Carestream DRX-Evolution X-Ray Unit Annual Service and PM

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested in response to this notice and a written solicitation will NOT be issued. This solicitation is being issued as a Request for Quote (RFQ). Submit only written quotes for a full preventative maintenance RFQ. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-98. This solicitation is not a 100% Small Business set-aside. The associated NAICS code is 811219.

CLIN Qty - 1 Unit - Year Unit Price - XX Total - XX
DESCRIPTION
0001
Base year - Full preventative maintenance for Carestream DRX-Evolution X-Ray System per
Statement of Work Base year of 4-year service agreement POP 08/01/2020-07/31/2021
0002
Option year 1- Full preventative maintenance for Carestream DRX-Evolution X-Ray System per
Statement of Work Option year 1 of a 4 year service agreement POP 08/01/2021-07/31/2022
0003
Option year 2- Full preventative maintenance for Carestream DRX-Evolution X-Ray System per
Statement of Work Option year 2 of a 4 year service agreement POP 08/01/2022-07/31/2023
0004
Option year 3- Full preventative maintenance for Carestream DRX-Evolution X-Ray System per
Statement of Work Option year 3 of a 4 year service agreement POP 08/01/2023-07/31/2024

PERIOD OF PERFORMANCE: (Base Period); 08/01/2020-07/31/2021
Option period 1 08/01/2021-07/31/2022
Option period 2 08/01/2022-07/31/2023
Option period 3 08/01/2023-07/31/2024

Vendor Requirements:
Statement of Work (SOW)

Carestream DRX-Evolution X-Ray Unit

1. PURPOSE OF THE PROJECT
The Claremore Indian Hospital, Indian Health Services has a requirement for preventative maintenance
inspection coverage along with full coverage repair support services. In accordance with manufacturer requirements, specifications, guidelines, checklists, revisions and addendum modifications that includes: all
parts and labor, cosmetic repairs, FMI's and proprietary software upgrades on the Carestream DRX-Evolution
X-Ray System including tube and detector coverage.

1. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS
Contractor will provide the following services for the above listed equipment for the duration of the agreement:
Smart Care Complete Coverage with Enhanced Detector Accident Plan
Coverage Hours- Monday through Friday, 8am-5pm. 24/7 technical assistance.
Preventative Maintenance- Monday through Friday, 8am-5pm.
Response Time- Standard 30 minute phone response, Standard 4 hour on-site response.
Uptime Guarantee- 98%
Labor and Travel- Diagnostics, repairs, and calibrations to meet specifications and ensure optimal
performance. Travel for Carestream technical resources.
Parts Replacement- Genuine Carestream parts to maintain the equipment specification.
Software Updates- Safety, performance, and reliability updates (excludes purchasable upgrades).
Items covered shall include:
System
Carestream DRX-Evolution X-Ray System and Tube
Two (2) DRX-1 Detectors

1. PERIOD OF PERFORMANCE
August 1, 2020 July 31, 2021
August 1, 2021 July 31, 2022
August 1, 2022 July 31, 2023
August 1, 2023 July 31, 2024

1. LEVEL OF EFFORT
1. Contractor shall provide preventative maintenance inspections coverage along with full
coverage maintenance and repair service for the identified X-Ray unit and their locations that
will include all travel, labor and parts, peripherals, and workstation dicom gateway associated
with PM calibrations and repairs. PM's will be done on an annual basis and repairs done as
needed. Cosmetic repairs, FMI's, proprietary software upgrades and operator in-service
training are to be performed during PM calibration services. Replacement parts must be
ordered by 7:00pm CST, day of on-site response, with a next day delivery and warranty on
parts replaced as needed while under contract. A Carestream certified field engineer must
perform service and PMs on the identified X-ray Unit.
2. Contractor shall provide a 98% or greater percentile of guaranteed equipment up-time status
operating according to manufacturer design specifications, based upon an average 6 month
period.
3. Contractor shall provide local FE technical phone support for radiology department at no
charge during daytime hours.
4. Contractor's replacement parts shall be original equipment manufacturer parts.
5. Contractor shall provide system software applications that are license patented.
6. The contractor shall provide service compatible with Claremore Indian Hospital Radiology
Department patient schedules and availability.
7. Training: Contractor shall provide operator in-service training during PM calibration services.

2. SPECIAL REQUIREMENTS
1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with
OPDIV DHHS/SE Region Human Resources, Security Clearance Guidance Visitors
(3/29/12) policy for contract performance period. Contractor employees will be required to
obtain a visitor's pass upon arrival for services from Facilities Management.- (Security
Clearance for on-site human services)

2. The USPHS Claremore Indian Hospital is a tobacco/smoke free environment (buildings and
grounds). No tobacco/smoking use will be tolerated during service.
1. Security Requirements: Contractor personnel will be required to contact the government
designated point of contact upon arrival when reporting for service calls or delivery supplies.
The contractor shall be responsible for the security of all organizational information. Current
rules and regulations applicable to the premises, where the work shall be performed shall
apply to the contractor and its employees while working on the premises. These regulations
include but are not limited to, escort by Claremore Indian Hospital official, presenting valid
identification, smoking restriction and any safety procedures.
1. The contractor shall not disclose or cause to disseminate any information concerning
operations of Claremore Indian Hospital. Such action(s) could result in violation of the
contract and possible legal actions.
1. All inquiries, comments, or complaints arising from any matter observed, experienced or
learned of as a result of or in connection with the performance of the contract, the
resolution of which may require the dissemination of official information, shall be
directed to the government's designated representative.
1. Termination Amortization Schedule: A termination amortization schedule shall be included as
an attachment of the awarded contract. If the Government does not exercise any of the
options listed in the price / cost schedule, the Government's not exercising the options will
have the same effect as if the Government terminated for convenience. All remedies afforded
to contractor in regards to a termination for convenience shall be available to the contractor.

1. DELIVERABLES AND REPORTING REQUIREMENTS

1. Delivery: The contractor will coordinate any delivery, installation and/or training date with the
designated government employee. The government will provide the contractor with dock
access and building access for this sole purpose. The government requires a minimum of
24-hour notice of the contractor's need to deliver parts and/or remove a part or deliver
replacement parts. The designated government employee will work with the pertinent
government agency(ies) to secure the needed dock access. No deliveries can be made after
4:15pm. Driver needs a valid ID.
1. Contractor Point of Contact: The contractor shall furnish one designated point of contact
(POC) to the government's designated representative for coordination of supplies, delivery,
and/or maintenance. The POC will be empowered to make daily decisions to ensure that the
contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

2. Reporting Requirements: The contractor shall provide Radiology Supervisor and Bio-Med
technician with electronic PM Service and repair reports for each site visit on all systems
covered by this contract within 30 days of date of service.

1. Contractor's Phone Numbers: The contractor shall provide a toll-free telephone number for
service calls, which must be answered during at least eight working hours, between 8:00 am
and 5:00 pm, Monday through Friday.
2. Personnel Qualifications: Only a Carestream certified field engineer can perform service on
the Carestream DRX-Evolution X-ray Unit and Detectors.

-GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES
-The Government will not provide the contractor with any property.
- CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES
1. Required personnel, materials, supplies and equipment: The contractor shall furnish all
personnel, materials, supplies and equipment required to perform work under the contract.

9. CHANGES TO THE STATEMENT OF WORK (SOW)
Any changes to this SOW shall be authorized and approved only through written correspondence from the
Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting
Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE METRIX
Service/Support-Contractor provided services and PM in accordance with SOW.
Delivery-Services were delivered in a timely manner.

Department Supervisor Signature:_________________________

Administrative Officer Signature:_________________________

Submit Quotes no later than: 05/15/2020 @ 4:30PM CST to the Following Point of Contact: Randy
Nevills

Email: miranda.nevills@ihs.gov

Questions and Answers: Due by 05/13/2020 by COB and will be posted by 05/14/2020 @2p.m. CST
Evaluation: FAR 52.212-2 Evaluation -- Commercial Items (completed as follows):

(a) The Government will award a firm fixed price contract resulting from this solicitation to the responsible
offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and
other factors considered. The following factors shall be used to evaluate offers:

Lowest Price Technically Acceptable

VENDORS SUBMITTING OR EQUAL ITEMS MUST SUMBMIT DESCRIPTITVE LITERATURE SHOWING
HOW THEIR PRODUCT MEETS OR EXCEEDS THE REQUIREMENTS BEING SOLICITED.

This solicitation will result in a firm fixed price purchase order pursuant to the terms and conditions below.
Terms and conditions other than those stated will not be accepted. The above pricing is all inclusive.
PROVISIONS: The following FAR provisions apply to this solicitation:
FAR 52.212-1, Instructions to Offeror- Commercial Items; FAR 52.212-3, Offeror Representations and
Certifications- Commercial Items (the offeror should include a completed copy of this provision with their
quote).

CLAUSES: The following FAR clauses apply to this solicitation:

FAR 52.212-4, Contract Terms and Conditions-Commercial Items; FAR 52.212-5, Contract Terms and
Conditions Required to Implement Statues or Executive Orders-Commercial Items (to include the following
clauses sited): FAR 52.203-6 Restrictions on Subcontractor Sales to the Government; 52.203-13, Contractor
Code of Business Ethics and Conduct; FAR 52.204-10, Reporting Executive Compensation and First-Tier
Subcontract Awards; FAR 52.209-6, Protecting the Government's Interest When Subcontracting with
Contractors Debarred, Suspended, or Proposed for Debarment; FAR 52.217-8, Option to Extend Services,
FAR 52.217-9, Option to Extend the Term of the Contract, FAR 52.219-8; FAR 52.219-13,; FAR 52.219-28,;
FAR 52.222-3, Convict Labor; FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies;
52.222-21, Prohibition of Segregated Facilities; FAR 52.222-26, Equal Opportunity; FAR 52.222-35 Equal
Opportunity for Veterans; FAR 52.222-36, Equal Opportunity for Workers with Disabilities; FAR 52.222-37
Employment Reports on Veterans; FAR 52.222-40, Notification of Employee Rights Under the National Labor
Relations Act; FAR 52.222-50, Combating Trafficking in Persons; FAR 52.223-18, Encouraging Contractor
Policies to Ban text Messaging While Driving; FAR 52.225-1, Buy American Act--Supplies; FAR 52.225-13,
Restriction on Certain Foreign Purchases; FAR 52.232-33, Payment by Electronic Funds Transfer- System for
Award Management; FAR 52.222-41, Service Contract Act of 1965; FAR 52.222-43 Fair Labor Standards Act
and Service Contract Act Price Adjustment. The above Provisions and Clauses may be obtained via internet
at http://farsite.hill.af.mil.
Miscellaneous:

NO FAX QUOTATIONS

ELECTRONIC SUBMISSIONS SUBMISSION VIA EMAIL IS THE ONLY ACCEPTABLE ELECTRONIC
SUBMISSION. (Miranda.nevills@ihs.gov)

Mail quotations to Claremore Indian Hospital, Attn: Randy Nevills, 101 S Moore Ave, Claremore, OK 74017
All contractors must be registered in the System for Award Management database located at
https://www.sam.gov/sam/ prior to any contract award. Please submit the following information with
each quote: Vendor Name, Cage Code, DUNS number, Tax Identification Number, Prompt Payment
Terms, Delivery Time, GSA Contract Number (if applicable), Date quote expires, warranty, total price for
each line item, total quote price, and technical documentation in sufficient detail to determine technical
acceptability. Failure to provide sufficient technical detail may result in rejection of your quote.

For additional information, please contact the Purchasing Agent, Randy Nevills, miranda.nevills@ihs.gov or
(918) 342-6447.