6520 Dental Equip Licensing & Maint Agrmt - VISN

A. Project TitleVISN 23 3D Dental Intraoral Scanner, Milling Machines and 3D Printers Licensing and Service AgreementB. Procurement TypeBrandnameC. BackgroundVA Midwest Healthcare Network (VISN 23) requires a licensing service, clinical and biomed training, and support maintenance agreement contract for all the 3D Dental Intraoral Scanner, Milling Machines and 3D Printers at VISN 23 sites including Minneapolis, St. Cloud, Sioux Falls, Iowa City, Omaha, Grand Island, Lincoln, Fort Meade Black Hills, Hot Springs Black Hills and Central Iowa. The 3D Dental Intraoral Scanner is used to capture direct optical dental impressions.  They project a light source on the object to scanned.  The images of the dentogingival tissues as well as the implant scan bodies captured by imaging sensor are processed by the scanning software.  Optical impressions reduce patient discomfort, are time efficient and eliminate plaster models.The scanning software send the data captured to the milling machine where

the prosthesis is milled.  The milling machine increases dental engineering accuracy and give better long term result for patients by providing a properly fitted prosthesis, such as a crown.The 3D Dental Printer, prints dental devices and fixtures, such as sleep appliances, to veterans with increased speed and precision, enhancing dental workflow and patient comfort.D. ScopeVA Midwest Healthcare Network (VISN 23) seeks a contract for licensing service, clinical and biomed training, and support maintenance agreement on the 3D Dental Intraoral Scanner, Milling Machine and 3D Printer equipment.E. Labor RequirementsThe contract shall include the following requirements:The contractor shall provide annual license fee for the software use, support, clinical and biomed training on the following items:3Shape TRIOS- Intraoral scanner3Shape Design Studio- Design single crowns3Shape-Implant Studio- Making surgical guide3Shape Dental System Complete -Making models- Making night guard3Shape Dental System TRIOS Dental System TRIOSThe contractor shall provide all third-party licensing, clinical and biomed training, and support.  Upon request licensing updates shall be provided via USB device when internet connectivity is not possible.The contractor shall provide support service and preventive maintenance (PM) on all 3D Dental equipment including the following equipment:DGShape 42W Milling Machine3D BioCAD TRUmill X250Kulzer Cara PrintThe contractor shall include a comprehensive description of their service options with their bid.Service options shall include licensing fees, annual on-site preventive maintenance to do the machine maintenance including labor and tools, clinical and biomed training, and phone support. The contractor shall address support issues via phone and/or email within 4 hours of VA support request. If the issue is not able to be resolved by phone or email, then contractor shall address and resolve the issue on-site within 72 hours.F. Equipment InventoryVISN 23 equipment inventory is listed in the chart below.  Equipment inventory shall be updated, added or subtracted and included or removed from the service agreement as needed.Annual Contract3Shape Scanner Annual Licenses:  Includes yearly license fee for the software use, support, clinical and biomed training.Service/PMs: Includes one site visit per year to do the machine maintenance, clinical and biomed training, and phone support.VISN 23 SitesScannerMilling Machines3D Printer3ShapeTRIOS- Intraoral scanner-Qty 3ShapeDesign Studio- Design single crowns-Qty 3ShapeImplant Studio- Making surgical guide-Qty3ShapeDental System Complete- Making models- Making night guard-Qty3ShapeDental System TRIOS-QtyDGShape42W Milling Machine-Qty3D BioCADTRUmill X250-QtyKulzerCara Print-QtyMinneapolis43431010St. Cloud11110101Sioux Falls11110011Iowa City11110101NWI-Omaha32321110NWI-Grand Island11110100NWI-Lincoln11110110Black Hills-Fort Meade22220011Fargo11110011Central Iowa21211011Contract Total Qty171417143576G. Equipment ChangesItems may be deleted from the Equipment Inventory if replaced or "in excess" during the period of this contract at the discretion of the CO/COR. New items may be added as needed at the discretion of the CO/COR. The Government reserves the right to purchase additional medical equipment not contained within the Equipment Inventory as well as delete existing items upon the approval of the AO. The Equipment Inventory shall be updated with the addition of new items and existing items that are taken out of service shall be deleted upon contract renewal and upon request.H. Salient CharacteristicsVISN 23 requires the below services for POP 11/1/2022-10/31/2023:Brief Description of ServiceQtyBase Year, 11/1/2022-10/31/2022, Minneapolis-Annual License, 3Shape TRIOS-Intraoral scanner4Base Year, 11/1/2022-10/31/2023, Minneapolis-Design Studio- Design single crowns3Base Year, 11/1/2022-10/31/2023, Minneapolis, Annual License, 3ShapeImplant Studio- Making surgical guide4Base Year, 11/1/2022-10/31/2023, Minneapolis, Annual License, 3ShapeDental System Complete- Making models- Making night guard3Base Year, 11/1/2022-10/31/2023, Minneapolis, Support, 3D BioCAD TRUmill X2501Base Year, 11/1/2022-10/31/2023, St. Cloud, Annual License, 3Shape TRIOS-Intraoral scanner1Base Year, 11/1/2022-10/31/2023, St.Cloud, Annual License, 3Shape 3Shape Design Studio- Design single crowns1Base Year, 11/1/2022-10/31/2023, St.Cloud, Annual License, 3Shape Implant Studio- Making surgical guide1Base Year, 11/1/2022-10/31/2023, St. Cloud, Annual License, 3Shape, Dental System Complete- Making models- Making night guard1Base Year, 11/1/2022-10/31/2023, St. Cloud, Support, DGShape, 42W Milling Machine1Base Year, 11/1/2022-10/31/2023, St. Cloud, Support, Kulzer, Cara Print1Base Year, 11/1/2022-10/31/2023, Sioux Falls, Annual License, 3Shape TRIOS-Intraoral scanner1Base Year, 11/1/2022-10/31/2023, Sioux Falls, Annual License, 3Shape 3Shape Design Studio- Design single crowns1Base Year, 11/1/2022-10/31/2023, Sioux Falls, Annual License, 3Shape Dental System Complete- Making models- Making night guard1Base Year, 11/1/2022-10/31/2023, Sioux Falls, Support, 3D BioCAD TRUmill X2501Base Year, 11/1/2022-10/31/2023, Sioux Falls, Support, Kulzer, Cara Print1Base Year, 11/1/2022-10/31/2023, Iowa City, Annual License, 3Shape TRIOS-Intraoral scanner1Base Year, 11/1/2022-10/31/2023, Iowa City, Annual License, 3Shape 3Shape Design Studio- Design single crowns1Base Year, 11/1/2022-10/31/2023, Iowa City, Annual License, 3Shape Implant Studio- Making surgical guide1Base Year, 11/1/2022-10/31/2023, Iowa City, Annual License, 3Shape Dental System Complete- Making models- Making night guard1Base Year, 11/1/2022-10/31/2023, Iowa City, Support, DGShape, 42W Milling Machine1Base Year, 11/1/2022-10/31/2023, Iowa City, Support, Kulzer, Cara Print1Base Year,11/1/2022-10/31/2023, Omaha, Annual License, 3Shape TRIOS-Intraoral scanner3Base Year, 11/1/2022-10/31/2023, Omaha, Annual License, 3Shape 3Shape Design Studio- Design single crowns2Base Year, 11/1/2022-10/31/2023, Omaha, Annual License, 3Shape Implant Studio- Making surgical guide.3Base Year, 11/1/2022-10/31/2023, Omaha, Annual License, 3ShapeDental System Complete- Making models- Making night guard.1Base Year, 11/1/2022-10/31/2023, Omaha, Support, DGShape, 42W Milling Machine1Base Year, 11/1/2022-10/31/2023, Omaha, Support, 3D BioCAD TRUmill X2501Base Year, 11/1/2022-10/31/2023, Grand Island, Annual License, 3Shape TRIOS-Intraoral scanner1Base Year, 11/1/2022-10/31/2023, Grand Island, Annual License, 3Shape 3Shape Design Studio- Design single crowns1Base Year, 11/1/2022-10/31/2023, Grand Island, Support, DGShape, 42W Milling Machine1Base Year, 11/1/2022-10/31/2023, Lincoln, Annual License, 3Shape TRIOS-Intraoral scanner1Base Year, 11/1/2022-10/31/2023, Lincoln, Annual License, 3Shape 3Shape Design Studio- Design single crowns1Base Year, 11/1/2022-10/31/2023, Lincoln, Annual License, 3Shape Implant Studio- Making surgical guide.1Base Year, 11/1/2022-10/31/2023, Lincoln, Annual License, 3Shape Dental System Complete- Making models- Making night guard.1Base Year, 11/1/2022-10/31/2023, Lincoln, Support, DGShape, 42W Milling Machine1Base Year, 11/1/2022-10/31/2023, Black Hills-Fort Meade, Annual License, 3Shape TRIOS-Intraoral scanner2Base Year, 11/1/2022-10/31/2023, Black Hills-Fort Meade, Annual License, 3Shape 3Shape Design Studio- Design single crowns2Base Year, 11/1/2022-10/31/2023, Black Hills-Fort Meade, Annual License, 3Shape Implant Studio- Making surgical guide2Base Year, 11/1/2022-10/31/2023, Black Hills-Fort Meade, Annual License, 3Shape Dental System Complete- Making models- Making night guard2Base Year, 11/1/2022-10/31/2023, Black Hills-Fort Meade, Support, 3D BioCAD TRUmill X2501Base Year, 11/1/2022-10/31/2023, Black Hills-Fort Meade, Support, Kulzer, Cara Print1Base Year, 11/1/2022-10/31/2023, Fargo, Annual License, 3Shape TRIOS-Intraoral scanner1Base Year, 11/1/2022-10/31/2023, Fargo, Annual License, 3Shape 3Shape Design Studio- Design single crowns1Base Year, 11/1/2022-10/31/2023, Fargo, Annual License, 3Shape Implant Studio- Making surgical guide1Base Year, 11/1/2022-10/31/2023, Fargo, Annual License, 3Shape Dental System Complete- Making models- Making night guard1Base Year, 11/1/2022-10/31/2023, Fargo, Support, 3D BioCAD TRUmill X2501Base Year, 11/1/2022-10/31/2023, Black Hills-Fort Meade, Support, Kulzer, Cara Print1Base Year, 11/1/2022-10/31/2023, Central Iowa-Des Moines, Annual License, 3Shape TRIOS-Intraoral scanner2Base Year, 11/1/2022-10/31/2023, Central Iowa-Des Moines, Annual License, 3Shape 3Shape Design Studio- Design single crowns1Base Year, 11/1/2022-10/31/2023, Central Iowa-Des Moines, Annual License, 3Shape Implant Studio- Making surgical guide2Base Year, 11/1/2022-10/31/2023, Central Iowa-Des Moines, Annual License, 3Shape, Dental System Complete- Making models- Making night guard1Base Year, 11/1/2022-10/31/2023, Central Iowa-Des Moines, Support, 3D BioCAD TRUmill X2501Base Year, 11/1/2022-10/31/2023, Central Iowa-Des Moines, Support, Kulzer, Cara Print1I. Security RequirementsThe contractor shall comply with all VHA security protocols, procedures and requirements of the VA’s Office of Information Technology including filling out and providing any necessary forms upon request within 10 days from receipt from the VA:The contractor shall complete and return separate 6550 forms with accurate information for the equipment and software. Additionally, the contractor shall provide each product’s MSD2 and a diagram of data flow for each product.The contractor shall complete and return BAA forms for the equipment.The contractor shall return completed forms (including MOU and/or CAG forms if applicable) within 10 days of receipt/request from the VA.The equipment software shall be approved in the Office of Information Technology’s Technical Resource Manual (TRM) or the contractor shall be willing to gain approval in TRM.The contractor shall minimize the number of staff members needing access to the VHA’s network. Please indicate the number needed. These individuals shall return completed forms within 10 days of receipt from the VA.The contractor shall complete necessary training and procedures to obtain and maintain remote vendor support access.The equipment shall be FIPS 140-2 compliant. The contractor will identify the certificate number for FIPS compliance.All Microsoft products used in the technology are actively supported by Microsoft.Individual user accounts available that facilitate assigned access only.  Two factor authentication is preferred.J. Period of PerformanceOverall period for performance shall begin 11/1/2022.  Unless otherwise noted, work shall be performed during normal business days at VA facilities, which is comprised of Monday through Friday each week (except federal holidays) between 8:00 a.m. and 4:30 p.m. local standard time.  K. Place of PerformanceUnless otherwise noted, the contractor shall provide the licensing service, clinical and biomed training, and support at the VA facilities listed below:FacilityAddressSite Technical POCSite Clinical POCMinneapolis1 Veterans Drive, Minneapolis, MN 55417Rei.Engelhart@va.govMichael.Phelps@va.govDaniel.Bates1@va.govJoshua.Eggebraaten@va.govSt. Cloud4801 Veterans Drive, St. Cloud, MN 56303Daniel.Dillman@va.govTyler.Spiczka@va.govJohn.Erlandson2@va.govBilliejo.Sundsvold@va.govSioux Falls2501 W 22nd St, Sioux Falls, SD 57105Troy.Mergen@va.govShane.Stoltenburg@va.govRandy.Dominiack@va.govRose.Riley@va.govSteven.Schrader@va.govIowa City601 Highway 6 West, Iowa City, IA 52246Kevin.Dodd@va.govDeborah.Adamec@va.govKristen.Miller2@va.govNWI-Omaha4101 Woolworth Ave, Omaha, NE 68105James.Mazurek@va.govJason.Junge@va.govAnthony.Cordy@va.govJohn.Walton13@va.govSally.Hansen@va.govTroy.Cord@va.govNWI- Grand Island2201 Broadwell Ave, Grand Island, NE 66803Ron.Rice@va.govWendy.Foster1@va.govNWI- Lincoln600 S 70th St, Lincoln, NE 68510William.Russell10@va.govShelby.Tessendorf@va.govBlack Hills-Fort Meade113 Comanche Rd, FORT MEADE, SD 57741Wayne.Berglund@va.govPerry.Rupp@va.govAngela.Curry@va.govBlack Hills-Hot Springs500 N 5th St, Hot Springs, SD 57747Fargo2101 Elm Street N, Fargo, ND 58102Randolph.Peterson2@va.govGary.Kluzak@va.govsean.rothschadl@va.govSandra.Torres-Castillo@va.govCentral Iowa3600 30th Street, Des Moines, IA 50310Nicholas.Saul@va.govM.Robinson@va.gov Danyelle.Russell@va.govAndrea.Johannesen@va.govKirby.Amonson@va.govL. Implementation/Project Management ServicesThe contractor shall provide implementation and project services as part of the service purchase for maintenance, training, support, and licensing.  Implementation and Project Management Services shall include, but are not limited to, a project manager, a detailed project timeline including a Gantt Chart with defined roles and responsibilities (including contractor provided and VA resources), a detailed schedule for on-site Preventive Maintenance and Clinical and Biomed Training coordination of all equipment, technical support, and licensing.VISN 23 has designated technical and clinical points of contact for each facility that shall be provided upon award.  The contractor shall work with these individuals to implement the services.Contractor shall confirm equipment quantities at each site.Contractor shall answer questions promptly within 4 hours of receiving the question via email or phone.Within 1 week of the award date, the contractor shall provide a generic project management plan for maintenance, training, support and licensing with milestones, deliverables and timeline, including the activities required in support of the services and clearly delineating the party responsible for accomplishing each activity. Within 2 weeks of the award date, the contractor shall hold a kickoff meeting with the designated technical and clinical points of contact for each facility and VISN COR.  The project management plan and communications plan shall be reviewed at the kickoff meeting.  Discussion about site order and schedule for service implementation will begin at the kick-off meeting.The project manager shall hold as needed periodic project meetings with the facility points of contact.The project manager shall hold as needed meetings with the VISN ICC Executive and HTM Biomedical Engineer to report progress, challenges, and lessons learned for all facilities.Contractor shall provide at least 60-day notice when downtime is required for routine maintenance and training.  Emergency maintenance to be planned with the site.  The contractor shall collaborate with site points of contact to minimize down time related to this implementation, including accommodating site requests for after-hours work.  The dates resulting from this collaboration will be recorded in the project plan for each facility.All activity associated with this statement of work will be completed within one year of the task order award date.  Preventive maintenance (PM) is due one year form equipment installation or last PM.  Unless otherwise noted the preventive maintenance (PM) for all sites shall be completed by the end of November of each year.When the implementation service is complete at each facility, the contractor shall present an acceptance letter to the VISN Chief Biomedical Engineer for signature.  The VISN Chief Biomedical Engineer will have a period of 2 weeks to return that acceptance letter with signature or to identify the reasons the acceptance letter cannot be signed.M. LicensingContractor shall provide all third-party licensing, clinical and biomed training, and support.  Upon request licensing updates shall be provided via USB device when internet connectivity is not possible.N. Service and Operator ManualsThe contractor shall provide the following documentation for the proposed system:Ten electronic copies of the Operators Manual and ongoing web-based access.Two electronic copies and ongoing web-based access of complete technical service manuals including troubleshooting guides, necessary diagnostic software and equipment, schematic diagrams, and parts lists.Two copies of any DVD training (and/or access to web-based training).Ongoing access to training materials for future staff, online or DVD.O. TrainingThe contractor providing the system will be responsible for staff/user clinical and technical training remotely and/or on-site, as well as Biomed technician service and support training remotely and/or onsite.  The contractor shall coordinate with on-site POC’s to provide staff education at a day/time that works for each VA facility.  A System Technology and Services education professional (not sales reps) shall administer the training.  Education curriculum must include the following:Operations and set-upUser maintenanceRepair in houseSafetyUser troubleshooting tipsService Passwords for using the softwareP. Maintenance RequirementsVendor shall provide and deliver any needed parts for maintenance on-site within 48 hours (preferred), to reduce downtime.Vendor shall provide loaner Scanning Wands, when existing Scanning Wands are out for repair.The contractor shall provide multiple different service levels available such that each facility may select the most cost-effective service options that meets their needs.  For example, different options may have different times of coverage (8X5 vs. 24X7), inclusion of different services (parts, labor), different response time guarantees, etc.  The contractor shall include a comprehensive description of their service options with their bid.Service options shall include database and preventive maintenance.Contractor shall include Biomedical Technician training options in their bid.Contractor shall promptly notify VA POC’s listed in this Statement of Work (SOW) of any recalls and end of life/service cycles.Q. Invoicing and PricingDetailed invoices will be submitted by the contractor in arrears after VA receipt and acceptance of equipment services.  Invoices must include purchase order (PO) number, contract number, PO line items and description, period of service covered/dates, and cost at a minimum.  Pricing shall be competitive market value and reasonable.R. Inspection and AcceptanceThe contractor shall conduct a joint inspection of services with the on-site POCs upon completion of the project.  In the event deficiencies are identified, the contractor shall provide the date when the identified deficiencies will be addressed if not addressed on the date of installation.  The contractor shall conduct a joint inspection of services with the on-site POCs after addressing all deficiencies.  All deficiencies identified in the joint inspections shall be fixed by the contractor prior to government acceptance of the item.  Any disputes shall be resolved by the Contracting Officer.S. Order of PrecedenceAll work described and provided by the contractor, shall be performed in accordance with this SOW and Addendum applicable. The VA provided SOW shall become effective on the date the contractor receives a signed Purchase Order. Contractor shall be bound by any conflicting terms that may appear in any contractor provided documentation presented as part of the bid solicitation.  Any services that are not in this SOW are considered Out-of-Scope.