SPECIAL NOTICE
J -- INTENT TO SOLE SOURCE Service GE Radiology Equip.
- Notice Date
- 9/18/2020 8:17:14 AM
- Notice Type
- Special Notice
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- 252-NETWORK CONTRACT OFFICE 12 (36C252) MILWAUKEE WI 53214 USA
- ZIP Code
- 53214
- Solicitation Number
- 36C25221Q0024
- Archive Date
- 12/17/2020
- Point of Contact
- Lori.Eastmead@va.gov, Lori Eastmead, Phone: 414-844-4840
- E-Mail Address
-
lori.eastmead@va.gov
(lori.eastmead@va.gov)
- Awardee
- null
- Description
- Under Statutory Authority Public Law 109 Sec. 502 and VAAR 819.7007, the Government anticipates entering into sole-source procurement negotiations with General Electric for service of the imaging equipment located at the Oscar G. Johnson VA Medical Center, Iron Mountain, MI. Responsible sources may identify their interest and capability by responding to this notice by September 22, 2020 at 9:00am local time. This notice is not a request for competitive quotes. However, all interest received on or before September 22, 2020, 9:00am local time will be considered by the Government. A determination by the Government not to open the requirement to competition based upon responses to this notice is solely within the discretion of the Government. No solicitation document is available. Responses to this notice shall be submitted by email (any attachments must be in MS Word or Adobe PDF file format) to Lori.Eastmead@va.gov. TELEPHONIC INQUIRIES WILL NOT BE ACCEPTED. STATEMENT OF WORK/SPECIFICATIONS 1. GENERAL Provide labor, materials, parts, tools and equipment necessary to provide a full-service maintenance and emergency repairs of the General Electric (GE) radiological equipment outlined in the Delivery Schedule for the Oscar G. Johnson VA Medical Center, 325 East H Street, Iron Mountain, MI 49801-4760. 2. CONFORMANCE STANDARDS Contract service shall ensure that the equipment functions in conformance with the latest published edition of applicable industry standards, including but not limited to the National Electric Code (NEC), National Fire Protection Agency, (NFPA-99), Underwriters Laboratories (UL), Occupational Safety and Health Administration (OSHA), Department of Veterans Affairs (VA), Center for Devices and Radiological Health (CDRH), Federal, State, and local codes. Equipment defined herein shall be maintained in accordance with GE technical standards/specifications. Preventive Maintenance inspection/repair procedures shall be in accordance with the manufacturer's specifications and schedule for PM's. 3. OPERATIONAL UPTIME REQUIREMENTS The equipment shall be operable and available for use 95% of the normal operating hours of the equipment as detailed in Paragraph 4, HOURS OF COVERAGE. 4. HOURS OF COVERAGE: A. Normal hours of coverage are Monday through Friday from 8:00 am to 5:00 pm CST. All service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer (CO) or Contracting Officer s Representative (COR) or their designee upon prior notification to the CO. B. Preventive maintenance will be scheduled with the COR at a mutually agreeable time during contract coverage hours. C. IF SERVICES ARE REQUIRED AFTER HOURS, THE CONTRACTOR WILL BE REQUIRED TO PROVIDE A WRITTEN OFFER PRIOR TO ANY SERVICES BEING PERFORMED FOR APPROVAL BY THE CONTRACTING OFFICER. NOTE: Hardware/software update/upgrade installations will be scheduled and performed during normal hours of coverage. D. Federal Holidays observed by the VA are: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day 5. UNSCHEDULED MAINTENANCE (Emergency Repair Service) Contractor shall maintain the equipment in accordance with the Conformance Standards Section. The Contractor shall provide repair service in accordance with GE technical specifications. All required software and parts shall be furnished. B. The CO, COR or designated alternate has the authority to approve/request a service call from the Contractor. C. Response Time: Contractor's FSE must respond with a phone call to the COR or his/her designee within one (1) hour and onsite response within eight (8) hours. 6. SCHEDULED MAINTENANCE A. The Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with the Conformance Standards listed in paragraph 2 and GE technical specifications. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. The Contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. PM services shall follow all steps outlined in the GE technical service manual. B. PM services shall be performed in accordance with, and during the hours defined in, the preventive maintenance schedule established herein. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. Preventive maintenance will be performed in accordance with GE technical specifications. C. Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and it s agreed upon price, unless specifically stated in writing otherwise. 7. PARTS The Contractor shall furnish and replace parts to meet uptime requirements. Parts shall be ordered by 6pm CST and delivery shall be next day. The Contractor has ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts listed in Item 20 Delivery Schedule . The Contractor shall use new or rebuilt parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Rebuilt parts, used parts or those removed from another piece of equipment shall not be installed without specific approval by the CO or the COR. 8. SERVICE MANUALS/TOOLS/EQUIPMENT The VA shall not provide tools, test equipment, service manuals or service diagnostic software to the Contractor. The Contractor shall obtain, have on file, and make available to its FSEs all GE 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. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the CO upon request. 9. DOCUMENTATION/REPORTS The documentation will include detailed descriptions of the scheduled and unscheduled maintenance (i.e., emergency repairs) procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with {conformance standards or the manufacturer's specifications}. Such documentation shall meet the guidelines as set forth in the {conformance standards section}. The ESR will consist of a separate PM report for the item(s) covered under the ""specific"" contract. Grouping different equipment from different contracts on ""one"" ESR is prohibited. In addition, each ESR must, 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. Date, time (starting and ending), equipment downtime and hours on-site for service call. E. VA purchase order number(s) covering the call if outside normal working hours. F. Description of problem reported by COR/user (if applicable). G. Identification of equipment to be serviced: Invoice number, manufacturer's name, device name, model number, serial number, and any other manufacturer's identification numbers. H. Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. I. Total Cost to be billed (If Applicable --i.e., part(s) not covered, or service rendered after normal hours of coverage). J. Signatures: 1. FSE performing services described. 2. VA Employee who witnessed service described. NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED! FOOTNOTE: The Contractor may design/develop an ESR report form that incorporates the above MINIMUM criteria. The form should be on standard 8 1/2 x 11 paper and MUST BE APPROVED BY the CO or COR prior to use and implementation. 10. REPORTING REQUIREMENTS The Contractor shall be required to first check in with VA Police (Building 1 Room 1201) and obtain a visitor s badge, then report to Biomedical Engineering (Building 1 Room B009). These check-ins are mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to check out with Biomedical Engineering, submit the ESR(s) to designated Biomedical Engineering individuals, and check out with VA Police. CONTRACTOR: Provide the telephone number(s) of your Service Department and contact person: Phone: ___________________________________ Contact Person: ____________________________ 11. PAYMENT Invoices will be paid in arrears on a monthly basis in accordance with instructions provided within this contract. Invoices, MUST INCLUDE, at a minimum, the following information: Contract no., Purchase Order No., Item(s) covered (to include serial #'s) by the PMI and covered period of service. 12. ADDITIONAL CHARGES There will 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. 13. 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. 14. CONDITION OF EQUIPMENT The Contractor accepts responsibility for the equipment described in Paragraph 1 in ""as is"" condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract. 15. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT A. Each respondent must have an established business, with an office and full-time staff. The staff includes a ""fully qualified"" FSE and a ""fully qualified"" FSE who will 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 a formalized training program, for the equipment identified in the herein. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment identified in Paragraph I. The FSE physically accomplishing the work shall be trained by GE 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 Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VA. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VA equipment. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VA equipment. D. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. 16. TEST EQUIPMENT Prior to commencement of work on this contract, the Contractor shall provide the VA with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VA equipment. This certification shall also be provided on a periodic basis when requested by the VA. Test equipment calibration shall be traceable to a national standard. 17. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS The Contractor's FSEs shall always wear visible identification while on the premises of the VA. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VA. 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. 18. INSURANCE A. Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes. B. General Liability. Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. C. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000. 19. DEFINITIONS/ACRONYMS A. Biomedical Engineer(ing) - Supervisor or designee. B. CO - Contracting Officer C. COR - Contracting Officer's Representative D. 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. E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VA premises. F. 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. G. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status. H. Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. I. NFPA - National Fire Protection Association. J. CDRH - Center for Devices and Radiological Health. K. VAMC - Department of Veterans Affairs Medical Center L. VA - Department of Veterans Affairs 20. REMOTE ACCESS Contractor shall have remote access and connectivity established on the VA network per all applicable VA regulations to service items within the delivery schedule. 21. DELIVERY SCHEDULE System Name System ID Service Coverage Definium 8000 906774D8K Detector ILINQ Response Time: 30 minutes Table Tube FE Coverage Weekdays: MON-FRI, 8AM-5PM FE Onsite Response Time: 6-Hours InSite Response: 30 InSite/Tech Phone Support PM Coverage HOURS/DAYS: MON-FRI, 8AM-5PM Repair Parts: Included, Next Day 10:30 AM LST-GDXR Software and Quality Updates TiP Answer Line Uptime Commitment: 97% Discovery NM/CT 850 ES 906774NM8501 Acquisition Processor Crystal Coverage ILINQ Response Time: 30 minutes Table Tube FE Coverage Weekdays: MON-FRI, 8AM-5PM FE Onsite Response Time: 6-Hours InSite Response: 30 InSite/Tech Phone Support PM Coverage HOURS/DAYS: MON-FRI, 8AM-5PM Repair Parts: Included, Next Day 10:30 AM LST-NUC Software and Quality Updates TiP Answer Line Uptime Commitment: 97% Xeleris 4 DR Workstation 906774Xeleris1 ILINQ Response Time: 30 minutes FE Coverage Weekdays: MON-FRI, 8AM-5PM FE Onsite Response Time: 6-Hours InSite Response: 30 InSite/Tech Phone Support PM Coverage HOURS/DAYS: MON-FRI, 8AM-5PM Repair Parts: Included, Next Day 10:30 AM LST-NUC Software and Quality Updates TiP Answer Line Uptime Commitment: 97% OEC Elite 21cm CFD ESP FAXXXE00337 Battery Replacement Coverage Detector DICOM Gateway Digital Acquisition System Printers Tube FE Coverage Weekdays: MON-FRI, 8AM-5PM FE Onsite Response Time: 6-Hours InSite Response: 30 InSite/Tech Phone Support PM Coverage HOURS/DAYS: MON-FRI, 8AM-5PM Repair Parts: Included, Next Day 10:30 AM LST-SAVI Software and Quality Updates TiP Answer Line Uptime Commitment: 97%
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