DOCUMENT
J -- BIOMED-SERVICE - Attachment
- Notice Date
- 10/20/2016
- Notice Type
- Attachment
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- Department of Veterans Affairs;Network Contracting Office 9;1639 Medical Center Parkway;Suite 400;Murfreesboro TN 37129
- ZIP Code
- 37129
- Solicitation Number
- VA24917N0029
- Response Due
- 11/10/2016
- Archive Date
- 1/9/2017
- Point of Contact
- Michael Edwards
- E-Mail Address
-
5-5506<br
- Small Business Set-Aside
- N/A
- Description
- This is a Request for Information Only; it is not a request for quotations or offers. This procurement requirement is to determine whether any small business can provide can provide these services listed below: CLASSIFICATION CODE: J065Maintenance and Repair of Medical, Dental and Veterinary NAICS CODE: 811219 - Medical and surgical equipment repair and maintenance services. Network-9 Contracting Office on the behalf of the James H. Quillen VA Medical Center, Corner of Lamont & Veterans Way, Mountain Home, Tennessee, has developed this Request for Information (RFI)/Sources Sought Notice to solicit market research information from industry to assist the Government with analysis of a Government requirement and provide commercial insight on performance-based solutions, best practices, possible contractual arrangements, and potential issues. This RFI is to determine the availability of Small Business (preferably Service-Disabled and/or Veteran-Owned Owned) entities within the Mountain Home area. THIS IS A REQUEST FOR INFORMATION ONLY. It is not a Request for Proposal, a Request for Quotation, an Invitation for Bids, a Solicitation, or an indication that Network-9 Contracting Office (NCO-9) will contract for the items contained in the RFI / Sources Sought Notice. This RFI/Sources Sought Notice is part of a Government market research effort to determine the scope of industry capabilities and interest, in accordance with Federal Acquisition Regulation (FAR) Part 15.201(e), response to this RFI / Sources Sought Notice are not offers and cannot be accepted by the Government to form a binding contract. Responses to this RFI / Sources Sought Notice are strictly voluntary and are consider as information only. The Government will not pay respondents for information provided in response to this RFI / Sources Sought Notice. Responses to this RFI / Sources Sought Notice will not be returned and respondents will not be notified of the result of the review. If a solicitation is issued, it will be announced a later date, and all interested parties must respond to that solicitation announcement separately from any response to this announcement. This RFI / Sources Sought Notice do not restrict the Government's acquisition on a future solicitation. Network-9 Contracting Office (NCO-9) and Mountain Home VA Medical Center are conducting market research for a Contractor to Sterilizers Equipment for the Department of Veterans Affairs (VA) at the Mountain Home VA Medical Center, Corner of Lamont & Veterans Way, Mountain Home, TN. 37684. Please review the draft Statement of Work (SOW) provided below before responding to the market research questions as the Government desires that respondents offer their experience and recommendations on the following questions and issues related to this requirement. When addressing these items, respondents should consider the size and scope of the requirement described herein. STATEMENT OF WORK: C.1EQUIPMENT IDENTIFICATION A.Contractor shall furnish all necessary travel, labor, materials, tools, documentation, and parts required for the inspection, support, and repair of the equipment, software, and accessories of Sterrad sterilization equipment located at the James H. Quillen VA Medical Center, Mountain Home, TN in Sterile Processing Service. This full service contract shall cover the period of 11-15-16 through 11-14-17, during the hours of 7 AM to 7PM, Monday through Friday, in accordance with all terms, conditions, provisions, schedules, and specifications of this solicitation. B.Schedule of Equipment: Serial NumberDescriptionModel 1041120456SterilizerSterrad 100NX 1-DR 33100311SterilizerSterrad NX 33090109SterilizerSterrad NX C.2DEFINITIONS/ACRONYMS A.VAMC/VAHCS - James H. Quillen VA Médical Center, Mtn. Home, TN 37684. B.Biomedical Engineering - Biomedical Engineering Technician (138B), telephone number: (423) 926-1171 ext. 2416. C.CO - Contracting Officer, staff of Acquisition and Materiel Management Service. D.COR - Contracting Officer's Representative, designated as a Biomedical Engineering Staff Member. E.PM - Preventive Maintenance. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence or inoperative conditions and in accordance with manufacturer's specifications. F.FSE - Field Service Engineer. A fully qualified individual who is authorized by the contractor to perform maintenance (corrective and preventative) services on the VA Mountain Home premises as defined in the terms of this contract. G.EFSR - Vendor Electronic Field Service Report (Service Tickets). Documentation of the services rendered for each incidence of work performed under the terms and conditions of the contract. H.Acceptance Signature - Signature by VA Mountain Home employee indicating acceptance of FSE work completion or pending status as stated on EFSR. I.Authorization Signature - COR's signature accepting work as stated on the EFSR. C.3CONFORMANCE STANDARDS A.Contract service shall ensure that the equipment functions in conformance with the specifications used when the equipment was procured by the VAMC, and any upgrades/updates, 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), Mountain Home VAMC, standard operating procedures, and any other Federal, State, and Local regulations mandated. C.4HOURS OF COVERAGE A.Normal VAMC working hours is Monday through Friday, 7:45 a.m. to 4:30 p.m., excluding federal holidays. Federal Holidays observed by the VAMC are: New Year's DayMartin Luther King DayPresident's Day Memorial DayIndependence DayLabor Day Columbus DayVeteran's DayThanksgiving Day Christmas Day B.All service/repairs shall be performed during specified hours of coverage, with approval of the COR. Work performed outside the normal hours of coverage at the request of the FSE will be considered service during normal hours of coverage. Normal hours of coverage for this contract are: Monday through Friday from 7:00 a.m. to 7:00 p.m., excluding federal holidays. C.Contractor must provide the COR with the means to request and receive prompt emergency telephone support from an FSE, within 4 hours of the COR's request. This emergency call back service shall be provided during normal hours of coverage. C.5PREVENTATIVE MAINTENANCE A.The Contractor shall perform PM services to ensure that equipment listed in the Schedule of Equipment, Section C.1, B, performs in accordance with Section C.3, Conformance Standards. B.The date of PM services must be scheduled by the FSE with the COR at least a week in advance according to the schedule below. All exceptions to the preventative maintenance schedule and procedure shall be addressed and approved in advance with the COR. The time and frequency of preventative maintenance shall be based on the latest manufacturer's specifications, and all Conformance Standards listed in Section C.3 and past PM dates. See PM Service Attachment. C.As detailed in Section C.10, Contractor shall provide the COR with a copy of the preventative maintenance procedures that the Contractor shall follow, including the manufacturer's specifications and any additional procedures followed by the Contractor. PM services provided by the Contractor must include but are not limited to the following: 1.Performing the manufacturer's latest specifications for preventative maintenance on the equipment listed in the Schedule of Equipment. 2.Performing electrical safety inspections per latest publication of NFPA 99. 3.Cleaning, lubricating, and calibrating the equipment. 4.Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail, or become worn. 5.Performing remedial maintenance/repairs of non-emergent nature. 6.Reviewing operating system software diagnostics to ensure that the system is operating in accordance with manufacturer's specifications. 7.Inspecting all cables and bushings, and replacing as necessary. 8.Inspecting and replacing, where indicated, electrical wiring and cables for wear and fraying. 9.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. 10.Returning the equipment to the operating condition defined in Section C.3, Conformance Standards. 11. Contractor shall provide PM labor and parts as outlined under the quote. D.The Contractor shall provide complete and original documentation indicating PM work performed, referencing the procedures followed, and actual values obtained to the COR at the completion of the PM service. E.Any charges for materials such as lubricants, fluids, cleaning supplies, parts, services, manuals, tools, or software required for the Contractor to successfully complete the scheduled PM shall be provided by the Contractor and are included within this contract and its agreed upon price. C.6UNSCHEDULED MAINTENANCE AND REPAIR SERVICES A.Contractor shall maintain the equipment in accordance with the specifications listed in Section C.3, Conformance Standards, 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. B.Contractor must provide prompt emergency telephone support to request service as defined in Section C.4, Hours of Coverage. Service calls to the Contractor requesting service are only authorized when they are received from the COR, CO, or designated equipment users. Outside of the equipment's hours of coverage, emergency on-site services require authorization by the COR under a separate purchase order. Service responses on calls from unauthorized personnel can result in nonpayment. C.Response Time: Contractor's FSE must respond with a phone call to the COR within 4 hours after receipt of notification (see C.4, Hours of Coverage). If the problem cannot be corrected by phone or modem, the FSE shall commence work (on-site physical response) within normal hours of coverage after receipt of notification and shall proceed progressively to completion without undue delay. (For example, if hours of coverage are 8:00 a.m. to 5:00 p.m., Mon. through Fri., a two hour response means if a call is placed at 4:15 p.m., Monday August 10th, the FSE must start on-site service before 9:45 a.m., Tuesday, August 11th, except when service outside hours of coverage is authorized by appropriate personnel.) C.7MAINTENANCE MATERIALS A.The Contractor shall have ready access to all materials needed to maintain equipment to meet the Conformance Standards in Section C.3, 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. B.PARTS: The Contractor shall replace and furnish all parts as outlined under the full service agreement for the equipment on contract. These parts are included in the price of this contract. 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 COR. 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. C.SERVICE MANUALS: The VAMC 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, and parts list) which are necessary to meet the performance requirements of this contract. C.8EQUIPMENT MODIFICATIONS All modifications, upgrades, updates, enhancements, etc., must be scheduled in advance with the COR. CO and COR 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. C.9REPORTING REQUIREMENTS A.The Contractor shall be required to report to the COR in Biomedical Engineering during normal working hours, prior to and after any work is performed, every day that is required to complete the job. B.When service is completed, the FSE shall document services rendered on a properly completed EFSR, as required in Section C.10. The FSE shall be required to log out with Biomedical Engineering and submit the EFSR(s) to the COR. All EFSRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature". If the COR is unavailable, a signed, authorized copy of the EFSR will be sent to the Contractor after the work can be reviewed (if requested on the EFSR). C.10DOCUMENTATION/REPORTS A.Documentation in the form of EFSRs must be furnished to the COR for all scheduled and unscheduled maintenance performed by the Contractor. Payment will not be certified by Biomedical Engineering if proper documentation is not provided. B.The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance, including replaced parts and prices (for service outside normal working hours), procedures performed in order to maintain the equipment in accordance with Section C.3, Conformance Standards. Each EFSR must, at a minimum, document the following data legibly and in complete detail: 1.Name of Contractor. 2.Name of FSE who performed services. 3.Contractor service EFSR number/log number. 4.Date, time (starting and ending), equipment downtime and hours on-site for service call. 5.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). 6.Description of problem reported by COR/user (if applicable). 7.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. 8.Itemized description of service performed and parts replaced. 9.Results of calibration and/or performance testing. 10.Total cost to be billed if work was not in scope of contract (see paragraph C of this section). 11.Signatures: a.FSE performing services described. b.Acceptance signature as defined in Section C.2. c.Authorization signature by COR. (If the COR is unavailable, a signed, authorized, copy of the EFSR will be sent to the Contractor after the work can be reviewed, if requested by the FSE and noted on the EFSR.) C.Any additional charges claimed by the FSE/Contractor must be approved by the COR before the service is completed. A purchase order number must then be provided to the FSE/Contractor by the COR. C.11PAYMENTS AND ADDITIONAL CHARGES A.PAYMENTS: Invoices will be paid IN ARREARS on a monthly, bi-monthly, quarterly, semiannual, or annual basis. The Contractor shall mail the invoices to the attention of Fiscal Service, Accounting Section. 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 service. B.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 COR, 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 COR with a written estimate of the cost to make necessary repairs. CADDITIONAL 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. C.12 INITIAL CONTRACTOR INSPECTION AND SUBMITTALS A.All Contractor inspections and submittals must be done within thirty days after this contract has been awarded to the Contractor. B.Equipment placed under maintenance contract for the first time shall be subject to inspection by the Contractor. Within a thirty (30) day period after award of the contract, the Contractor shall reject any equipment deemed to be in poor operating condition. Failure to reject such equipment shall constitute acceptance. Upon rejection, the CO and COR shall be notified in writing as to the specific item(s) of equipment deemed to be in poor operating condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract. C.As stated in Section C.5, the Contractor shall perform scheduled preventative maintenance on contracted equipment to manufacturer's specifications. Within a thirty day period after award of the contract, the Contractor shall submit to the COR, at no cost, a copy of these preventative 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 preventative maintenance procedures the Contractor will provide. D.As stated in Section C.13, the Contractor shall have fully qualified FSEs 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 VAMC for each make and model of equipment on the equipment schedule. C.13COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A.The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "fully qualified" competent FSEs. The Contractor shall provide, upon request, written competency of their personnel and a list of credentials of approved FSEs. The CO and COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. B.If subcontractor(s) are used, they must be approved by the CO and COR; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval or disapproval. MARKET SURVEY: 1.Please provide a capability statement that includes, as a minimum, the following information: a.Company Name: b. Company Address: c. Point of Contract Information: i.Name: ii. Title: iii.Phone Number: iv.Facsimile Number: v.E-mail Address: d.System for Award Management (SAM) Expiration Date: e. DUNS Number: f. CAGE Number: g. Business Size(*) (Note: (*) - as it relates to NAICS Code: h. socioeconomic Category: Small BusinessSDVOSBVOSBSmall Disadvantage Business8(a)HUB ZoneWomen Owned Small Business 2.The number of eligible and certified Personnel your firm can offer/provide: 3.The distance your firm is from the Mountain Home VA Medical Center Medical Center: 4.Comments on the (Draft) Statement of Work (SOW) provided below: 5. Comments on current market conditions and obstacles in providing these services to the Government: If interested please provide a capability statement. Also, provide e-mail responses to this Request for Information (RFI)/Sources Sought Notice no later than Thursday, November 10, 2016 at 4:00 PM (Central Time) to Mr. Michael J. Edwards, Contracting Officer at Michael.Edwards2 va.gov. The response time cannot be extended beyond the suspense date provided. THIS IS A REQUEST FOR INFORMATION/SOURCE SOUGHT NOTICE ONLY.
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