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FBO DAILY - FEDBIZOPPS ISSUE OF MARCH 05, 2015 FBO #4849
DOCUMENT

J -- BV Pulsera, Mobile X-Ray Unit Maintenance Contract - Attachment

Notice Date

3/3/2015
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 20;5115 NE 82nd Ave, Suite 102;Vancouver WA 98662
 

ZIP Code

98662
 

Solicitation Number

VA26015N0392
 

Response Due

3/16/2015
 

Archive Date

4/5/2015
 

Point of Contact

James Mikell
 

E-Mail Address

james.mikell@va.gov
(james.mikell@va.gov)
 

Small Business Set-Aside

N/A
 

Description

Sources Sought Only This solicitation is a "REQUEST FOR INFORMATION" only. This Sources Sought Notice is not a request for formal proposals or quotes. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought must be in writing/email. The purpose of this Sources Sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. All work shall be performed by competent personnel, experienced and OEM qualified to work on the specific equipment listed on the schedule. Contractor shall provide certification as required by Statement of Work, see below, that all personnel authorized to maintain the equipment specified by the contract are competent and able to perform all duties listed under the terms of the contract. NAICS Code 811219, diagnostic imaging equipment repair and maintenance services applies to this procurement with a size standard of $20.5 million. Response: Responses to this Sources Sought Notice should be able to demonstrate the firm's ability, capability, and responsibility to deliver the service listed above. Responses should include the following information: Business name, address, business size and Socioeconomic Category (HUBZone, 8(a), Service Disabled Veteran, Small Business, Large Business, etc.), and point of contact to include e-mail address and telephone number. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to provide the full maintenance and repair service on equipment listed. Determination by the Government not to compete this proposed contract based on responses to this notice is solely within the discretion of the Government. Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Any offeror capable of providing this service shall notify the Contracting Officer by email no later than 03/16/2015, 0800EST. All information is to be submitted via e-mail to: james.mikell@va.gov James Mikell 360.816.2773 5115 NE 82nd Avenue, Suite 203 Vancouver, WA 98662 STATEMENT OF WORK ITEM NO: SPM200-02-D-88-8321 BV Pulsera C-Arm Customer Service Agreement. ServicesQTYUNITPriceAMOUNT Option Year 1: 5/1/2015 - 4/30/2016 12MO Option Year 2: 5/1/2016 - 4/30-2017 12MO Option Year 3: 5/1/2017 - 4/30/2018 12MO Option Year 4: 5/1/2018 - 4/30/201912MO Grand TotalGRANT TOTAL Contract Title Philips 100488 BV Pulsera Maintenance Service Contract Background The VA Puget Sound Health Care System (VAPSHCS): Center of Excellence for Limb Loss Prevention and Prosthetic Engineering has a requirement for preventive maintenance and repair services for the Philips BV Pulsera Systems (qt 2) located at 1660 S. Columbian Way, Seattle, WA. Scope Contractor shall provide all necessary travel, labor, materials, tools, documentation, and standard parts required to maintain and repair the Philips BV Pulseras (Device 1 - SN: 000571; EE#: 85944; Site #: 549694; Device 2 - SN: 000680; EE#: 85943; Site #: 550822). Maintenance and repair services shall be provided between 8:00 am to 5:00 pm, Monday through Friday, excluding federal holidays and Vendor's published holidays. 1.Service under the "Value Right Fit Coverage Plan" shall include: a.Labor and travel coverage for on-site service 8:00 am - 5:00 pm, Monday - Friday, excluding Philips published holidays. b.Preferential Scheduling of service calls for service contract customers. c.On-Site Response. At customer's request, Vendor's service goal is to be on-site the next business day. d.Planned maintenance coverage from 8:00 am - 5:00 pm, Monday - Friday, excluding Vendor's published holidays. Coverage includes activities performed according to a schedule to review safety, image quality, calibrations, equipment cleaning, performance trials and any other planned service prescribed by Philips. Philips current recommendation for DXR systems is 1 - 2 times per year depending on the specific product model. e.Preferred rates for labor and travel. This includes reduced hourly rates for labor and travel for corrective or planned maintenance outside of coverage hours. f.Standard parts coverage. This provides coverage on parts to maintain and repair the equipment, including both hardware and software items. g.Next Day Parts Delivery. This provides delivery of parts needed during the next standard p.m. business day. (Actual time depends on local shipper delivery schedule and delivery restrictions for oversized or hazardous parts). h.Operating system software and hardware reliability updates. This includes on-site or remote labor, travel and parts necessary to complete safety, performance and reliability modifications to existing equipment software or hardware. i.10% discount on any items selected from Philips Life Solutions catalog, excluding power monitoring. j.24/7 Technical telephone support. k. Remote Services. This supports remote system diagnostics and monitoring. Vendor equipment is connected via an Internet secure single point of access network to our solutions center as described in the Terms and Conditions exhibit. Features may vary by equipment and software release level. l.Philips Service Information. Available upon request, this contains important service management reports through a secure Internet site. Information on equipment service status, historical service performance, engineer response time, and planned maintenance schedules is available. Place of Performance: Department of Veterans Affairs Puget Sound Health Care System Center of Excellence for Limb Loss Prevention and Prosthetic Engineering 1660 S. Columbian Way Seattle, WA 98108 Hours of Coverage All maintenance service and repairs shall be performed during standard hours of coverage, with approval of the POC. Work performed outside the normal hours of coverage at the request of Field Service Engineer (FSE) shall be considered service during standard hours of coverage. Normal hours of coverage for this contract are: Monday through Friday from 8:00 a.m. to 5:00 pm, excluding federal holidays and Vendor's published holidays, unless expanded hours are provided by the contractor at no extra cost. Federal Holidays are: "New Years' Day Martin Luther King Day Presidents' Day "Memorial Day Independence Day Labor Day "Columbus Day Veterans' Day Thanksgiving Day "Christmas Day Contractor shall provide the POC with the means to request and receive prompt emergency telephone support from an FSE, within one (1) hour of the POC's request. This emergency call back service shall be provided during standard hours of coverage at no extra charge to the Government. The contractor shall also provide a 24x7 contact number in case services are needed outside normal hours of coverage. Contractor's FSE shall respond with a phone call to the POC one (1) hour after receipt of telephoned notification. If the problem cannot be corrected by phone or remotely, the FSE shall commence work (on-site physical response) by next business day without undue delay. The Contractor shall provide Biomedical Engineering Section or the POC with any service representative name, address, and phone number, so that the VAPSHCS may obtain emergency maintenance service after standard hours of coverage. The Contractor shall notify Biomedical Engineering within twenty-four (24) hours of any changes in the emergency response information. Preventive Maintenance The Contractor shall perform preventive maintenance service to ensure that equipment performs in accordance the specifications used when the equipment was procured by the VAPSHCS, and any installed updates, upgrades, and designated accessories, as well as following LATEST published standards/specifications/regulations: Manufacturer's specifications, Association for the Advancement of Medical Instrumentation (AAMI), Joint Commission for the Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Agency 99 (NFPA-99), Center for Device and Radiological Health (CDRH), Original Equipment Manufacturer (OEM), American Hospital Association (AHA), Institute of Electrical And Electronic Engineers (IEEE), Occupational Safety and Health Administration (OSHA), College of American Pathologists (CAP), VAPSHCS standard operating procedures, and any other Federal, State, and Local regulations mandated. All preventive maintenance service shall be scheduled least five (5) working days in advance by the FSE with the POC. All exceptions to the preventive maintenance schedule and procedure shall be addressed and approved in advance with the POC. The time and frequency of preventive maintenance shall be based on the latest manufacturer's specifications. Maintenance shall be performed on a schedule each month, during normal working hours. Planned corrective actions shall be performed at same time if adequate time is available. The maintenance schedule shall be determined between the VA POC and Philips representative and/or FSE. Contractor shall provide the POC with a copy of the preventive maintenance procedures that the Contractor shall follow, including the manufacturer specifications and any additional procedures followed by the Contractor. Preventive maintenance services provided by the Contractor must include but are not limited to the following: Performing the manufacturer latest specifications for preventive maintenance on the equipment listed in the schedule of equipment. a.Performing electrical safety inspections per latest publication of NFPA 99. b.Cleaning of equipment, lubricating, and calibrating the equipment. c.Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail, or become worn. d.Performing remedial maintenance/repairs of non-emergent nature. e.Reviewing operating system software diagnostics to ensure that the system is operating in accordance with manufacturer's specifications. f.Inspecting all high voltage cables and bushing, and replacement of dielectric as necessary. g.Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. h.Inspecting and replacing where indicated, all mechanical components which may include but not limited to: cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient support devices for mechanical integrity, safety, and performance. i.Returning the equipment to the operating condition, per manufacturer specifications j.Measuring, adjusting, and calibrating for optimal image quality, as necessary. k.Checking and adjusting alignment as necessary. l.Inspection and calibrating hard copy image device. The Contractor shall provide complete and original documentation indicating maintenance work performed, referencing the procedures followed, actual values obtained to the POC at the completion of the service. Any charges for materials such as lubricants, fluids, cleaning supplies, parts, services, manuals, tools, or software required for the Contractor to successfully complete scheduled maintenance shall be provided by the Contractor and are included within this contract, and its agreed upon price. Unscheduled Maintenance and Repair Contractor shall maintain the equipment in accordance with the manufacturer's specifications, by returning failed components of a system to full operational capacity. The Contractor shall provide these repair services, which may consist of calibrating, cleaning, oiling, adjusting, replacing parts broken or worn beyond repair, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. Maintenance shall be carried out with the objective of minimizing equipment downtime. Contractor shall provide prompt emergency telephone support and on-site service as defined in the Hours of Coverage. Service calls to the Contractor requesting service are only authorized when they are received from the POC, CO, or designated equipment users. Outside of the equipment's hours of coverage, emergency on-site services require authorization by the POC under a separate purchase order. Service responses on calls from unauthorized personnel may result in nonpayment. Response Time shall be the same as stated in Hours of Coverage section. The Contractor shall provide timely and quality maintenance service and materials to insure all equipment is operable and available for use. On-line remote review status and diagnostics: The contractor will provide unlimited on-line remote diagnostic support on the equipment covered by the contract. The contractor's qualified service engineers will provide diagnosis of equipment problems and symptoms and apply the correct service to return the system to total operation per manufacturer's specifications. This support included observing the operation of the medical equipment system, making modification to the system software configuration, uploading software updates, downloading sample files as needed, run diagnostics on the system hardware and network, provide applications support with the simultaneous telephone conversations. Software Updates to the latest revision level shall be provided free of charge. Glassware and Imaging Intensifier are included in the cost of this contract, to include the purchase, shipping, installation, calibration, and testing of all these components. Maintenance Materials The Contractor shall have ready access to all materials needed to maintain equipment to manufacturer's specifications and shall make them available to its FSEs at no extra cost to the Government. This includes all: manufacturer operator and technical documentation (service manuals, operator manuals, parts list, schematics, etc.), test equipment, tools, diagnostic software, equipment software versions, all replacement parts, and all other materials needed to perform the necessary unscheduled and scheduled maintenance to the equipment. Parts: The Contractor shall furnish and replace all equipment replacement parts for the equipment on contract, unless noted as excluded. These parts are included in the price of this contract, unless stated in the purchase order. The Contractor shall have ready access to all equipment parts, including unique and high morality replacement parts, in order to minimize downtime and meet equipment uptime requirements. Only new standard parts (manufactured by the maker of the equipment or equal thereto) shall be furnished by the Contractor. Rebuilt parts, used parts, or those removed from the same model of equipment shall not be installed without specific approval by the POC. All parts supplied by the Contractor shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Service Manuals: The VAPSHCS shall not provide service manuals or service diagnostic software to the Contractor. The Contractor shall obtain, have on file, and make available to its FSEs all operational and technical documentation (such as: operational and service manuals, schematics, parts list, and diagnostic software) which are necessary to meet the performance requirements of this contract. Test Equipment: The Contractor shall provide the VAPSHCS with a copy of the current calibration certification of all test equipment which are to be used by the Contractor on VAPSHCS's equipment. This certification shall also be provided on a periodic basis when requested by the VAPSHCS. Test equipment calibration shall be traceable to a national standard. Equipment Modifications All modifications, upgrades, updates, enhancements, etc., must be scheduled in advance with the POC. CO and POC must receive notice at least one week in advance before any equipment updates, upgrades, enhancements, and modifications are begun along with justification (if Vendor-suggested modification), estimated costs (if applicable), probable effect on equipment operation, and needs for new or additional in-service training. Only the Contracting Officer has the authority to change/add any terms/conditions. No expenses/modifications to this order can take place without the explicit consent of the administering CO. Removal of Equipment Equipment shall not be removed without written approval by the Biomedical Engineering POC and an equipment pass from VAPSHCS. Removal of equipment shall be done with no additional cost to the Government. Contractor shall be responsible for loss or damage of equipment when under control of the Contractor. Reporting Requirements Contractor shall be required to check in with the POC or designee upon arrival, prior to and after any work is performed. This check-in is mandatory. When service is complete, Contractor shall provide a written report and equipment maintenance records (ESR) upon completion of the preventive maintenance or repair service to the Biomedical Engineering Department. ESR documentation shall include detailed descriptions of the scheduled and unscheduled maintenance, including replaced parts and prices (for service outside normal working hours), and procedures performed required to maintain the equipment. Each ESR must, at a minimum, document the following data legibly and in complete detail: a.Name of Contractor. b.Name of Field Service Technician who performed services. c.Contractor service ESR number/log number. d.Date, time (starting and ending), equipment downtime and hours on-site for service call. e.VA purchase order number(s) covering the call (for the contract or one provided for authorized work performed outside normal hours of coverage or not covered by the contract). f.Description of problem reported by Biomedical Engineering. g.Identification of all equipment serviced: device name/description, device location (if applicable), manufacturer's name, model number, serial number, inventory/barcode number, and other identification numbers. h.Itemized description of service performed and parts replaced. i.Clearly indicate any repeat repairs of the same problem and shall make all efforts to avoid the same problem form reoccurring. j.Results of calibration and/or performance testing. k.Signatures: "Field Service Technician performing services described "'Acceptance Signature' from the equipment user "'Authorization Signature' from the Biomedical Engineering POC Contractor shall provide a copy of the current calibration certification of all test equipment used. This certification shall also be provided on a periodic basis when requested by Biomedical Engineering POC. Test equipment shall be traceable to a national standard. Any additional charges outside this contract must be approved by the Contracting Officer PRIOR to performance. Charges outside this contract require a new purchase order number. Purchase orders shall be received by the Contractor prior to the commencement of work. Payment and Additional Charges Invoices shall be submitted via the Financial Services Center Mandatory Electronic Invoice System, OB10 e-invoice, on a monthly basis. Invoices must include, at a minimum, the following information: Contractor name, purchase order number, period of service the billing covers, list of equipment items covered during the stated period of performance. Reporting Required For Services Beyond the Contract Scope: The Contractor shall immediately, but not later than twenty-four (24) hours after discovery, notify the CO and the POC, IN WRITING of the existence or the development of any defects in, or repairs required to the schedule of equipment which the Contractor considers not to be responsible for under the terms of the contract. The Contractor shall furnish the CO and POC with a written estimate of the cost to make necessary repairs. Additional Charges: There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts. Initial Contractor Inspection and Submittals The Contractor shall perform scheduled preventive maintenance on contracted equipment manufacturer's specifications. Within a thirty day period after award of the contract, the Contractor shall submit to the POC, at no cost, a copy of these preventive maintenance procedures that the Contractor will follow. These procedures include a copy of the manufacturer's procedures, which must be followed at a minimum, and any additional preventive maintenance procedures the Contractor will provide. The Contractor shall have fully qualified FSE performing all service on the equipment under contract. Within a thirty day period after the award of the contract, the Contractor shall submit a list of the fully qualified FSEs who shall perform the contracted service at this VAPSHCS for each make and model of equipment on the equipment schedule. The list for each FSE performing work at this VAPSHCS will include: their name, geographic location, length and type of experience maintaining medical equipment (specific to make and model of equipment), and their formal training (specific to the make and model of equipment). The Contractor shall provide the VAPSHCS with a list of all test equipment, manuals, and diagnostic software and related keys which are to be used by the Contractor on VAPSHCS's equipment, within a thirty (30) day period after the award of the contract. The Contractor shall also provide a copy of the current calibration certification of all test equipment. Performance Monitoring Performance will be monitored by periodic inspections and observation of work. Work will be observed by the POC, or designee, during performance of scheduled maintenance service and inspections and/or during repair service. Equipment operators will be contacted to report on contractor performance when POC, or designee, is not available. Security Requirements The Contractor shall not have access to patient information, hardware, or software containing patient information. The Contractor shall have intermittent access to non-public parts of the VA. Physical access to the equipment will be limited and arrangements shall be made for access to the equipment prior to the Contractor coming onsite. The Contractor shall check-in with the POC or his/her designee prior to arrival on station. The Contractor shall wear an identification badge at all times while on station. Badge shall be obtained at check-in and shall be returned at the end of the visit when signing out. No background investigation is required. Other Pertinent Information or Special Considerations Only Manufacturer Trained and Authorized Service Engineers/Technicians shall perform services and repairs. Period of Performance Base Year : 1 May 2015 - 30 April 2020
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/notices/a2829c860010723d42761ad05f8d0abe)
 

Document(s)

Attachment
 

File Name: VA260-15-N-0392 VA260-15-N-0392.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1896463&FileName=VA260-15-N-0392-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1896463&FileName=VA260-15-N-0392-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: Puget Sound Healthcare System;1660 S Columbian Way;Seattle, WA

Zip Code: 98108
 

Record

SN03656689-W 20150305/150303234418-a2829c860010723d42761ad05f8d0abe (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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