SPECIAL NOTICE
J -- Service GE Imaging Equipment
- Notice Date
- 3/12/2024 4:12:39 PM
- Notice Type
- Special Notice
- NAICS
- 811210
—
- Contracting Office
- 252-NETWORK CONTRACT OFFICE 12 (36C252) MILWAUKEE WI 53214 USA
- ZIP Code
- 53214
- Solicitation Number
- 36C25224Q0089
- Response Due
- 11/24/2023 7:00:00 AM
- Archive Date
- 04/12/2024
- Point of Contact
- Lori Eastmead, Contract Specialist, Phone: 414-844-4840
- E-Mail Address
-
lori.eastmead@va.gov
(lori.eastmead@va.gov)
- Awardee
- null
- Description
- Under Statutory Authority 41 U.S.C. 4106(c) the VA Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with General Electric , to provide full-service Maintenance and Emergency Repairs of the GE Imaging equipment, located at the Jesse Brown VA Medical Center, 2030 West Taylor, Chicago, IL 60612-2223. This acquisition is conducted under the authority of 41 U.S.C. 4106(c) order against multiple award schedule as implemented in FAR 16.505, only one responsible source and no other supplies or services will satisfy agency requirements. This will be a firm fixed price contract for a base year with four one-year option periods to be exercised at the discretion of the Government. The NAICS Code is 811210. This Notice of Intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be honored. However, if a firm believes it can meet the requirements it must furnish information about its products and services, as well as references from other customers who are using these products and service to the Contracting Officer by 9:00AM Local Time 11/24/2023. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Contracting Officer will proceed with the sole source negotiation with the General Electric. Capability statements for the work listed below shall be submitted by email only as a MS Word or Adobe PDF attachment to Lori Eastmead at Lori.Eastmead@va.gov. TELEPHONIC INQUIRIES WILL NOT BE ACCEPTED. STATEMENT OF WORK GE IMAGING EQUIPMENT MAINTENANCE 1. GENERAL: Contractor shall provide all labor, travel, expenses, parts, material, tools, equipment, supervision, and expertise necessary to provide full-service Maintenance and Emergency Repairs of the GE Imaging equipment outlined in the attached Equipment list (Table A). Equipment is located at the Jesse Brown VA Medical Center in Chicago, IL. The contract is for a base year plus four option years of coverage to be exercised at the discretion of the government. If new equipment or components are obtained, either through new purchase, upgrade, or replacement of existing equipment, or existing equipment comes off of warranty, that equipment may be added (and the replaced equipment deleted) from the service contract as needed upon notification of the Contracting Officer (to be documented in writing via contract modification). Deleted equipment will be credited in the full amount if deleted before any maintenance or repair has been performed. Table A: Equipment List Equipment System ID 1 GE XRPRECISION 500D (XRF118) 312VAJBP500 2 GE XR PRECISION 500D (XRF888) 312VAJBP500M 3 GE XR FlashPad - Digital Wireless Detector (XRA614) 312VAJBFP1M 4 GE XR FlashPad - Digital Wireless Detector (XRA614) 312VAJBFP2M 5 GE XR AMX 220 - DIGITAL MOBILE X-RAY SYSTEM (pure digital) (XMB202) 312569OPT1 6 GE XR AMX 220 - DIGITAL MOBILE X-RAY SYSTEM (pure digital) (XMB202) 312569OPT2 7 GE XR FlashPad - Digital Wireless Detector (XRA614) 312569OPT1DET 8 GE XR FlashPad - Digital Wireless Detector (XRA614) 312569OPT2DET 9 GE XR AMX 240 - DIGITAL MOBILE X-RAY SYSTEM (XMB215) 312569XR240A 10 GE XR AMX 240 - DIGITAL MOBILE X-RAY SYSTEM (XMB215) 312569XR240B 11 GE XR PROTEUS XR/A (XRA561) EOPL:4/15/2021 312VAJBPROT 12 GE XR DISCOVERY XR656 2-D (XRA612) EOPL:4/15/2021 312VAJB656 13 GE XR FlashPad - Digital Wireless Detector (XRA614) Future EOSL: 6/30/2024 312VAJB656FP2 14 GE XR FlashPad - Digital Wireless Detector (XRA614) Future EOSL: 6/30/2024: 312VAJB656FP1 15 GE XR FlashPad - Digital Wireless Detector (XRA614) Future EOSL: 6/30/2024 312VAJBPROTFP 16 GE XR OEC SERIES 9900 ELITE (XMS580) E9XXXX03464 17 GE XR Admin - X-Ray (XADM07) JBVADET 18 GE XR AMX 220 - DIGITAL MOBILE X-RAY SYSTEM (pure digital) (XMB202) EOPL 219662OP220 19 GE XR FlashPad - Digital Wireless Detector (XRA614) 219662XRFP 20 GE XR DISCOVERY XR656 1-D SHARED G2 (XRA623) 219662XR656 21 GE XR FlashPad - Digital Wireless Detector (XRA618) 312569XR240FP1 22 GE XR FlashPad - Digital Wireless Detector (XRA618) 312569XR240FP2 23 GE XR Definium 656 HD (XRA732) 312VAJB656M 24 GE XR FlashPad - Digital Wireless Detector (XRA779) 312VAJB656MDET1 25 GE XR FlashPad - Digital Wireless Detector (XRA779) 312VAJB656MDET2 26 GE XR OEC SERIES 9800 (XMS532) 82-1257 27 GE UL GE TEE PROBE (USGETE) 31138TEE 28 GE XR See Notes (XRF123) Component of Precision 500 312VAJBWDR1M 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 Association (NFPA-99), Underwriters Laboratories (UL), Occupational Safety and Health Administration (OSHA), Veterans Affairs (VA), Center for Devices and Radiological Health (CDRH), Federal, State, and local codes. Equipment defined herein shall be maintained in accordance with the manufacturer's standards/specifications. Preventative Maintenance (PM) 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 97% of the normal operating hours of the equipment as detailed in Paragraph 4, HOURS OF COVERAGE. Downtime shall be computed from notification of problem during normal work hours. Scheduled maintenance shall be excluded from downtime. Normal work hours are listed below Monday through Friday, excluding national holidays. Operational Uptime shall be computed during a 12-month period, calculated over the Principal Coverage Period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action. 4. HOURS OF COVERAGE: Normal hours of coverage are Monday through Friday from 7:00 am to 4:00 pm, local time, except National Holidays as listed below. New Year s Day Columbus Day Memorial Day Presidents Day Martin Luther King Day Veteran s Day Juneteenth (June 19th) Thanksgiving Day Independence Day Christmas Day Labor Day NOTE: Holidays that fall on Saturday are observed on the preceding Friday. Holidays that fall on Sunday are observed on the following Monday. In addition to the days designated as national holidays, the Government observes the following days: Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President of the United States to be a national holiday All service and repairs shall be performed during normal hours of coverage unless requested and approved by the Contracting Officer s Representative (COR) or his/her designee. If services are required after hours, the contractor shall be required to provide a written request, prior to any services being performed, for approval by the COR and/or designee. If such work falls on a National Holiday (Christmas, New Year s Day, Memorial Day, Independence Day, Labor Day, or Thanksgiving), service will be paid separate from this contract. An obligation number shall be obtained from the VA prior to commencement of service. Billing shall include service time and exclude all parts, as they are included in the terms of the contract. Service performed outside of the normal hours of operation at the request of the Field Service Engineer (FSE) shall be considered service during normal hours of coverage. NOTE: All hardware and software updates and upgrade installations shall be scheduled and performed during normal hours of coverage, or outside the normal hours of coverage for an additional charge. Government shall provide software/hardware upgrade/update. Contractor shall provide unlimited technical support via phone during twenty-four (24) hours per day, seven (7) days per week. 5. CORRECTIVE MAINTENANCE (Emergency Repair Service): Contractor shall maintain the equipment in accordance with the Conformance Standards Section OR the manufacturer's specifications. Contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations following manufacturer s guidelines. All required parts shall be furnished. The COR or his/her designee has the authority to approve and request a service call from the Contractor. Response Time: Contractor's FSE shall respond with a phone call to the COR or his/her designee within two (2) hours after receipt of telephoned notification 24 (twenty-four) hours per day. If the problem cannot be corrected by phone, the FSE shall commence work (on-site physical response) within the time described in the service schedule after receipt of this second notification and will proceed progressively to completion without undue delay. Each individual piece of equipment shall have an operational uptime for 97% of the time during each quarter of the contracted performance period. Uptime is defined as the state when the equipment is working and/or available for use. Downtime is defined as the state when the system is not operable. The period of downtime shall be from notification of the manufacturer s service call center until the system is returned/presented to the VA properly functioning and ready for use. Scheduled routine preventative maintenance shall not be considered downtime. Contractor shall provide documentation that service was performed, per manufacturer s guidelines. See the Documentation/Reports section 9 for specific requirements. 6. SCHEDULED MAINTENANCE: Contractor shall perform PMs on a basis of the current factory recommend schedule intervals, at minimum. Preventive maintenance shall be scheduled with the COR at a mutually agreeable time during contract coverage hours. Contractor shall perform PM service to ensure that equipment listed in Table A Equipment List performs in accordance with the Conformance Standards and the manufacturer's 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 include the following: 1. Reviewing operating system software diagnostics to ensure that the system is operating to the manufacturer's specifications. 2. Calibrating and lubricating the equipment. 3. 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 which may include, without limitation: coils, conduit, gases, fluids, arms, detectors, tubes, and fans. 7. Returning the equipment to the operating condition in accordance with the Conformance Standards and manufacture s specifications. 8. Providing documentation of services performed (See Documentation/Reports). 9. Inspecting and calibrating the device. 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. 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. The contractor shall be responsible for providing all necessary gases, liquids, and equipment for this process. The contractor shall adhere to all personal protective equipment (PPE). The contractor shall be responsible for maintaining the area s environment, which shall include, but is not limited to, cleaning supplies and materials needed to erect and disassemble barriers, when applicable. Barriers shall be utilized to maintain separation of clean and dirty environments. Barriers shall be of a clean, non-porous material. Contractor shall provide documentation that cleaning of equipment and work area was performed, per manufacturer s guidelines. See the Documentation/Reports section 9 for specific requirements. The Contractor shall remove from the facility all excess materials, trash, debris, and barriers generated because of their services. 7. PARTS: The Contractor shall furnish and replace parts to meet uptime requirements. 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 Contractor shall use new parts, or, if required, OEM refurbished 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 COR. Should the VA choose to provide their own parts that meet specifications, Contractor shall install these parts as part of this contract. 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 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: Contractor shall provide documentation, which shall include detailed descriptions of scheduled and emergency service performed. The Engineer Service Report (ESR) shall be provided to the COR via email after the completion of each service visit. Each ESR shall, at a minimum, legibly document the following data in complete detail: The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., emergency repairs) procedures performed. Such documentation shall meet the guidelines as set forth in the conformance standards section. The ESR shall consist of a separate PM report for the item(s) covered under the scheduled Maintenance"" section above. Grouping different equipment from different contracts on ""one"" ESR is prohibited. In addition, each ESR shall, at a minimum, document the following data legibly and in complete detail: Name of Contractor and contract number. Name of FSE who performed services. Contractor service ESR number/log number. Date, time (starting and ending), equipment downtime and hours on-site for service call. VA purchase order number(s) covering the call if outside normal working hours. Description of problem reported by COR/user (if applicable). Electrical Safety check performed. Identification of equipment to be serviced: Invoice number, manufacturer's name, device name, model number, serial number, and any other manufacturer's identification numbers. 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. Total Cost to be billed (If Applicable --i.e., part(s) not covered, or service rendered after normal hours of coverage). 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 shall be submitted in a format mutually agreed upon by contractor and the COR prior to implementation. 10. ADDITIONAL 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. 11. 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, COR, or his/her designee (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, COR, or his/her designee with a written estimate of the cost to make necessary repairs. 12. 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 shall not relieve the Contractor from performance of the requirements of this contract.
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