Brainlab iPlan System Service Maintenance

Notice Type: Combine Solicitation

Posted Date: 02-MAY-19

Office Address: Department of the Navy; Bureau of Medicine and Surgery; Naval Medical Center San Diego; Bldg 134800 Bob Wilson Drive San Diego CA 92134-5000

Subject: Brainlab iPlan System Service Maintenance

Classification Code: J - Maintenance, repair & rebuilding of equipment

Solicitation Number: N0025919N0051

Contact: ZHAO LI, Contract Specialist, Phone 6195329583, Email [email protected]

Description: Department of the Navy

Bureau of Medicine and Surgery

Naval Medical Center San Diego

Notice of Intent to Sole Source

THIS IS A NOTICE OF INTENT TO AWARD A SOLE SOURCE CONTRACT AND IS NOT A REQUEST FOR COMPETITIVE QUOTES. Reference#: N0025919N0051. Naval Medical Center San Diego (NMCSD) intends to award a firm fixed price sole source contract under the authority of FAR 13.106-1(b)(1)(i), only one source being available to meet the Government's needs, to:

Brainlab, Inc.

5 Westbrook Corporate CTR Ste 1000

Westchester, IL, 60154-5766

The North American Industry Classification System (NAICS) code for this requirement is 811219; the business size standard is $20,500,000.

The objective of this sole source award is to procure service and maintenance on iPlan RT Stereotactic Radiation Surgery (SRS) planning system and associated treatment hardware at Naval Medical Center San Diego, in accordance with the statement of work includes all parts, support, and labor charges for the equipment as listed below:

iPlan RT Stereotactic Radiation Surgery (SRS) planning system and associated treatment hardware

DADMS: 84459

ECN: 151350

S/N: 4445017001

Brainlab, Inc. is the only source that can perform service or update to the system software due to the proprietary nature of this equipment, no other company was found that has authorized third-party service providers. Additionally, parts utilized in repairs are Original Equipment Manufacturer (OEM) parts/components in order to ensure maximal function and that liability and warranty on devices are intact.

This notice of intent is not a request for competitive proposals and no solicitation document exists for the requirement. Sources interested in responding to this notice are required to submit a capability statement that includes management and technical data and cost information, in sufficient detail and with convincing evidence that clearly demonstrates the capability to perform the required work and are able to provide valid certification to provide service validated by Brainlab, Inc.. Capability statements shall not exceed 6 (8.5 x 11 inch) pages using a font size no smaller than 10-point. All capability statements received by the due date of this notice will be considered by the Government. A request for documentation or additional information or submissions that only ask questions will not be considered as an affirmative response. A determination by the Government not to compete based on 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 or to proceed with a sole source purchase order.

Capability statements are due by Thursday 07:00 AM Pacific Time, May 09, 2019. Capability statements shall be submitted by e-mail ONLY as a Microsoft Word or Adobe PDF attachment to the following address: [email protected]. The email subject line shall state, "Naval Medical Center San Diego, Special Notice Number N0025919N0051."

NO TELEPHONE REQUESTS/OFFERS WILL BE HONORED STATEMENT OF WORK GENERAL REQUIREMENTS: The effort required hereunder shall be performed in accordance with this Statement of Work and in accordance with all other terms and conditions set forth herein. The Contractor shall provide all services, materials and equipment necessary for the repair/preventive maintenance of the BrainLab iPlannet server, Serial #4445017001, ECN 151350, located in Radiation Oncology Division, Radiology Department Naval Medical Center, San Diego (NMCSD)to ensure dependable and reliable equipment operation. The scope of work performed under these specifications includes the furnishing of all labor, and parts to perform all hardware and software repairs and updates on equipment listed, to assure continued operation at their designed efficiency and capacity. "Repair" means any (a) modification, adjustment, or replacement of the hardware that corrects a malfunction by bringing the hardware into material conformity with the technical specifications for the hardware or (b) a procedure or routine that, when observed in the regular operation of the hardware, avoids the material adverse effect of the applicable nonconformity.

Location: Places of performance shall be:

Radiation Oncology Division

Building One, Ground Floor

Naval Medical Center San Diego

34800 sob Wilson Drive

San Diego, CA 92134-5000

and/or

Biomedical Repair Department

Building One, Ground Floor

Naval Medical Center San Diego

34800 Bob Wilson Drive

San Diego, CA 92134-5000

NMCSD PREVENTIVE MAINTENANCE REQUIREMENTS:

* Perform service repair/preventive maintenance to industry standards.

* Ensure that only FULLY QUALIFIED FIELD ENGINEERS and TECHNICIANS who have gone through original equipment manufacturer (OEM) or comparable third party service schools for the above-mentioned equipment, shall be employed in the performance of any and all work performed under this contract. Upon request, CONTRACTOR Medical System shall provide training certificates (or notarized copies) to the Medical Repair Branch for verification. The highest standard of professional capability and electrical/mechanica1 workmanship is to be maintained throughout the life of this contract.

* Make repairs to the extent necessary (as determined by inspection tests or disassembly) to ensure a functional system that will efficiently serve its intended purpose.

* Installation of system update changes to resolve specific product reliability problems. Hardware and software upgrades, defined as those changes that enhance or add product features, are not included.

* CONTRACTOR shall perform all scheduled preventive maintenance as agreed upon during initial contact with the Contract Administrator.

NMCSD REPAIR REQUIREMENTS:

* NMCSD Biomedical Engineering will provide the initial assessment.

* Provide only the work necessary to restore the equipment to a serviceable/operating condition by adjustments, replacement parts, or minor repairs when it is determined that extensive repairs and parts replacements are not necessary.

* Equipment improvements/modifications shall be made only upon Medical Repair Branch written approval and direction.

* Notify the Medical Repair Branch immediately upon receipt of OEM or Replacement parts/equipment safety recalls notices.

* Insure that original design and functional capabilities will not be changed, modified, or altered unless the Medical Repair Branch authorizes such changes.

* Provide suitable OEM recommended repair equipment/tools required for the satisfactory execution of all repairs made.

* Furnish manufacturer OEM approved lubricants and lubricate wear points within the equipment.

* Extend to the Government all commercial warranties on replacement parts, consistent with standard industry practices.

TRAVEL AND RELATED EXPENSES:

* CONTRACTOR shall be responsible for its service related trip expenses including round trip travel, mileage, and overnight living expenses.

RESPONSE TIME: CONTRACTOR shall use commercially reasonable efforts to:

* Contractor shall use commercially reasonable efforts to respond by telephone to any report of a malfunction requiring repair within two (2) hours of notification from NMCSD Biomed; Monday through Friday,0800-1700,Pacific Standard Time. The Contractor shall also provide telephone consulting services, twenty-four (24) hours per day; seven (7) days a week. This consulting service shall be provided to avoid delays in contract service coverage during after-hours and weekend/holiday periods as applicable. Under no circumstances shall the Contractor assume an inquiry, via telephone or any other means, is authorization to provide services not specifically covered by the terms of the contract.

* Contractor shall use commercially reasonable efforts to provide on-site support within two (2) days from notification by NMCSD Biomed.

TITLE TO EQUIPMENT: CONTRACTOR shall not assume possession or control of any part of the equipment. The Government retains ownership to title thereof.

LIABILITY: CONTRACTOR shall not be liable for any loss, damage, or delay due to any cause beyond his reasonable control including but not limited to, acts of government, strikes, lockouts, fire, explosion, theft, floods, riot, civil commotion, war, malicious mischief or acts of God.

UTILITIES: CONTRACTOR may use Government utilities, (e.g., electrical power, compressed air, and water) which are available and required for any service performed under this contract. The building engineer, to ensure compatibility with the Naval Medical Center's electrical wiring and equipment, must approve contractor electrical equipment.

ACCESS TO EQUIPMENT: CONTRACTOR shall be provided reasonable access to all equipment that is to be serviced and utility outlets required to do the service. The contractor shall be free to start and stop all primary equipment incidentals to the operation of the maintained equipment after permission is received from on duty personnel responsible for such equipment.

GOVERNMENT PERSONNEL: NMCSD employees will not perform maintenance or attempt repairs to equipment while such equipment is under the purview of this contract unless agreed to in writing by the contractor.

PARTS AVAILABILITY: To ensure minimal equipment downtime, CONTRACTOR shall maintain replacement repair parts and materials necessary to perform each repair or supply said parts and Materials within 1 business day.

Labor: All compensation for labor (0800 through 1700 Local PST Time) is included in the contract price. Any labor performed outside of this timeframe is not included in the contract pricing. If services becomes necessary to be performed beyond 1700, NMCSD Biomedical Repair Division shall be notified prior to performance. Parts and materials: All compensation for parts and materials is included in contract price.

Parts/Supplies Quality: Parts and Supplies provided under this contract shall be new.

SECURITY REQUIREMENTS: Contractor will be required to have a rapid gate pass.

CONTRACTOR CHECK-IN/CHECK-OUT : CONTRACTOR is required to report to the Medical Repair Branch for Visitor Badges during the hours of 0800 - 1700, Monday through Friday, prior to and upon completion of any service/repair performed.

FIELD SERVICE REPORTS: Contractor shall furnish a written or electronic vendor supplied Field Service Report (FSR) to the Duty Staff at:

Naval Medical Center, San Diego

Bio Medical Repair

Building 1, Ground Floor, Room GD-18H1

Phone: 619-532-8010

Fax: 619-532-8013

Or electronically at:

[email protected]

The contractor, or his representative, shall complete the vendor supplied

Field Service Report to include the following:

Contractor Name

Technician's Printed Name, Telephone Number and Signature

Date and Time of Arrival

ECN (Equipment Code Number) and Serial Number

Time Expended Repairing/Service; Labor Hours, Rate and Materials

Summary of Work Performed and Accepted by End-User (Government

Representative's Printed Name and Signature)

All Field Service Reports shall be submitted within 72 hours of completion

of service.

COMPLETED FIELD SERVICE REPORTS ARE REQUIRED PRIOR TO ACCEPTANCE OF ANY INVOICE

PREVENTIVE MAINTENANCE AND REPAIR SERVICES

SCHEDULES

Services SHALL be required based upon the following AGREED schedules:

PREVENTIVE MAINTENANCE: (Check One)

__ X___ One (1) time per fiscal year __________

__ ___ Two (2) times per fiscal year __________ ________

__ ___ Four (4) times per fiscal year _____/_____/_____/_____

REPAIR: (Check One)

__X ___ Monday - Friday, 0800-1700 hrs.

___ Seven (7) days per week, 24-hour coverage

end of statement of work

Link/URL: https://www.fbo.gov/spg/DON/BUMED/N00259/N0025919N0051/listing.html