Preventive maintenance for the Government owned Philips BigBore CT Scanner (S/N: 20010) and Philips Intellispace Portal (Site ID#: 82411811, S/N: DC012088417) including supporting hardware.

General Information

Title:               Preventive maintenance for the Government owned Philips BigBore CT Scanner (S/N: 20010) and Philips Intellispace Portal (Site ID#: 82411811, S/N: DC012088417) including supporting hardware.   

Document Type:         Notice of Intent

Solicitation Number:   75N91022Q00042    

Posted Date:                3/3/2022

Response Date:            3/11/2022

Classification Code:    65 – Medical and Surgical Instruments Equipment and Supplies

NAICS Code:              811219 –  Other Electronic and Precision Equipment Repair and Maintenance

Contracting Office Address

Department of Health and Human Services, National Institutes of Health, National Cancer Institute, Office of Acquisitions, 9609 Medical Center Drive, Room 1E232 Bethesda, MD 20892, UNITED STATES

Description 

The U.S. Department of Health and Human Services (DHHS), National Institutes of Health (NIH), National Cancer Institute (NCI), Center for Cancer Research (CCR), intends to procure services on a sole source basis from Philips Medical Systems.

This procurement is being conducted using commercial item procedures pursuant to FAR Part 12 and FAR Part 13, specifically FAR Subpart13.106-1(b)(1)(i) allowing the Contracting Officer (CO) to solicit from one source.

Only one award will be made as a result of this solicitation. This will be awarded as a Severable firm fixed price type contract with four option periods. 

It has been determined there are no opportunities to acquire green products or services for this procurement.

The Contractor shall provide all labor, material and equipment necessary to maintain and provide preventive maintenance for the Government owned Philips BigBore CT Scanner (S/N: 20010), Philips Intellispace Portal (Site ID#: 82411811, S/N: DC012088417) including supporting hardware. The CT Scanner is used for planning of the application of radiation to patients undergoing treatment.

In order for the radiation oncologist to properly plan the dose distribution to the patient, they need a precise set of 3D images detailing the anatomy. This is usually done by CT imaging. Therefore, the CT Scanner must be well maintained and properly calibrated. Additionally, any down time of the Scanner must be minimized, so quick response of any problems is required.

All maintenance services shall be performed on-site in accordance with the manufacturer’s standard commercial maintenance practices.          

TYPE OF ORDER

This will be issued as a Severable Firm-Fixed Price Purchase Order.                        

SPECIAL ORDER REQUIREMENTS

PREVENTIVE MAINTENANCE 

The Contractor shall perform one planned preventive maintenance during each period of performance.  Technically qualified factory-trained personnel shall perform the service. Service shall consist of a thorough cleaning, calibration, adjusting, inspection and testing of all equipment in accordance with the manufacturer’s latest established service procedures.  All equipment shall be operationally tested through at least one (1) complete operating cycle at the end of the preventive maintenance inspection to assure optimum and efficient performance.

EMERGENCY SERVICE

On-site, emergency repair service visit shall be provided during the term of this contract at no additional cost to the government. Emergency service shall be provided during normal working hours, Monday through Friday  8:00 a.m. – 5:00 p.m. local standard time, excluding Federal public holidays as defined by 5 U.S.C. 6103. Information on observed holidays may be located at the OPM website:

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

Upon receipt of notice that any part of the equipment is malfunctioning the Contractor shall provide a response within one (1) hour acknowledging receipt of the notice. If the notice is received outside of the business hours established in this section, the Contractor shall provide a response within one (1) hour of the start of the next business day.  

The Contractor shall also provide an on-site response within four (4) hours after receipt of the notice. A qualified factory-trained service representative shall be dispatched to inspect the malfunctioning instrument and perform all repairs and adjustments necessary to restore the said instrument to normal operating condition. If the notice is made outside of business hours, the Contractor shall provide an on-site response within four (4) hours of the start of the next business day. Emergency service calls shall not replace the necessity for planned preventative maintenance. All labor and travel will be included.

REPLACEMENT PARTS 

The Contractor shall furnish all required replacement parts at no additional cost to the Government, with the exception of consumables. Parts shall be new to original equipment specifications. Parts shall be shipped “Overnight” F.O.B. destination to be delivered the earliest next business day after receipt of notice.

SOFTWARE UPDATES/SERVICE 

The Contractor shall provide software service and updates in accordance with the manufacturer’s latest established service procedures to include telephone access to technical support for use of program software and troubleshooting of the operating systems at no additional cost to the Government.  The contractor shall receive advance approval for the installation of all software updates and revisions from the Government. Defective software shall be replaced at no additional cost to the government.

The Contractor shall provide unlimited clinical technical telephone support (24hrs/day, 7 days/week) for troubleshooting for the instrument and clinical application support (M-F 8am-9pm), excluding Federal holidays.

The Contractor shall provide all software updates and upgrades for the Philips BigBore CT Scanner.

SERVICE EXCLUSIONS

The Contractor shall not be responsible for any repairs necessitated by abuse, neglect, vandalism, Acts of God, fire or water.  Such repairs shall be the subject of a separate purchase order and shall not be performed under this contract.                                                                            \

WARRANTY

The Contractor warrants all services will be performed in a workmanlike manner and free of defect, and any replacement parts shall be free from defects in material and workmanship for a period of ninety (90) days after performance of the services.

PERSONNEL QUALIFICATIONS

Technically qualified factory-trained personnel shall perform service to the Philips BigBore CT Scanner system as covered by this contract.  All primary service personnel shall have at least one backup support person with at least the same level of expertise on the equipment covered by this contract.

SECTION 508 COMPLIANCE

Regardless of format, all digital content or communications materials produced as a deliverable under this contract, shall conform to applicable Section 508 Standards to allow Federal employees and members of the public with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by Federal employees or by members of the public who are not individuals with disabilities. Remediation of any materials that do not comply with the applicable Section 508 requirements as set forth below, shall be the responsibility of the Contractor.

Federal government-wide guidance regarding accessibility of documents can be found at https://www.section508.gov/, including the documents describing the preferred method of authoring and testing documents produced in Microsoft Word 2013 or later, Microsoft Excel, and files formatted as PDF.

PERIOD OF PERFORMANCE

The base period of performance shall be for twelve (12) months, with four (4) twelve (12) month option periods.

Base Period:               April 1, 2022 to March 31, 2023

Option Period 1:         April 1, 2023 to March 31, 2024

Option Period 2:         April 1, 2024 to March 31, 2025

Option Period 3:         April 1, 2025 to March 31, 2026

Option Period 4:         April 1, 2026 to March 31, 2027

PLACE OF PERFORMANCE

Onsite services shall be performed at the following location:

            NIH, NCI,  

            Bethesda, MD  20892

This notice is not a request for competitive quotation. However, if any interested party, especially small businesses, believes it can meet the above requirement, it may submit a capability statement, proposal, or quotation, which shall be considered by the agency.  The statement of capabilities and any other information furnished must be in writing and must contain material in sufficient detail to allow NCI to determine if the party can perform the requirement.  Responses must be received in the contracting office by 12:00 PM EST, on March 11, 2022.  All responses and questions must be emailed to David Romley, Contract Specialist via electronic mail at david.romley@nih.gov. A determination by the Government not to compete this proposed requirement 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. No collect calls will be accepted. In order to receive an award, contractors must be registered and have valid certification in the System for Award Management (SAM) through sam.gov. Reference: 75N91022Q00042 on all correspondence.