SOLICITATION NOTICE
Q -- Full service maintenance support to Government-owned ACE and NExCT analyzers located onboard United States Naval vessels
- Notice Date
- 4/23/2003
- Notice Type
- Solicitation Notice
- Contracting Office
- Department of the Navy, Bureau of Medicine and Surgery, NMLC, 1681 Nelson St, FT Detrick, MD, 21702-9203
- ZIP Code
- 21702-9203
- Solicitation Number
- N62645-03-Q-RP01
- Response Due
- 5/9/2003
- Archive Date
- 5/24/2003
- Point of Contact
- Ralph Payne, Contracting Officer, Phone 301-619-3026, Fax 301-619-2925,
- E-Mail Address
-
repayne@nmlc.med.navy.mil
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation and a written solicitation will not be issued. The Request for Quotation number is N62645-03-Q-RP01. Provisions and clauses in effect through Federal Acquisition Circular 201-12 are incorporated. NAISC 334516. The Navy intends to negotiate with Alfa Wassermann, Incorporated, West Caldwell, NJ as the only source that can provide the following technical support and maintenance services. SOW. 1. General. 1.1. The contractor will provide full service maintenance support to Government owned ACE and/or NEXT analyzers located onboard United States Naval vessels. The ACE is a one-unit system, and the NEXT is a two-unit system. Maintenance service support will be requested by issuance of Delivery Orders (DD Form 1155 "Order for Supplies or Services"), and will specify which type of analyzer(s) to be serviced. Attachment 1 provides a listing of Ship/Site, Instrument Type, and Instrument Serial #. Maintenance service support will be provided whether the ships are in CONUS or deployed OCONUS. Maintenance service will include all systems, subsystems components, and assemblies that were part of the original system. All maintenance provisions shall apply to hardware, firmware, and software, as appropriate, unless otherwise stated herein. 1.2. The contractor must comply with all Federal, State, Local laws, and Federal Regulations as applicable to the performance of this contract. 1.3. The contractor shall not accept any instructions issued by any person other than the Contracting Officer and/or the Biomedical Engineering Technician (BMET (acting within the limits of their authority)). 2. Scope of Work. 2.1. 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 Preventative Maintenance (PM), Calibration (CAL), Safety Testing (ST) and Corrective Maintenance (CM). 2.2. Equipment listed in paragraph 14 shall be maintained to meet the original equipment manufacturer's (OEM's) specifications. 2.3. Field Service Engineer (FSE). 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. 2.4. The contractor shall provide a 24/7 technical support hotline to telephonically respond to CONUS and OCONUS service calls. 2.5. If a ship will be deployed in a classified location and where there is a possibility that the contractor cannot access the equipment, the contractor shall provide high mortality parts kit, as stipulated in 6.7, at least 30 days prior to ship’s deployment. 2.6. The Contracting Officer is the only person who can initiate and enforce changes to the contract. 3. Identification of Contractor Personnel. The Government will provide an identification badge to contractor personnel, which they shall wear during the performance of services at the Government site. 4. Government Furnished Property, Materials and Services. 4.1. Within 15 days after contract award, contractor representatives for each site may request a pre-maintenance inspection. Any equipment found to be inoperable during this 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 the contract. The term "good operating condition" means the conditions necessary for the equipment to function as intended without the need for remedial 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 a final inspection of the equipment. Any correction of deficiencies noted during this inspection shall be resolved by the contractor prior to end of contract. 4.2. The Government will furnish expendable supplies (i.e. reagents, probes) consumed during normal procedural sequence and necessary for the completion of the required maintenance services IAW FAR 52.245-2, Government Property (Fixed-Priced Contracts). 4.3. The contractor shall not be responsible for delays encountered due to the non-availability of Government furnished property. The time allowed for the completion of remedial repairs will be extended to equal the amount of time the Government caused the delays. 4.4. 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. Also, operation of the system will be in accordance with the instruction manual provided by the OEM. 4.5. The Government will not be responsible for 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. 5. Contractor Furnished Property and Material. 5.1. Only the material referenced in paragraph 4.2. will be furnished by the Government. The contractor shall furnish all other material required in the performance of the contract, unless otherwise stated in paragraph 10.5, under exclusions. 5.2. The Contractor shall provide all service literatures, 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. 6. Replacement Parts. 6.1. This contract includes replacement parts. The contractor shall have ready access to unique and/or high mortality replacement parts. All parts supplied must be compatible with the existing system. If applicable, see parts exclusions in paragraph 10.5. 6.2. The contractor shall replace all worn or defective parts necessary to restore the equipment to 100% operational condition as specified by the OEM. 6.3. Contractor installed replacement parts shall become the property of the Government and the replaced malfunctioning part shall become the property of the contractor. 6.4. 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. 6.5. 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. 6.6. The contractor must include software revisions and upgrades (field service changes) which are required due to a manufacturer announced safety-hazard and FDA recall as part of the contract at no additional cost to the Government. 6.7. The contractor shall provide four (4) high mortality parts kit, free of charge, for ships deploying for an extended period of time in a location where contractor access to the equipment is limited. The Type Commander Fleet Medical Representative that checked out the parts kit will be responsible for returning the kit to the contractor for restocking within 30 days upon ship’s return. Otherwise the Government may be charged a restocking fee. 7. Specific Tasks. 7.1. Contractor report requirements. 7.1. The contractor FSE shall report to the Quarter Deck and check-in with the Officer of the Day (OOD) upon arrival at the Government site and again prior to departure. The contractor FSEs shall personally notify the BMET of problems that result in the equipment being left disabled upon their departure. 7.2. The contractor shall provide the BMET a field service report upon completion of all services performed. The field service report shall include the following information, but not be limited to: Job Control Number (JCN) provided by the BMET, contract number, contractors log number, detailed description of the services(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, and the name of the technician performing the service. 8. Contractor Responsibility. 8.1. The contractor shall be responsible for all items of Government equipment throughout the period the equipment is under their control. 8.2. The contractor shall be responsible for any damages to Government owned equipment and property and shall replace or repair any property damaged due to a fault of the contractor or their representatives. All such replacement or repair shall be approved by the BMET and at the contractor's expense. 8.3. The contractor shall ensure all areas where equipment is serviced on-site are left in a clean, neat, safe and orderly condition. To prevent potential safety hazards, no equipment shall be left pulled out or apart upon departure from the work site. Equipment being repaired shall be safely secured at all times. 8.4. The contractor is not responsible for service required due to Government misuse, abuse, or damage to the system(s) or its component(s) when it has been determined that the damage resulted from an Act of God. The contractor has four hours to make this determination and submit it to the BMET. The BMET will forward recommendations to the Contracting Officer for final resolution. 9. Preventative Maintenance. 9.1. The contractor shall, as a minimum, perform all preventative maintenance services in accordance with the OEMs suggested service intervals of once per year, unless otherwise stated in 9.2. 9.2. The Government will establish the required intervals for the performance of preventative maintenance services. Preventative maintenance shall be performed once per year. 9.3. The Government shall select the months in which preventative maintenance services are to be performed. The DD Form 1155 will specify the applicable month. All preventive maintenance services will be completed prior to the 15th of the selected month. 9.4. The contractor shall confirm scheduled dates with the BMET at least five working days prior to performing preventative maintenance services. 9.5. The contractor shall schedule preventative maintenance during the ship’s availability period determined by the BMET at each site. 9.6. The contractor shall, at a minimum, perform all preventative maintenance services as prescribed by the OEM using a detailed services checklist. The completed checklist will be provided to the Government with the contractor's service report. 9.7. All test equipment used in the performance of this contract will be routinely calibrated and calibration shall be in compliance with Joint Commission on Accreditation of Healthcare Organizations (JCAHO), Original Equipment Manufacturer (OEM), College of American Pathologist (CAP) and Federal Drug Administration (FDA) standards. 10. Corrective Maintenance (Remedial Maintenance). 10.1. Corrective maintenance shall be performed Monday thru Friday, between 8:00 a.m. to 5:00 p.m., local time. The contractor shall telephonically respond within 2 business hours after receipt of notification of equipment failure; provide on-site service within 8 business hours; and have equipment operational within 24 hours. The Government reserves the right to deduct from the contractor's payment an amount per hour, see applicable CLIN in Section B, equal to the number of hours the contractor fails to respond. Emergency services 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. 10.2. Government request for remedial repairs will be placed by the BMET. Remedial maintenance shall be made during the normal duty hours stipulated in paragraph 10.1. Remedial maintenance performed to correct previously identified problems during the past 48 hours shall be considered as "Return Remedial Maintenance". Return remedial maintenance shall not be counted as one (1) onsite remedial maintenance. 10.3. The contractor shall assign a unique log number to each Government request for remedial repairs and request a JCN from the BMET. NOTE: Port Engineers might not allow the contractor to go on board the ship without a JCN. 10.4. Response to requests for remedial maintenance may include telephone consultation between the equipment user/operator or BMET and a FSE. The purpose of this telephone consultation shall be: (1) to 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. Remedial maintenance performed telephonically shall not be counted as one (1) onsite remedial maintenance stipulated in 10.1. 10.5. Each level of service will include all parts to be furnished by the contractor at no cost to the Government, unless otherwise indicated. Any/all exclusions are: (1) reagent, (2) calibrators, (3) controls, (4) probes, (5) fuses, (6) lamps. 10.6. Contractor personnel will have his/her own service manuals, specifications, schematic diagrams, and parts lists to assist in the evaluation/repair of all equipment. 11. Removal of Government Property. 11.1. No equipment will be removed from the Government site without prior written approval from the In-service Engineering Agent Representative. Whenever the repair of equipment cannot be performed at the Government site as determined by the contractor, the contractor shall notify BMET who will make arrangements for the contractor to remove the item. The contractor may be required to sign a Government form accepting responsibility for the Government equipment. At the Government’s sole option, a fully operational loaner unit may be requested. 11.2. All charges resulting from the 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. 12. Equipment Modification Upgrades. 12.1. The contractor shall only incorporate OEM specified modifications, alterations and upgrades. Approval shall be obtained from the BMET prior to the installation of any modification, alteration, or upgrades. 12.2. The contractor shall perform all OEM field modifications and safety inspections at no charge to the Government. 12.3. The contractor shall maintain contact with the OEM to determine the requirement for field modifications and to ensure accomplishment of these field modifications in accordance with the time schedule set forth by the OEM. 12.4. The Government shall not alter the system without prior notification to the contractor. 12.5. The contractor at no additional cost shall provide software upgrades to the Government. Installation of upgrades will be left to the discretion of the Government. 13. Service Beyond the Scope of the Contract. 3.1. The contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the BMET, 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. 13.2. At the same time of the notification, the contractor shall furnish the BMET with a 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. 14. Ship/Site Equipment Information. IAW 1.1, maintenance support will be requested by issuance of a Delivery Order. Attachment 2, Equipment Information, must be submitted with each ship Delivery Order. This information is required for the contractor to know which type of equipment they are providing maintenance for. 15. Delivery Orders. Authorized personnel, i.e., Supply Officer (SUPPO) or Type Commander (TYCOM), can only issue delivery orders made against the contract. Attachment 3 provides a listing of ordering activities covered by this contract. 16. CLIN for Allowance. 16.1. CLIN 0006 is established to cover for additional surcharge costs for ships stationed in Japan or deployed to Japan. This CLIN can also be used to cover additional cost incurred for repairs exceeding the 3/year limit stipulated in this contract. Alfa Wassermann must provide, (1) A document addressing each paragraph of the SOW stating either "concur" or "nonconcur". In the event of a "nonconcur" an explanation must be provided to support. (2) A brief overview of operator and BME service training. (3) A description of the bronze service agreement for the ACE and NExCT analyzers. Section B - Pricing will contain the following CLINs: 0001-maintenance for ACE analyzers; 0002-maintenance for NExCT analyzers; 0003-training CD-rom; 0004-operator training course; 0005-BME service training course; and 0006-Allowance. Each CLIN will include SLINs for 2 option years. Pricing for all CLINs and SLINs must be submitted. To support the offered price, Alfa Wassermann must include copies of published commercial prices or other document setting forth prices charged to the general public, to include if applicable, any GSA schedule numbers, and discounts given to the government. Alfa Wassermann must submit the following: (1) For past performance of maintenance services provided, contract number, name, complete address, telephone number, POC for 2 activities. (2) A completed copy of the provisions at FAR 52.212-3. (3) CCR number, DUNS number, Cage Code and TIN. The following FAR clauses apply: (1) 52.217-9, Option to Extend the Term of the Contract, (2) 52.212-4, Contract Terms and Conditions-Commercial Items, (3) 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items. With respect to FAR 52.212-5, the following also apply: 52-222-3, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-19, 52.225-16, 52.232-33, and 52.233-3. Alfa Wassermann offer is due at Naval Medical Logistics Command by 1:00 PM on or before May 9, 2003. Point of contact is Ralph Payne, 301-619-3026 or email repayne@nmlc.med.navy.mil. NOTE: The Attachments are not provided with this notice. If you need the Attachments, contact the POC via email. See number note 22.
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