FISC Norfolk Acq Group, Hampton Roads Detachment, 1968 Gilbert St., Suite 600, Norfolk, VA 23511-3392

J -- MAINTENANCE SERVICES FOR CELL SAVERS SOL N00189-00-T-0015 DUE 102699 POC Dawn Sunkins, 757-443-1423 or 757 443-1442-fax This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 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. Request for Quotes are hereby requested under RFQ N00189-00-T-0015. This RFQ incorporates provisions and clauses that are in effect through Federal Acquisition Circular 97-13. FISC Hampton Roads, Acquisition Department, intends to procure maintenance services for three (3) Cell Savers: Clin 0001 Model CS-5, Serial #96J096, Pin #M40551; Clin 0002 Model CS-5, Serial #96J100, Pin #M40552 and Clin 0003 Model CS-5, Serial #96J101, Pin #M40550. This contract shall provide for maintenance services which include on-site corrective repairs, normal working hour coverage (8:00 A.M. to 6:00 P.M. Monday through Friday excluding Federal holidays) or 24-hour emergency service and routine preventive maintenance services to Department of Defense owned equipment, as listed on the: DD Form 1155 "Order for Supplies or Services". It shall include all systems, subsystem components, and assemblies that were part of the original system purchased. All maintenance provisions shall apply to hardware, firmware, and software, as appropriate, unless otherwise stated. The Contractor shall comply with Federal, State, Local laws, and Federal Regulations as applicable to the performance of this contract. The Contractor shall not accept any instructions issued by any person employed by the U. S. Government, other than: the Contracting Officer (KO), or Biomedical Engineering Division (BME), all acting within the limits of their authority. The Contractor shall provide trained, experienced, English speaking personnel, labor, tools, diagnostic equipment, software, test phantoms, material, supplies, transportation, parts and equipment necessary to perform Preventive Maintenance (PM), Calibration (CAL), Safety testing (ST) and corrective maintenance. The Contractor shall provide telephonic communications with the Government to discuss technical matters relating to the performance of this contract. A systems operator will be made available to answer technical questions regarding system operations and applications. Equipment listed in this contract will be maintained to meet the original equipment manufacturer's (OEM's) specifications. Equipment and associated components shall be serviced as listed on: DD Form 1155, "Order for Supplies or Services". The Contractor Point of Contact (POC). The Contractor shall provide in writing the name and telephone number of a primary and alternate English speaking individual to act as their representative for the scheduling and coordination of service calls, and to be responsible for the coordination of the contract with the Government. Government furnished property, Materials and Services. The Contractor representative(s) at each site may request a pre-maintenance inspection prior to the onset of the contract. Any equipment found to be inoperable during this pre-maintenance inspection would be repaired using a separate purchase order. The government certifies that the equipment to be maintained under this contract will be in good operating condition on the effective date of this contract. For the purpose of this contract, the clause, "good operating condition" means the conditions necessary for the equipment to function as intended without corrective maintenance. The Contractor agrees to leave the equipment in good operating condition at the expiration of this contract. During the final week of this contract, the Government will make final inspection of the equipment. Any correction of deficiencies noted during this inspection shall be resolved prior to contract end. The government will be responsible for maintaining the proper environment, including utilities and site requirements necessary for the system to function properly as specified by the OEM. The Government will operate the system in accordance with theinstruction manual provided by the OEM. The Government will not be responsible for the damage or loss due to fire, theft, accident, or other disaster of Contractor supplies, materials, or for the personal belongings brought onto Government property by Contractor's personnel. Contractor Furnished Property and Material. The Contractor shall provide all service literature, reference publications, laptop computers and diagnostic software to be used by the contractor service technicians and as required for the completion of the services in accordance with this contract. Replacement Parts. The Contractor shall have ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with the existing system. The Contractor shall at their expense, replace all worn or defective parts necessary to restore the equipment to 100% operational condition as specified by the OEM. Contractor installed replacement parts shall become the property of the Government and the replaced malfunctioning part shall become the property of the Contractor. Freight, postage, and storage charges associated with shipment and receipt of replacement parts, and the return of parts shall be the responsibility of the Contractor. The Contractor shall use only new or warranted replacement parts where the quality is equal to or better than the OEM's original part. When discrepancies occur, the Government will make the final determination on whether a replacement part is of equal or better quality. The Contractor must include software revisions and upgrades (field service changes) which are required due to FDA or manufacturer announced safety-hazard recall, to include FDA Year 2000 Compliance Directive, as part of the contract at no additional cost to the Government. Specific Tasks Contractor Report Requirements. During normal duty hours, Contracted Field Service Engineer (FSE) personnel shall check-in with the Biomedical Engineering Division upon arrival at the Government site and again prior to departure. The Contractor FSEs shall personally notify Biomedical Engineering (BME) of problems that result in the equipment being left disabled upon their departure. After normal duty hours, Contractor FSEs shall notify the Officer of the Day Desk (Bldg 2, 2nd Floor) and the systems operator designated by (BME). The Contractor shall provide to (BME) a full service report within two (2) days after completion of all service performed. The service report shall include, but not be limited to: contract number, contractor's log number, detailed description of the service(s) performed, replacement part(s) information (part number, part value, nomenclature, unit price, manufacturer, if not OEM, and whether the part is new/used/reconditioned), the completion date and time, man-hours expended and the hourly rate normally charged for the type of service performed, model and serial numbers, and the name of the FSE performing the service. Contractor Responsibility. The Contractor shall be responsible for the repair/replacement of damaged Government owned equipment and property due to the negligence of the Contractor or his representatives. All such replacement or repair shall be at the Contractor's expense and shall be inspected to the satisfaction of the KO or appointed representative. Preventive Maintenance Services. In accordance with Naval Medical Logistics Command (NAVMEDLOGCOM) Risk Assessment Criteria. Preventive maintenance shall be performed __2___ time(s) per year. The Government shall select the months in which preventive maintenance services are to be performed. The preventive maintenance visits shall be performed during the following months: February 2000 and August 2000 (The Government Fiscal Year runs: October through September). The Contractor shall schedule and complete preventive maintenance services prior to the 15th of the selected month. All test equipment used in the performance of this contract will be within calibration shall be in compliance with Joint Commission on Accreditation of Healthcare Organization (JCAHO), OriginalEquipment Manufacturer (OEM) and Federal Drug Administration (FDA) standards. Corrective Maintenance__X___ 24-Hour Emergency Service. Contractor will respond to trouble calls 24-hour a day, 7-days a week. Contractor will provide a published telephone number that is active 24 hours a day (no separate charge shall be made for labor, travel or living expenses). The Contractor shall respond via telephone within __2__ hours after receipt of trouble call and provide on-site service within __24__ hours. Equipment shall be operational within __48__ hours. Emergency Service Calls MUST BE requested by (BME) at ALL TIMES. The Government reserves the right to deduct from the Contractor's payment an amount per hour equal to the number of hours the Contractor fails to respond, as specified in the contract.__X___ Normal Working Hour Maintenance Coverage Maintenance Coverage will be Monday through Friday, between 8:00 A.M. to 6:00 P.M. The contractor shall respond via telephone within __2__ hours after receipt of trouble call, and provide on-site service within _24__ hours. Equipment shall be operational within __48__ hours. The Government reserves the right to deduct from the Contractor's payment an amount per hour equal to the number of hours the Contractor fails to respond, as specified in the contract. Emergency service outside the normal working hours by the Government site shall be billable to the Government at published commercial rates, and negotiated prior to services rendered. Government request for corrective maintenance will be placed by (BME), to the Contractor's POC. Corrective Maintenance shall be completed during the hours specified in the contract. The Contractor shall assign a unique Log/Reference Number to each Government request for corrective Maintenance. Contractor's response to requests for service may include telephone consultation with the equipment user/operator and a Contractor FSE. Telephone consultation shall: 1) provide instruction in determining operator error; 2) to determine the most likely cause of the problem; 3) to determine if resolution of the problem requires the dispatch of a FSE; and 4) to identify replacement parts likely to be required in order to return the equipment to 100% operational condition as specified by the OEM. Each level of service shall include all parts to be furnished by the Contractor at No cost to the Government, unless otherwise indicated. Any/all exclusions are listed as follows: Federal Holidays. The Contractor shall have his/her own service manuals, specifications, schematic diagrams, and parts lists to assist in the evaluation/repair of all equipment included in this contract. Removal of Government Property Whenever the repair of equipment cannot be performed at the Government site as determined by the Contractor, the Contractor shall notify (BME) who will make arrangements for the Contractor to remove the item to the Contractor's designated site. The Contractor may be required to sign a Government form accepting responsibility for the Government equipment. All charges resulting from a Contractor determined requirement to transport Government owned property, covered by this contract, to and from an alternate repair location shall be the responsibility of the Contractor. Equipment Modification Upgrades The Contractor shall only incorporate OEM specified modifications, alterations and upgrades. Approval shall be obtained from (BME) prior to the Contractor installation of any modification, alteration, or upgrades. The Contractor shall maintain contact with the OEM to determine the requirement for field modifications and to ensure accomplishment of these modifications in accordance with the time schedule set forth by the OEM. The Government shall not alter the system without prior notification to the Contractor. The contractor at no additional cost shall provide software upgrade to the Government. Installation of upgrades will be left to the discretion of the Government. Service Beyond the Scope of the Contract: The Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify (BME), in writing, of the existence or the development of any defects in, or repair required to the scheduled equipment which the Contractor considers they are not responsible for under the terms of this contract. At the same time of the notification, the Contractor shall furnish (BME) with written estimate of the cost to make the necessary repairs. Repairs considered by the Contracting Officer to be outside the scope of this contract shall not be covered under this contract, but shall be ordered under a separate purchase order. The equipment is located at Apheresis Laboratory, Building 2, CHCC, Naval Medical Center, Portsmouth, VA 23708. In accordance with 52.232-18 AVAILABILITY OF FUNDS (APR 1984) Funds are not presently available for this contract. The Government's obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer. The following FAR provisions and clauses apply to this solicitation and are incorporated by reference: FAR 52.212-1 Instructions to Offerors-Commercial and FAR 52.212-2 Evaluation-Commercial Items. Offerors shall include a completed copy of the provision at FAR 52.212-3 Offeror Representations and Certifications-Commercial Items, with its offer. Clause FAR 52.212-4 Contract Term and Conditions Required to Implement Statues and Executive Orders-Commercial Items applies to this acquisition. All offers are due no later than 4:00 P.M. Eastern Standard Time on 26 October 1999. An award will be made to the lowest priced technically acceptable offeror. At a minimum, offerors should provide this office with the following: a price proposal on letterhead or a SF 1449 for the requested items; include unit price, extended price and total price proposed. Include prompt payment terms, remittance address, a commercial price list for each item offered and a completed copy of FAR 52.212-3, Offeror Representations and Certifications-Commercial Items. All offers shall be sent to Fleet Industrial Supply Center, Acquisition Group, 1968 Gilbert St., Ste. 600, Norfolk, VA 23511, Attn: Dawn Sunkins-Code 202C5, 757-443-1423 or fax 757-443-1442. Faxed responses are acceptable, reference solicitation N00189-00-T-0015. Posted 10/12/99 (W-SN390724). (0285)

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