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DC Veteran Affair Hospital Intent to Sole Source to Hologic Statement of Work Hologic Support Contract GENERAL Scope of Services: The purpose of this requirement is to provide support for the Hologic ... DC Veteran Affair Hospital Intent to Sole Source to Hologic Statement of Work Hologic Support Contract GENERAL Scope of Services: The purpose of this requirement is to provide support for the Hologic Mammography Systems at Washington DC VAMC. The Contractor shall provide all labor, personnel, equipment, tools, materials, supervision and other items and services necessary to perform service and maintenance. Location: Washington DC VA Medical Center, 50 Irving Street NW, Washington, DC 20422 WORK HOURS Hours of Operation: Normal business hours are Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays. Should the Contractor require work afterhours, the Contractor shall arrange in advance with the Contracting Officer s Representative (COR). Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays. National Holidays: The holidays observed by the Federal Government are: New Year s Day, Martin Luther King Day, President s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. Contractor may work on holidays with prior communication and coordination. PERIOD OF PERFORMANCE Base Year 1/1/2025 - 12/31/2025 1st Option Period 1/1/2026 - 12/31/2026 2nd Option Period 1/1/2027 - 12/31/2027 3rd Option Period 1/1/2028 - 12/31/2028 4th Option Period 1/1/2029 - 12/31/2029 EQUIPMENT Model Serial Number Manufacturer Service Type * 3Dimensions 3D System 3DM160102357 Hologic PREFERRED PLAN INTELLIGENT 2D COVERAGE 3D QUORUM LICENSE COVERAGE IMAGECHECKER COVERAGE 1ST LIC 3Dimensions 3D System 3DM160102353 Hologic PREFERRED PLAN INTELLIGENT 2D COVERAGE 3D QUORUM LICENSE COVERAGE IMAGECHECKER COVERAGE 1ST LIC Trident HD Radiography System TRI2100854 Hologic PREFERRED PLAN TRIHD Brevera Breast Biopsy System BVA01070 Hologic PREFERRED PLAN BREV Horizon-A 305310M Hologic PREFERRED PLAN DXA Affirm Breast Biopsy System 82005234905 Hologic PREFERRED PLAN AFFIRM UPRIGHT 3D LIC COVERAGE ATEC Sapphire 203307 Atec GOLD ATEC *full descriptions below Preferred Plan Services include: Telephone and remote diagnostic support twenty-four (24) hours/day, seven (7) days/week, exclusive of Hologic-observed holidays. All replacement parts including glassware. Includes standard shipping and handling costs to ship such parts to Customer. Plastics coverage (replacement parts for all paddle plastics and face shields that are broken during the Coverage Period). Travel time and labor coverage for on-site assistance during Standard Hours. Same day on-site response for down Equipment during Standard Hours, and on-site emergency coverage for down Equipment, Monday to Friday, 5:00pm to 9:00pm local time, if call is received by Hologic by 2pm local time. If Hologic Field Engineer cannot respond on-site same day for calls received after 2pm local time during Standard Hours, such call will be dispatched the following business day. Two (2) Planned Maintenance ( PM ) inspections per year of Coverage Period completed on-site during Standard Hours. All Software Updates and Software Upgrades commercially released during the Coverage Period for the Products/options purchased. Installation during Standard Hours. Excludes third-party Software updates and security patches, such as Microsoft Windows security updates and antivirus software. Excludes replacement parts and hardware necessitated by Software Updates and Software Upgrades. Discount of twenty percent (20%) during Coverage Period on the following Professional Services: (i) clinical applications training; (ii) post implementation configuration and connectivity services; and (iii) equipment relocation services. Said discount is non-cumulative and cannot be combined with any other offer or discount in order to apply. Professional Services are provided during Standard Hours in accordance with the terms and conditions of such offerings. American College of Radiology ( ACR ) compliance. Ninety-five percent (95%) uptime guarantee Intelligent 2D Coverage includes: Coverage for Intelligent 2D Software under the same Service Type as the applicable Equipment. 3D Quorom License Coverage includes: Coverage for 3D Quorum Software under the same Service Type as the applicable Equipment. All Software Updates and Software Upgrades commercially released during the Coverage Period for the Products/options purchased. Installation during Standard Hours. Installation is included ONLY IF travel time and labor coverage is in place for the applicable Equipment and will be completed during Standard Hours. If travel time and labor coverage is not in place for the applicable Equipment, travel time and labor will be assessed at rates current one the date of install. Excludes third-party Software updates and security patches, such as Microsoft Windows security updates and antivirus software. Excludes replacement parts and hardware necessitated by Software Updates and Software Upgrades. ImageChecker Coverage 1st License Coverage includes: Coverage for ImageChecker Software under the same Service Type as the applicable Equipment. All Software Updates and Software Upgrades commercially released during the Coverage Period for the Products/options purchased. Installation during Standard Hours. Installation is included ONLY IF travel time and labor coverage is in place for the applicable Equipment and will be completed during Standard Hours. If travel time and labor coverage is not in place for the applicable Equipment, travel time and labor will be assessed at rates current one the date of install. Excludes third-party Software updates and security patches, such as Microsoft Windows security updates and antivirus software. Excludes replacement parts and hardware necessitated by Software Updates and Software Upgrades. Preferred Plan TRIHD Services include: Telephone and remote diagnostic support twenty-four (24) hours/day, seven (7) days/week, exclusive of Hologic-observed holidays. All replacement parts including glassware. Includes standard shipping and handling costs to ship such parts to Customer. Travel time and labor coverage for on-site assistance during Standard Hours. Same day on-site response for down Equipment during Standard Hours, and on-site emergency coverage for down Equipment, Monday to Friday, 5:00pm to 9:00pm local time, if call is received by Hologic by 2pm local time. If Hologic Field Engineer cannot respond on-site same day for calls received after 2pm local time during Standard Hours, such call will be dispatched the following business day. One (1) Planned Maintenance ( PM ) inspection per year of Coverage Period completed on-site during Standard Hours. All Software Updates and Software Upgrades commercially released during the Coverage Period for the Products/options purchased. Installation during Standard Hours. Excludes third-party Software updates and security patches, such as Microsoft Windows security updates and antivirus software. Excludes replacement parts and hardware necessitated by Software Updates and Software Upgrades. Ninety-five percent (95%) uptime guarantee Preferred Plan BREV Services include: Telephone and remote diagnostic support twenty-four (24) hours/day, seven (7) days/week, exclusive of Hologic-observed holidays. All replacement parts including glassware. Includes standard shipping and handling costs to ship such parts to Customer. Travel time and labor coverage for on-site assistance during Standard Hours. Same day on-site response for down Equipment during Standard Hours, and on-site emergency coverage for down Equipment, Monday to Friday, 5:00pm to 9:00pm local time, if call is received by Hologic by 2pm local time. If Hologic Field Engineer cannot respond on-site same day for calls received after 2pm local time during Standard Hours, such call will be dispatched the following business day. One (1) Planned Maintenance ( PM ) inspection per year of Coverage Period completed on-site during Standard Hours. Reusable Driver Program All Software Updates and Software Upgrades commercially released during the Coverage Period for the Products/options purchased. Installation during Standard Hours. Excludes third-party Software updates and security patches, such as Microsoft Windows security updates and antivirus software. Excludes replacement parts and hardware necessitated by Software Updates and Software Upgrades. Ninety-five percent (95%) uptime guarantee Preferred Plan DXA Services include: Telephone and remote diagnostic support twenty-four (24) hours/day, seven (7) days/week, exclusive of Hologic-observed holidays. All replacement parts including glassware. Includes standard shipping and handling costs to ship such parts to Customer. Travel time and labor coverage for on-site assistance during Standard Hours. Same day on-site response for down Equipment during Standard Hours, and on-site emergency coverage for down Equipment, Monday to Friday, 5:00pm to 9:00pm local time, if call is received by Hologic by 2pm local time. If Hologic Field Engineer cannot respond on-site same day for calls received after 2pm local time during Standard Hours, such call will be dispatched the following business day. Two (2) Planned Maintenance ( PM ) inspection per year of Coverage Period completed on-site during Standard Hours. All Software Updates and Software Upgrades commercially released during the Coverage Period for the Products/options purchased. Installation during Standard Hours. Excludes third-party Software updates and security patches, such as Microsoft Windows security updates and antivirus software. Excludes replacement parts and hardware necessitated by Software Updates and Software Upgrades. Affirm Upright 3D License Coverage includes: Coverage for Affirm Upright 3D Software under the same Service Type as the applicable Equipment. All Software Updates and Software Upgrades commercially released during the Coverage Period for the Products/options purchased. Installation during Standard Hours. Installation is included ONLY IF travel time and labor coverage is in place for the applicable Equipment and will be completed during Standard Hours. If travel time and labor coverage is not in place for the applicable Equipment, travel time and labor will be assessed at rates current one the date of install. Excludes third-party Software updates and security patches, such as Microsoft Windows security updates and antivirus software. Excludes replacement parts and hardware necessitated by Software Updates and Software Upgrades. Gold Atec Services include: Telephone diagnostic support, Monday to Friday, 7:00am to 7:00pm EST, exclusive of Hologic holidays. Repairs are performed through the ATEC Advance Exchange Program. All replacement parts are included. (1) Preventive Maintenance ( PM ) inspection every eighteen (18) months of Coverage Period completed during Standard Hours. At Hologic s sole discretion, PM inspection may be performed either on-site or Equipment is shipped to Hologic under ATEC Advance Exchange Program (described below). Travel time and labor coverage if PM inspection is performed during Standard Hours at Equipment location. ATEC Advance Exchange Program: Hologic will provide Customer with replacement equipment, including all shipping expenses. Hologic will make a best effort attempt, subject to availability, to provide Customer with like-for-like replacement equipment ( Replacement Equipment ) in exchange for Customer s Equipment ( Exchanged Equipment ). Upon Customer s receipt of the Replacement Equipment ( Exchange Effective Date ), (i) the Customer shall retain title and right of possession to the Replacement Equipment, which shall replace the Exchanged Equipment in the definition of Equipment thereafter and shall be subject to the Agreement under the Service Type coverage that had been applicable to the Exchanged Equipment; (ii) the Exchanged Equipment shall be removed from the Agreement and the definition of Equipment and shall become the sole property of Hologic, with Hologic retaining title and right of possession to the Exchanged Equipment; (iii) Hologic shall provide Customer with written notice of the exchange, with such notice to include the Serial Number of the Replacement Equipment and Exchanged Equipment, which shall satisfy the requirement for documentation under the Agreement to amend and update the Agreement as of the Exchange Effective Date. Customer acknowledges and agrees that the Exchanged Equipment shall be returned to Hologic within fifteen (15) days of the Exchange Effective Date with a Return Merchandise Authorization ( RMA ). RMA should be requested by calling Hologic at 800-442-9892. Failure to return the Exchanged Equipment within allotted time frame may result in additional fees. SPECIFICATIONS Check in/Out Contractor personnel arriving on-site to perform work shall report to the Biomedical Engineering Department. Contractor personnel shall sign in using the department s vendor sign in sheet, filling out all required information. Contractor personnel s tool bags are subject to inspection by the Biomedical Engineering department upon arrival and upon departure. Contractor personnel shall sign out upon completion of visit. Prior to departure, Contractor personnel are required to, at a minimum, verbally report any issues with the equipment to the Biomedical Engineering department, especially noting if the system is still down or not fully repaired. The VA campus is non-smoking. Contractor personnel are required to comply with this policy. Parking. It is the responsibility of the Contractor to park in the appropriate desig nated park ing areas. Reporting Within 5 business days of award, must provide validation of equipment active coverage with OEM to certify service agreement in place. Contractor shall provide a copy of the service report, complete with test data, to the VHAWASbiomedservice@VA.GOV within three business days after completion of any services. Service reports shall include identifying information about the equipment, all services provided during the service visit, any issues found during the visit, the technician/engineer names of the personnel performing work, and the date service was provided. Remote Support The Contractor shall provide a telephone line available 24/7/365 for technical support. Contractor shall also provide a phone number for VA staff to call to dispatch Contractor field service engineers/technicians. If remote support via site-to-site virtual private network (VPN) is required, Contractor shall work with the COR and the facility Information Security Officer (ISO) to meet the requirements prior to connection. A National Site to Site MOU/ISA is the preferred way to complete this connection. Patient Health Information The Contractor shall safeguard patient health information. The Contractor shall report to the Biomedical Engineering Department any issues with disclosed or unsecure patient health information. Contractor shall note remove any hard drives, storage devices, or anything containing patient health information from the site. Contractor Requirements All Contractor personnel performing services on the equipment shall have factory training and experience in the maintenance and repair of the equipment. Contractor shall provide copies of training certificates for the Contractor personnel performing work on-site upon the request of the Government. Waste Removal: The contractor is responsible to remove and properly dispose of all waste related to the services provide on-site. Safety and Security Contractor shall follow all Occupational Safety and Health Administration (OSHA) laws and regulations. The Contractor is responsible for reporting any hazards they come across to their point of contact. Contractor shall follow all local procedures concerning infection control. Should the Contractor be unsure of the requirements, the COR can provide the specific information and procedures. Contractor personnel shall always wear visible identification while on VA property. Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. Property Damage The contractor shall take all necessary precautions to prevent damage to any Government property. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor unless corrective action is taken. Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the Government, upon approval of the Contracting Officer. Chemical Use Prior to performance of any work, the Contractor will be required to furnish the Contracting Officer with the trade names (if any) and chemical names of all chemicals to be used, along with a label showing contents, the use strength of the chemical as applied, and the antidote thereto. Contractor shall furnish the same information each time a change is made to the chemicals or products used in the performance of this contract. This information is required for emergency treatment in the event of ingestion or and/or contact with the material by humans. QUALITY ASSURANCE End-users, Biomedical Engineering, and/or the contract COR shall perform system verification tests to ensure the system is fully functional following service/repairs. Issues with the quality of the Contractor s work will be communicated through the Contracting Officer to the Contractor point of contact for resolution. Documentation with be completed in the Government systems. INVOICING/PAYMENT Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer. Payment: Payment will be made in arrears, and upon receipt of a properly prepared invoice. Any invoice that is not properly prepared may get refused and sent back for correction. An invoice must include the following criteria to be considered properly prepared : Contract period of performance and monthly period of performance when the service was completed. Equipment SN and model name serviced. Contract number Purchase order number Correct payment address GUARANTEE: The contractor will guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days. PRIOR INSPECTION OF EQUIPMENT: Potential contractors may, at their own expense, inspect equipment covered by this solicitation (ref 52.237-1 SITE VISIT). Arrangements must be made in advance with Biomedical Engineering. Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform.