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FBO DAILY - FEDBIZOPPS ISSUE OF NOVEMBER 21, 2018 FBO #6207
SOLICITATION NOTICE

J -- 36C25818Q9741 Mobile Medical Equipment Repair (VA-18-00082360)

Notice Date

11/19/2018
 

Notice Type

Combine Synopsis/Solicitation
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;NCO22-Gilbert Network Contracting;777 E. Missouri, Suite 300;Phoenix AZ 85014
 

ZIP Code

85014
 

Solicitation Number

36C25818Q9741
 

Response Due

11/23/2018
 

Archive Date

1/22/2019
 

Point of Contact

602-795-4339
 

Small Business Set-Aside

N/A
 

Description

Combined synopsis /solicitation for commercial items This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. The solicitation number is 36C25818Q9741 and is issued as an invitation request for quotation (RFQ), unless otherwise indicated herein. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2005-101 10/26/2018. The associated North American Industrial Classification System (NAICS) code for this procurement is 811219 Other Electronic and Precision Equipment Repair and Maintenance with a small business size standard of $20.5 Million. This requirement is a competitive bid process as a Service Disabled Veteran Owned Small Business set aside and only qualified offerors may submit bids and should be registered on VIP with CVE cert. The solicitation pricing on posting should be consistent with the attached price cost schedule. The date this solicitation is posted and will end on (close date) 16:00:00.0 Eastern Time or as otherwise displayed at www.FBO.gov. Bid packages shall be e-mailed to derrick.fletcher@va.gov before the solicitation close date and time. The Department of Veteran Affairs, VHA requires the following items, Purchase Description Determined by Line Item, to the following: PWS/Price Cost schedule PWS Performance Work Statement (PWS) On-Site Mobile Medical Instrument Repair and Sharping A. Background: The Southern Arizona VA Health Care System (SAVAHCS) located at 3601 S. 6th Ave,, Tucson, AZ 85723, has an ongoing requirement for an On-Site Mobile Medical Instrument Repair and Sharping Services Vendor. SAVAHCS is one of a few VA Health Care Facilities across the country that provides a wide variety of specialty care services and procedures to its Veterans primarily due to its Affiliation Agreement with Banner University Medical Center (UMC). Due to this relationship the services that are provided here at SAVAHCS require numerous specialty surgical and medical instruments and these instruments require preventative maintenance repair, sharpening, refurbishment, and assessment for replacement services. B. Scope: SAVAHCS requires an On-Site Mobile Medical Instrument Repair and Sharping Service Contract Vendor to provide Preventive Maintenance (PM) Schedule repairs, refurbishment and assessment for replacement services. These services are required for a twelve (12) month base period. The vendor shall provide PM, which may consist of aligning, calibrating, refurbishing, cleaning, stain removal, polishing, sharpening, oiling, straightening, adjusting, replacing parts, and maintaining the equipment, including emergency calls necessary between regular maintenance. These services are periodic in nature and are required to maintain the equipment in such a condition that it may be operated in accordance with its intended manufacturer s design and functional capacity with minimal incidence of malfunction or inoperative conditions. Scheduled repairs, refurbishment and assessment for replacement will occur minimally once per week. Instrumentation includes, but is not limited to, specialty trays by service (Neuro, Ortho, ENT etc.); curettes, hemostats, scissors, graspers, laparoscopic instruments, rongeurs, surgical knifes, etc. The Vendor shall ensure that the repairs and service functions are performed in conformance with ANSI-AAMI ST-79:2010 Part 7.7 (Servicing and Repairs of Devices in the Health Care Facility), ISO-9001 and specifications used by the instrument manufacturer. Upon completion of processing the submitted trays and instruments the vendor shall provide a summary document/invoice upon delivery of the processed instruments containing the following information; date of repair, instrument type, type of repair and cost. B.1 Schedule of On-Site Services: i. The vendor shall provide on-site mobile instrument repair and sharpening services at SAVAHCS at least once per week. ii. In case emergency services are needed to be provided, the vendor shall respond to the service request within 2 hours of the call and provide the service with 24 hours of the call. iii. The Contractor's employee(s) shall report to Sterile Processing Services (SPS) upon arrival at the VA for the pickup and return of instruments. If instrument cannot be repaired it will be returned to SPS. If the instrument requires send out for third party repairs by the contractor, the contractor must obtained verbal approval of a VA SPS Chief, or designee, prior to doing so. B.2 Services to be provided: i. The vendor shall ensure that they and their instrument technicians have documented work experience, training by the instrument manufacturers and instrument vendors, required certifications for specific instruments, and safety records to conform to the services required. ii. The vendor s instrument technician/s must be able to sharpen instruments correctly and also recognize when one is no longer safe to use. iii. The vendor shall provide a system to tag non-repairable items and remove them from service pending replacement. iv. Basic instrument repairs shall include, checking instruments alignment and box hinges, demagnetization, staining or rusting (which may indicate a facility water quality problem), and replacement of tungsten inserts on needle holders. v. Items may be added or deleted from the facilities inventory as required. vi. Surgical instruments maintenance and repair will be handled with care. All instruments shall be repaired and maintained in proper operating conditions, as specified by the original manufacturer. The contractor will return instruments in as good as new condition. vii. The contractor will be required to test instruments for accurate alignment, sharpness, insulation and calibration per manufactures Instructions for Use (IFU). All returned inspected and repaired instruments will be stain free and polished to a mirror finish while maintaining locator barcodes. B.3 Repairs: Special Instructions, Single Instruments/Sets: i. Individual instrument repairs will occur minimally once per week. Repairs must be performed Monday through Friday between the hours of 8:00am 4:00pm, excluding weekends and national holidays. Instruments should be returned only via: Vendor (Hand Delivery) or Courier Services (not parcel post, FedEx, etc.). ii. Vendor will supply document clarifying company s scope of work which will state what type of work can be accomplished on-site, locally, and what will need to be sent to a 3rd party vendor. iii. A Mobile Repair Unit is required and will properly display the contractor s name and permit numbers. The mobile unit should be self-sustained with electrical power, air compressor, etc. iv. Instrument sent out to corporate office or third-party for repairs will be returned no later than 7 business days after pick up. v. All Urgent instrument repairs will have a 48-hour turnaround time. vi. All Emergency Instrument Repairs will have a 24-hour turnaround time. vii. If an instrument is un-repairable the contractor will immediately notify SPS for further instructions. viii. The contractor shall provide repair service invoices. All correspondence invoices shall include the current contract number. Billings shall be made in arrears by certified invoice. All repairs shall be completed according with all terms within this PWS. C. Performance Monitoring (Attachment 1): i. The contractor shall make recommendations for surgical instrument replacement which may be pertinent to meet the scope of surgical trays completion. ii. Continued monitoring of instrument repairs quality and turnaround time, as well as contract compliance, will be progressively monitored by the SPS Contracting Officer Representatives (CORs). iii. The COR with the Chief of SPS will monitor Contractor instrument pick-up and drop-off through written logs and schedules to ensure that services have been received by the VA. The contractor's employee(s) shall report to SPS upon arrival at the VA for the pickup and return of instruments. iv. The COR will be responsible for verifying contract compliance. Any incidents of Contractor noncompliance as evidenced by the monitoring procedures will be forwarded immediately to the Contracting Officer (CO). v. Documentation of services performed will be reviewed by the COR prior to certifying payment. The COR will perform periodic documents checks with the using service to ensure records monitoring. VA will pay only for services actually performed at VA and at the contractor s location, and in strict accordance with the schedule of prices/costs shown in the schedule of items. Contract monitoring and record keeping procedures will be sufficient to ensure proper payment and allow audit verification that services were provided. vi. Ordering Officers (OOs): The Contracting Officer has determined that the designation of OOs is essential to the operation of Contracting and increasing efficiency within VA. OOs are unwarranted Government personnel authorized to act as an agent of the Contracting Officer or designated ACOs for these Contracts. OOs shall only make purchases and or place orders within the limits explicitly stated in a written designation letter issued by the Contracting Officer or appointed ACO for these Contracts. The Contracting Officer and/or appointed ACOs for these Contracts are the sole authority for designating OOs to place orders against this Contract. Only Government personnel can be appointed as OOs. vii. Monthly invoices are submitted to Financial Services Center in Austin, Texas by the contractor via Tungsten (formally OB10). The SPS COR will verify that services were actually performed against contractors certified delivery repairs document. Only after verification are invoices certified for payment. D. Contractor Requirements: i. Vendor will provide documentation of staff training, competencies and any pertinent certifications, in relation to the repairs they will be conducting. ii. The contractor performing the repairs maintenance and inspections of surgical instruments shall be ISO-9001 certified or moving towards certification. iii. Contractor shall be compliant with relevant VA Policies and with AAMI ST-79:2010 Part 7.7 standards (Servicing and Repairs of Devices in the Health Care Facility). iv. The contractor will provide a minimum 3 references listing: customers name, address, timeline of services, and phone numbers of contacts. They will also have a minimum of 5 years experience providing these services to Hospital or Major Medical Center. v. Vendor will provide VA - SPS staff with two (2) CEU eligible in-services on instrumentation per year. E. Documentation Requirements: i. Contractor will sign out all instruments /surgical trays removed from SPS for repairs. ii. Repaired instruments returned to SPS will be on a detailed list document provided by the contractor containing the following information: date of repair, instrument type, type of repair, and cost. iii. The hand written checklist/delivery slip will be checked against the instruments returned after repairs. iv. A quarterly Surgical Instrument Trays Maintenance Inspection certification shall be provided to the COR. F. SPS and Surgical Service Operating Room (OR) Support: i. SPS will be the point of contact for all surgical instrument pickups and returns. The returned repaired instruments will be inspected and reprocessed in SPS. ii. SPS staff will perform a serviceable quality check of instruments for the SAVAHCS site. Any instruments that fail this quality check will be re-processed by SPS and returned to the contractor for additional repairs, at no additional cost to the facilities. G. SAVAHCS Vendor Access (Attachment 2): The following is the information required for vendors (Instrument Repair) to access SAVAHCS. The SAVAHCS Vendor Access Documentation contained in Attachment 2, shall be completed and submitted with the vendor s solicitation submission package. Documentation stating no active pulmonary disease OR negative Tuberculosis (TB) Skin Test Documentation. Record of Measles, Mumps and Rubella (MMR) Immunization OR Positive Titer Results. Record of Influenza Vaccination during Influenza season. Statement of Compliance (Attachment A). Confidentiality Agreement (Attachment B). Certificate of Completion of Annual Privacy/HIPAA Training (Instructions included). Certificate of Completion of VA Privacy and Information Security Awareness and Rules of Behavior (Instructions included). H. Surgical Instrument Trays: Preventative Maintenance (By Specialty): i. Surgical Instrument Trays maintenance repairs inspections will be done at a minimum of bi-annually. Inspection is performed in the contractor s mobile unit on the grounds of the VA Medical Center. ii. Vendor is required to complete a joint, initial wall-to-wall inventory of instrumentation so as to assist in prioritization of preventative maintenance. Vendor will work with the SPS CORs to establish a preventative maintenance inspection schedule for the items identified during this inventory. iii. All instruments that can be disassembled, will be disassembled, and undergo a detailed contractor inspection. iv. Instruments will not be altered, changed or tampered with and will be repaired following manufacturers original design specifications and in compliance with ANSI-AAMI ST-79 part 7.7. v. During preventative maintenance instruments will be sharpened, adjusted, aligned, straightened, refurbished, calibrated, cleaned, oiled, and parts replaced in accordance with the manufacturer s original specifications and configuration, in compliance with ANSI-AAMI ST-79 part 7.7. Any stains, sharp edges and/or scratches will be removed. Instruments should have a mirror finished appearance, with the exception of the locator barcode, on return. vi. All cannulated items will have interior lumen flushed and inspected. vii. Delicate sharp, pointed instruments will be returned covered with appropriate tip protectors. viii. The contractor shall provide cleaning of internal chambers of sterilization equipment annually at SPS department. I. Progress and Compliance: i. The contractor shall make recommendations for surgical instrument replacement which may be pertinent to meet the scope of surgical trays completion. ii. Continued instrument repairs, quality improvement monitoring, and turnaround time, as well as contract compliance, will be progressively by the VA SPS COR. iii. The contractor shall provide repair service invoices to the COR. All correspondence invoices shall include the current contract number. Billings shall be made in arrears by certified invoice. iv. All repairs shall be completed according with all terms within this PWS. Failure to comply with the below terms and conditions may result in offer being determined as non-responsive. Price Cost Schedule ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 1.00 YR __________________ __________________ AMERICAN SURGICAL INSTRUMENTS RENEWAL OF OPTION YEAR CONTRACT On-Site Mobile Medical Instrument Repair and Sharping Services Contract Period: Base POP Begin: 01-01-2019 POP End: 12-31-2019 1001 1.00 YR __________________ __________________ AMERICAN SURGICAL INSTRUMENTS RENEWAL OF OPTION YEAR CONTRACT On-Site Mobile Medical Instrument Repair and Sharping Services Contract Period: Option 1 POP Begin: 01-01-2020 POP End: 12-31-2020 2001 1.00 YR __________________ __________________ AMERICAN SURGICAL INSTRUMENTS RENEWAL OF OPTION YEAR CONTRACT On-Site Mobile Medical Instrument Repair and Sharping Services Contract Period: Option 2 POP Begin: 01-01-2021 POP End: 12-31-2021 3001 1.00 YR __________________ __________________ AMERICAN SURGICAL INSTRUMENTS RENEWAL OF OPTION YEAR CONTRACT On-Site Mobile Medical Instrument Repair and Sharping Services Contract Period: Option 3 POP Begin: 01-01-2022 POP End: 12-31-2022 4001 1.00 YR __________________ __________________ AMERICAN SURGICAL INSTRUMENTS RENEWAL OF OPTION YEAR CONTRACT On-Site Mobile Medical Instrument Repair and Sharping Services Contract Period: Option 4 POP Begin: 01-01-2023 POP End: 12-31-2023 5001 0.50 YR __________________ __________________ AMERICAN SURGICAL INSTRUMENTS RENEWAL OF OPTION YEAR CONTRACT On-Site Mobile Medical Instrument Repair and Sharping Services -8 six month extension option shall not exceed 50% of option year 4 Contract Period: Option 5 POP Begin: 01-01-2024 POP End: 06-30-2024 GRAND TOTAL __________________ Delivery Schedule ITEM NUMBER QUANTITY DELIVERY DATE 0001 SHIP TO: Southern Arizona VA Health Care System DELIVER TO: BIOMED/Krista B. Edwards 3601 S 6th Ave. Tucson, AZ 85723 0001 USA 1.00 01/01/2019-12/01/2019 MARK FOR: Krista B. Edwards (520) 792-1450 Ext 5785 krista.edwards@va.gov 1001 SHIP TO: Southern Arizona VA Health Care System DELIVER TO: BIOMED/Krista B. Edwards 3601 S 6th Ave. Tucson, AZ 85723 0001 USA 1.00 01/01/2020-12/01/2020 MARK FOR: Krista B. Edwards (520) 792-1450 Ext 5785 krista.edwards@va.gov 2001 SHIP TO: Southern Arizona VA Health Care System DELIVER TO: BIOMED/Krista B. Edwards 3601 S 6th Ave. Tucson, AZ 85723 0001 USA 1.00 01/01/2021-12/01/2021 MARK FOR: Krista B. Edwards (520) 792-1450 Ext 5785 krista.edwards@va.gov 3001 SHIP TO: Southern Arizona VA Health Care System DELIVER TO: BIOMED/Krista B. Edwards 3601 S 6th Ave. Tucson, AZ 85723 0001 USA 1.00 01/01/2022-12/01/2022 MARK FOR: Krista B. Edwards (520) 792-1450 Ext 5785 krista.edwards@va.gov 4001 SHIP TO: Southern Arizona VA Health Care System DELIVER TO: BIOMED/Krista B. Edwards 3601 S 6th Ave. Tucson, AZ 85723 0001 USA 1.00 01/01/2023-12/01/2023 MARK FOR: Krista B. Edwards (520) 792-1450 Ext 5785 krista.edwards@va.gov 5001 SHIP TO: Southern Arizona VA Health Care System DELIVER TO: BIOMED/Krista B. Edwards 3601 S 6th Ave. Tucson, AZ 85723 0001 USA 0.50 01/01/2024-06/30/2024 MARK FOR: Krista B. Edwards (520) 792-1450 Ext 5785 krista.edwards@va.gov Bid MUST be good for 60 calendar days after close of Buy. Shipping must be freight on board (FOB) destination CONUS (Continental U.S.), which means that the seller must deliver the goods on its conveyance at the destination specified by the buyer, and the seller is responsible for the cost of shipping and risk of loss prior to actual delivery at the specified destination. (see attached for location) This solicitation requires registration with the System for Award Management (SAM) prior to award, pursuant to applicable regulations and guidelines. Registration information can be found at www.sam.gov. The selected Offeror must comply with the following commercial item terms and conditions, which are incorporated herein by reference: FAR 52.212-1, Instructions to Offerors - Commercial Items, applies to this acquisition; FAR 52.212-3, Offeror Representations and Certifications - Commercial Items - the selected offeror must submit a completed copy of the listed representations and certifications; FAR 52.212-4, Contract Terms and Conditions - Commercial Items; FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items, paragraph (a) and Also see attached documents. The full text of the referenced FAR clauses may be accessed electronically at https://www.acquisition.gov/far/. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (19-NOV-2018); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
 

Web Link

Link To Document
(https://www.fbo.gov/spg/VA/PhVAMC/HMC/36C25818Q9741/listing.html)
 

Place of Performance

Address: Southern Arizona VA Health Care System;3601 S. 6th Ave.;Tucson AZ

Zip Code: 85723

Country: USA
 

Record

SN05155338-F 20181121/181119230038 (fbodaily.com)
 

Source

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

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