The Department of Veterans Affairs, Ann Arbor VA Medical Center, is soliciting and intends to award a Contract for Preventive Maintenance and Unlimited Emergency Repairs on Government owned Canon Medical Systems Devices for the Ann Arbor VA Medical Center located at 2215 Fuller Road, Ann Arbor, MI 48105. NAICS Code 811219, size standard $6.5 million. The Government intends, in accordance with FAR 6.302.1 (only one responsible source and no other supplies or services will satisfy agency requirements), to negotiate on a sole source basis with Canon Medical Systems USA, INC. for this service to provide all labor, supervision, and equipment necessary to provide Preventive Maintenance and Unlimited Emergency Repairs on Government owned Canon Medical Systems Devices. No solicitation package is available. A determination not to compete is solely within the discretion of the Government. Any response to this notice must show clear and convincing evidence that competition would be advantageous to the Government. Responses must be received NLT Noon EST 05/15/2019. No telephonic inquiries shall be accepted. All responses must be e-mailed to the contracting specialist;
[email protected]. DESCRIPTION/SPECIFICATIONS/WORK STATEMENT I. SCOPE OF WORK: The Contractor shall provide all parts, materials, labor, supervision, test equipment, technical manuals and transportation necessary to perform preventive maintenance and unlimited emergency repairs on the Government owned Canon Medical Systems devices identified in attachment A, located at the VA Ann Arbor Healthcare System, 2215 Fuller Road, Ann Arbor, MI 48105, for the period from May 28, 2019 through May 27, 2019, and any option periods awarded, in strict accordance with all schedules, specifications, terms, conditions and provisions of this contract. II. CONFORMANCE STANDARDS: All services provided under this contract must be performed in conformance with the National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), and Original Equipment Manufacturer standards and specifications. III. HOURS OF WORK: A. Hours of Work for preventive maintenance and emergency repairs, are defined as 8 am to 5 pm Monday - Friday, excluding federal holidays (see paragraph III B.), or as otherwise arranged with the Contracting Officer Representative (COR). B. 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, Veterans Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday. C. Work performed outside of normal working hours of coverage, at the request of the Contracting Officer or COR, shall be billed separately IV. PREVENTIVE MAINTENANCE: The Contractor shall perform preventive maintenance inspections as identified in Attachment A, or as otherwise arranged with the COR and approved by the Contracting Officer, in accordance with JCAHO recommended standards, the government s facility risk assessment as required by JCAHO, and the published preventive maintenance manuals for the equipment listed in the schedule. The Contractor shall utilize the Original Equipment Manufacturer's established procedures and checklists, (or Contractor-supplied equivalent satisfactory to the COR). Contractor will provide their own set of manuals and service diagnostics. The Government WILL NOT provide service manuals. A Field Service Report shall be supplied to the COR at the completion of each preventive maintenance inspection. Preventive maintenance inspection service shall include, but is not limited to, the following: Cleaning of equipment (not housekeeping). Completing Original Equipment Manufacturer field service updates for operational and reliability engineering change notices. 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 Original Equipment Manufacturer specifications. Returning the equipment to operating condition defined in Original Equipment Manufacturer specifications. Replacing any Original Equipment Manufacturer labels, decals, or warning tags that are not legible. Providing documentation of services performed. C. The Contractor shall notify the Contracting Officer 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). All exceptions to the Preventive Maintenance Inspection schedule shall be arranged and approved in advance with the Contracting Officer. Contractor shall submit a Preventative Maintenance schedule for COR approval, which will be used to distribute to clinic staff to avoid maintenance during scheduled clinic appointments. Contractor shall maintain a 98% uptime on all mission critical equipment, (MRI, CT, Angiographic, and Cardiac Cath Units) covered under this contract, during normal hours of 6 am 5 pm. Uptime is measured as the percentage of time the equipment is available for use as compared to the total time it is planned and staffed for use. V. EMERGENCY REPAIR SERVICE: Service shall consist of maintaining the equipment in accordance with the Conformance Standards Section (Paragraph II). Repair service shall consist of replacing parts, calibration, cleaning, oiling, adjusting and maintaining the equipment except those services necessitated by accident, fire or abuse. The Contracting Officer and COR have the authority to approve/request a service call from the Contractor. Response Time: Contractor's Field Service Engineer must respond with a phone call to the COR within thirty (30) minutes after receipt of notification in an effort to correct the problem by phone. If the problem cannot be corrected by phone, the Field Service Engineer shall commence work (on-site physical response) within four (4) hours after receipt of notification and shall proceed progressively to completion without undue delay. A technical support center, staffed with fully qualified personnel, shall be available for assistance to VA clinical staff. Technical support shall include a VPN connection for remote diagnostics of all equipment that has this capability. PACS: PICTURE ARCHIVE COMPUTER SYSTEM: As the Ann Arbor VA Medical Center is a fully digital imaging facility, the contractor shall ensure that all contracted imaging systems provide a quality digital output. A. The contractor s responsibility does not include any PACS equipment or software used in processing, transferring, storing, and displaying the final image. The contractor may be consulted on issues regarding PACS and interfacing with the systems as the need arises. B. Contractor shall be responsible for working with PACS staff to resolve any issues which may be related to equipment interface problems. Contractor shall work with PACS staff and proceed progressively to completion without undue delay. VII. PARTS: The Contractor shall furnish all parts, including all ultrasound probes and glassware, if awarded w/glassware, (glassware includes x-ray tubes, image intensifiers, and camera tubes for the purposes of this contract) as necessary to maintain the equipment covered by this contract, in accordance with the Conformance Standards Section (Paragraph II). The Contractor stipulates that he/she has ready access to new standard parts (manufactured, supplied by the manufacturer, or equal thereto). All 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. The government has the right to reject any intended supplier that does not meet industry quality standards or does not supply quality products. VIII. DOCUMENTATION/REPORTS: The Contractor shall submit a legible field service report which shall include detailed descriptions of the preventive maintenance inspection or emergency repair services performed, including replaced parts and estimated prices required for the service call. IX. REPORTING REQUIREMENTS: A. The Contractor shall be required to check in with the originator of the trouble call and fill in the appropriate blanks of the log book posted at each equipment site. This check in is mandatory. If, prior to the completion of repairs, the contractor must leave the facility to acquire parts, etc. it shall be noted as such in the log book with the expected time/date of return and any contact information for the COR and user reference. When the service is completed, the Contractor shall document services rendered on a legible field service report, leave this report in the log book along with completing any further entries required in the trouble log. The field service report will be used as a payment verification record. If it is not completed and available to the COR, payment will not be made to the contractor. B. The contractor shall also provide an account/site manager who will be the primary contact for all issues regarding this contract. This manager will schedule, at a minimum, quarterly meetings with the COR to review all site performances. This manager will also provide a report detailing system up/down time and issues of concern either past or projected. X. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: The Contractor's staff shall include at a minimum, a "fully qualified" Field Service Engineer assigned to this area and a "fully qualified" Field Service Engineer who shall serve as the backup. "Fully qualified" is based upon training and on experience in the field. For training, the Field Service Engineers 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 Field Service Engineer servicing any piece of equipment under this contract must be fully qualified on the same make and model of equipment he/she is servicing. The government reserves the right to exclude any Field Service Engineer it considers not fully qualified . XI. TEST EQUIPMENT: Prior to commencement of work on this contract, the Contractor shall provide the Contracting Officer with 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. Also considered as test equipment is the capability of remote diagnostics. XII. 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. Attachment A System Description SID S/N Coverage Hrs PM's Glassware Canon Aquilion Prime CT Scanner 30034326 FLB16Z2144 8am - 5pm 4 Yes Vitrea Workstation VitreaExtend Base Package VitreaExtend Multiuser Enhancement Package Vitrea MR Cardiac Expert Package Vitrea CT Cardiac Option Vitrea CT Liver Analysis Vitrea CT TAVR Planning Vitrea CT Vscore Vitrea CT Cardiac Functional Analysis