useful life (2 years), for the Automatic Quality Control option installed on the SPECT system. SPECT Sources PHI-0124 Coverage for the annual source replenishment of the 50 Ci Co-57 point source at the expiration of its useful life (1 year), for the Automatic Quality Control option installed on the SPECT system. teamplay Basic teamplay is a cloud based solution that provides Customer access to certain metrics on the Equipment and other Siemens imaging systems connected to Customer s network. teamplay s Basic applications require the installation of locally installed teamplay receiver software with web-based analytics relating to usage data management. The teamplay receiver software can be installed on Customer s hardware or virtual machines meeting the minimum hardware requirements. teamplay Fleet Access teamplay Fleet portal provides most relevant equipment information, including contract duration and service level agreement across your entire institution and multiple locations. Access includes documents, online training courses provided by PEPconnect and smart connection to other teamplay applications across any of Siemens Healthineers imaging, laboratory and software solutions. Technical Phone Support Access to specialists at the Siemens Customer Care Center for fast diagnosis and technical support is available during Core Modality Hours. Technical support resources will be available outside of Core Modality Hours on an on-call basis during the On-Call Hours specified by modality. Telephone response times cannot be guaranteed outside of Core Modality Hours. All modality hours are listed below (and can also be found on teamplay Fleet: fleet.siemens-healthineers.com) and are subject to change. Modality (EST) AT AX Core Hours 7:00a 7:00p M-F On Call Hours 24 x 7 outside Core Modality Hours AT SU Core Hours 8:00a 6:00p M-F On Call Hours N/A AT ECS Core Hours 8:00a 6:00p M-F On Call Hours 6:00p 12:00a M-F CT Core Hours 7:00a 1:00a M-F On Call Hours 7:00a 5:00p Sat Sun 24 x 7 outside Core Modality Hours MI PET Core Hours 6:30a 10:00p M-F On Call Hours 7:00a 3:00p Sat Sun 6:30a 10:00p Holidays MI SPECT Core Hours 7:00a 8:00p M-F On Call Hours 8:00p 12:00a M-F 7:00a 5:00p Sat Sun 6:00a 12:00a Holidays MI PCL (Preclinical Systems) Core Hours 8:00a 6:00p M-F On Call Hours n/a MR Core Hours 6:30a 9:00p M-F On Call Hours 7:00a 5:00p Sat 24 x 7 outside Core Modality Hours ULT Core Hours 7:30a 8:00p M-F On Call Hours 8:00p 11:00p M-F 8:00a 8:00p Sat Sun XP RF Core Hours 8:00a 7:00p M-F On Call Hours 7:00p 12:00a M-F 8:00a 8:00p Sat Sun XP WH XPU XP SU Core Hours 8:00a 5:30p M-F On Call Hours 5:30p 12:00a M-F 8:00a 8:00p Sat Sun Travel Includes travel time for Customer Service Engineer to and from Customer's site. Subject to change to reflect currently prevailing rates, if occurring outside of the Principal Coverage Period indicated. Updates Modifications or reliability enhancements to equipment includes two types: Mandatory (safety and performance-related update instructions) and Non-mandatory (reliability-related service instructions). Labor is included during the hours of PCP. Does not include enhancements to the operating systems or additional functionality. Uptime Guarantee Guarantee that the Equipment will function at the minimum Uptime Performance level set forth in Exhibit A of this Agreement. A SRS connection via VPN broadband is mandatory It is required that service personnel are factory trained and certified on the Varian equipment listed below in the 1. EQUIPMENT section. Training and certification documentation must be provided to the Contracting Officer s Representative (COR), listed in section 2. DEFINITIONS/ACRONYMS, upon execution of the contract, if requested. This documentation is to remain on file with the COR. EQUIPMENT: Equipment to be serviced and/or maintained includes, but is not limited to: (Equipment is located at the James H. Quillen VA Medical Center, Mountain Home, TN) Functional Location Description 400-642337 Symbia Evo 400-642338 Symbia.Net Multi-User 400-642339 Symbia.Net Multi-User CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, CDRH, and includes performance standards and specifications. UNSCHEDULED MAINTENANCE: A. Contractor shall maintain the equipment in accordance with the Conformance Standards Section. The Contractor will provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, (without additional cost to the Government), and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. The contractor shall furnish all required parts. B. The Contracting Officer (CO), COR, or designated alternate has the authority to approve/request a service call from the contractor. SCHEDULED MAINTENANCE: A. The Contractor shall perform Preventive Maintenance (PM) service to ensure that equipment listed in the schedule performs in accordance with Section 3. CONFORMANCE STANDARDS. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. 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 to the manufacturer s 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 which are likely to become faulty, fail or become worn. 6. Measuring and adjusting and calibrating as necessary for optimal image quality. 7. Inspecting, and replacing where indicated, electrical wiring and cables for wear and fraying. 8. Inspecting and replacing where indicated, all mechanical components including, but not limited to: 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. 9. Returning the equipment to the operating condition defined in Section 3. CONFORMANCE STANDARDS. 10. Providing documentation of services performed. 11. Inspecting and calibrating the hard copy image device. PM services shall be performed in accordance with, and during the hours defined in, the preventive maintenance schedule established herein. 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. B. The contractor shall furnish all backup documentation, including photographs of all measurements and calibrations, to ensure that the system is performing in accordance with the Conformance Standards. The following specific system operation parameters shall be surveyed and documentation provided to the COR during the first (1st) and sixth (6th) month of the contract base period and annually thereafter during the eleventh (11th) month of each subsequent option period. 1. Completion of logs of same content as PM logs. PARTS: The contractor shall furnish and replace parts to meet the uptime requirements. The contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract invoice shall include all parts. The contractor shall use new or re-built parts. The contractor shall not install used parts; without approval. DOCUMENTATION/REPORTS The documentation will include 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 Section. In addition, each FSR 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 FSR Number/Log Number. D. Date, Time, (starting and ending), Equipment Downtime and ours-On-Site for Service call. E. VA PO#(s) covering the call, if outside normal working hours. F. Description of Problem Reported by COR/User. G. Identification of Equipment to be serviced: INV. ID# Manufacturer s Name, Device Name, Model #, Serial #, and any other Manufacturer s identification #s. H. Itemized Description of Service Performed (including Costs associated with after normal working hour services), including: Labor and Travel, Parts (with part #s) and Materials and Circuit location of problem/corrective action. I. Total Cost to be billed. J. Signatures: 1. FSE performing services described. 2. VA Employee who witnessed service described. K. Equipment downtime NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED. REPORTING REQUIREMENTS: The contractor shall be required to report to Biomedical Engineering to log in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible FSR(s). The FSE shall be required to log out with Biomedical Engineering and submit the FSR(s) to the COR. All FSRs shall be submitted to the equipment user for an acceptance signature and to the COR for an authorization signature . If the COR is unavailable, a signed, authorized copy of the FSR will be sent to the COR after the work which can be reviewed (if requested or noted on the FSR). THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTES. However, all responsible sources may submit a capability statement or quotation, which shall be considered by the agency on or before July 01, 2021, 10:00am CST to [email protected]. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. The Department of Veterans Affairs will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent. Only written responses will be considered. All responses from responsible sources will be fully considered. As a result of analyzing responses to this notice of intent, the Government shall determine if a solicitation will be issued. Any prospective contractor must be registered in the System for Award Management (SAM) in order to be eligible for award. Interested parties are encouraged to furnish information by email only with RESPONSE TO INTENT TO SOLE SOURCE 36C24921Q0379 in the subject line. All documents submitted will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities including documented proof the quoter is authorized by the OEM to accomplish software programming changes to satisfy the requirements listed above to the Contracting Specialist, Christina Lawrence by email at [email protected]. The capability documentation should include general information and technical background describing in detail the prospective contractor's capabilities and experience that will demonstrate the ability to support these requirements, including proof of training and certification for performing maintenance and service on the listed equipment and systems. Point of Contact: Christina Lawrence, [email protected].