J--Full Service Contract for the AGFA PACS Equipment for the North Texas Healthcare System
COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C25719Q0999 Posted Date: June 24, 2019 Response Date: June ... COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C25719Q0999 Posted Date: June 24, 2019 Response Date: June 26, 2019 Product or Service Code: J Maintenance and Repair of Medical, Dental and Veterinary NAICS Code: 811219 Contracting Office Address Network Contracting Activity NCO 17 Regional Procurement Office (RPO) West 124 E. Hwy 67 Duncanville, Texas 75137 Introduction: A Firm Fixed Price award will be made to the lowest priced quote which conforms to the requirements within this solicitation and represents the best price to the Government. Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-101. The associated North American Industrial Classification System (NAICS) code for this procurement is 811219 with a small business size standard of $20.5 Million. Network Contracting Office 17 is seeking to purchase full-service contract for the AGFA PACS equipment for the North Texas Health Care System. All interested companies shall provide a quotation for the following: SERVICES STATEMENT OF WORK SCOPE OF WORK: The contractor shall provide all labor, supervision, equipment, expertise, to provide a full-service contract for the AGFA PACS equipment for the North Texas Health Care System. The contractor shall provide services for the equipment which shall include maintenance, repairs and upgrades of AGFA PACS for processing of radiology images. PLACE OF PERFORMANCE: Department of Veterans Affairs North Texas Health Care System Dallas VA Medical Center 4500 S. Lancaster Rd. Dallas, TX 75216 PERIOD OF PERFORMANCE: Base: July 1, 2019 June 30, 2020 Option Year One: July 1, 2020 June 30, 2021 Option Year Two: July 1, 2021 June 30, 2022 Option Year Three: July 1, 2022 June 30, 2023 Option Year Four: July 1, 2023 June 30, 2024 EQUIPMENT: See equipment listing in Attachment A at the end of the document. PERSONNEL CLEARANCES AND PRIVACY CONSIDERATION: The Contractor shall ensure that their personnel and subcontractor personnel meet the privacy standards as set forth by HlPPA (Health Insurance Portability and Accountability Act of 1996) with respect personal and confidential information that they may come upon, while servicing medical equipment. DOCUMENTATION: Contractor will provide the Biomed Contracting Officer Representative (COR) with individual written reports which describe the maintenance and repair service performed on the equipment in sufficient detail to be acceptable by field inspectors of the Joint Commission Accreditation of Healthcare Organizations. This shall include a list of all parts replaced, all service performed as well as a statement that the equipment is operating per manufacturer s specifications after repair. The service report will be signed by the contractor s service technician, and by a member of Biomedical Engineering Networking Team. A copy will be given to the VANTHCS for their internal records. SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, scheduled maintenance will be provided only during Contractor's normal working hours (8:00 a.m. to 5:00 p.m., Monday thru Friday, (excluding holidays) local site time. Upon acceptance of this contract, the Contractor shall immediately contact the Biomedical Engineering Networking Team to schedule mutually agreeable times for the relocation of the equipment. This repair will be supervised by Biomed staff personnel. The following is a list of U.S. Government holidays. If the holiday falls on a Saturday, the proceeding Friday is observed as the holiday; if the holiday falls on a Sunday, the following Monday is observed as the holiday and any other day specifically declared by the President of the United States to be a national holiday. HOLIDAY DATE New Year s Day Jan 1 Martin Luther King s Birthday 3rd Monday in Jan President s Day 3rd Monday in Feb Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in Sep Columbus Day 2nd Monday in Oct Veterans Day Nov 11 Thanksgiving Day 4th Thursday in Nov Christmas Day Dec 25 REQUIREMENTS: Prior to the commencement of work the contractor shall submit to the Contracting Officer Representative and Contracting Officer all include personnel, test equipment, parts inventory, training certificates, licenses and technical documentation available for inspection by VA Medical Center personnel and be able to show written evidence to technical qualifications of personnel, test equipment (and calibration documentation) licenses and availability of parts. Parts availability must be written documentation from either the equipment manufacturer or authorized parts supplier. In either case, bidder must be able to show the availability of parts to him/her within 24 hours after initial call. For contracts for maintenance and repair services form other than the original manufacturer or a designated representative, the Contractor will be fully responsible for obtaining all technical documentation necessary to fulfill contractual obligations. The Contractor shall warrant s that the services to be performed under this contract will be performed in a good workmanship manner and shall conform to the standards of the industry. This warranty is given expressly and in place of all other warranties, expressed or implied, statutory or otherwise, and is the only warranty given by the Contractor. Warranty items that expire during the contract period will be added to the contract as appropriate. THE COR AND CONTRACTOR WILL ASSURE THAT: No information except what is in this contract will be shared with the contractor in any follow up communication. None of the information in this contract includes Protected Health Information (PHI) of Individually Identifiable Information (Ill). NO VA DATA OF ANY TYPE SHALL BE TRANSFERRED FROM THE VA. Including electronic storage devices. The COR or a member of the Networking Team will chaperone the vendor during the repairs and shall be accountable for maintaining VA Information Security and Privacy requirements and shall report to the Information Security Officer. NEGLIGANCE CLAUSE: When services and parts are required as a result of accident, abuse, misuse or negligence by other than the Contractor or his representative and are not included as a part of PM inspection or service calls, such needs will be reported to the Contracting Officer's representative along with estimates of charges. The Contracting Officer and Representative will evaluate these needs and authorize appropriate action. The parts will be installed under the terms of the contact and each invoice is to include a legible itemized list of labor charges and parts costs. The government will incur no charges for service and parts including glassware due to accident, abuse, misuse or negligence by the contractor or his representative. FAILURE TO RESTORE THE FULL PERFOMANCE: For failure to restore equipment to full performance within forty-eight (48) hours of original service call, a deduction of one month 's rate will be taken. This penalty will be waived under unusual or extraordinary circumstances at the decision of the VA. INFORMATION SYSTEMS/MEDICAL DEVICE ACCESS: The contractor will not be issued an account to this system. Instead, the vendor will only have supervised access. A VA system administrator will initiate a session using collaborative software and log into this system using their account. The VA system administrator will then invite the vendor to join the session and allow the vendor to perform maintenance operations. The VA system administrator will monitor the activities of the vendor and will be accountable for all the actions of the vendor. The vendor shall sign a BAA with the VA to assure the maintenance of information security of data that is disclosed during any & all interactions with the vendor related to this contract. No data, on any type of storage device will be removed from this VA location. INFORMATION TECHNOLOGY SECURITY REQUIREMENTS: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. The contractor shall comply with all Federal laws and regulations the VA has developed when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor. The information made available to the contractor by VA for the performance of this contract will be used only for the purposes of performance under this contract. The certification and accreditation requirements do not apply to this requirement and a security accreditation package is not required. SECURITY STATEMENT: Sensitive VA information is contained within the systems covered by this contract. Biomedical Engineering shall perform virus scans on all removable media prior to use on VA medical equipment. This includes all types of removable media, including media (e.g., USB devices, CDs, dongles, etc.) that has been issued by VA, media not issued by VA, and media brought in by vendors or independent service organizations. Within accordance of VA Directive 6500, Information Security Program, September 2007 The Vendor will not transfer any VA information to a location outside the VA and only to VA locations determined by the VA System Administrator. The information in these systems may be covered by the Privacy Act 1974 which contains criminal penalties of abuse of information. During onsite service, the Vendor shall be chaperoned by VA Personnel. However, the vendor shall not be issued a UserID/Password. Non-volatile memory devices, working or non-working, shall NOT be removed from the VA facility until the ISO has certified that the data has been destroyed. For magnetic devices and media, the data destruction will be by degaussing. Other forms of cleansing will be used for non-magnetic media. The vendor will not have remote access to complete the repair(s) and preventive maintenance. The vendor shall sign a Business Associate Agreement with the VA. The COR or designee is responsible for the actions of the vendor during the repair. Because the Vendor is chaperoned the vendor does not need to take VA Privacy or Information Security training. A background investigation is not required. The Vendor and all VA employees are required to immediately report any security violations to the Information Security Officer. No other security statements are required. SECURITY REQUIREMENTS: While on VA premises the Contractor or his representative shall wear a company uniform garment or display some means of identification showing he is an employee of the Contractor. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's technicians shall wear visible identification issued by VAMC Police Section at all times while on the premises. 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. 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. 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 to 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 - EQUIPMENT LISTING: SERIAL# Vendor Code Description Location QTY ALJ2505L0N2 5WC16 12 Port SAN Fabric Switch BB-208 1 MXQ727039R 60000273 IMPAX RIS & Scheduling Base Application Server BB-208 1 MXQ727039S 60000273 IMPAX RIS & Scheduling Base Application Server BB-208 1 MXQ727039T 60000273 IMPAX RIS & Scheduling Base Application Server BB-208 1 MXQ7270874 60000273 IMPAX RIS & Scheduling Base Application Server BB-208 1  60002628 Scheduling & Protocol 3rd Party RIS (SW Only) Package N/A 1 34 60000178 Store & Remember SW - IMPAX 6 Solaris - unlimited license BB-208 1 USE420YCR9 60003248 vCenter Server BB-208 1 MXQ41906YN 60002780 VM Server - 2 x 16 core- 128GB BB-208 1 USE132NC3G 60002422 Core Windows Server - Two Quad-core CPU - 3x146HD - 2U BB-208 1 USE125NA2X EWSDK000 CORE - Archive Manager Server Hardware BB-208 1 USE124NB3T EWSDK000 CORE - Archive Manager Server Hardware BB-208 1 1133BDR79C 5WCZ4 Sun Server T3- 2 -2x16-core CPU-64GB- 3x300GB HD BB-208 1 1133BDR79D 5WCZ4 Sun Server T3- 2 -2x16-core CPU-64GB- 3x300GB HD BB-208 1 AK00211537 5UOER Sun Server T4- 1-1x8-core CPU-64GB- 3x300GB HD BB-208 1 1135BDRD37 5WCZ4 Sun Server T3- 2 -2x16-core CPU-64GB- 3x300GB HD BB-208 1 MXQ407028Q 60002780 VM Server - 2 x 16 core- 128GB BB-208 1 USE348LXF2 60002422 Core Windows Server - Two Quad-core CPU - 3x146HD - 2U BB-208 1 7 - ENT IMG LIC VNA N/A 1 8 - ENT IMG LIC XERO STANDALONE CSP N/A 1 5 - ENT IMG SW VNA 8.0.x N/A 1 28 - ENT IMG SW XERO VIEWER 8.0.x N/A 1 US70099_31616_10 - IMP CLAP LIC GTI SITE LICENSE N/A 1 423 - IMP CLAP LIC GTI SITE LICENSE N/A 1 316 - IMP CLAP SW CLIN APPS SUITE V3.1 N/A 1 39 60000785 IMPAX 6 PACS Software Site License - Womens Care Extension N/A 4,347 33 60000970 IMPAX 6 PACS Software Site License- Solaris-Capital Purchase N/A 187396 15088736 60002587 IMPAX Connectivity Services - Base SW License(2.4.1) N/A 1 400 60002587 IMPAX Connectivity Services - Base SW License(2.4.1) N/A 1 32 60000419 IMPAX Data Center Rad/Card SDC Volume License N/A 187396 31 60000419 IMPAX Data Center Rad/Card SDC Volume License N/A 1 10 60000419 IMPAX Data Center Rad/Card SDC Volume License N/A 1 15069533 60000419 IMPAX Data Center Rad/Card SDC Volume License N/A 1 15088737 5O6ZL IMPAX Data Center Viewer (XERO) License N/A 1 15069534 5O6ZL IMPAX Data Center Viewer (XERO) License N/A 1 158 5O6ZL IMPAX Data Center Viewer (XERO) License N/A 1 US70099_31616_5 5O6ZL IMPAX Data Center Viewer (XERO) License N/A 187396 15088737 5O6ZL IMPAX Data Center Viewer (XERO) License N/A 1 15069534 5O6ZL IMPAX Data Center Viewer (XERO) License N/A 1 57813 5O6ZL IMPAX Data Center Viewer (XERO) License N/A 1 57807 5O6ZL IMPAX Data Center Viewer (XERO) License N/A 1  5VSTC IMPAX Database EE License - 1 License N/A 16 733 5VSSA000 IMPAX Database SE1 License - 1CPU Lic. N/A 1 732 5VSSA000 IMPAX Database SE1 License - 1CPU Lic. N/A 1 731 5VSSA000 IMPAX Database SE1 License - 1CPU Lic. N/A 1 730 5VSSA000 IMPAX Database SE1 License - 1CPU Lic. N/A 1 729 5VSSA000 IMPAX Database SE1 License - 1CPU Lic. N/A 1 728 5VSSA000 IMPAX Database SE1 License - 1CPU Lic. N/A 1 936 60002367 MS SQL 2008 SE R2 - CPU License N/A 1 15069533-1 60000419 IMPAX Data Center Rad/Card SDC Volume License N/A 1 15069533 60000419 IMPAX Data Center Rad/Card SDC Volume License N/A 1 153 5Y4LW Windows Server Standard Ed. OS (HP) BB-208 2 48 5Y4LW Windows Server Standard Ed. OS (HP) BB-208 2 1233 5Y4LW Windows Server Standard Ed. OS (HP) BB-208 2 665 5Y4LW Windows Server Standard Ed. OS (HP) BB-208 2 664 5Y4LW Windows Server Standard Ed. OS (HP) BB-208 2 663 5Y4LW Windows Server Standard Ed. OS (HP) BB-208 2 662 5Y4LW Windows Server Standard Ed. OS (HP) BB-208 2 ES260179-001 L97NM Custom item: IMPAC NEXSAN BB-208 1 7.01E+11 L97NM Custom item: IDC NETAPP EOL 1/31/20 BB-208 1 7.01E+11 L97NM Custom item: IDC NETAPP EOL 1/31/20 BB-208 1 101529065 60002296 VMWare vSphere 5 Standard Server License N/A 1 101527965 60002297 VMWare vCenter Server Foundation License N/A 1 101529066 60002296 VMWare vSphere 5 Standard Server License N/A 1 C29348F3F - VMWARE VIRTUAL MACHINE EDQC1VM N/A 1 5056991F93 - VMWARE VIRTUAL MACHINE IDC1SASVAHD N/A 1 C2961BE72 - VMWARE VIRTUAL MACHINE N/A 1 C29ADBAEA - VMWARE VIRTUAL MACHINE N/A 1 C29869588 - VMWARE VIRTUAL MACHINE USQC1VM N/A 1 C2981E20B - VMWARE VIRTUAL MACHINE IRQC1VM N/A 1 5056991F92 - VMWARE VIRTUAL MACHINE IDC1DBVAHD N/A 1 C29958DCA - VMWARE VIRTUAL MACHINE XERO1VAHD N/A 1 5056991F94 - VMWARE VIRTUAL MACHINE XERO1VAHD N/A 1 C29B27FBE - VMWARE VIRTUAL MACHINE CM1VAHD N/A 1 C29AA3DAE - VMWARE VIRTUAL MACHINE N/A 1 C29E7357C - VMWARE VIRTUAL MACHINE BONQC1VM N/A 1 QUOTE SHOULD BE BROKEN DOWN AS FOLLOWS: PRICE/COST SCHEDULE ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 12.00 MO $___________ $_________ Full Service Contract for the AGFA PACS Equipment Period: Base July 1, 2019 June 30, 2020 0002 12.00 MO $___________ $__________ Full Service Contract for the AGFA PACS Equipment Contract Period: Option 1 July 1, 2020 June 30, 2021 0003 12.00 MO $__________ $_________ Full Service Contract for the AGFA PACS Equipment Contract Period: Option 2 July 1, 2021 June 30, 2022 0004 12.00 MO $__________ $_________ Full Service Contract for the AGFA PACS Equipment Contract Period: Option 3 July 1, 2022 June 30, 2023 0005 12.00 MO $__________ $___________ Full Service Contract for the AGFA PACS Equipment Contract Period: Option 4 July 1, 2023 June 30, 2024 GRAND TOTAL $_____________ SIX MONTH EXTENSION IAW FAR PART 52.217-8 ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 1000 6 MO $________ $________ Full Service Contract for the AGFA PACS Equipment Contract Period: 6 Month Extension July 1, 2024 December 30, 2024 TOTAL $___________ The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items (OCT 2018) 52.204-7 System for Award Management (OCT 2018) 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016) 52.216-1 Type of Contract (APR 1984) 852.209-70 Organizational Conflicts of Interest (JAN 2008) 852.270-1 Representatives of Contracting Officers (JAN 2008) FAR 52.212-3, Offerors Representations and Certifications Commercial Items (OCT 2018) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. Offerors must submit training certifications from AGFA and a letter from AGFA outlining that they are an authorized third-party vendor allowed to perform services on OEM s equipment and to purchase parts. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018) addenda to FAR 52.212-4 attached 52.204-13 System for Award Management Maintenance (OCT 2018) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 852.203-70 Commercial Advertising (MAY 2008) 852.232-72 Electronic Submission of Payment Requests (NOV 2018) 852.237-70 Contractor Responsibilities (APR 1984) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (JAN 2019) The following subparagraphs of FAR 52.212-5 are applicable: 52.204-14, Service Contract Reporting Requirements 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) 52.222-3, Convict Labor (JUNE 2003) 52.222-21, Prohibition of Segregated Facilities (APR 2015) 52.222-26, Equal Opportunity (SEPT 2016) 52.222-35, Equal Opportunity for Veterans (OCT 2015) 52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014) 52.222-37, Employment Reports on Veterans (FEB 2016) 52.222-50, Combating Trafficking in Persons (JAN 2019) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) 52.225-13, Restrictions on Certain Foreign Purchases (JUNE 2008) 52.232-33, Payment by Electronic Funds Transfer System for Award Management (OCT 2018) 52.242-5, Payments to Small Business Subcontractors (JAN 2017) 52.222-41, Service Contract Labor Standards (AUG 2018) 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015) 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017) 52.217-8, Option to Extend Services The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days. (End of Clause) Evaluations of Options (July 1990) Except when it is determined in accordance with FAR 17.206(b) not to be in the Government s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by using the prices offered for the last option period to determine the price for a 6-month option period, which will be added to the base and other option years to arrive at the total price. Evaluation of options will not obligate the Government to exercise the option(s). (End of Addendum to Clause) 52.217- 9, Option to Extend the Term of the Contract The Government may extend the term of this contract by written notice to the Contractor within 30 Days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. This is an open-market combined synopsis/solicitation for services as defined herein.  The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quotes must be received no later than Wednesday, June 26, 2019, 9:00am CST. Email your quote to Victoria.Rone3@va.gov. The subject line must specify 36C25719Q0999 Full Service Contract for the AGFA PACS Equipment. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered.
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