Department of Veterans Affairs Medical Center, 50 Irving Street, N.W., Washington, DC 20422

J -- P/M DIALYSIS TREATMENT SYSTEM SOL 688-11-00 DUE 090399 POC Joyce Forker Invitation for Bids No. 688-11-00 is a combined synopsis/ solicitation for commercial items for the Department of Veterans Affairs Medical Center (VAMC) in Washington, DC, is prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information in this notice (SIC 7699). This announcement constitutes the only solicitation; bids are being requested and a written solicitation will NOT be issued. Contractor shall furnish all labor, equipment, tools, parts, and materials (excluding glassware) required for inspection, on-call repair service, and Preventive Maintenance (PM) of equipment listed and located at the VAMC, 50 Irving Street, NW, Washington, DC. The contract period will be from the date of award through September 30, 2000, and award is subject to the availability of funds. Contract may be amended for two (2) one year options in accordance with the clause at 52.217-9, Option To Extend the Term of the Contract. Schedule of Equipment -- The dialysis treatment system is located in room 4B208 and consists of the following: (1)ZMS24XXXT Multi Media Filter; (2)ZSS18XXXT Water Softener; (3)ZFROL33161 Reverse Osmosis System; (4)ZFROF2005 Prefilter Cartridges, 20" Micron; (5)ZWDJ02592 Activated Carbon; To include the following expendables: (1) 24 -- FL 520 20"5 Mircon Filters; (2) 4 -- WA-85 Complete Dialysis Water Analysis; (AAMI); (3) 2 -- WA-70 Bacteria Analysis; (4) 16 -- D1697 Activated Carbon Systems; (5) 2 -- SC 101 Sanitization & Cleaning Kits (6)1 -- RB101 Valve Rebuilt Kit-Softener; (7) 1 -- RB101 Valve Rebuild Kit-Filter; (8) 5 -- CU156001 Resin-Water Softener; (9) 1 -- CU156000 Rebed Filter. To include the following service monthly on-site visits to perform the following: (1) review operator log book, (2) analyze feed water to system, (3) inspect and record service and performance, (4) verify proper operation of mechanical & electriccal funtions, (5) perform planned maintenance to water treatment components, (6) replace expendables according to schedule, (7) sanitize reverse osmosis (R/O) membranes monthly, (8) clean R/O membranes semiannually, (9) provide customer w/completed checklist of work accomplished, water analysis results, comments and recommendations, (10)provide trainging or retraining of appropriate staff on theory, operation and maintenance, prior notification needed; limited to one (1) per visit. (1) Bidders shall submit a price covering each item of equipment for the Base Year (12 mos.) of the contract, Option Year I (12 mos.) & Option Year II (12 mos.) Service shall ensure that the equipment functions in conformance with the following latest published standard/codes/spec- icifications/regulations to include, but not limited to: Association for the Advancement of Medical Instrumentation (AAMI), Joint Commission for the Accrediation of Healthcare Organizations (JCAHO), National Fire Protection Agency (NFPA-99), Original Equipment Manufacturer (OEM), American Association of Blood Banks (AABB), Nuclear Regulatory Commission (NCR), Center for Devices of Radiological Health (CDRH)(formerly Depart. Of Radiological Health (DRH)), 21 CFR, College of American Pathologists (CAP), American Hospital Association (AHA) American Society for Hospital Engineering (ASHE), Institute of Electrical and Electronic Engineers (IEEE),Washington, DC VAMC Engineering Service Standard Operating Procedures (SOPs), and any other Federal, State and Local regulations mandated. Normal hours of coverage for this contract are Monday through Friday 8:00a.m. to 4:30 p.m., excluding Federal holidays. All service/repairs shall be performed during normal hours of coverage with prior approval of the COTR. At the request of the Contractor's Field Service Engineer (FSE), the COTR may approve service outside normal hours of coverage at no extra cost to the government. The FSE shall perform PMs in accordance with manufacturer specifications. PMs include but shall not be limited to: performing p/m in accordance with the manufacturer specifications, cleaning equipment; reviewing operation system software diagnostics to ensure that the system is operating in accordance with manufacturer's specifications; calibrating and lubricating the equipment; performing remedial maintenance/repairs of non-emergent nature; testing and replacing faulty and worn parts and/or parts likely to become faulty, fail, or become worn (does not include glassware); inspecting all high voltage cables and bushings, replacement of dielectric as necessary, inspecting and replacing where indicated, electrical wiring and cables for wear and fraying; inspecting and replacing where indicated, all mechanical components which may include but not limited to; x-ray tube mounting hardware, electron tubes and cathode tubes, patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance; returning the equipment to the operating condition defined in the Conformance Standards; measuring, adjusting, and calibrating for optimal image quality (applicable only for imaging equipment); providing documentation of services performed, including photographs, radiation dosage measurements, and all applicable x-ray film exposures, of all measurements and calibration to ensure that the system is performing in accordance with the CDRH regulations, Title 21, Chapter I, Subchapter J, Radiological Health, Part 1020, Performance Standards for Ionizing Radiation Emitting Products, Sections 30 & 33 as applicable, based upon the date of system manufacture or remanufacture (as applicable); and inspecting and calibrating the hard copy image device (as applicable). Within 30 days after award, the Contractor shall provide the COTR with a copy of the preventive maintenance procedures that the Contractor shall follow, including the manufacturer specifications, the ones listed above, and any additional procedures followed by the Contractor. Preventive maintenance shall be performed bi-annually in the months of December and June. The day of the PM service must be scheduled by the FSE and the COTR at least a week in advance and during normal working hours. All exceptions to the preventive maintenance schedule shall be arranged and approved in advance with the COTR. All materials such as lubricants, fluids, cleaning supplies, parts, services, manuals, tools, or software required for the Contractor to successfully complete scheduled PM shall be provided by the Contractor. The Contractor shall provide unscheduled maintenance and repair services as necessary to ensure the equipment remains in good operating condition. Repair service shall be achieved by returning failed components of a system to full operational capacity. These repair services may consist of calibrating, cleaning, oiling, adjusting, replacing parts broken or worn beyond useful life (excluding glassware), and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. Repair shall be carried out with the objective of minimizing downtime. Service calls to the Contractor are only authorized when they are received from the Contracting Officer, COTR or authorized designee. Work performed outside the normal hours of coverage at the request of FSE will be considered service during normal hours of coverage. Service responses on calls from unauthorized personnel may result in nonpayment. Response Time: Contractor's FSE must respond with a phone call to the COTR within one (1) hour after receipt of telephoned notification. If the problem cannot be corrected by phone, the FSE shall commence work (on-site physical response) within four (4) hours after receipt of notification and shall proceed progressively to completion without undue delay. All equipment listed shall be operable and available for use 100% of the normal hours of coverage. Downtime shall be computed based on hours of coverage, beginning when the request for service is initiated and ending when the equipment is returned to full operational condition and accepted by the using service. Scheduled service shall be excluded from downtime. Downtime shall be computed quarterly. Failure to meet this requirement will subject the Contractor to Penalties or Default action stated in the terms of this contract. The Contractor shall furnish and replace all equipment replacement parts (excluding glassware). The Contractor shall have ready access to all equipment parts, including unique and high mortality replacement parts, in order to minimize downtime and meet equipment uptime requirements. Only new standard parts (manufactured by the maker of the equipment or equal thereto) shall be furnished by the Contractor. Rebuilt parts, used parts, or those removed from the same model of equipment shall not be installed. All parts supplied by the Contractor shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. All modifications, upgrades, updates, or enhancements, must be scheduled inadvance with the COTR. The CO and COTR must receive notice at least 1 week in advance before any equipment updates, upgrades or enhancements are begun along with justification (if Vendor-suggested modification), estimated costs (if applicable), probable effect on equipment operation, and needs for new or additional in service training. Contractor shall provide equipment hardware and software enhancements/updates/upgrades at no extra cost to the Government for the items on the schedule of equipment. The installation of these enhancements will be scheduled a week in advance with the COTR and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment uptime, to be determine by the COTR). Approval of the COTR and a VAMC equipment pass must be obtained before removing equipment to Contractor's plant. Removal of the equipment shall be done with no additional costs to the government. The Contractorwill be responsible for loss or damage of equipment. The VAMC shall not provide service manuals or service diagnostic software to the Contractor. The Contractor shall obtain, have on file, and make available to its FSE's 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. Within 30 days after award, the Contractor shall provide the VAMC with a copy of the preventive maintenance procedures to be used, provide a copy of the current calibration certifica- tion of all test equipment which shall be used by the Contractor on the equipment, and shall inspect/reject any equipment deemed to be in poor operating condition. Failure to reject such equipment shall constitute acceptance. Upon rejection, the CO shall be notified in writing as to the specific item(s) of equipment deemed to be in poor operating condition. Test equipment shall be traceable to a national standard, and shallbe periodically checked for compliance. MANDATORY CHECK-IN PROCEDURES. The Contractor's FSE shall be required to report to the COTR in Room GC105-1, during normal working hours, prior to and after any work is performed, every day that is required to complete the job. At this time the FSE will be issued a contractor's identification badge which will be displayed at all times while on VAMC property, and surrendered upon completion of the job. Also at this time the FSE will be required to enter the following information into the log: name, name of contractor, date, time in, location of service/equipment being serviced, and time out. When service is completed, the FSE shall document services rendered on a properly completed ESR. The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COTR. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COTR for an "authorization signature" if the COTR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR). When the job cannot be completed by 4:30 p.m. during normal working hours, a status of progress, in the form of an ESR and verbal description, must be provided to the COTR before 4:00 p.m. There shall be no additional charge for time spent at the site awaiting the arrival of additional FSE and/or delivery of parts. Outside normal working hours when the COTR is unavailable, FSEs shall be required to log in and out with Security/Police service in the VAMC lobby or room 1A114 and receive proper identification badges. ESRs for these services, both completed and left in progress, will need an "acceptance signature," and should be dropped off at a point agreed upon with the COTR. Documentation in the form of ESRs must be furnished to the COTR for all scheduled and unscheduled maintenance performed by the Contractor. Failure to comply may result in delayed payment. Documentation shall include detailed descriptionsof scheduled maintenance and emergency repairs, procedures performed, including replaced parts and prices, for outside normal working hour services required to maintain the equipment. The ESR shall consist of a separate report for each equipment item covered under the contract. ESR must, at a minimum, document the following data legibly and in complete detail: name of contractor, name of FSE who performed services, contractor service ESR number/log number, date, time(starting & ending), equipment downtime and hours on-site for service call; VA purchase order number(s) covering the call(for contact or one provided for authorized work performed outside normal hours of coverage or not covered by the contract); description of problem reported by COTR/user (if applicable); identification of equipment to be serviced: device name/description, device location (if applicable), manufacturer's name, model number, serial number, inventory/barcode number, and any other identification numbers; itemized description of service performed and parts replaced; results of calibration and/or performance testing; total cost to be billed if part(s) are not covered or service rendered after normal hours of coverage; Signatures: FSE performing services described; acceptance signature as described above; authorization signature by COTR if available. Any additional charges claimed by the FSE/Contractor must be approved by the COTR before the service is completed. A purchase order number must then be provided to the FSE/Contractor by the COTR. The Contractor shall immediately, but not later than 24 hours after discovery, notify the CO and the COTR, IN WRITING of the existence or the development of any defects in, or repairs required to the schedule of equipment which the Contractor considers not to be responsible for under the terms of the contract. The Contractor shall furnish the CO and the COTR with a written estimate of the cost to make necessary repairs. Invoices will be paid in arrears on a monthly basis. The Contractor shall mailthe invoices to the attention of Fiscal Service. Invoices MUST INCLUDE, at a minimum, the following information: Contractor name, purchase order number, period of service the billing covers, list of equipment items and their serial numbers covered during the stated period of service. Each invoice must be accompanied by legible copies of all the ESRs for the services or period of service listed on the invoice, in order to expedite verification for payment. The Contractor shall have fully qualified FSE performing all service on the equipment under the contract. Within a 30 day period after award of the contract, the Contractor shall submit a list of the fully qualified FSEs who shall perform the contracted service at this VAMC for each make and model of equipment on the equipment schedule. The list for each FSE performing work at this VAMC will include: name, geographic location, length and type of experience maintaining medical equipment (specific to make and model of equipment), and their formal training (specific to the make and model of equipment). 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 VAMC. 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 VAMC equipment. The CO and COTR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcon- tractor(s) to the CO for approval or disapproval. The following FAR provisions apply to this solicitation. 52.212-1 Instructions To Offerors-Commercial Items; 52.212-3 Offeror Representations & Certifications -- Commercial Items; 52.212-4 Contract Terms & Conditions -- Commercial Items; 52.212-5 ContractctTerms & Conditions Required To Implement Statues or Executive Orders-Commercial Items; 52.222-3 Convict Labor (E.O. 11755); 52.233-3 Protest After Award; 52.203-6 Restrictions on Subcontractor Sales to the Government, with Alt. I; 52.203-10 Price or Fee Adjustment for Illegal or Improper Activity; 52.219-8 Utilization of Small Business Concerns; 52.219-9 Small Business Subcontractors Plan; 52.219-14 Limitation on Subcontracting; 852.219-70 Veteran Owned Small Business, 52.222-26 Equal Opportunity; 52.222-35 Affirmative Action for Special Disabled & Vietnam Era Veterans; 52.222-36 Affirmative Action For Workers With Disabilities; 52.222-48 Exemption From Application of Service Contract Act Provisions For Contracts For Maintenance, Calibration, and/or Repair of Certain ADP, Scientific & Medical, and/or Office & Business Equipment- Contractor Certification, 52.249-4 Termination For Convenience Of The Government (Services)(Short Form), 52.249-8 Default(Fixed Price -Supply & Services). All bids for this procurement must be received in a SEALED ENVELOPE, be on company letterhead and include a completed copy of the provisions at 52.212-3, Offeror Representations & Certifications-Commercial Items, Bidders shall identify all bid packages by writing the solicitation number on each package. Bids are due no later than 2:00 p.m.(DLST) September 3, 1999, and shall be addressed to Joyce Forker, Contracting Officer (90C), Room 1B112, VA Medical Center, 50 Irving St., NW, Washington, DC 20422 -BID ENCLOSED. No telephonic or faxed requests will be honored. Posted 08/19/99 (W-SN369991). (0231)

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