J065--Intent to Sole Source Canon After-Hours Service Contract

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This notice is being published in accordance with Federal Acquisition Regulation (FAR) Part 5.101(a)(2) requiring the dissemination of information on proposed contract actions. This is a notice of intent to award a sole-source contract pursuant to 10 U.S.C 2304 (C)(1), as implemented by FAR 6.302-1(a)(2) and 6.301-1(c), only one responsible source and no other supplies or services will satisfy agency requirements, and brand-name descriptions.

The Department of Veterans Affairs Medical Center located at VISN1 New England Area has a requirement Canon After-Hours Service Support or Canon Imaging Equipment.

The Government intends to award a firm-fixed-price sole source contract.

A determination by the Government not to compete with this proposed contract based upon responses to this notice is solely within the discretion of the Government. this notice of intent is not a request for competitive proposals. This is a written notice to inform the public of the Governments intent to award on a sole source basis.

Interested parties may identify their interest and capability to respond to the requirement. Any response to this notice must show clear and convincing evidence that competition will be advantageous to the Government.

Please contact Manasés Cabrera, Contracting Specialist with the responses or questions regarding this requirement at manases.cabrera@va.gov.

This notice will close on December 26, 2024, at 4:30 PM Eastern Standard Time (EST)






VA New England Healthcare System
CANON IMAGING AFTER HOURS Labor/Travel Rates BPA
STATEMENT OF WORK
Period of Performance: 02/03/2025 - 02/02/2026 Base Year + 4 option years
OBJECTIVE:
In order to provide full-service support and coverage needed of its Canon (formerly known as Toshiba) Medical Equipment throughout the VISN1 New England Healthcare System, the VISN is seeking to establish a Blanket Purchase agreement (BPA) for stations to place a task order against for fixed pricing on After hours Labor and Travel rates.
SCOPE:
The systems to be covered and supported are at the following locations at various VISN1 facilities. The specific locations for each system will be noted under each subsection.

VA Boston HCS Jamaica Plain
White River Junction VAMC
150 South Huntington Ave
215 North Main St
Boston, MA 02130-4817
White River Junction, VT 05009-0001
VA Boston HCS West Roxbury
Central Western Massachusetts VAMC
1400 VFW Pkwy
421 North Main St
West Roxbury, MA 02132-4927
Leeds, MA 01053-9764
VA Connecticut HCS
Manchester VAMC
950 Campbell Ave
718 Smyth Rd
West Haven, CT 06516-2770
Manchester, NH 03104-7007
Providence VAMC
Togus VAMC
830 Chalkstone Ave
1 VA Ctr
Providence, RI 02908-4734

VA Connecticut HCS - Newington
555 Willard Avenue
Newington, CT 06111-2631

Augusta, ME 04330-6719

VA Boston HCS- Brockton
940 Belmont Street
Brockton, MA 02301

The list of Canon equipment to be covered is listed in the table below:
SID#
Customer
System
363923
VA BOSTON
AQPRIME
363923
VA BOSTON
UPS
30032113
VA BOSTON
AQPRIME
30032113
VA BOSTON
UPS
30002303
VA BOSTON W. ROXBURY
AQONE
30002303
VA BOSTON W. ROXBURY
UPS
319418
VA BOSTON W. ROXBURY
AQONE
319418
VA BOSTON W. ROXBURY
UPS
30030262
VA MANCHESTER
AQPRIME
30030262
VA MANCHESTER
UPS
30029369
VA NEWINGTON
AQ ONE PRISM
30029369
VA NEWINGTON
UPS
30010834
VA NORTHAMPTON
AQPRIME
30010834
VA NORTHAMPTON
UPS
30054805
VA NORTHAMPTON
XARIO
30018270
VA PROVIDENCE
AQPRIME
30018270
VA PROVIDENCE
UPS
30007427
VA TOGUS
AQONE
30007427
VA TOGUS
UPS
30086702
VA WEST HAVEN
AQ ONE PRISM
30086704
VA WEST HAVEN
AQ ONE PRISM
383080
VA WHITE RIVER
AQONE
383080
VA WHITE RIVER
UPS
30026307
VA WHITE RIVER
AQONE
30026307
VA WHITE RIVER
UPS

Service Coverage:
Vendor shall provide full-service coverage on equipment outside of normal business hours (Regular [RT]: Monday through Friday, 8:00AM 5:00PM, excluding Federal-recognized holidays) for repairs, corrective maintenance, unscheduled calibration, etc. All services performed shall be in accordance with the original equipment manufacturer (OEM) specifications. Field service engineers must be licensed or contracted with the OEM in order to work on the equipment. All parts and software must be certified new from the OEM.
Period of Performance:
Base year: 02/03/2025 02/02/2026
Option year 1: 02/03/2026 02/02/2027
Option year 2: 02/03/2027 02/02/2028
Option year 3: 02/03/2028 02/02/2029
Option year 4: 02/03/2029 02/02/2030
Dates as specified unless contract award passes these dates. Then the first date of performance will start the day of award.
Hours of Performance:
Overtime (OT): Monday through Friday, 5:00PM 12:00AM & Saturday, 8:00AM 12:00 AM excluding Federal-recognized holidays
Premium (PT): Monday through Saturday, 12:00AM 8:00AM & Sunday, 12:00AM 12:00AM, including all Federal-recognized holidays
Federal-Recognized Holidays
Federal holidays are billed at Premium Labor rates. If a Federal Holiday falls on Saturday, it is recognized on teh Friday preceding it; if it falls on a Sunday it is recognized the following Monday.
New Year s Day
Labor Day
Martin Luther Kind Day
Columbus Day
Presidents Day
Thanksgiving Day
Memorial Day
Christmas Day
Juneteenth Day

Independence Day
Appendix A
Requirements for Equipment
These services and parts will be performed given the following criteria:
System calibration
Remedial maintenance
Quality assurance evaluations
Replacement of parts (not including disposables & accessories)
All equipment shall be maintained in proper operating condition as specified by the manufacturer. Vendor must have proven access to original equipment, manufacturers (OEM) parts manuals and schematics to perform the service. Vendors must provide their own EOM manuals and schematics, which must be available on site at time of service. All defective parts replaced become the property of the vendor.
Parts and subsystems that need to be replaced containing PHI will be performed as follows:
All media (e.g. hard drives) containing PHI will remain property of the VA.
They will be removed from subsystem with HTM Staff Member present and secured by HTM Department.
HTM will identify media with equipment ID number for documentation.
HTM will transport Media to Field Ops for disposal.
Vendor Personnel exposed to PHI will abide to signed BAA with the Department of Veterans Affairs Veterans Health Administration.

Qualification of Vendor: Vendor will provide documentation of substantial experience working on the identified make and model instrument. This documentation shall specifically include individuals who will work on the systems. Contracting Officer reserves the right to request manufacturer specified training certificates from vendor personnel for servicing equipment under contract to determine qualification of responsibility.

Labor and Travel Expenses: Vendor to provide labor and travel rates based on specific labor rate and distance to facility.

Specifications of Work: Contractor will follow manufacturer s recommendations for repair calibration and modifications, including use of diagnostic software where applicable. Replacement software will include all site-specific adaptation present in originally delivered software.

Updates: Vendor will provide all software and hardware updates upon release at no additional cost to the Government throughout the life of this contract.

Documentation Requirements: Service field reports shall be provided at the time of the service call and must be signed by contracting officer s COR and filed with the HTM department. Summary (or duplicate copies) of field service reports must be included with the invoices. Field service reports shall include written evidence of performance of all procedures and tests as required by the manufacturer. They shall include itemized parts and labor.

Services and parts not covered by contract: Contracting Officer or Contracting Officer s COR authorization for any work or parts outside the scope of this contract must be received prior to performance of work or payment will not be authorized. Parts required that are not covered by contract will be purchased by the VA and installed under the terms of the contract.

Safety Measures: Vendor will comply with all pertinent Federal Government/HIPAA/OSHA safety regulations, regarding to safeguarding patient information, during the handling of patient information containing hardware.
Appendix B
Requirements

Unscheduled Maintenance (Emergency Repair Service):
Contractor shall maintain the equipment in accordance with the manufacturer's specifications. The Contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished.

The COR or government designated representatives are authorized to request and approve service calls from the Contractor.

Response Time: Contractor's FSE must respond with a phone call to the COR or designated representative within 1 hour after receipt of telephoned notification during normal hours of coverage. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within 4-8 hours after receipt of this notification and will proceed progressively to completion without undue delay.

Parts: Any expenditures associated with shipment of parts will be the responsibility of the contractor. All parts, depending on availability, should be shipped as a priority, next day delivery.

Service Manuals/Tools/Equipment: The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its Facility Service Engineer s (FSE) 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. VAMC is authorized OEM cryptic access (Software key or Dongle) at no extra cost for the length of the contract. Diagnostic capability requires a minimum level two capability (OEM designation).

Transportation Charges: All costs associated with transportation, from shipping point to the destination specified above, and all costs of removal after contract completion, shall be paid by the Contractor, and incorporated in the price proposal. The Contractor shall be responsible for all damage in transit including any transportation costs for replacement.

Live Phone Support: Service shall include applications phone support with Canon Technical Support Engineers between 8am-5pm. VAMC will be responsible for maintaining proper network connection/tunnel for Canon RSN capability. Canon agrees to comply with all VAMC network regulations and compliance with VAMC security requirements. Authorization of network link will be approved by VAMC ISO.

After Hours Phone Support: After hour phone support shall include 24 Hours, 7 Days a week and 365 days a year through Canon Customer Care Center when required.
Documentation/Reports: The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., Emergency repairs) procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with Conformance Standards or the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in the Conformance Standards section. The Engineering Service Report (ESR) will consist of a separate PM report for the item(s) covered under the "specific" contract. Grouping different equipment from different contracts on "one" ESR is prohibited. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail:

Name of contractor and contract number.
Name of FSE who performed services.
Contractor service ESR number/log number.
Date, time (starting and ending), equipment downtime and hours on-site for service call.
VA purchase order number(s) covering the call if outside normal working hours.
Description of problem reported by the COR or designated representative.
Identification of equipment to be serviced:
Inventory ID number,
Manufacturer's name,
Device name,
Model number,
Serial number,
Any other manufacturer's identification numbers.
Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including:
Labor and Travel,
Parts (with part numbers),
Materials and Circuit Location of problem/corrective action.
Total Cost to be billed (if applicable - i.e., part(s) not covered or service rendered after normal hours of coverage).
Signatures:
FSE performing services described.
Authorized VA Employee who witnessed service described.

Note: Any additional charges claimed must be approved by the COR or designated representative before service is completed.

Reporting Requirements: The Contractor shall be required to report to the HTM Department to log in. This check- in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with HTM Department and submit the ESR(s) to the COR or designated representative. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR or designated representative for an "authorization signature". If COR or designated representative is unavailable, a signed, authorized copy of the ESR will be left with the user.

Data & Records Management Requirements:

Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

The Government Agency owns the rights to all data/records produced as part of this contract.

The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

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