SAMDaily.us | PRESOL | J | Full Service Contract for Zeiss Optometry Equipment for the El Paso VA Medical Center

SAMDAILY.US - ISSUE OF FEBRUARY 05, 2020 SAM #6642
SOLICITATION NOTICE

J -- Full Service Contract for Zeiss Optometry Equipment for the El Paso VA Medical Center

Notice Date: 2/3/2020 8:07:51 AM
Notice Type: Combined Synopsis/Solicitation
NAICS: 811219 — Other Electronic and Precision Equipment Repair and Maintenance
Contracting Office: 257-NETWORK CONTRACT OFFICE 17 (36C257) ARLINGTON TX 76006 USA
ZIP Code: 76006
Solicitation Number: 36C25720Q0314
Response Due: 2/17/2020 8:59:59 PM
Archive Date: 02/24/2020
Point of Contact: Rastreva Upshaw
E-Mail Address: Rastreva.Upshaw@va.gov
(Rastreva.Upshaw@va.gov)
Small Business Set-Aside: SDVOSBC Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
Awardee: null
Description: This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only Solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation number 36C25720Q0314 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular. SOLICITATION NOTICE OF TIERED EVALUATIONS This procurement is set-aside based on an order of priority as established in 38 U.S.C. 8127. TIERED EVALUATIONS INCLUDING SMALL BUSINESS CONCERNS: This solicitation is being issued as a tiered evaluation for SDVOSB concerns, or in the alternative, a tiered evaluation for VOSB concerns, or in the alternative, a set-aside for other small business concerns with HUBZone small business concerns and 8(a) participants having priority. If award cannot be made, the solicitation will be cancelled, and the requirement resolicited. In order to be eligible for award under SDVOSB or VOSB concerns in accordance with the authority of 38 U.S.C. 8127(d) an offeror must be certified/verified in VetBiz (www.vip.vetbiz.gov), and small for the applicable NAICS code at the time of the quote submission and at the time of award. Status as a qualified SDVOSB concern is under the authority of 38 CFR Part 74 and in accordance with the VA Acquisition Regulation (VAAR) Part 819. Eligibility determination is performed by the Center for Veterans Enterprise (CVE). Only qualified offerors may submit bids. NAICS Code: 811219 and Size Standard is $22M. Introduction: A Firm Fixed Price award will be made to the lowest priced quote which conforms to the requirements within this solicitation and represents the best price to the Government. Description of Services: The contractor shall furnish all labor, supervision, management, tools, materials, equipment, facilities, transportation, and other items necessary to provide a full-service contract for Zeiss optometry equipment. Place of Performance: El Paso VA Health Care System VA Medical Center 5001 N. Piedras El Paso, TX 79930 Type of Contract: A Firm Fixed Price Period of Performance: Base Period: April 1, 2020 March 31, 2021 Option Period One: April 1, 2021 March 31, 2022 Option Period Two: April 1, 2022 March 31, 2023 The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items (OCT 2018) 52.204-7 System for Award Management (OCT 2018) 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016) 52.216-1 Type of Contract (APR 1984) 852.209-70 Organizational Conflicts of Interest (JAN 2008) 852.270-1 Representatives of Contracting Officers (JAN 2008) FAR 52.212-3, Offerors Representations and Certifications Commercial Items (OCT 2018) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018) addenda to FAR 52.212-4 attached 52.204-13 System for Award Management Maintenance (OCT 2018) 52.217-8, Option to Extend Services The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days. (End of Clause) Except when it is determined in accordance with FAR 17.206(b) not to be in the Government s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation.� Evaluation of options under FAR 52.217-8 will be accomplished by using the prices offered for the last option period to determine the price for a 6-month option period, which will be added to the base and other option years to arrive at the total price.� Evaluation of options will not obligate the Government to exercise the option(s). 52.217-9 Option to Extend the Term of the Contract 52.232-19 Availability of Funds for the Next Fiscal Year 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 852.203-70 Commercial Advertising (MAY 2008) 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (JUL 2016) (DEVIATION) 852.219-11 VA Notice of Total Veteran-Owned Small Business Set-Aside (JUL 2016) (DEVIATION) 852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018) (DEVIATION) (a) This solicitation includes VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set- Aside, VAAR 852.219-11, VA Notice of Total Veteran-Owned Small Business Set-Aside and FAR 52.219-6, Notice of Total Small Business Set-Aside. (b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6.� The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor s compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause.� To that end, the support contractor(s) may require access to Contractor s offices where the Contractor s business records or other proprietary data are retained and to review such business records regarding the Contractor s compliance with this requirement. (c) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor s business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. (d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b).� The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor s compliance with the limitations on subcontracting or percentage of work performance requirement. 852.232-72 Electronic Submission of Payment Requests (NOV 2018) 852.237-70 Contractor Responsibilities (APR 1984) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (JAN 2019) The following subparagraphs of FAR 52.212-5 are applicable: 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2018) 52.204-14, Service Contract Reporting Requirements 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (NOV 2011) 52.219-6, Notice of Total Small Business Set-Aside (NOV 2011) 52.219-13, Notice of Set-Aside of Orders (NOV 2011) 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (NOV 2011) 52.219-28, Post Award Small Business Program Rerepresentation (JUL 2013) 52.222-3, Convict Labor (JUNE 2003) 52.222-21, Prohibition of Segregated Facilities (APR 2015) 52.222-26, Equal Opportunity (SEPT 2016) 52.222-35, Equal Opportunity for Veterans (OCT 2015) 52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014) 52.222-37, Employment Reports on Veterans (FEB 2016) 52.222-50, Combating Trafficking in Persons (JAN 2019) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) 52.225-13, Restrictions on Certain Foreign Purchases (JUNE 2008) 52.232-33, Payment by Electronic Funds Transfer System for Award Management (OCT 2018) 52.242-5, Payments to Small Business Subcontractors (JAN 2017) 52.222-41, Service Contract Labor Standards (AUG 2018) 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015) 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017) 52.217-8, Option to Extend Services The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days. (End of Clause) Except when it is determined in accordance with FAR 17.206(b) not to be in the Government s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation.� Evaluation of options under FAR 52.217-8 will be accomplished by using the prices offered for the last option period to determine the price for a 6-month option period, which will be added to the base and other option years to arrive at the total price.� Evaluation of options will not obligate the Government to exercise the option(s). (End of Addendum) 52.204-24 Representation Regarding Certain Telecommunications And Video Surveillance Services Or Equipment. Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Aug 2019) �� (a) Definitions. As used in this provision �� Covered telecommunications equipment or services , Critical technology , and Substantial or essential component have the meanings provided in clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. �� (b) Prohibition. Section 889(a)(1)(A) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2019, from procuring or obtaining, or extending or renewing a contract to procure or obtain, any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. Contractors are not prohibited from providing �� (1) A service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or �� (2) Telecommunications equipment that cannot route or redirect user data traffic or permit visibility into any user data or packets that such equipment transmits or otherwise handles. �� (c) Representation. The Offeror represents that ��It will, will not provide covered telecommunications equipment or services to the Government in the performance of any contract, subcontract or other contractual instrument resulting from this solicitation. �� (d) Disclosures. If the Offeror has responded affirmatively to the representation in paragraph (c) of this provision, the Offeror shall provide the following information as part of the offer �� (1) All covered telecommunications equipment and services offered (include brand; model number, such as original equipment manufacturer (OEM) number, manufacturer part number, or wholesaler number; and item description, as applicable); �� (2) Explanation of the proposed use of covered telecommunications equipment and services and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b) of this provision; �� (3) For services, the entity providing the covered telecommunications services (include entity name, unique entity identifier, and Commercial and Government Entity (CAGE) code, if known); and �� (4) For equipment, the entity that produced the covered telecommunications equipment (include entity name, unique entity identifier, CAGE code, and whether the entity was the OEM or a distributor, if known). (End of Clause) 52.204-25 Prohibition On Contracting For Certain Telecommunications And Video Surveillance Services Or Equipment. Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment (Aug 2019) �� (a) Definitions. As used in this clause �� Covered foreign country means The People s Republic of China. �� Covered telecommunications equipment or services means �� (1) Telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities); �� (2) For the purpose of public safety, security of Government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities); �� (3) Telecommunications or video surveillance services provided by such entities or using such equipment; or �� (4) Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country. �� Critical technology means �� (1) Defense articles or defense services included on the United States Munitions List set forth in the International Traffic in Arms Regulations under subchapter M of chapter I of title 22, Code of Federal Regulations; �� (2) Items included on the Commerce Control List set forth in Supplement No. 1 to part 774 of the Export Administration Regulations under subchapter C of chapter VII of title 15, Code of Federal Regulations, and controlled- �� (i) Pursuant to multilateral regimes, including for reasons relating to national security, chemical and biological weapons proliferation, nuclear nonproliferation, or missile technology; or �� (ii) For reasons relating to regional stability or surreptitious listening; �� (3) Specially designed and prepared nuclear equipment, parts and components, materials, software, and technology covered by part 810 of title 10, Code of Federal Regulations (relating to assistance to foreign atomic energy activities); �� (4) Nuclear facilities, equipment, and material covered by part 110 of title 10, Code of Federal Regulations (relating to export and import of nuclear equipment and material); �� (5) Select agents and toxins covered by part 331 of title 7, Code of Federal Regulations, part 121 of title 9 of such Code, or part 73 of title 42 of such Code; or �� (6) Emerging and foundational technologies controlled pursuant to section 1758 of the Export Control Reform Act of 2018 (50 U.S.C. 4817). �� Substantial or essential component means any component necessary for the proper function or performance of a piece of equipment, system, or service. �� (b) Prohibition. Section 889(a)(1)(A) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2019, from procuring or obtaining, or extending or renewing a contract to procure or obtain, any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. The Contractor is prohibited from providing to the Government any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system, unless an exception at paragraph (c) of this clause applies or the covered telecommunication equipment or services are covered by a waiver described in Federal Acquisition Regulation 4.2104. �� (c) Exceptions. This clause does not prohibit contractors from providing �� (1) A service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or �� (2) Telecommunications equipment that cannot route or redirect user data traffic or permit visibility into any user data or packets that such equipment transmits or otherwise handles. �� (d) Reporting requirement. (1) In the event the Contractor identifies covered telecommunications equipment or services used as a substantial or essential component of any system, or as critical technology as part of any system, during contract performance, or the Contractor is notified of such by a subcontractor at any tier or by any other source, the Contractor shall report the information in paragraph (d)(2) of this clause to the Contracting Officer, unless elsewhere in this contract are established procedures for reporting the information; in the case of the Department of Defense, the Contractor shall report to the website at https://dibnet.dod.mil. For indefinite delivery contracts, the Contractor shall report to the Contracting Officer for the indefinite delivery contract and the Contracting Officer(s) for any affected order or, in the case of the Department of Defense, identify both the indefinite delivery contract and any affected orders in the report provided at https://dibnet.dod.mil. �� (2) The Contractor shall report the following information pursuant to paragraph (d)(1) of this clause �� (i) Within one business day from the date of such identification or notification: the contract number; the order number(s), if applicable; supplier name; supplier unique entity identifier (if known); supplier Commercial and Government Entity (CAGE) code (if known); brand; model number (original equipment manufacturer number, manufacturer part number, or wholesaler number); item description; and any readily available information about mitigation actions undertaken or recommended. �� (ii) Within 10 business days of submitting the information in paragraph (d)(2)(i) of this clause: any further available information about mitigation actions undertaken or recommended. In addition, the Contractor shall describe the efforts it undertook to prevent use or submission of covered telecommunications equipment or services, and any additional efforts that will be incorporated to prevent future use or submission of covered telecommunications equipment or services. �� (e) Subcontracts. The Contractor shall insert the substance of this clause, including this paragraph (e), in all subcontracts and other contractual instruments, including subcontracts for the acquisition of commercial items. (End of Clause) QUOTE SUBMISSION INSTRUCTIONS AND EVALUATIONS: RFQ QUESTION SUBMISSION: Questions must be received no later than Thursday, February 6, 2020 at 9:00am CST. Email your questions directly to Rastreva.Upshaw@va.gov. The subject line must specify: RFQ 36C25720Q0314 - Questions. There will be no automated email notification of receipt of questions. An amendment/modification to the Solicitation will be posted to FBO answering all questions submitted. EVALUATION OF QUOTES: SUBMISSION OF QUOTE (FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS): The Offeror shall submit their quote on company letterhead and shall include unit price, overall total price, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov. Complete copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document. The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract. The offeror shall meet the limitation in subcontracting clause. The subcontract o vendor must be similarly situated in the same The offeror shall outline how they will be in agreeance/compliance with the limitations on subcontracting requirements in 13 CFR �125.6. Any quotes using subcontractors or teaming partners to perform any part of the work must show the subcontractor or teaming partner to be similarly situated as the prime. A similarly situated subcontractors or teaming partners is a company who has the same size standard and NAICS code as the prime offeror/vendor. Similarly situated entity is a subcontractor that has the same small business program status as the prime contractor. This means that: For a HUBZone requirement, a subcontractor that is a qualified HUBZone small business concern; for a small business set-aside, partial set-aside, or reserve a subcontractor that is a small business concern; for a SDVO small business requirement, a subcontractor that is a self-certified SDVO SBC; for an 8(a) requirement, a subcontractor that is an 8(a) certified Program Participant; for a WOSB or EDWOSB contract, a subcontractor that has complied with the requirements of part 127. In addition to sharing the same small business program status as the prime contractor, a similarly situated entity must also be small for the NAICS code that the prime contractor assigned to the subcontract the subcontractor will perform. Evaluation of quotes will be conducted using Simplified Acquisition Procedures in accordance with FAR 13.106-2 Evaluation of Quotes. The Government intends to award one contract resulting from this solicitation. The Government will evaluate proposals across three (3) non-price factors and one (1) price factor for a total of four (4) evaluation factors as follows: Technical Proposal Past Performance Certifications/Qualifications for accomplishing repairs and maintenance for the Zeiss equipment listed in Statement of Work and authorization to service this equipment on only Carl Zeiss Meditic, Inc (Zeiss) letterhead Price Each factor will be rated as Satisfactory on Unsatisfactory . The priority to the Government of each factor is as follows: �Factor One is more important than past performance. Factor Two and Factor Three are more important than price. The combined rating of the non-price factors is more important than price. Then price. Any quotes received without the documentation outlined under Factor Three will be eliminated from consideration. Quotes rated as Unsatisfactory in the Technical Proposal factor will be eliminated from further consideration. �Quotes with the highest rated combined non-price (Technical, Past Performance, Certifications/Qualifications) factors will be evaluated against price. Pricing will be evaluated in relation to the discernible value of the combined non-price factors. � Quotes must be received no later than Monday, February 17, 2020 at 11:59pm EST. Email your quote directly to Rastreva.Upshaw@va.gov. The subject line must specify: RFQ 36C25720Q0314- Quote. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered. QUOTE SHOULD BE BROKEN DOWN AS FOLLOWS: PRICE/COST SCHEDULE Base Period: April 1, 2020 March 31, 2021 CLIN* DESCRIPTION: ESTIMATED QUANTITY: UNIT: UNIT PRICE: TOTAL PRICE: 0001 Full-Service Contract for Zeiss Optometry Equipment 12 Months $ _______ $______ Total $______ Option Period 1: April 1, 2021 March 31, 2022 CLIN* DESCRIPTION: ESTIMATED QUANTITY: UNIT: UNIT PRICE: TOTAL PRICE: 1001 Full-Service Contract for Zeiss Optometry Equipment 12 Months $ _______ $______ Total $______ Option Period 2: April 1, 2022 March 31, 2023 CLIN* DESCRIPTION: ESTIMATED QUANTITY: UNIT: UNIT PRICE: TOTAL PRICE: 2001 Full-Service Contract for Zeiss Optometry Equipment 12 Months $ _______ $______ Total $______ Contract Total Base and all option years $ STATEMENT OF WORK OVERVIEW: El Paso VAMC is requesting service/maintenance of the Zeiss systems. The services requested would allow the Optometry department to facilitate patient care more efficiently without the possibility of turning away or referring patients out due to broken/faulty equipment. The service s needed is to include all items listed in the equipment section of this Statement of Work. PLACE OF PERFORMANCE: El Paso VA Health Care System VA Medical Center 5001 N. Piedras El Paso, TX 79930 PERIOD OF PERFORMANCE: Base Period: April 1, 2020 March 31, 2021 Option Period One: April 1, 2021 March 31, 2022 Option Period Two: April 1, 2022 March 31, 2023 EQUIPMENT IDENTIFICATION: NAME/DESCRIPTION OF EQUIPMENT HFA3 MANUFACTURER Zeiss SERIAL NUMBER - 860-16932 EQUIPMENT I.D. NUMBER 000000-2149-432 LOCATION D220 LEVEL OF SERVICE Optime Complete Full Service NAME/DESCRIPTION OF EQUIPMENT Cirrus HD-OCT 5000 MANUFACTURER Zeiss SERIAL NUMBER 5000-20487 EQUIPMENT I.D. NUMBER 000000-2042-098 LOCATION D222 LEVEL OF SERVICE Optime Complete Full Service NAME/DESCRIPTION OF EQUIPMENT Atlas 9000 MANUFACTURER Zeiss SERIAL NUMBER - 9000-10165 EQUIPMENT I.D. NUMBER 000000-2003-235 LOCATION D222 LEVEL OF SERVICE Optime Complete Full Service NAME/DESCRIPTION OF EQUIPMENT Cirrus HD-OCT 5000 MANUFACTURER Zeiss SERIAL NUMBER - 5000-19496 EQUIPMENT I.D. NUMBER 000000-2042-098 LOCATION D243 LEVEL OF SERVICE Optime Complete Full Service NAME/DESCRIPTION OF EQUIPMENT IOL Master 700 MANUFACTURER Zeiss SERIAL NUMBER - 1190719 EQUIPMENT I.D. NUMBER 000000-2110-054 LOCATION D243 LEVEL OF SERVICE Optime Complete Full Service NAME/DESCRIPTION OF EQUIPMENT Visulas Yag III MANUFACTURER Zeiss SERIAL NUMBER - 913609 EQUIPMENT I.D. NUMBER 000000-2003-231 LOCATION D220 LEVEL OF SERVICE Optime Complete Full Service DEFINITIONS/ACRONYMS: Biomedical Engineer - Supervisor or designee. CO - Contracting Officer COR - Contracting Officer's Representative PM - Preventive Maintenance Inspection. 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 of malfunction or inoperative conditions. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the ELPVAHCS premises. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the Emergency Repair has been accomplished or in a pending status. Authorization Signature COR s signature; indicates acceptance of work status as stated in ESR. OEM Original Equipment Manufacturer VA - Department of Veterans Affairs ELPVAHCS El Paso VA Health Care System CONFORMANCE STANDARDS: Contractor shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards, such as: NFPA-99, UL, OSHA, JCAHO, VA, etc. and the Manufacturer's Performance Standards/ specifications as used when the equipment was originally procured and that any upgrades/updates shall meet or exceed the stated standards/specifications. Contractor shall comply with the Privacy Act of 1974 and the agency rules and regulations issued under the Act. Contractor shall comply with Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the agency rules and regulations issued under the Act surrounding access, protection and confidentiality of personal health information and individually identifiable information. The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required. HOURS OF COVERAGE: Vendor shall provide telephone support 24 hours a day, 7 days a week. Vendor shall provide unscheduled maintenance Mondays - Fridays, 8:00 AM-6:00 PM local site time for Zeiss Systems, Mondays - excluding Federal Holidays. Vendor shall provide planned maintenance scheduled at a mutually agreeable time Mondays - Fridays, 8:00 AM-6:00 PM local site time for Zeiss Systems, excluding Federal Holidays. COR or designated alternate shall provide reasonable access to the equipment, reasonable working space, and a reasonable safe, hazard-free operating environment for contractor s employees and representatives providing services hereunder during hours of coverage. Federal Holidays observed by the ELPVAHCS are: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day UNSCHEDULED MAINTENANCE (REPAIR SERVICE): Contractor shall maintain the equipment in accordance with Zeiss and OEM recommended frequencies and hardware specifications as set forth in the service manuals. Vendor shall make reasonable efforts provide on-site support within twenty-four hours, during covered days, upon notification by Customer. The CO or COR has the authority to approve/request a service call from the Contractor. B. Coverage includes on-site support (4-hour On-Site Response), service parts (ordered by noon, same day delivery), hardware updates, software, software updates, labor, travel, remote service, safety checks, planned maintenance, and quality assurance. C. Contractor shall provide telephone support per Section C, IV, Hours of Coverage. D. When the Contractor leaves on-site location where maintenance services are being performed, the site shall be left in a clean, neat, and orderly condition ensuring the hospital/clinic staff and patients are not subjected to any safety hazards, including but not limited to expose wiring, open circuit panels, or tripping hazards. E. The COR shall be informed personally or in writing of the equipment status prior to the Contractor leaving the work site. F. The Contractor is not responsible for the maintenance of equipment listed when damage resulted from act of God or when services from other than the Contractor s personnel have been performed. The Contractor is not responsible for the maintenance of equipment listed when damage results from Government neglect, misuse, abuse, liquid spills, unauthorized attachments, or alterations to factory settings of the unit. SCHEDULED MAINTENANCE: The Contractor shall perform PM/Calibration Services to ensure that equipment listed in the schedule performs in accordance with Section C, III, Conformance Standards. Such maintenance shall be performed at mutually agreed times during PM Coverage Hours. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). Any charges for parts, services, manuals, tools, software, or travel required to successfully complete scheduled PM/Calibration are included within this contract, unless specifically stated in writing. The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed. PM services shall include, but need not be limited to, the following: Cleaning of equipment. Calibrating and lubricating the equipment. Performing remedial maintenance of non-emergent nature. 4. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn. 5. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. 6. Inspecting and replacing, where indicated, all mechanical components. 7. Returning the equipment to the operating condition. 8. Providing documentation of services performed. PARTS: The Contractor has ready access, no more than three (3) business days, to all parts, including unique and/or high mortality replacement parts. Contractor is not responsible for delays beyond the contractor s reasonable control. The contract shall include all parts except, if applicable, those parts specifically listed as being excluded. The contractor shall use new or rebuilt parts which meet or exceed OEM standards for equivalent quality and reliability as a new part. Used parts or those removed from another system shall not be installed without specific approval by the CO or the COR. The contractor shall not modify the system to facilitate replacement parts that are not identical to the part being replaced unless such modification was developed, approved and released by the OEM. The following items are excluded from coverage: user-replaceable expendable parts/supplies and parts replaced for cosmetic reasons. Pulse Oximetry sensors shall be limited to one direct exchange at no cost per contract year. The Contractor shall also list any additional excluded parts under the service contract. Any hardware, such as a hard drive, which contained patient information, shall be sanitized in accordance with National Security Agency standards by ELPVAHCS staff prior to being removed from the ELPVAHCS. SERVICE MANUALS/TOOLS/EQUIPMENT: The ELPVAHCS shall not provide tools, (test) equipment, service manuals, or service diagnostic software to the contractor. Contractor shall obtain, have on file, and make available to its FSE 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. Contractor shall provide the COR two (2) copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair. DOCUMENTATION/REPORTS: The documentation shall include detailed descriptions of the maintenance procedures performed, including replaced parts. In addition, each ESR shall, at a minimum, document the following data legibly and in complete detail: A. Name of contractor and contract number. B. Name of FSE who performed services. C. Contractor service ESR number/log number. D. Description of problem reported by COR. E. Identification of equipment serviced. F. Itemized description of service performed, with parts and part numbers. G. Itemized costs of any approved billable parts and services, if applicable. REPORTING REQUIREMENTS: The Contractor shall report his arrival in person or by telephone to Biomedical Engineering. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall check out with Biomedical Engineering and submit the ESR(s) to the COR. If the COR is unavailable, a copy of the ESR shall be sent to the COR after the work for review. Contact Information: ELPVAHCS Biomedical Contact Person(s): Chief Biomedical Engineering or designee. Location (Building/Room Number): Building 1 Rooms A100 Telephone Number & Extension(s): 915-564-7099 Fax: 915-564-7807 Contractor Service Department: 800-633-7237-586-3647 ADDITIONAL CHARGES: Additional charges shall be approved by the COR before service is started. There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) for delivery of parts. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not 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. CONDITION OF EQUIPMENT: The Contractor accepts responsibility for the equipment described in Section I, ""as is"" condition. Failure to inspect the equipment prior to contract award shall not relieve the Contractor from performance of the requirements of this contract. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. Contractor shall have an established business with an office and full-time staff. The staff includes a ""fully qualified"" FSE and a ""fully qualified"" FSE who shall serve as the backup. B. ""Fully Qualified"" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed an OEM certified training program for the equipment identified in Part I of this section. C. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by ""Fully Qualified"" competent FSEs. The CO may authenticate the training requirements, request training certificates, or credentials from the Contractor at any time for any personnel who are servicing any ELPVAHCS equipment. The CO specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the ELPVAHCS equipment. D. If subcontractor(s) are used, they shall be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. TEST EQUIPMENT: The Contractor shall provide the ELPVAHCS, upon request, a copy of the current calibration certification of all test equipment which is to be used by the Contractor on ELPVAHCS's equipment when requested by the ELPVAHCS. Test equipment calibration shall be traceable to a national standard. The Contractor shall present any removable media (i.e. USB or DVD/CD device) required for performing the work to Biomed to be scanned with an anti-virus program running current virus definitions. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSEs shall wear visible identification at all times while in the building of the ELPVAHCS. It is the responsibility of the Contractor to park in the appropriate designated parking areas. The ELPVAHCS shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the ELPVAHCS. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. CONTRACT TIME PERIOD: Contract has the option of two (2) one (1) year extension. Contract may be canceled at any time with a thirty (30) day written notice. QUALITY ASSURANCE SURVEILANCE PLAN (QASP): COR shall use surveillance methods listed below in the administration of this QASP. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.) COR shall periodically review major aspects of the SOW to include response time, quality of services provided, and equipment uptime. COR shall utilize direct observations both from the COR, as well as those of the using department or section to ensure a full 360-degree review of the level of service provided. PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections shall be unscheduled, as required.) COR shall routinely inspect service records supplied by vendor with using service to ensure quality of service and positive customer interaction. COR shall periodically monitor interaction of vendor with using service to ensure services are provided timely, efficiently, and meet the customer s needs. VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the patient to identify deficiencies. Complaints are then investigated and validated.) COR shall routinely engage customers in discussions regarding services rendered and ensure that all communications from the vendor are professional. COR shall review customer complaints regarding system maintenance, downtime, and general communication with vendor, to ensure vendor is aware of any situations where a high-quality of service may have
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Place of Performance: Address: Department of Veterans Affairs;El Paso VA Health Care System;VA Medical Center;5001 N. Piedras;El Paso Texas, USA; Zip Code: Texas; Country: USA
Record: SN05550108-F 20200205/200203230142 (samdaily.us)
Source: SAM.gov Link to This Notice
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J -- Full Service Contract for Zeiss Optometry Equipment for the El Paso VA Medical Center