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). RFQ# 246-21-Q-0070.  Submit only written quotes for a full service RFQ. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-98.  This synopsis/solicitation is Full and Open and is not a 100% Small Business set-aside. The associated NAICS code is 811219.

This RFQ contains TWO (2) Line Items of a base + 1 option year: See  Full Service Agreement SOW

Statement of Work (SOW)

Toshiba Titan/X-Vantage MRI System

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 Toshiba Titan/X-Vantage MRI System.

DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

Contractor will provide the following services for the above listed equipment for the duration of the agreement:

• Coverage Hours- Monday through Friday, 8am-9pm, excluding Federal Holidays.
• Preventative Maintenance- Monday through Friday, 8am-9pm, excluding Federal Holidays
• Response Time- Standard 30 minute phone response, Standard 4 hour on-site response.
• Uptime Guarantee- 98%
• Labor and Travel- Preferred rates for labor and travel outside of coverage hours.
• Parts Replacement- Parts will be replaced when deemed necessary by Canon Medical Systems, excluding disposables, accessories, options or upgrades not listed in the terms and conditions of agreement.
• Cybersecurity/Gateway Program-Gateway Gold cybersecurity protection is included with service agreement.
• Cryogens and Magnet Maintenance-Cryogens are covered by agreement.  All cryogen fills and magnet maintenance will be completed at no additional charge for the duration of the agreement.

Items covered shall include:

System

• Titan/X-conv.000(Titan/X-Vantage MRI System) This agreement includes coverage for the following items.  All other options but not limited to lasers, injectors, sources, power conditioners (PCDUs, VRDUs, UPSs, etc.) and other non-TAMS options, are not covered by this agreement.

Coil

• MJAB-167A/P1.010 (COIL, BODY TITAN) QTY1
• MJAH-137A/E2.010 (COIL, HEAD/CERVICAL, OPEN TYPE) QTY1
• MJAJ-177A/S1.010 (COIL, SHOULDER SPEEDER) QTY1
• MJAS-147A/E1.010 (COIL, SPEEDER SPINE) QTY1
• MJLC-207G/S1.010 (COIL,FLEX, 200MM) QTY1
• MJQJ-167A/S1.010 (COIL,QD, KNEE/FOOT.ANKLE) QTY1
• MJAJ-167B/J1.010 (COIL, WRIST SPEEDER) QTY1
• MJAJ-217A/S1.010 (COIL,16-CH FLEX SPEEDER MEDIUM) QTY1
• NHAH-227A/S1.010 (COIL, 16-CH FLEX SPEEDER LARGE) QTY1

Included Options

• MKSU-ECGU6/S1.010 (WIRELESS CARDIAC GATING UNIT)
• MKSU-PRGK01/S1.010 (WIRELESS PERIPHERAL/RESPIRATORY GATING PACKAGE)
• E-WATCHSVCPROMO.010 (e-WATCH ENVIRONMENTAL MONITORING SERVICE PROMO)

Gateway Program Cybersecurity Protection

• Gateway Gold

PERIOD OF PERFORMANCE

            BASE          8/1/2021 – 7/31/2022

            OPT YR 1    8/1/2022 – 7/31/2023

            LEVEL OF EFFORT

1. Contractor shall provide preventative maintenance inspections coverage along with full coverage maintenance and repair service for the identified MRI scanner 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 a bi-monthly 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 OEM parts and 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 Canon or Toshiba certified field engineer due to the complexity and safety of the MRI scanner must perform the service
   1. 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.
   2. Contractor shall provide local FE technical phone support for radiology department at no charge during daytime hours.
   3. Contractor shall provide an in-site on-line diagnostic network with manufacturer engineers for technical and diagnostic support services available all hours at no charge.
   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.

SPECIAL REQUIREMENTS

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)

The USPHS Claremore Indian Hospital is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

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.

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.

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.

​​​​​​​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.

DELIVERABLES AND REPORTING REQUIREMENTS

​​​​​​​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.

​​​​​​​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.

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

​​​​​​​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 4:30 pm, Monday through Friday.

​​​​​​​Personnel Qualifications:  Only a Canon or Toshiba certified field engineer can perform service on the Toshiba Titan MRI scanner.

GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

The Government will not provide the contractor with any property.

CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

Required personnel, materials, supplies and equipment:  The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract.

 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.

 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: June 22, 2021 @ 4:30PM CST  to the Following Point of Contact: Randy Nevills Email: [email protected]

Questions and Answers: Due by 06/17/2021 by COB and will be posted by 06/18/2021 @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. ([email protected]) 

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, [email protected] or (918) 342-6447.

PLEASE USE THE ATTACHED TEMPLATE FOR QUOTE SUBMISSION.