Fill in Blanks: TIN (tax ID): ________________ CAGE: ________________ DUNS: __________________ Vendor Point of Contact: ______________________Phone: ____________________ Vendor email: ______________________ Naval Medical Center POC: Management Information Dept. / Betty Fisher: (757) 953-6118 Payment Monthly, Quarterly, Annually (circle one) Advance Note: vendor will be required to provide billing electronically via the WAWF Electronic Invoicing method. For additional information, a review of the following web sites may be required: https://wawf.eb.mil http://wawftraining (email)
[email protected] Vendor to reference N00183-05-T-0122 on all Inquires. Government reserves the right to award contract based on an "All or Nothing Evaluation". NAPS 5232.903 PROMPT PAYMENT For Prompt Payment Act Purposes, this contract is: Subject to the 7-calender day constructive acceptance period. “AVAILABILITY OF FUNDS. Pursuant to Section I, Availability of Funds (FAR 52.232-18), of the contract, funds are not presently available for this contract. The Government’s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing to the Contracting Officer. Pursuant to FAR 52.232-18, the Contracting Officer will provide confirmation of availability of funds at http://www.nmlc.med.navy.mil/acquisitions/services.htm Section B - Supplies or Services and Prices ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 3 Months Software Subscription & MaintenanceFFP for the SoftMed Software and Hardware system located at Naval Medical Center PortsmouthFOB: DestinationMILSTRIP: N0018306RQMD017PURCHASE REQUEST NUMBER: N0018306RQMD017 NET AMT Section C - Descriptions and Specifications CLAUSES INCORPORATED BY REFERENCE 52.222-36 Affirmative Action For Workers With Disabilities JUN 1998 CLAUSES INCORPORATED BY FULL TEXT DESCRIPTION/SPECIFICATION/WORK STATEMENT Statement of Work The selected contractor shall ensure no break in service with current subscription / maintenance contract (W81XWH-04-D-0019/ DO-0001). Selected vendor must be able to provide full contract support immediately upon award of a resulting order. Vendor to supply software subscription and total maintenance of software and hardware items for the Naval Medical Center Portsmouth Softmed Transcription System. This contract shall provide for maintenance services which include on-site corrective repairs, normal working hour coverage (8:00 A.M. to 4:30 P.M. Monday through Friday excluding Federal holidays) and 24-hour emergency service and routine preventive maintenance services to Department of Defense owned equipment, as listed on the: DD Form 1155 “Order for Supplies or Services”. It shall include all systems, subsystem components, and assemblies, (i.e.: contractor responsible for total maintenance of entire system). All maintenance provisions shall apply to hardware, firmware, and software, as appropriate, unless otherwise stated. 1. General a. The Contractor shall comply with Federal, State, and Local Laws, plus any Federal Regulations as applicable to the performance of this contract. b. The Contractor shall not accept any instructions issued by any person employed by the U. S. Government, other than: the Contracting Officer (KO), or NMCP Management Information Department (MID) Representative, all acting within the limits of their authority. c. The Contractor shall be fully qualified in the repair of all equipment listed within this contract. Contractor shall maintain current (within 2 years) qualifications throughout entire contract period. Qualification includes but not limited to the certification of all repairpersons and repair facilities by the OEM, training by independent schools, continuous hands-on repair experience with listed equipment. The Government shall maintain the right to seek proof of qualification prior to award and anytime during contract period of performance. 2. Scope of Work a. The Contractor shall provide trained, experienced, English speaking personnel, labor, tools, diagnostic equipment, software, test phantoms, material, supplies, transportation, parts and equipment necessary to perform Software Upgrades, Software Maintenance and Hardware Maintenance b. The Contractor shall provide telephonic communications with the Government to discuss technical matters relating to the performance of this contract. A systems operator will be made available to answer technical questions regarding system operations and applications. c. Equipment listed in this contract will be maintained to meet and retain the original equipment manufacturer’s (OEM’s) specifications / equipment certification. d. Equipment and associated components shall be serviced as listed on: DD Form 1449, “Order for Supplies or Services”. e. The Contractor Point of Contact (POC). The Contractor shall provide in writing the name and telephone number of a primary and alternate English-speaking individual to act as their representative for the scheduling and coordination of service calls, and to be responsible for the coordination of the contract with the Government. 3. Government furnished property, Materials and Services. a. The Contractor representative(s) at each site are encouraged to request a pre-maintenance inspection prior to the onset of the contract. As all apparent discrepancies must be identified upon submittal of quote, any and all claims must be received within 30 days of contract award or prior to contract start which ever occurs first. All non-apparent / hidden discrepancies, must be identified no later that the first scheduled preventative maintenance. Any claims resulting from hidden defects must be received within 30 days of first scheduled preventative maintenance. Any equipment found to be inoperable during this pre-maintenance inspection would be repaired using a separate purchase order. The cost of repairs shall not exceed contractor’s normal retail rate for required repairs. The government certifies that the equipment to be maintained under this contract will be in good operating condition on the effective date of this contract. For the purpose of this contract, the clause, “good operating condition” means the conditions necessary for the equipment to function as intended without corrective maintenance. The Contractor agrees to leave the equipment in good operating condition at the expiration of this contract. During the final week of this contract, the Government will make final inspection of the equipment. Any correction of deficiencies noted during this inspection shall be resolved prior to contract end. The Government reserves the right to request the repair (at no additional cost to the Government) of items identified with latten defects after contract termination, when it has been determined that defects either are a result of contractor’s performance or should have been discovered during normal performance of work under this contract. b. The government will be responsible for maintaining the proper environment, including utilities and site requirements necessary for the system to function properly as specified by the OEM. c. The Government will operate the system in accordance with the instruction manual provided by the OEM. d. The Government will not be responsible for the damage or loss due to fire, theft, accident, or other disaster of Contractor supplies, materials, or for the personal belongings brought onto Government property by Contractor’s personnel. 4. Contractor Furnished Property and Material. a. The Contractor shall provide all service literature, reference publications, laptop computers and diagnostic software to be used by the contractor service technicians and as required for the completion of the services in accordance with this contract. 5. Replacement Parts. a. The Contractor shall have ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with the existing system. In the event that replacements parts are required to be shipped. Shipping shall be performed in the fastest reasonable means possible at no additional cost to the Government. b. The Contractor shall at their expense, replace all worn or defective parts necessary to restore the equipment to 100% operational condition as specified by the OEM. c. Contractor installed replacement parts shall become the property of the Government and the replaced malfunctioning part shall become the property of the Contractor. Replaced items shall be properly disposed of at no additional cost to the Government (contractor to pay all “environmental fees” where required). d. Freight, postage, and storage charges associated with shipment and receipt of replacement parts, and the return of parts shall be the responsibility of the Contractor. e. All replacement parts shall be new and certified as OEM replacement parts. In the event that new parts are not available, rebuilt parts and sub-assemblies are allowed provided that they are warranted to be free of defects for a period of time that meets or exceeds warranties of similar replacement parts. The contractor shall specifically annotate on a Field Service Report the use and identification of rebuilt parts and the period of warranty. When discrepancies occur, the Government will make the final determination on whether a replacement part is of equal or better quality. f. The Contractor must include software revisions and upgrades (field service changes), which are required due to FDA, or manufacturer announced safety-hazard recall, to include FDA Year 2000 Compliance Directive, as part of the contract at no additional cost to the Government. Upgrades shall be performed as soon as possible after release, but no later than 30 days after release. All software “patches” are to be installed as soon as possible, but no later than 14 days after release. . Specific Tasks. 6. Contractor Requirements. a. Contractor shall provide all required software licenses for the full operation of Softmed Transcription System. License shall be issued as a multi-user license sufficient to meet the needs of full system operation. Contractor to provide total software support to include on-site and off-site support as required. Contractor shall provide 24 hour per day 7 day per week telephone technical support. Contractor to provide all software updates within 30 days of release. Software patches are to be provided within 14 days of release. Contractor to provide support literature as necessary to supplement software upgrades. Literature may be either in the form of supplied written data or downloadable electronic data. All supplied software must be warranted free of viruses, worms, trojan horses or any other foreign / damaging software script. Hardware repairs are to be completed as soon as possible but no later than the close of business (4:30 pm) of the second business day after notification. For major system failures the Government reserves the right to request next business day repair. For the repair of accessory items, which are easily replaced without the use of tools, the vendor will only be required to supply replacement parts. The Government shall assist the vendor in the replacement of vendor supplied accessory items. 7. Contractor Responsibility. a. The Contractor shall be responsible for the repair/replacement of damaged Government owned equipment and property due to the negligence of the Contractor or his representatives. All such replacement or repair shall be at the Contractor’s expense and shall be inspected to the satisfaction of the KO or appointed representative. 8. Preventive Maintenance Services. a. When required by original Equipment manufacturer (OEM) contractor shall perform any required by OEM guidelines. 9. Pricing a. Contractor’s pricing shall be inclusive of all cost including parts, labor, travel and shipping (of required parts), unless otherwise indicated. Any/all exclusions are listed as follows: No Exclusions b. The Contractor shall have his/her own service manuals, specifications, schematic diagrams, and parts lists to assist in the evaluation/repair of all equipment included in this contract. 9. Removal of Government Property a. Whenever the repair of equipment cannot be performed at the Government site as determined by the Contractor, the Contractor shall notify MID who will make arrangements for the Contractor to remove the item from Naval Medical Center Portsmouth (i.e. obtain property pass for material) to the Contractor’s designated site. The Contractor may be required to sign a Government form accepting responsibility for the Government equipment. The Contractor shall provide a detailed description of removed items. For associated items / accessories, contractor to provide a detailed description and quantities of items to be removed. Description to include as a minimum manufacturers serial numbers and equipment control number (ECN) of all equipment / items removed. In the event that items / sub-assemblies / accessories are repaired via “Repair by Replacement” a detailed description of replaced items is to be included upon return of repaired components. b. All charges resulting from a Contractor determined requirement to transport Government owned property, covered by this contract, to and from an alternate repair location shall be the responsibility of the Contractor. 10. Equipment Modification Upgrades a. The Contractor shall only incorporate OEM specified modifications, alterations and upgrades. Approval shall be obtained from BME prior to the Contractor installation of any modification, alteration, or upgrades. b. The Contractor shall maintain contact with the OEM to determine the requirement for field modifications and to ensure accomplishment of these modifications in accordance with the time schedule set forth by the OEM. c. The Government shall not alter the system without prior notification to the Contractor. 11. Service Beyond the Scope of the Contract a. The Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify MID, in writing, of the existence or the development of any defects in, or repair required to the scheduled equipment, which the Contractor considers they are not responsible for under the terms of this contract. b. At the same time of the notification, the Contractor shall furnish MID with written estimate of the cost to make the necessary repairs. Repairs considered by the Contracting Officer to be outside the scope of this contract shall not be covered under this contract, but shall be ordered under a separate purchase order. Required License License Quan System Modules ChartFact / Locator 1 ChartScript 1 ChartPrint 1 ChartScript MD 1 VoiceScript Std Redundancy 36 Port 1 VoiceScript Dictation Network Licenses 110 VoiceScript Transcription Network Licenses 35 Voice Recognition Individual Licenses (Front End) 50 Electronic Signature Authentication (30 users) 1 AutoLinc 1 Network Version Licenses (35 concurrent users per module) 35 ChartScriptMD Network Users 45 Naval Medical Board Solution System Modules ChartView 1 ChartScan 1 ChartView Network Users 20 ChartScan Network Users 20 Misc Software Items Chartline Std Patient Download 1 Chartline Std Script Document Upload 1 Transcription Service Organization Interface 1 Provider ID w/Referring Physician AutoLine 1 Rapid Access Archive System (RAAS DL level 1) 1 Chartfax for ChartScript w/e-mail 1 ChartLinc Test PC 1 ChartLinc ChartFact/Locator Add-on 1 ChartLinc ChartScript Add-on 1 ChartLinc VoiceScript Add-on 1 ChartLinc DAS Add-on 2 ChartLinc Std Radiology Orders Interface 1 Expedited Document Creations Solutions System Modules ChartScript Network Version Licenses (10 concurrent users) 10 PDA Server Software 1 PDA Dictation Software (Network Users 30+) 80 VoiceScript Dictation Network Licenses 1 Voice Recognition Individual Licenses (Back End) 50