This is a combined synopsis-solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The Solicitation number is VA-261-10-RP-0305 with a due date of August 9, 2010; 3:00PM PST. The solicitation is a Request for Proposal (RFP) for maintenance services for post lease on VISN Wide Power Scribe Voice Recognition System. This contract will be fixed price and will start on October 1, 2010-September 30, 2011 with two option year. This solicitation is unrestricted; NAICS code is 811212, size standard of $25.0 million. Product Service code of J099 applies. List of contract line items, quantities are listed below. Maintenance will be conducted in Reno, Northern CA, San Francisco, Fresno, Palo Alto, and Hawaii. Proposal should reflect the total cost associated with each location. All questions must be submitted in writing and e-mail to
[email protected]. Any amendment issued against this RFP will be available from www.fedbizopps.gov . Contractor is responsible for submitting all documents required in accordance with the RFP, including any amendments which will be posted on this website. This action is also subject o availability of funding. Proposal shall be submitted on an all or nothing basis. Partial proposal will be rejected. Proposals shall be valid for 60 days from offer due date. The following provisions and clauses apply plus any addenda: FAR 52.212-1 Instructions to Offerors - Commercial Items (JUN 2008) FAR 52.212-2; Evaluation - Commercial Items (JAN 1999) For the purposes of this clause the evaluation factors will be the price, technical and past performance. Evaluation factors are listed in descending order of importance. Technical and past performance, when combined, are approximately equal to price. The fills-ins is http://www.acquisition.gov/far/index.html and http://www1.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm, respectively. FAR 52.212-3 Offeror Representations and Certifications - Commercial Items (AUG 2009) FAR 52.212-4 Contract Terms and Conditions - Commercial Items (MAR 2009) FAR 52.212-5 Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items (February 2010) For the purposes of this clause, items (b) 18-26, 28, 30, 33, and 39 are considered checked and apply. FAR 52.217-8 Option to Extend Services (NOV 1999) FAR 52.217-9 Option to Extend the Term of the Contract (MAR 2000) FAR 52.224-1 Privacy Act Notification (APR 1984) FAR 52.224-2 Privacy Act (APR 1984) FAR 52.233-2 Service of Protest (SEP 2006) FAR 52.232-18 Availability of Funds (APR 1984) FAR 52.247-34 F.O.B. Destination (NOV 1991) FAR 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) For the purpose of this provision, the fill-ins are http://www.acquisition.gov/far/index.html and http://www1.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm, respectively. VAAR 852.203-70 Commercial Advertising (JAN 2008) VAAR 852.233-70 Protest Content (JAN 2008) VAAR 852.233-71 Alternative Protest Procedure (JAN 1998) VAAR 852.237-70 Contactor Responsibilities (APR 1984). VAAR 852.270-1 Representatives of Contracting Officers (JAN 2008) VAAR 852.273-70 Late Offers (JAN 2003) VAAR 852.273-74 Award Without Exchanges (JAN 2003) VAAR 852.273-75 Security Requirements for Unclassified Information Technology Resources (OCT 2008) VAAR 852.273-76 Electronic Invoice Submission (OCT 2008) This RFP and incorporated provisions and clauses are those in effect through FAC 2005-42 Offeror shall submit all information with offer as required in 52.212-1; a completed copy of provisions 52.212-3 Offeror Representations and Certifications and the Contract Terms and Conditions - Commercial items applies to this acquisition. Offeror may obtain copies of the referenced provisions and clauses at http://arnet.gov/far and http://www.va.gov/oa&mm/vaar/ or by sending an email to the Contracting Officer at
[email protected]. The Contracting Officer may add any additional contract requirements or terms and conditions (such as contract financing arrangements or warranty requirements) determined by the Contracting Officer to be necessary for this acquisition and consistent with customary commercial practices. Proposals can be mailed to: Marie Teodoro, (90CCA),5342 Dudley Blvd, CCA Bldg 209, McClellan Park, CA 95652 or electronically to
[email protected] Proposals can be hand delivered to 3230 Peacekeeper Way, Bldg 209, McClellan Park, CA 95652. Web based offers will not be accepted. Price/Delivery Schedule ITEM DESCRIPTION OF QTY UNIT UNIT Total NO. SUPPLIES/SERVICES PRICE Amount 1 12.00 MO $_______ $ _________ FOR RENO SW WEB SERVER PSW 1 PROCESSOR, LICENSE POWEREXP SW CUSTOM, LIC TELEPHONE SRVR 3.0 POWERSCRB, KIT, SW TEST SYSTEM PSW, LICENSE RECOGNITION SERVER SW, LICENSE PS WORKSTATION SELF EDIT CONCURRENT SEAT MODEL 7/15, LICENSE API SERVER, 8 PowerMics. 2 12.00 MO $_______ $_________ FOR NORTHERN CALIFORNIA SW WEB SERVER PSW 1 PROCESSOR, LICENSE POWEREXP SW CUSTOM, LIC TELEPHONE SRVR 3.0 POWERSCRB, KIT, SW TEST SYSTEM PSW, LICENSE RECOGNITION SERVER SW, LICENSE PS WORKSTATION SELF EDIT CONCURRENT SEAT MODEL 15/60, License API server, 21 PowerMics. 3 12.00 MO $_______ $_________ FOR SAN FRANCISCO SW WEB SERVER PSW 1 PROCESSOR, LICENSE POWEREXP SW CUSTOM, LIC TELEPHONE SRVR 3.0 POWERSCRB, KIT, SW TEST SYSTEM PSW, LICENSE RECOGNITION SERVER SW, LICENSE PS WORKSTATION SELF EDIT CONCURRENT SEAT MODEL 20/100, License API server, 15 PowerMics. 4 12.00 MO $_______ $ ________ FOR FRESNO SW WEB SERVER PSW 1 PROCESSOR, LICENSE POWEREXP SW CUSTOM, LIC TELEPHONE SRVR 3.0 POWERSCRB, KIT, SW TEST SYSTEM PSW, LICENSE RECOGNITION SERVER SW, LICENSE PS WORKSTATION SELF EDIT CONCURRENT SEAT MODEL 7/10. License API server, 88 PowerMics. 5 12.00 MO $_______ $_______ FOR PALO ALTO SW WEB SERVER PSW 1 PROCESSOR, LICENSE POWEREXP SW CUSTOM, LIC TELEPHONE SRVR 3.0 POWERSCRB, KIT, SW TEST SYSTEM PSW, LICENSE RECOGNITION SERVER SW, LICENSE PS WORKSTATION SELF EDIT CONCURRENT SEAT MODEL 17/83, License API server, 18 PowerMics. 6 12.00 MO $______ $ ______ FOR HAWAII SW WEB SERVER PSW 1 PROCESSOR, LICENSE POWEREXP SW CUSTOM, LIC TELEPHONE SRVR 3.0 POWERSCRB, KIT, SW TEST SYSTEM PSW, LICENSE RECOGNITION SERVER SW, LICENSE PS WORKSTATION SELF EDIT CONCURRENT SEAT MODEL 2/5, License API server. LICENSE CORRECTION EDITOR, 1 PowerMics. GRAND TOTAL $__________ NOTE: Refer to Statement of Work (SOW) for more information STATEMENT OF WORK (SOW) SERVICES: Contractor shall furnish the following services for the covered systems: Level 3 Support: On-site installation of Updates (excluding DNS for which support is delivered remotely), and on-site support for system troubleshooting and repair not otherwise provided for by Depot Repair Support on a twenty-four (24) hours per day, seven (7) days per week (24x7) basis. Vendor will provide all necessary on-site labor to support system operation on all items not covered by Deport Repair Support. Vendor will provide Equipment fault troubleshooting for VA provided equipment and will be responsible for installation of vendor provided software if replacement equipment is required. Vendor will use commercially reasonable efforts to diagnose and resolve any issues concerning the Programs via telephone, email, web page and/or fax support. Customer shall receive any Updates and Upgrades released by the vendor in the ordinary course of its business during the term of this Maintenance Services. Customer is also entitled to receive documentation and minor enhancements as the vendor makes them available during the Term of this contract. The following additional terms apply: 1. Remote Support Requirements For remote support, the vendor will utilize VA approved VPN remote access clients. In order to provide this support, the vendor will use (i) pcANYWHERE (ii) Citrix GoToAssist Web based support technology or (iii) Microsoft Terminal Services (each a "Supported Solution") for console and workstation level access. 2. Emergency Remote Support Emergency remote support is provided on a 24-hour/7 day per week basis. An Emergency Support call is authorized when the Programs (excluding DNS for which support is delivered remotely) or Equipment fails to operate in accordance with the Specifications, and the failure is of such a nature as to prevent the continuation of the day-to-day business operations of VA, and for which no immediate workaround is available. Vendor will make commercially reasonable efforts to assist the VA in becoming operational and will return all Emergency Support calls within one (1) hour following receipt of the call by the Vendor. 3. Non-Emergency Remote Support - Response Time For Non-Emergency Remote Support calls, the vendor will contact VA within four (4) hours following receipt of the call. 4. Update and Upgrade Coverage The vendor will provide to VA Updates and Upgrades of the applicable Programs released during the Term of this Maintenance Plan. 5. Virus Protection Vendor shall provide an approved listing of anti-virus software product and ensures proper operation of the core application and essential utility software when used in conjunction with the approved anti-virus software. The vendor, as part of the installation process, will configure server-based products to perform automated virus definition updates. VA is also responsible for ensuring virus definition updates are performed consistent with VA internal virus protection policies 6. Additional Data FieldMappings on HL7 Integrations Vendor will provide up to five (5) free additional HL7 data field mappings within their integration. Maintenance Services does not provide for an entire new integration when HL7 standards migrate to new levels (e.g. HL7 version 3), VA replaces their host environment nor does Maintenance Services cover any custom requests. 7. Equipment Upgrades From time to time Updates and/or Upgrades on applicable Programs may result in the requirement or recommendation by the vendor that VAupgrade the Equipment and/or upgrade VA-provided hardware components. Any such necessary Equipment and/or VA-provided hardware upgrades shall be at the sole responsibility and cost of VA, whether the original Equipment was purchased from the vendor or purchased separately by VA. 8. Implementation Services and Upgrades From time to time Updates and/or Upgrades on applicable Programs may result in the requirement or recommendation by the vendor that VA receives various services to implement the software effectively. Such services include but are not limited to user training, administrator training, software programming and project management. Any such necessary services shall be charged at the discretion of the vendor and are at the sole cost of VA. Level 2 Depot Repair Support Vendor to maintain a depot repair center. In the event VA requires repair support for any PowerMic, VA may chose to collect, ship, receive and deploy the applicable PowerMic to the depot repair center. DEFINITIONS/ACRONYMS A. Biomedical Engineering - Supervisor or designee, Phone Number (925) 372-2714. B. CO - Contracting Officer. C. COTR - Contracting Officer's Technical 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 operative conditions. Service shall consist of calibration and testing in accordance with the manufacturer's latest established service procedures to ensure operation of equipment within manufacturer's or VA's performance specifications, whichever is the most rigorous. PM includes cleaning, inspecting lubricating and testing all equipment. All equipment shall be operated at least one complete operating cycle at the end of each PM. E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VA Outpatient Clinic 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 - VAOPC employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. H. Authorization Signature - COTR's signature; indicates COTR accepts work status as stated in ESR. I. NFPA - National Fire Protection Association. J. CDRH - Center for Devices and Radiological Health. K. VAOPC - Department of Veterans Affairs Outpatient Clinic. L. OEM - Original Equipment Manufacturer M. "Update" means a release of a Program that may include minor feature enhancements, and/or bug fixes and/or fixes of minor errors and/or corrections and typically is identified by an increase in a release or version number to the right of the first decimal (for example, an increase from Version 5.1 to 5.2 or from Version 5.1.1 to 5.1.2). "Update" shall not be construed to include Upgrades. N. "Upgrade" means a release of the Program that may include some feature enhancements and/or additional capabilities (functionality) over versions of the Programs previously supplied to Customer, and typically is identified by an increase in the release or version number to the left of the decimal (for example, an increase from Version 5.2 to Version 6.0) For clarification purposes, "Upgrade" shall not be construed to include either a release that contains major new feature enhancements or a release that contains major new capabilities such that, in either case, Nuance, in its sole discretion, deems such release to constitute a new product or substantial extension of the product line. CONFORMANCE STANDARDS Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, JCAHO, NEC, OSHA, CAP, Federal and VA specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM's technical specifications. Additional performance specifications that exceed the OEM specifications shall be specified in writing by the VA. PREVENTIVE MAINTENANCE (PM) A. Contractor shall perform Preventive Maintenance and system performance checks as requested. B. The contractor shall furnish documentation, including all measurement and calibration data to certify that the system is performing in accordance with the performance specifications. EMERGENCY MAINTENANCE, HOURS OF COVERAGE A. All required service shall be furnished, 24x7x365 days a year. B. The CO, COTR or designated alternate has the authority to approve/request a service call from the contractor. DOCUMENTATION/REPORTS The documentation will include equipment down time and 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. In addition, each ESR 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 ESR Number/Log Number. D. Date, Time (starting and ending), Hours-On-Site for service call. E. VA Purchase Order Number(s) (if any) covering the call, if outside normal working hours. F. Description of Problem Reported by COTR/User. G. Identification of Equipment to be serviced to include the following: Equipment ID # or EE# from the bar-code, Manufacturer's Name, Device Name, Model#, Serial #, and any other Manufacturer's identification numbers. H. Itemized Description of Service(s) Performed (including 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. J. Signatures from the following: 1. FSE performing services described. 2. VA Employee who witnessed service described. K. Equipment downtime, calculated in accordance with Conformance Standards. NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COTR BEFORE SERVICE IS COMPLETED! REPORTING REQUIREMENTS The contractor shall report to Biomedical Engineering to "check-in" upon arrival and prior to performance of work under this contract. This check-in is mandatory and can be accomplished in person or by phone contact. When the service(s) is/are completed, the FSE shall document the services rendered on a legible ESR(s). The FSE shall be required to check out with the Biomedical Engineering Department (location to be specified at time of contract award) and submit the ESR(s) to the COTR. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COTR for an "authorization signature." If the COTR is unavailable, a signed accepted copy of the ESR will be sent to the COTR within 5 business days of work completion. Failure to comply, either in whole or in part, with either the notification or ESR requirements will be deemed significant non-compliance with the contract and may be justification for termination of the contract. ADDITIONAL CHARGES There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE The Contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the CO and COTR, (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 COTR with a written estimate of the cost to make necessary repairs. 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) shall have successfully completed a formalized training program, for the equipment identified in Section B. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance on equipment identified in Section B. C. The FSE(s) shall be authorized by the contractor to perform the maintenance services as required. 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 VAOPC. The CO may authenticate the training requirements, request copies of training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VAOPC equipment. The CO and/or the COTR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the VAOPC equipment. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS The contractor's FSE shall wear visible identification at all times while on the premises of the VAOPC. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. The VAOPC will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings at the VAOPC. Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.