SOLICITATION NOTICE
R -- MEDICAL EQUIPMENT REPAIRER
- Notice Date
- 9/25/2006
- Notice Type
- Solicitation Notice
- NAICS
- 561320
— Temporary Help Services
- Contracting Office
- Department of Health and Human Services, Indian Health Service, Billings Area Office, 2900 4th Avenue North PO Box 36600, Billings, MT, 59107
- ZIP Code
- 59107
- Solicitation Number
- RFQ-10-06-062-REL
- Response Due
- 10/16/2006
- Archive Date
- 10/30/2006
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This procurement is being conducted under Simplified Acquisition procedures pursuant to the authority of FAR Subpart 13.5, Test Program for Certain Commercial Items (10 U.S.C. 2304(g) and 2305 and 41 U.S.C. 253(g) and 253a and 253b), FAR Part 12, Acquisition of Commercial Items (Title VIII of the Federal Acquisition Streamlining Act of 1994 (Public Law 103-355)), FAR 37.104, Personal Services Contracts (Public Law 103-332, Department of the Interior and Related Agencies Appropriation Act, Title II, September 30, 1994, 108 Stat. 2530) and FAR Subpart 37.6, Performance-Based Acquisition. This announcement constitutes the only solicitation; therefore, a written solicitation will not be issued. The Billings Area Indian Health Service (IHS) intends to award a fixed-price commercial item contract in response to Request for Quotation (RFQ) 10-06-062-REL. This solicitation is restricted to 51% Indian owned businesses pursuant to the Buy Indian Act (25 U.S.C. 47). The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-12. The associated North American Industry Classification System code is 561320 and the small business size standard is $12.5 million. PRICE SCHEDULE FOR MEDICAL EQUIPMENT REPAIRER: Potential offerors shall propose an all inclusive hourly rate for the SCHEDULE A - BASE YEAR: 2080 hours @ $____________ per hour = $____________; 80 hours of Callback @ $____________ per hour = $____________; SCHEDULE B - OPTION YEAR ONE: 2080 hours @ $____________ per hour = $____________; 80 hours of Callback @ $____________ per hour = $____________; SCHEDULE C - OPTION YEAR TWO: 2080 hours @ $____________ per hour = $____________; 80 hours of Callback @ $____________ per hour = $____________; SCHEDULE D - OPTION YEAR THREE: 2080 hours @ $____________ per hour = $____________; 80 hours of Callback @ $____________ per hour = $____________; and SCHEDULE E - OPTION YEAR FOUR: 2080 hours @ $____________ per hour = $____________; 80 hours of Callback @ $____________ per hour = $____________; GRAND TOTAL FOR FIVE YEARS: $________________. INTRODUCTION AND PURPOSE OF THE CONTRACT: The position is located in the Maintenance Department at the Fort Belknap Service Unit, PHS Indian Health Centers at Harlem and Hays, Montana. The purpose for the establishment of this position is to perform journeyman work involved in the installation, maintenance, repair and testing of various medical and dental equipment used in patient diagnoses and treatment and in research laboratories. Typical examples of equipment serviced include: patient physiological monitoring systems, diagnostic xray systems, ultrasound diagnostic systems, pulmonary measurement systems, defibrillators sterilizing units, anesthesia units, incubators, infusion pumps, respiration units, surgical lights, treadmills, urinalysis systems, ventilators, centrifuges, spectrophotometers, electrocardiograph machines, electroencephalograph devices, operating units, dental film processors, opthalmological scanner and monitor, microscopes, lasers, various dental equipment, and clinical laboratory systems. Maintenance and repair of medical equipment is accomplished by either individual work order requests or during scheduled preventive maintenance. The contractor must also possess the skills and ability to work in building maintenance. This includes carpentry skills, mechanical skills, and a technological understanding of complex automated building control systems. The contractor will be expected to assist in all emergency/disaster situations when called upon. This position could also be called back for emergency services needed on weekends or in the evenings and also be expected to work at both facilities. WORK SCHEDULE: The contractor will work 40 hours a week. A work schedule of either 4 ten hour days or 5 eight hour days will be coordinated with the Supervisory Mechanical Engineer. PERFORMANCE WORK STATEMENT: MAJOR DUTIES INCLUDE: (1) Performs maintenance and repairs on a wide variety of medical, laboratory, and dental equipment. Medical equipment maintained contains electronic, electrical, and mechanical components. Locates causes of equipment malfunction, tears down equipment, repairs or replaces faulty parts or components, and aligns, calibrates and tests repaired equipment. Removes malfunctioning equipment from service and completes necessary bench repairs to restore equipment to prescribed standards and tolerances. Performs preventive and corrective maintenance on medical equipment to ensure safe and reliable operation and to extend service life of equipment. (2) Troubleshoots and diagnoses equipment malfunctions to distinguish and identify the nature and extend of needed repairs. Traces wires, looks for broken or worn parts, checks leaks, feedback, and interference. Visually examines equipment for possible sources of failure or conducts examinations using test equipment to precisely identify problem area. (3) Installs new or repaired medical equipment in accordance with plans, specifications, and detailed instructions. Constructs, assembles, arranges, and mounts medical equipment in accordance with manufacturer or locally developed plans and specifications. Arranges and interconnects equipment, tests for compliance with standards and tolerances, and calibrates and tunes systems. Makes minor modifications to medical equipment for special assignments and/or to meet the needs of the medical staff. (4) Test and calibrates a variety of medical, dental, and laboratory equipment. Performs testing of medical equipment by making measurements to diagnose malfunctions, align and calibrate equipment, and assure equipment operates properly and safely, and within prescribed standards and tolerances. Checks voltage tolerances, amperage, power supplies, wave shape, frequency resonance, deflection time, decay curve, gain, balance, and signal sensitivity against prescribed tolerance and specifications. (5) Conducts inspections of medical, dental, and laboratory equipment to determine condition and needed repairs. Inspects medical equipment to determine malfunctions, and ensure needed repairs are completed for safe and reliable operation. Determines condition of equipment as serviceable, repairable, or condemned. (6) Conducts on the job training to shop personnel on the maintenance and repair of medical, laboratory, and dental equipment; and provides specific equipment training to staff members on new and existing equipment and systems. Plans, coordinates, and conducts training in procedures, techniques, and methods of repairing, operating, testing, and calibrating medical equipment. Participates in manufacturers training and provides specialized information and advice about equipment and related items to users, and maintenance and supply personnel. RESPONSIBILITY: Employee is assigned work orally and through work orders. Completes repairs following established trade practices and procedures, using technical manuals, blueprints, sketches, wiring diagrams, and other specifications. Performs operational tests after repairs have been completed or when new equipment is received to assure that equipment is operating within prescribed limits so that live are not endangered. Orders all equipment materials for replacement of biomedical equipment in the facilities. Maintains a supply of commonly utilized parts such as fuses, filters, etc. Maintains a library on equipment operation/repair manuals (on all biomedical equipment) and vendor (supply) manuals. Maintains a currently listing on equipment service centers and technical information centers for all biomedical equipment. Utilizes the O&M information and keeps new information filed. Completes all Health Alert checks on equipment. Employee enters service contracts, BPA calls, etc., into the Administrative Resource Management System (ARMS). Employee checks status of service contracts to ensure that contractors comply with contracts. Employee informs Facility Engineer if problems arise and need correction to service contracts. Employee performs biomedical work at the Fort Belknap and Hays locations and performs work orders as assigned. Employee completes the work order form (includes date completed, time involved, name, costs, category, not problems, IHS bar code number and returns pink slip to requestor inbox). Complete emergency work orders within one day. Employee updates as built drawings when inhouse projects are performed. Employee updates equipment cards as repairs are made and informs the Facility Engineer when repairs exceed 50% of replacement costs. The contractor is able to generate a complete department work order form by telephone or other form of request. Accurately lists date of requests, nature of complaint, location, control number, or other description of unit needing service and work performed. Able to complete repairs with limited supervision on scheduled work orders/repairs. Documents all repairs/adjustments and lists materials used on the work orders. Informs the Facility Engineer of materials usages, shortages, etc., to prevent any delay in repairs. Cleans areas, namely the exterior grounds (daily), shop area (daily), and storage area. Acts as the biomedical contract monitor on all biomedical contracts. Has a current copy of each contract issued for service work and has a listing of the equipment to be serviced. Works with the service unit department and contractor on all site visits to ensure proper workmanship and reports/documentation is received. Keeps Facility Engineer informed as to dates of contractor site visits, etc. Maintains a filing system (hard copy) on biomedical equipment. These files are to have the work orders PM checks, electrical safety checks, etc. Have all biomedical equipment records current in the computerized SENTINEL program. Fully understands JCAHO requirements on the PM of biomedical equipment. Knows and works on all biomedical equipment within the facilities (Lab, Medical, Dental, etc.). Utilizes and can demonstrate all functions of the MedTester 5000c. Reports potential safety problems to the Facility Engineer and advises of the need for various quantities of work materials. This includes the daily work logs: time card, work orders, etc. Applies the emergency procedures to equipment failures. Complies with the JCAHO requirements on equipment reporting (such as current leakage, ground resistance, etc.). Follows biomedical policies and procedures and other facility policies and procedures. Complies with the operation of the fire alarm system, enunciators, medical alarm panels, and call system. Completes a weekly walk through of all departments and submits reports to the Facility Engineer. Uses these walk throughs to correct problems and collection information on (1) Problem on equipment; (2) Equipment sent out for repairs; and (3) Cost of repairs. Accounts for tools issued to perform repairs. Assists in the establishment of a cross reference system that relates CMR, SENTINEL program, and biomedical equipment lists. Utilizes self study guides on a weekly basis. The contractor is courteous and respectful of staff/patients/visitors to ensure customer satisfaction, looks for and recommends quality improvement to Facility Engineer. Employee attends weekly maintenance department meetings, attends monthly general staff meetings, and attends mandatory meetings as defined by the Facility Engineer. Employee logs out on maintenance department board when at quarters or other facilities that can not be reached by paging system, leaving site or supplies, pick up/drop off vehicles, mail delivery, running other errands. Completes weekly log sheet and submits to Facility Engineer by the end of the week. (Weekly log sheet includes: Name, dates, approximate times spend per day, work order numbers, checklist numbers and any miscellaneous information to account for a complete workday). The contractor ensures that mail is delivered on time. The contractor returns to Service Unit facilities when called upon during emergency callback by staff and is able to resolve issued and evaluate if additional maintenance staff are needed to be called back for emergencies. The contractor attends training to ensure competency in the skill/knowledge to meet job description standards as a biomedical engineering technician and attends mandatory training as defined by the Facility Engineer. The contractor reviews safety manual annually and complies with the Occupational Safety and Health Administration (OSHA) requirements when using equipment, inspects biomedical equipment to ensure that it meets OSHA requirements, complies with the MSDS for any new chemicals purchased (use/warning/PPE, etc.), aware of the location of the MSDS book, review annually, uses appropriate Personal Protective Equipment (PPE) and is aware of health risks as defined in MSDS, and complies with OSHA regulations on equipment use, chemical use, storage of flammable, combustible, and/or dangerous products. Completes incident reports as needed and submits to Facility Engineer within one day. The contractor performs vital checks needed to ensure that facility meets Life Safety Code requirements, demonstrates the fire alarm system, emergency generator, and fire sprinkler system, JCAHO, and DHHS/IHS/Area/Service Unit/Department policies and procedures. Reports problems and/or material shortages. Complies with the keying policies for the entire facility. Keeps the Facility Engineer informed to problem areas. Snow removal is performed when needed. SUPERVISION: The Contractor is subject to the supervision and direction of the Supervisory Mechanical Engineer or his designee. The supervisor will define the assignments with procedures and methods to be used, priorities and deadlines. The supervisor will assist the Contractor with difficult or controversial aspects of the job requirement. Final work will be reviewed, as necessary, for conformance to policies, regulations, and timeliness. SUPERVISOR AND PROJECT OFFICER: Scott Fillerup, Supervisory Mechanical Engineer. PERIOD OF PERFORMANCE: Date of Award (October 2006) through September 30, 2007, with four 12-month options. GOVERNMENT FURNISHED PROPERTY: The IHS shall provide the Contractor with the following: (1) Office space including a computer, supplies and telephone; (2) when authorized, travel costs and any other transportation expenses, in accordance with the Federal Travel Regulations (41 C.F.R. Chapter 300 through 304); and (3) if necessary, authority to use a General Services Administration (GSA) vehicle, for official purposes only. The Contractor will be required to provide evidence of motor vehicle liability insurance covering bodily injury and property damage to protect the Contractor and the Government against third-party claims arising from the operation of all GSA vehicles used in connection with the contract. The Contractor shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The Contractor shall comply with the requirements of FAR subpart 51.2, 41 CFR 101-39, 41 CFR 102-34, and the operators packet furnished with each vehicle. The IHS shall provide all necessary equipment and supplies. The Fort Belknap Service Unit will be responsible for getting the Contractor access and clearance to all pertinent ARMS; intranet, internet, and computer services necessary to carry out his/her duties. REPORTING REQUIREMENTS: The Contractor shall provide the Contracting Officer with evidence that payment of employment taxes has been made 15 days after each quarter. PERFORMANCE-BASED SERVICE DELIVERY SUMMARY: The contract Medical Equipment Repairers performance will be measured based on the following Performance Requirements: (1) Quality of Performance; (2) Timeliness of Assignments; and (3) Customer Service. The Performance Requirements will be measured against the following Government Performance Standards: (1) Provide Medical Equipment Repair services as specified in the Performance Work Statement; (2) Assignments must be completed by established deadlines; and (3) 5 or more customer complaints. The Method of Government Surveillance to determine compliance with the Performance Requirements are as follows: (1) Weekly reviews and reports; (2) Random sampling by project officer or her designee; and (3) Validated Complaints. Deduction Schedule: A 5% deduction shall be assigned to each Performance Requirement. Deductions shall be assessed against individual invoices when services are not performed or do not meet contract requirements. COMPUTER SECURITY: Pursuant to the Federal Information Security Management Act of 2002 (FISMA), the contractor will be required to complete a course in Computer Security Awareness Training (CSAT). This training must be completed annually. The Contractor must comply with the Federal Information Processing Standards Publication (FIPS PUB) Number 201, "Personal Identity Verification of Federal Employees and Contractors," and the associated Office of Management and Budget (OMB) implementation guidance; and complete an Interconnection Security Agreement subsequent to contract award. CONTRACTING OFFICER AUTHORITY: Authority to negotiate changes in the terms, conditions or amounts cited in this contract is reserved for the Contracting Officer. PROJECT OFFICER: The project officer shall be responsible for: (1) Monitoring the Contractors technical progress, including surveillance and assessment of performance and recommending technical changes; (2) Interpreting the Statement of Work; (3) Technical evaluation as required; (4) Technical inspections and acceptance; and (5) Assisting the Contractor in the resolution of technical problems encountered during performance of this contract. INVOICE SUBMISSION AND PAYMENT: The Contractor shall submit its invoice to the Project Officer at the Fort Belknap Service Unit, PHS Indian Health Center, P.O. Box 67, Harlem, Montana 59526. The Contractor agrees to include the following information on each invoice: (1) Contractors name, address; (2) Contract Number; (3) Invoice number and date; (4) Cost or price; (5) Dates of Service including the number of hours worked; and (6) Remit to address. Payment shall be made by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, Montana 59107. PRO-CHILDREN ACT OF 1994: The Contractor certifies that it will comply with the provisions of Public Law 103-227, Pro-Children Act of 1994, which imposes restrictions on smoking where federally funded childrens services are provided. CHILD CARE NATIONAL AGENCY CHECK AND INVESTIGATION (CNACI). A CNACI must be completed for all Indian Health Service (IHS) contractor personnel within the Billings Area. Public Law (P.L.) 101-630, Indian Child Protection and Family Violence Prevention Act and P.L. 101-647, Crime Control Act of 1990, require the IHS to conduct a character and criminal history background investigation on all contractors performing services in IHS facilities. The character and background investigations will be conducted by the Fort Belknap Service Unit. PROVISIONS AND CLAUSES: The following provisions and clauses apply to this acquisition. The FAR provision 52.212-1 Instructions to Offerors Commercial Items; and 52.212-3 Offeror Representations and Certifications Commercial Items are incorporated by reference. The provision at 52.212-2 applies to this acquisition and is provided in full text. FAR 52.212-2 EVALUATION-COMMERCIAL ITEMS (JAN 1999): (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: (1) Resume = 35 POINTS (Offeror must submit a copy of resume with offer); (2) Letters of Reference = 35 POINTS (Offeror must submit three letters of reference with offer); (3) PAST PERFORMANCE = 30 POINTS. The offeror must demonstrate its record of successful performance in past contracts and/or jobs, Government and/or commercial. Each offeror will be evaluated on its performance under existing and prior contracts/jobs. The offeror must list at least three contracts/jobs and include the following information. (1) Name of Government agency/Company; (2) Contract number, if applicable; (3) Dates of Service/Employment; (4) Total contract value/Hourly wage; (5) Detailed description of contract work/Job duties; (6) Contracting Officer/Company Manager and telephone number; (7) Program Manager and telephone number, if applicable. Technical and past performance, when combined, are considered approximately equal to cost or price. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. The following FAR and Health and Human Services Acquisition Regulation (HHSAR) clauses are applicable: 52.204-4, 52.204-9, 52.212-4, 52.212-5, 52.215-5, 52.217-8, 52.217-9, 52.223-5, 52.223-6, 52.229-3, 52.232-3, 52.232-18, 52.237-2, 52.237-3, 52.242-15, 52.242-17, 52.245-1, 52.245-2, 52.249-12, 52.251-1, 52.251-2, 352.202-1, 352-215-1, 352.215-70, 352.223-70, 352.224-70, 352.232-9, 352.270-2, 352.270-3, 352.270-4, 352.270-6, and 352.270-7. The following FAR clauses cited in 52.212-5 are applicable to the acquisition: 52.203-6 with Alternate I, 52.219-8, 52.222-3, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-39, 52.225-13 and 52.232-33. Upon request, the Contracting Officer will provide full text copies of the FAR and HHSAR provisions and clauses. The provisions and clauses may also be accessed electronically at http://www.arnet.gov and http://www.hhs.gov/ogam/oam/procurement/hhsar.html. CONTRACTORS MUST REGISTER WITH THE DEPARTMENT OF DEFENSE CENTRAL CONTRACTOR REGISTRATION (CCR) DATABASE. THE CCR IS THE PRIMARY GOVERNMENT REPOSITORY, WHICH RETAINS INFORMATION ON GOVERNMENT CONTRACTORS. YOU MAY REGISTER VIA THE INTERNET AT HTTP://WWW.CCR.GOV OR BY CALLING (888) 227-2423. PROPOSAL SUBMISSION INSTRUCTIONS: The Contractor shall provide evidence of, or submit a written response to, the technical evaluation factors in FAR 52.212-2. In addition, the Contractor shall submit a completed copy of FAR 52.212-3 with its offer. All responsible offerors may submit a proposal, which shall be considered by the Agency. Offers shall be submitted to the Billings Area Indian Health Service, 2900 Fourth Avenue North, Room 304, Billings, Montana 59101, no later than 2:00 p.m., on October 16, 2006. The offer must be submitted in a sealed envelope, addressed to this office, showing the time specified for receipt, the solicitation number, and your name and address. Offers will also be accepted by e-mail at RLangager@mail.ihs.gov or by fax at (406) 247-7108. ACCEPTANCE PERIOD: Your proposal must be effective for a period of at least 60 days from the date of receipt by the Government.
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