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FBO DAILY - FEDBIZOPPS ISSUE OF OCTOBER 21, 2016 FBO #5446
DOCUMENT

J -- Terumo APS system contract - Attachment

Notice Date

10/19/2016
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;North Texas Veterans Health Care Center;VISN 17 Network Contracting Activity;Department of Veterans Affairs;Dallas TX 75216
 

ZIP Code

75216
 

Solicitation Number

VA25717N0054
 

Response Due

10/21/2016
 

Archive Date

11/20/2016
 

Point of Contact

Grace Barr
 

E-Mail Address

8-0817<br
 

Small Business Set-Aside

Veteran-Owned Small Business
 

Description

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT Objective: VA North Texas Healthcare System is seeking a verifiable SDVOSB who is an authorized Terumo vendor to perform the services stated in this SOW. Scope of Work: The Contractor (authorized Terumo vendor) shall provide all parts and materials, except those considered to be consumables or accessories, labor, and travel related expenses for preventive maintenance and for all repairs/routine preventive maintenance on government owned equipment for the heart-lung bypass systems for Cardiovascular. This system is comprised of Terumo APS systems EE#70378 (serial# 0524) and EE#70379 (serial# 0521). The equipment is located at the VA North Texas Healthcare System, 4500 Lancaster Road, Dallas, TX 75216. The Contractor shall be an Original equipment Manufacturer (OEM) authorized dealer, authorized distributor or authorized reseller for the proposed equipment/system such that OEM warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions. Period of Performance: The contract period is from October 31, 2016 through September 30, 2017, and one option year from Oct 1, 2017 to Sept 30, 2018. Conformance Standards: All services provided under this contract must be performed in conformance with the National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), and Original Equipment Manufacturer standards and specifications. Hours of Work: a.Hours of work for preventive maintenance and emergency repairs are defined as Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding federal holidays or as otherwise arranged with the Contracting Officer Technical Representative (COTR). b.The ten holidays observed by the Federal Government are New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday. c.This arrangement will include unlimited emergency repair and call-back repair services. In addition, the Contractor will provide a commercial and toll-free telephone number for standard and/or emergency assistance, twenty-four (24) hours a day, seven (7) days a week. d.Upon receiving a trouble-call from VANTHCS, the Contractor shall make a return telephone call for emergencies within 2 hours and within 4 hours for non-emergencies. e.The Contractor will restore the equipment to FULL PERFORMANCE within twenty-four (24) hours of the original call. FULL PERFORMANCE means that all defective parts have been replaced with parts equivalent to or better than the original manufacturer's parts and that the instrument meets or exceeds the manufacturer's original performance specifications. It is acceptable to provide loaner equipment if the original equipment cannot be repaired within this timeframe. Preventive Maintenance: a.The Contractor shall perform annual preventive maintenance (PM) procedures during the contract year as arranged with the COTR. Preventive maintenance procedures shall be in accordance with the published preventive maintenance manuals for the equipment listed in the schedule. The Contractor shall utilize the Original Equipment Manufacturer's established procedures and checklists, (or Contractor-supplied equivalent satisfactory to the COTR). A Field Service Report shall be supplied to the COTR at the completion of each preventive maintenance procedure. Preventive maintenance procedures shall include, but are not limited to, the following: i.Cleaning of equipment (not housekeeping). ii.Completing Original Equipment Manufacturer field service updates for operational and reliability engineering change notices. iii.Aligning, calibrating and lubricating the equipment. iv.Performing remedial maintenance of non-emergent nature. v.Testing and replacing faulty and worn parts. vi.Inspecting/replacing electrical wiring and cables for wear and fraying. vii.Inspecting all mechanical components including, but not limited to, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, and motors for mechanical integrity, safety, and performance to Original Equipment Manufacturer specifications. viii.Returning the equipment to operating condition defined in the Original Equipment Manufacturer specifications. ix.Replacing any Original Equipment Manufacturer labels, decals, and/or warning tags that are not legible. x.Providing documentation of services performed. b.The Contractor shall notify the COTR of the existence or development of any defects in, or repairs to the equipment covered under this contract which the Contractor considers he/she is not responsible for under the terms of the contract (such as operator misuse). c.All exceptions to the Preventive Maintenance Inspection schedule shall be arranged and approved in advance with the Contracting Office. Parts: The Contractor shall furnish all parts as necessary to maintain the equipment, covered by this contract, in accordance with the Conformance Standards Section. The Contractor stipulates that he/she has ready access to new standard parts (manufactured, supplied by the manufacturer, or equal thereto). All parts supplied shall be of current manufacture and have full compatibility with existing equipment. Documentation of intended parts source(s) shall be provided to the Contracting Officer upon request. Contracting Officers Technical Representative (COTR): VANTHCS will appoint one (1) COTR for this contract. When service is requested, the contractor will always contact the COTR. Documentation/Reports: The Contractor shall submit a legible field service report, which shall include detailed descriptions of the preventive maintenance inspection and/or emergency repair services performed, including replaced parts and estimated prices required for the service call. NOTE: Any additional charges to be claimed must have been approved by the COTR before service was performed. Competency of Personnel Servicing Equipment: a.The Contractor's staff shall include a "fully qualified" Field Service Representative assigned to this area and a "fully qualified" Field Service Representative who shall serve as the backup. b."Fully qualified" is based upon training and on experience in the field. For training, the Field Service Representatives must have successfully completed a formalized training program for the equipment covered under this contract. For field experience, the Field Service Engineers must have a minimum of one (1) year of experience providing preventive maintenance and emergency repair services on the same make and model of equipment covered under this contract. Test Equipment: Upon request of the COTR or the Contracting Officer, the Contractor shall provide a copy of the current Calibration Certification of all test equipment which is to be used by the Contractor to perform service under this contract. Calibration of equipment shall be traceable and in conformance with test equipment Original Equipment Manufacturer standards. Safety Requirements: In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the Contractor or his representative at the work site, shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work, and hold the Contractor in default. Personnel Clearances and Privacy Act Considerations: All Contractor personnel shall be required to observe the requirement imposed on sensitive data by law, federal regulations, VA statutes and policy, VHA policy and associated requirements to ensure appropriate screening of all personnel. Because of the inherent sensitivity of data at VANTHCS and in the equipment to be maintained under this agreement, the level of security clearance required of the vendor will reflect the same level carried by VANTHCS staff for the function of the contract. The Contractor will ensure that their personnel and subcontractor personnel meet the above restrictions and that confidential and proprietary information shall be divulged only to those officers and officials of VA authorized to receive such information. The Contractor will require administrative access to a system that contains sensitive information and that is attached to the VA's network. This is considered a high security risk and therefore will require a full background investigation. The vendor is a covered entity under HIPAA and complies with Privacy and Security regulations for Health Care information under HIPAA. Documentation: The Contractor will provide Surgical Service and Engineering Service with individual written reports which describe the maintenance and repair service performed on the equipment in sufficient details so as to be acceptable by field inspectors of The Joint Commission. This shall include a list of all parts replaced, all service performed as well as a statement that the equipment is operating per manufacturer's specifications after repair. The service report will be signed by the Contractor's service technicians and by the designated VANTHCS personnel. A copy will be given to VANTHCS for its internal records. Prior to award, the Contractor must have a facility to include personnel, test equipment, parts inventory, licenses and technical documentation available for inspection by VA Medical Center personnel (inspection can be off-site if items are provided for inspection) and be able to show written evidence to the technical qualifications of personnel, test equipment (and calibration documentation) licenses and availability of parts. Parts availability must be written documentation from either the equipment manufacturer or authorized parts supplier. In either case, the Contractor must be able to show the availability of parts to him/her within 24 hours after the initial call. For contracts for maintenance and repair services from other than the original manufacturer or a designated representative, the Contractor will be fully responsible for obtaining all technical documentation necessary to fulfill contractual obligations. Failure to Restore to Full Performance: For failure to restore the equipment to full performance within twenty-fours (24) hours of the original service call or to provide loaner equipment during the interim in which the equipment is being repaired. Patient Health Information (PHI) and Individually Identifiable Information (III): This system does not contain Patient Health Information (PHI) and Individually Identifiable Information (III). No VA data will leave the VA Facility. If a hard drive or any other electronic storage device needs to be replaced, the device will be given to the ISO. After destruction of the data by degaussing, the device may be returned to the vendor for inventory control if so requested. The repair of this system will be supervised by a VA employee in BioMed to assure data does not leave the facility. The COTR is responsible to assure that no VA data leaves the facility and an employee supervises repair. No Security & privacy training is needed by the vendor because the repair will be supervised. No other security statement is needed. Records Management: All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System(VANTHCS) and must be returned to VANTHCS at the end of the contract or destroyed in accordance to the VHA Record Control Schedule (RCS)10-1. NARA RM Language Clause to be included in contracts: 1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21, 29, 31and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government 'IT' equipment and/or Government records. 4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. 5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract or identified in the RCS 10-1. 6. The Government Agency owns the rights to all data/records produced as part of this contract. 7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. End of Contract: The Contractor guarantees that all equipment covered in this contract shall meet or exceed manufacturer's performance specifications at the contract expiration date. At the end of the contract term and within the two weeks following the award to the new Contractor, there will be a final inspection of all equipment at which the Contractor, the new Contractor and the Contracting Official's Technical Representative will be present. Any deficiencies noted will be the responsibility of the previous Contractor and shall be corrected by the terms of this contract.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VANTHCS/VANTHCS/VA25717N0054/listing.html)
 

Document(s)

Attachment
 

File Name: VA257-17-N-0054 VA257-17-N-0054_2.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3064612&FileName=VA257-17-N-0054-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3064612&FileName=VA257-17-N-0054-000.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: Department of Veterans Affairs;North Texas Veterans Health Care Center;Department of Veterans Affairs;Dallas TX 75216

Zip Code: 75216
 

Record

SN04307516-W 20161021/161019233833-9e2add65c8869d3ac15782d6bb43b3d7 (fbodaily.com)
 

Source

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

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