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Sources Sought Notice - J-- EQUIPMENT REPAIR - Biomed VA Pittsburgh

August 1, 2014

Notice Type: Sources Sought Notice

Posted Date: 31-JUL-14

Office Address: Department of Veterans Affairs;VA Pittsburgh Healthcare System;Acquisitions (90A);1010 Delafield Road;Pittsburgh PA 15215-1802

Subject: J-- EQUIPMENT REPAIR - Biomed VA Pittsburgh

Classification Code: J - Maintenance, repair & rebuilding of equipment

Solicitation Number: VA24414Q1365

Contact: Elaine F DiBucciContracting Officer (412) 822-3779

Description: Department of Veterans Affairs

VA Pittsburgh Healthcare System

Department of Veterans Affairs Pittsburgh Healthcare System

The Department of Veterans Affairs, VA Pittsburgh Healthcare System is seeking sources to perform maintenance and repair contract for various equipment located at the VA Pittsburgh Healthcare System. The contract will include both scheduled and unscheduled maintenance and repair on various highly specialized pieces of equipment in accordance with the attached Statement of Work. Vendor must be able provide the required technical support and expertise for on-site service maintenance including preventative maintenance for all the equipment which is defined in the Statement of Work. This is not a solicitation announcement. This is a sources sought synopsis only. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification (large business, hubzone, 8(a), small, small disadvantage, small veteran owned business or service disabled veteran owned small business) relative to NACIS 811219 (size standard of $20.5 Million). Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought synopsis, it is anticipated a solicitation will be issued via FedBiz Ops (FBO) based on the results. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested Offerors will have to respond to the solicitation announcement in addition to responding to this sources sought announcement.

The contract will be for One Base Year, plus One Option Period, Requirements Firm Fixed Price Contract. The anticipated contract period will be for a base year which is to begin on or about October 1, 2014. If you are interested, and are capable of providing the required services, please provide the following information: company name, DUNs #, address, point of contact, size of business pursuant to size standards listed above. In addition, the response should include a narrative which describes the interested vendor's capabilities, as they relate to the attached Statement of Work. Responses to this notice shall be submitted via email only to Responses must be received in no later than 4:00 PM ESTAugust 8, 2014. This notice is to assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Responses to this sources sought is not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

Statement of Work


Furnish all necessary labor, equipment, tools, materials, etc. for full preventive maintenance services for Government Owned Equipment listed under the schedule(s) of equipment in accordance with all terms, conditions, provisions, schedules and specifications of this solicitation.


System Quantity PM Frequency

Acuson SC2000 1 Annual

Artis Zee C-Arm angiography 1 Annual

Axiom Artis DTC/DTA 1 Annual

Axiom Artis DTC/DTA 1 Annual

Axiom Artis DTC/DTA 1 Annual

Axiom Artis DTC/DTA 1 Annual

Magnetom Espree 1.5T MRI 1 Annual/Quarterly

Magnetrom Verio 3.0T MRI 1 Annual/Quarterly

Mammomat Novation Mammograph 1 Annual

Sequoia 512 1 Annual

Sequoia 512 1 Annual

Sequoia 512 1 Annual

Sequoia 512 1 Annual

Ecam 1 Annual

Ecam 1 Annual

Ecam 1 Annual

Ecam 1 Annual

Symbia 1 Annual

Axiom Sireskop SD 1 Annual

Axiom Sireskop SD 1 Annual

Axiom Luminos 1 Annual



Contractor shall furnish all necessary travel, labor, test equipment, tools, parts, documentation software, and accessories required for the inspection, support, and repair of the equipment, listed in the Schedule of Equipment, located at the VA Pittsburgh Healthcare System. The Schedule of Equipment is subject to change. Any changes or additions to this equipment will be agreed to by a bilateral modification to the contract from the Contracting Officer. This contract shall cover the base year, plus four (4) one-year options, in accordance with all terms, conditions, provisions, schedules, and specifications of this solicitation.


a) Contract service shall ensure that the equipment functions in conformance with the specifications used when the equipment was procured by the VAMC, and any upgrades/updates, as well as following most current published standards/ specifications/regulations:

b) Manufacturer's specifications, Association for the Advancement of Medical Instrumentation (AAMI), Joint Commission for the Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Agency 99 (NFPA-99), Center for Device and Radiological Health (CDRH), Original Equipment Manufacturer (OEM), American Hospital Association (AHA), Institute of Electrical And Electronic Engineers (IEEE), Occupational Safety and Health Administration (OSHA), College of American Pathologists (CAP), Pittsburgh VAMC standard operating procedures, and any other Federal, State, and Local regulations pertaining to the equipment listed for this contract.

3) Hours of Coverage

a) Normal VAMC Hours of Utilization or operations of this equipment are Monday through Friday, 7 a.m. to 4 p.m., excluding federal holidays.

Federal Holidays observed by the VAMC are:

New Years' DayMartin Luther King DayPresidents' Day

Memorial DayIndependence DayLabor Day

Columbus DayVeterans' DayThanksgiving Day

Christmas Day And Any Other resulting from Or

Or any other period as declared by Executive Order of the President of the United States.

b) The Contractor shall provide telephone and repair/service coverage for this contract during the time period described as normal VAMC Hours of Utilization for normal service rates. If vendor is called outside of these hours, the rates for service will be the after-hours rate.

c) Contractor must provide the means to request and receive prompt emergency telephone support from an FSE, within 1 hour of the COR's request. Emergency call services shall be provided twenty-four hours a day, seven days a week at no extra charge to the Government.


a) When the Vendor is called in for Preventive Maintenance service the following shall occur:

i) The Contractor shall perform PM Service to ensure that equipment listed in the schedules performs in accordance with Conformance Standards.

ii) The date of PM Service must be scheduled by the FSE with the COR at least five (5) full business days in advance. All exceptions to the preventive maintenance schedule and procedure shall be addressed and approved in advance with the COR.

iii) PM services shall be performed according to the manufacturer's recommendations and the PM schedule set forth by Biomedical Engineering, The Contractor shall provide written notice to the COR advising of any changes in the PM requirements or changes in the PM service schedule.

iv) The Contractor shall conduct the preventive maintenance according to the manufacturer specifications and any additional procedures followed by the Contractor.

v) The Contractor shall provide complete and original documentation indicating PM work performed, referencing the procedures followed, actual tests and/or evaluation results obtained to the COR at the completion of the PM service.

b) Any charges for materials such as lubricants, fluids, cleaning supplies, services, manuals, tools, or software required for the Contractor to successfully complete scheduled PM shall be provided by the Contractor and are included within this contract, and its agreed upon price.


a) Contractor must provide prompt emergency telephone support to request service. Service calls to the Contractor requesting service are only authorized when they are received from the COR, CO, or designated alternates. Outside of the Contract's hours of coverage, emergency on-site services require authorization by the COR. Usually the COR or a Bioengineer Staff Member shall initiate these calls. If VA staff other than the COR or a Biomedical Engineering Staff Member place calls requesting services, the Contractor shall contact Biomedical Engineering Services and verify the request. Service responses on calls from unauthorized personnel can result in nonpayment. The VA Administrative Officer of the Day is an authorized caller and can also be contacted for verification.

b) Response Time: Contractor's FSE must respond with a phone call to the COR 1 hour after receipt of telephoned notification. If the problem cannot be corrected by phone, e-mail or modem, the FSE shall commence work (on-site physical response) within 4 hours after receipt of initial notification unless otherwise agreed upon, in writing, by the COR or biomedical engineering personal. Response time is based on the normal hours of coverage as detailed in the Hours of Coverage. (For example, if hours of coverage are 7:00 a.m. to 4:00 p.m., Mon. through Fri., a two hour response means, if a call is placed at 3:15 p.m., Monday August 10th, the FSE must start on-site service before 8:15 a.m., Tuesday, August 11th, except when appropriate personnel authorize service outside hours of coverage.)

c) The Contractor shall provide timely and quality maintenance service and materials to insure all equipment is operable and available for use. Uncorrected deficiencies or unfavorable histories of downtime can result in the termination of this contract under the Termination for Default clauses of the Federal Acquisition Regulations.


a) The Contractor shall have ready access to all materials needed to maintain equipment to meet the Conformance Standards, and shall make them available to its FSE's at no extra cost to the Government. This includes all manufacturer operator and technical documentation (service manuals, operator manuals, parts list, schematics, etc.), test equipment, tools, diagnostic software, equipment software versions, and all other materials needed to perform the necessary unscheduled and scheduled maintenance to the equipment.

b) PARTS: The Contractor shall furnish and replace all equipment replacement parts necessary for repair. The Contractor shall furnish only new standard parts (manufactured by the OEM or - equal or superior to the OEM parts). All parts supplied by the Contractor shall be of current manufacture and have complete compatibility and functionality with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Contractor will submit 'Trade-in' value for high-cost parts prior to ordering new parts for maintenance.

c) SERVICE MANUALS: The VAMC shall not provide 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.

d) TEST EQUIPMENT: The Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which are 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 the criteria of Conformance Standards specifications or of the equipment's OEM.


a) The Contractor shall be required to report to the Police office when first arriving on-site to obtain a Vendor's badge.

b) The Contractor shall then be required to report to the COR in Biomedical Engineering, Room AN305C, during normal working hours, prior to and after any work being performed, on each day that is required to complete the service. This check-in is mandatory. At this time FSE will be required to enter the following information into a VAMC log book: current date, name of FSE, name of Contractor, equipment being serviced, ESR number, and time in and out.

c) When service is completed, the FSE shall document services rendered on a properly completed ESR, as required in Section C.11. 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 COTR for an "authorization signature". If the COTR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested on the ESR).

d) When the job cannot be completed by 8:00 p.m. during normal working hours, a status of progress, in the form of an ESR or verbal description, must be provided to the COTR before 7:30 p.m.

e) If work is authorized to be completed outside normal working hours and Biomedical Engineering is not staffed, FSE's shall be required to log in and out with Security/Police Service at the VAMC entrance and receive proper identification badges. ESR's for these services, both completed and left in progress, will need an acceptance signature and be provided to Biomedical Engineering Services.


a) Documentation in the form of ESR's must be furnished to the COTR for all scheduled and unscheduled maintenance performed by the Contractor. Payment will not be certified by Biomedical Engineering if proper documentation is not provided.

b) The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance, including replaced parts and prices (for service outside normal working hours) procedures performed required to maintain the equipment in accordance with Section C.3, Conformance Standards. Each ESR must, at a minimum, document the following data legibly and in complete detail:

i) Name of Contractor.

ii) Name of FSE who performed services.

iii) Contractor service ESR number/log number.

iv) Date, time (starting and ending), equipment downtime and hours on-site for service call.

v) The number of this Contract and/or VA purchase order number(s) covering the call

vi) Description of problem reported by COR/user (if applicable).

vii) Identification of all equipment serviced: device name/description, device location (if applicable), manufacturer's name, model number, serial number, VA's inventory/barcode number, and other identification numbers.

viii) Itemized description of service performed and parts replaced.

ix) Results of calibration and/or performance testing.

x) Total cost to be billed if work was not in scope of contract.

xi) Signatures:

(1) FSE performing services described.

(2) Acceptance signature as defined in Section C.2.

(3) Authorization signature by COR. (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 so requested by the FSE and noted on the ESR.)

c) Any additional charges claimed by the FSE/Contractor must be approved by the COR prior to the performance of the service. A purchase order number must then be provided to the FSE/Contractor by the COR.


a) PAYMENTS: Invoices will be paid IN ARREARS on a monthly basis. The Contractor shall mail the invoices to the address provide on the Continuation Sheet of the SF 1449. Invoices, MUST INCLUDE, at a minimum, the following information: Contractor's name, address, phone number, c purchase order number, period of service the billing covers, list of equipment items covered during the stated period of service and invoice amount.

b) REPORTING REQUIRED FOR SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but not later than twenty-four (24) hours after discovery, notify the CO and the COR, IN WRITING of the existence or the development of any defects in, or repairs required to the schedule of equipment which the Contractor considers not to be 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.

c) ADDITIONAL CHARGES: There shall 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.


The contractor accepts responsibility for the equipment described in the equipment schedule 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.


a) Each respondent must have an established business, with an office and full time staff. Generally, the Contractor shall have two years of successful experience in fully maintaining the full schedule of equipment for this contract. This staff includes two "fully qualified" FSEs who shall serve as the primary technician and backup for the servicing of the items listed on the schedule of equipment at this VAMC.

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 identified in the schedule of equipment. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) performing preventive maintenance and equipment repairs on the equipment.

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, as detailed in Section C.14. 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 COR specifically reserves 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 and COR; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval or disapproval.


a) The Contractor shall support all system and third party software of the equipment, providing on site support and repairs during normal hours of coverage. The Contractor will provide telephone support during normal hours of coverage. The Contractor will provide provision revisions and updates of all software that corrects functional flaws.

b) All system software upgrades will be provided and installed on equipment at no additional cost to the government, within six (6) months after each software version is released. Installation shall be done outside normal working hours, unless requested by the COR, at no additional cost to the government.

c) Contractor Shall Maintain quantity of parts in such a manner as to be available for shipment within 24 consecutive hours of request.

d) Contract labor/parts coverage to include all system options, third party pass thru devices, such as injectors, printers, compact disk devices, remote workstations, etc and will include all Philips supplied software including that used by third party devices.

e) Item 6 listed in Part 2 shall have semi-annual PM's completed by the OEM. The contracting for the Item 6 PM shall be completed by the Contractor at the Contractor's expense and shall be coordinated with the PM for the other items listed in Part 2.


Contractor will be required to comply with physical security guidelines by either checking in with the VA Police each time they come on-site to perform contracted services or by obtaining a VA Contractor ID badge from the VA Police. VA ID badge must be worn at all times while on VA premises. Contractor owned computer equipment including laptops are not permitted to be connected to the VA network. The following language from VA Handbook 6500.6 applies to this contract:

" VA INFORMATION CUSTODIAL LANGUAGE: Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

" INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE: Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. The options are:

Vendor must accept the system without the drive;

VA's initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or

VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase.

" SECURITY INCIDENT INVESTIGATION: The term "security incident" means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

" LIQUIDATED DAMAGES FOR DATA BREACH: Consistent with the requirements of 38 U.S.C. --5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $______ per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.

" TRAINING: All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; (2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; (3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document - e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]b. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

" OTHER: Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access must sign the VA's Contractor Rules of Behavior. Contractor must complete "VA Privacy and Information Security Awareness and Rules of Behavior" training prior to the performance of the contract and annually thereafter. Training must be completed in VA's TMS system ( Contractors must use the TMS Managed Self Enrollment method to complete the training in TMS. The COR must ensure that all contractors are validated in the PIH domain. Proof of training completion must be verified and tracked by the COR.


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