Software Subscriptions/Maint/Licenses | Administrative

Type: Special Notice • ID: 36C24424Q0045
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Special Notice Special Notice Page 3 of 12 Special Notice *= Required Field Special Notice Page 1 of 12 SUBJECT* Software Subscriptions/Maint/Licenses | Administrative GENERAL INFORMATION CONTRACTING OFFICE S ZIP CODE* 15317 SOLICITATION NUMBER* RESPONSE DATE/TIME/ZONE 11-24-2023 12pm EASTERN TIME, NEW YORK, USA ARCHIVE 60 DAYS AFTER THE RESPONSE DATE RECOVERY ACT FUNDS N PRODUCT SERVICE CODE* DA10 NAICS CODE* 541519 CONTRACTING OFFICE ADDRESS Department of Veterans Affairs Network Contracting Office 4 POINT OF CONTACT* Contracting Officer Angelamarie Scott (412) 822-3776 ADDITIONAL INFORMATION AGENCY S URL URL DESCRIPTION AGENCY CONTACT S EMAIL ADDRESS EMAIL DESCRIPTION DESCRIPTION Page 6 of 12 Page 1 of DESCRIPTION NOTICE OF INTENT TO SOLE SOURCE: IAW FAR 5.101 this notice is to advise the public that The Department of Veterans Affairs Network Contracting Office 4, intends to award a sole source, Firm-Fixed-Price Contract to Philips Healthcare North American LLC. Per FAR 13.106-1(b) VA requires continuous reliability of the Xper Physio monitoring system to support providing continuous patient care at the VA Philadelphia Medical Center s Cardiology department at VA Philadelphia Medical Center for a base year with four (4) option years, exercisable at the Government s discretion. This critical component with Software is that it interfaces with the Government owned Philips Xper system. THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE PROPOSALS or QUOTATIONS. Responsible sources may identify their interest by submitting capability information that clearly demonstrates the capability to perform the required work and licenses for Software. Capability information is required by Noon ET Friday, November 24, 2023, to establish the ability of the source to meet this requirement. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. The Government will not be responsible for any costs associated with the preparation of responses to this notification. All inquiries and submittals must be sent via email to Angelamarie Scott, Contract Specialist, . Telephone inquiries will not be accepted. Statement of Work Title: Service Contract for VA Philadelphia s Philips Xper Physiomonitoring System in Cardiology department. Scope of work: The contractor shall provide service for government owned Philips Xper system in accordance with the Statement of Work (SOW). The main facility is located at: VA Philadelphia Medical Center 3900 Woodland Ave Philadelphia, PA 19104 Background: This contract is issued to ensure the continuous reliability of the Xper Physio monitoring system identified in this SOW. The system require repair, maintenance, and troubleshooting by trained personnel familiar with proprietary software and network configuration. This system is critical for providing continuous patient care at the VA Philadelphia Medical Center s Cardiology department. The reliable and accurate operation of the system at all times is considered critical to the health of patients. Performance Period: Base + 4 Option Years Base Year 12/1/2023-11/30/2024 Option Year 1 12/1/2024-11/30/2025 Option Year 2 12/1/2025-11/30/2026 Option Year 3 12/1/2026-11/30/2027 Option Year 4 12/1/2027-11/30/2028 B. REQUIREMENTS Support requirements include: Hardware support, software updates, remote software technical support (24x7), remote clinical application support, Philips remote services and onsite software escalation. The Contractor and Biomedical Engineering shall maintain the equipment in accordance with Section D Conformance Standards. Service for corrective maintenance will be provided per hours of coverage defined in Hours of Coverage (Section 5 a, and e). Contractor shall provide unlimited telephone technical support, labor, travel and parts, unless specifically excluded. 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. The COR or a Biomedical Engineering 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. 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. The Contractor shall provide complete and original documentation indicating work performed, referencing the procedures followed, actual tests and/or evaluation results obtained to the COR at the completion of the service. Parts, travel, and labor necessary for service are provided by awarded contractor at no additional customer cost. The Contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the CO and COR, (in writing), of the existence or the development of any defects in, or repairs required to the scheduled equipment which the Contractor considers he/she is not 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. Parts and Software All parts supplied shall be OEM and fully compatible with existing equipment. No refurbished part shall be used in the repairs of units covered in this contract. The contract shall include all parts and materials with the exception of consumable or expendable items. Used parts, those removed from another system, shall not be installed without approval by the COR. The contractor is required to install VA supplied parts when said parts are determined to be fully compatible. The determination of compatibility is at the discretion of the COR. All defective parts replaced become the property of the Contractor, unless otherwise specified by the CO, COR, or Alt COR. Covered Equipment Services: All necessary repairs to bring equipment back to full functionality should be included in service requests and work performed. Hours of Coverage: The contractor will provide telephone support within the normal business hours (7:00 AM to 7:00 PM (EST) M-F), including Monday-Friday All services shall be performed during these normal hours of coverage unless one of the following conditions exists: The contractor wishes to furnish services at a time that is outside of the normal hours of coverage, at no additional cost to the Government, the contractor submits a request to the COR prior to the proposed start of the work, and the request is approved in writing by the COR before work is begun. The COR directs that the services be furnished at a time that is outside the normal hours of coverage and the additional cost is recommended by the COR and authorized by the CO. Customer service shall respond to service request calls 24 hours a day, 7 days a week and all holidays. Telephone response times will be as follows: 30 minutes Monday-Friday 2 hours (maximum) Monday-Friday, Weekends and Holidays Work performed outside the normal hours of coverage must be preapproved by the CO, COR or Alt COR. The Contractor will provide a written estimate of the charges prior to approval of the work. Work performed outside the normal hours of coverage at the request of FSE/contractor shall be considered service performed during normal hours of coverage. There will be no additional charge for time spent waiting at the site during or after the normal hours of coverage for delivery of parts. Note: Any hardware/software update/upgrade installations shall be scheduled and performed during normal hours of coverage at no additional charge to the government. Federal Holidays Observed by the VA Medical Center: Page 1 of Page 1 of New Year s Day. Martin Luther King, Jr. Day. President s Day (Washington s birthday). Memorial Day. Juneteenth Independence Day. Labor Day. Columbus Day. Veterans Day. Thanksgiving Day. Christmas Day. **and any other day specifically designated by the President of the United States Special Notice Special Notice Page 12 of 12 Page 12 of 12 Special Notice *= Required Field Special Notice Page 1 of 6 Page 1 of Customer Notification: Contractor shall notify Biomedical Engineering and the Police service when they arrive on site. Contractor will schedule all service calls with Biomedical Engineering. Up to date TB and Flu testing documentation is required. When the service(s) is/are completed, the FSE shall document the services rendered on a legible ESR(s) per Section E. The FSE shall be required to check out with the Biomedical Engineering Department and submit the ESR(s) to the COR. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature." If the COR is unavailable, a signed accepted copy of the ESR will be sent to the COR within five business days of work completion. FAILURE TO COMPLY, EITHER IN WHOLE OR IN PART, WITH EITHER THE NOTIFICATION OR ESR REQUIREMENTS WILL BE DEEMED SIGNIFICANT NON-COMPLIANCE WITH THE CONTRACT AND MAY BE JUSTIFICATION FOR TERMINATION OF THE CONTRACT. C. DEFINITIONS/ACRONYMS: Biomedical Engineering - Supervisor or designee CO - Contracting Officer. COR - Contracting Officer's Representative. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or operative conditions. Service shall consist of calibration and testing in accordance with the manufacturer s latest established service procedures to ensure operation of equipment within manufacturer s or VA s performance specifications, whichever is the most rigorous. PM includes cleaning, inspecting lubricating and testing all equipment. All equipment shall be operated at least one complete operating cycle at the end of each PM. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VA Medical Center premises. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Acceptance Signature Philadelphia VAMC employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. NFPA - National Fire Protection Association. CDRH - Center for Devices and Radiological Health. VAMC Veterans Affairs Medical Center OEM - Original Equipment Manufacturer D. CONFORMANCE STANDARDS: Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, JC, NEC, OSHA, HIPAA, Federal and VA security specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM s technical specifications. Additional performance specifications that exceed the OEM specifications shall be specified in writing by the VA. E. DOCUMENTATION/REPORTS: The documentation will include equipment down time and detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards. In addition, each ESR must at a minimum document the following data legibly and in complete detail: Name of Contractor Name of FSE who performed services. Contractor Service ESR Number/Log Number. Date, Time (starting and ending), Hours-On-Site for service call. VA Purchase Order Number(s) (if any) covering the call, if outside normal working hours. Description of Problem Reported by COR/User. Identification of Equipment to be serviced to include the following: Equipment ID # or EE# from the bar-code, Manufacturer's Name, Device Name, Model#, Serial #, and any other Manufacturer's identification numbers. Itemized Description of Service(s) Performed (including Costs associated with after normal working hour services), including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. Total Cost to be billed. Signatures from the following: FSE performing services described. VA Employee who witnessed service described. Equipment downtime calculated in accordance with Conformance Standards. Note: Any additional charges claimed must be approved by the COR before service is started. F. SCHEDULE FOR DELIVERABLES Draft copies of deliverables shall be provided to Biomedical Engineering staff at Philadelphia VAMC before the contractor leaves the facility at each visit. If a final copy can be provided at that time then a draft copy is not necessary, final copies must be provided within 5 business days of the time of each deliverable. G. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. H. SERVICE MANUALS/TOOLS/EQUIPMENT Philadelphia VAMC shall not provide service manuals or service diagnostic software to the contractor for use in providing services under this contract. 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. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. Prior to commencement of work on this contract, the contractor shall make available if requested a copy of the current calibration certification of all test equipment that is to be used by the contractor in performing work under the contract. This certification shall also be provided on a periodic basis when requested by Philadelphia VAMC. Test equipment calibration shall be traceable to a national standard. I. CONDITION OF EQUIPMENT: The contractor accepts responsibility for the equipment described in this scope of work, 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. J. CONTRACTOR EXPERIENCE REQUIREMENTS Each respondent must have an established business, with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) shall have successfully completed a formalized training program, for the equipment or similar equipment identified in Section B.1a. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance on equipment. The FSE(s) shall be authorized by the contractor to perform the maintenance services as required. 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 Philadelphia VAMC. The CO may authenticate the training requirements, request copies of training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any Philadelphia VAMC equipment. The CO and/or the COR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the Philadelphia VAMC equipment. Any Contractor personnel must provide a copy of: 1) Tuberculosis (Tb) vaccination documentation, 2) flu vaccination documentation and 3) copy of HIPAA compliance training certificate. K. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD: The contractor shall comply with the Federal/California OSHA Bloodborne Pathogens Standard. The contractor shall: Have methods by which all employees are educated as to risks associated with bloodborne pathogens. Have policies and procedures that reduce the risk of employee exposure to bloodborne pathogens. Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract. L. INFLUENZA PREVENTION PROGRAM: VHA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Healthcare personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. Those HCP unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center. It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation: Documentation of vaccination, e.g., signed record of immunization from a healthcare provider or pharmacy, or a copy of medical records documenting the vaccination. Completed Healthcare Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine. The contractor is required to submit annual certification to the Contracting Officer s Representative (COR) that all contract staff performing services at VA facilities are in compliance with the VHA Directive 1192. M. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this SOW, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of this procurement. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this SOW. No information shall be released by the contractor. Any request for information relating to SOW, presented to the contractor, shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. N. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS: The contractor's FSE shall wear visible identification at all times while on the premises of Philadelphia VAMC. Identification shall include, as a minimum, the employee s name, position, and the contractor s trade name. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. Philadelphia VAMC will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings and on premise at Philadelphia VAMC. This covers all smoking and tobacco products, including but not limited to: Cigarettes Cigars Pipes Any other combustion of tobacco Electronic nicotine delivery systems (ENDS), including but not limited to electronic or e-cigarettes, vape pens, or e-cigars. Chewing tobacco Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court. O. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS Contractor may not have access to the VA network or any VA sensitive information under this contract. Contractor owned computer equipment including laptops are not permitted to be connected to the VA network. Any removable storage device used in medical equipment must be scanned by Biomed or OIT. The following language from VA Handbook 6500.6 is required in this contract: Appendix B: all Appendix C: section 1, 2, 3, 6, 7, 9 All Contractors must receive Privacy training annually using one of the following methods: Complete VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information training by using VA s TMS system ( Contractors may 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. Complete the hard copy version of VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information . Signed training documents must be submitted to the COR. [ End of Statement of Work ] End of Document
The Department of Veterans Affairs Network Contracting Office 4 intends to award a sole source, Firm-Fixed-Price Contract to Philips Healthcare North American LLC for the continuous reliability of the Xper Physio monitoring system at the VA Philadelphia Medical Center's Cardiology department. The system requires repair, maintenance, and troubleshooting by trained personnel familiar with proprietary software and network configuration. This system is critical for providing continuous patient care at the VA Philadelphia Medical Center's Cardiology department.

Work Details
The contractor shall provide service for the government-owned Philips Xper system in accordance with the Statement of Work (SOW). Support requirements include hardware support, software updates, remote software technical support (24x7), remote clinical application support, Philips remote services, and onsite software escalation. The service period includes a base year and four option years. The contractor shall provide unlimited telephone technical support, labor, travel, and parts unless specifically excluded. All necessary repairs to bring equipment back to full functionality should be included in service requests and work performed.


Response Deadline
Nov. 24, 2023, 12:00 p.m. EST Past Due
Nov. 20, 2023, 6:01 p.m. EST
Set Aside
Place of Performance
Not Provided

Current SBA Size Standard
$34 Million
Fixed Price
Est. Level of Competition
Sole Source
Signs of Shaping
79% of similar contracts within the Veterans Health Administration had a set-aside.
On 11/20/23 VISN 4 issued Special Notice 36C24424Q0045 for Software Subscriptions/Maint/Licenses | Administrative due 11/24/23.
Primary Contact
Contracting Officer
Angelamarie Scott   Profile
(412) 822-3776


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Last Updated
Nov. 20, 2023
Last Updated By
Archive Date
Dec. 9, 2023