Special Notice Notice of Intent to Award a Single-Source Procurement The Department of Veterans Affairs, Veterans Health Administration, Veterans Integrated Service Network (VISN) 17, Network Contracting Office (NCO) 17, located at 5441 Babcock Road, Ste. 302, San Antonio, TX 78240 intends to solicit and award a single-source firm-fixed priced service maintenance agreement for one (1) base year and four (4) option years to Elekta, Inc. for the following equipment: 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 Scope of Work: Contractor shall provide 13-hour, five-day customer service and a technician is to respond by telephone within one (1) hour once the call for service is reported to provide an estimated time of arrival. The technician must be on site within a twelve (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 98 percent. 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, proprietary software, and labor. 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. 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. 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. Refurbished parts will not be acceptable. 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. 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. The NAICS Code for this procurement is 811219 Other Electronic and Precision Equipment Repair and Maintenance with a Small Business Size Standard of $20.5M. This action is accomplished under FAR 13.106-1(b)(1)(i), Soliciting from a Single-Source . This notice is not to be considered a request for quotations or proposals. No contract will be awarded based on offers received in response to this notice; however, any offers received may be used to determine if a comparable source is available and more advantageous to the government. All responsible sources may submit a response; which, if timely received, will be considered by the agency. If parties choose to respond, any cost associated with preparation and submission of data or cost incurred in response to this announcement shall be the sole responsibility of the contractor and will not be reimbursed by the Government. A determination by the Government not to compete this proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no affirmative written response is received by the response date and time, a purchase order will be issued to Elekta, Inc. without any further notice. Interested firms must respond directly to
[email protected] no later than 12:00 P.M. CDT on July 2, 2018.