J--Intent To Sole Source - Omnicell Maintenance Contract for Medical Equipment

Department of Veterans Affairs (VA) Network Contracting Office 16 (NCO 16) intends to award a sole source contract award to OMINCELL, INC., 1210 Charleston Road, Moutain View, CA 94043 . The Period of Performance will be a Base Year and two Twelve Month Option Periods subject to availability of funds and government discretion. Estimated contract Award Date December 27, 2014 to September 30, 2015. OMNICELL MEDICATION STORAGE EQUIPMENT AND SERVER MAINTENANCE CONTRACT 1. EQUIPMENT IDENTIFICATION: A. NAME/DESCRIPTION OF EQUIPMENT: MANUFACTURER - Omnicell EQUIPMENT - OmniRx and supporting equipment and software 2. DEFINITIONS/ACRONYMS: A. Biomedical Engineer(ing) - Supervisor or designee. B. CO - Contracting Officer C. COR - Contracting Officer's 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. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC 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 - COR's 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. VAH - Department of Veterans Affairs Hospital 3. CONFORMANCE STANDARDS: - Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, UL, OSHA, VA, and CDRH. The contractor shall supply certification of tuberculosis testing completion prior to commencing any work located on the MEDVAMC campus. 4. OPERATIONAL UPTIME - REQUIREMENTS: - All equipment shall be operable and available for use 95% of the normal operating hours of the equipment as detailed in section 5., HOURS OF COVERAGE. Downtime will be computed from notification of problem during normal work hours. Scheduled maintenance will be excluded from downtime. Normal work hours are 8:00 a.m. to 9:00 p.m., Monday thru Friday, excluding national holidays). Operational Uptime will be computed during a month long time period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action. 5. HOURS OF COVERAGE: A. Normal hours of coverage are Monday through Friday from 8:00 a.m. to 9:00 p.m., excluding holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by COR or his designee. B. Work performed outside the normal hours of coverage shall be discussed with the COR prior to contractor billing the MEDVAMC. C. Federal Holidays observed by the VAMC are: New Years' Day Martin Luther King Day Presidents' Day Memorial Day Independence Day Labor Day Columbus Day Veterans' Day Thanksgiving Day Christmas Day 6. UNSCHEDULED MAINTENANCE (Emergency Repair Service): A. Contractor shall maintain the equipment in accordance with the manufacturer's specifications. The Contractor will provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished. B. The CO, COR or designated alternate has the authority to approve/request a service call from the Contractor. C. Response Time: - If equipment failure renders any part of the system unusable, Contractor's FSE or his/her designee must arrive within six (6) hours after receipt of telephoned notification (24 hours a day 7 days a week) and proceed to completion without undue delay. If the problem cannot does not render the system unusable, the FSE will commence work (on-site physical response) within twenty-four (24) hours after receipt of the telephonic notification and will proceed progressively to completion without undue delay. D. System diagnostics and software support can be accomplished in person or via remote connection in accordance with VA IT protocols. 7. PARTS: The Contractor shall furnish and replace parts to meet uptime requirements. 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]. 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 [name the equipment], shall not be installed without specific approval by the CO or the COR. (The Contractor shall also list any excluded parts under the service contract). 8. SERVICE MANUALS/TOOLS/EQUIPMENT: The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE's 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 data manuals, by name and/or the manuals themselves shall be provided to the CO upon request. 9. DOCUMENTATION/REPORTS: The documentation 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 3, Conformance Standards or the manufacturer's 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 numbers covering the call if outside normal working hours. F. Description of problem reported by COR. G. Identification of equipment to be serviced: 1) Inventory ID number, 2) Manufacturer's name, 3) Device name, 4) Model number, 5) Serial number, 6) Any other manufacturer's identification numbers. H. Itemized Description of Service Performed (including, if applicable, Costs associated with after normal working hour services) including: 1) Labor and Travel, 2) Parts (with part numbers), 3) 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 before service is completed! 10. SOFTWARE UPDATES: The Contractor shall be required to provide software updates as they become available without undue delay. Software updates can be accomplished via remote connection in accordance with VA procedure or on-site. 11. 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 ESR(s). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COR. ALL ESRs 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 ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR). VA Biomedical Contact Persons: Mel Dumo, Morolake Omoruyi, and Baldo Garza Location (Building/Room Number): BA-200Z Telephone Number & Extension(s): 713-794-7271/7479 12. LIQUIDATED DAMAGES: Uptime Base = ("a" hours per day X "b" days per week X 52 weeks) - (PM hours during prior 365 days). Where "a" hours per day and "b" days per week are determined by MEDVAMC elected Onsite Coverage Hours for each Product. Downtime = total number of hours Product is inoperable and out of service during the Uptime Base Hours. PM time will not be included in the calculation of downtime. If contractor's responding service representative agrees the Product is inoperable, the Product will be considered out of service from the time the request for service was received at contractor's designated facility until the Product is once again turned over to the MEDVAMC for operation. Should the MEDVAMC fail to give contractor's responding service representative immediate and unencumbered access to the Product or continue to obtain scans after notifying contractor of any Product failure, the Product will be considered to be in service. A Product will be considered inoperable and out of service under the Uptime Performance Promise if the Product is unavailable for scanning patients and diagnosing images on the Product display console or operator's console. Peripheral equipment such as remote console, magnetic tape drive, hard copy devices, multi-format and laser cameras are excluded from the terms of the Uptime Performance Promise. Repair and adjustments required for anything other than Product failure, and damage or inoperability due to any cause outside of contractor's reasonable control will be excluded from the Uptime Commitment Calculation, including but not limited to damage through misuse, operator error, inadequate environmental or air conditioning protection or failure, power failure and acts of God. MEDVAMC will not be entitled to any remedy if contractor's failure to meet Uptime Performance Promise results from (i) MEDVAMC cancellations, requested rescheduling or inability to access the Product, (ii) MEDVAMC default, including contractor's suspension of service for failure to make timely payments as stated in the Service Agreement, (iii) improper care of the Product related to damage by the MEDVAMC or abuse (e.g. broken screen due to drop or fall) or (iv) any cause beyond contractor's reasonable control. 15. 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. 16. CONDITION OF EQUIPMENT: The Contractor accepts responsibility for the equipment 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. 17. 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. 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 nuclear cameras and workstations. 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 VAMC. 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 VAMC equipment. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC 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. 18. TEST EQUIPMENT: - Prior to commencement of work on this contract, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VAMC's equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard. 19. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: - The Contractor's FSEs shall wear visible identification at all times while on the premises of the VAMC. 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 VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC and should only be done in designated smoking areas. 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. 20. Performance Objective Standard PERFORMANCE THRESHOLD Method of Surveillance PRS # 1. The Contractor shall telephone support The Contractor provided telephonic service within one hour of call 24 hours a day, 7 days a week. Zero deviation. Any deviation from this standard could result in damages Documentation at time call was made and when response was received by users. Contractor to send service report to COR if any maintenance performed. PRS # 2 The Contractor shall respond on-site for any equipment failure resulting in down equipment Contractor will arrive on site within 6 hours of telephonic report of failure. Zero deviation. Any deviation from this standard could result in damages based on 95% uptime guarantee. Documentation at time call was made and when response was received by users. Contractor to send service report to COR if any maintenance performed. PRS # 3 The Contractor shall respond on-site for any equipment failure NOT resulting in down equipment Contractor will arrive on site within 24 hours of telephonic report of failure. Zero deviation. Any deviation from this standard could result in damages Documentation at time call was made and when response was received by users. Contractor to send service report to COR if any maintenance performed. The Vendor will need to access VA systems in order to perform software upgrades, preventative maintenance and maintenance repairs. PRIVACY/SECURITY The contractor will have electronic connectivity to the devices and will have access to patient databases or receive screenshots with PHI present. The Vendor does have access to the Omnicell devices thru means of remote access. Any electronic or magnetic data storage devices such as hard drives, etc. shall be turned into the ISO. Electronic or magnetic data storage devices are not to be removed from VA property. OMINCELL, INC., is the sole provider and since the software/hardware is proprietary . OMNICELL, INC, is the only available source for this service. THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE 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, a determination by the Government not to compete the 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 December 22, 2014, 2:00 p.m. (CST). Responses shall be submitted via e-mail to [email protected]. Telephone requests or inquires will not be accepted.