SOLICITATION NOTICE
Q -- Medical Injectors Preventive Maint
- Notice Date
- 9/4/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- Department of Veterans Affairs, VA Northern California Health Care System, Department of Veterans Affairs No. California Health Care System System, VA Northern California HealthCare System;5342 Dudley Blvd. Bldg 98;McCllelan Business Park CA 95652
- ZIP Code
- 95652
- Solicitation Number
- VA-261-08-RQ-0354
- Response Due
- 9/10/2009
- Archive Date
- 10/10/2009
- Point of Contact
- Candace RennContract Specialist<br />
- Small Business Set-Aside
- Total Small Business
- Description
- 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; proposals are being requested and a written solicitation will not be issued.Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-26. Solicitation is 100% set-aside for Small Businesses. NAICS code is 811219 List of contract line item number(s) and items, quantities and units of measure, (including option(s), if applicable): SECTION B SUPPLIES OR SERVICES AND PRICE/COSTS Contractor shall provide preventive maintenance (PM) inspection and calibration services for the following government-owned injectors on an annual basis. Services shall be provided for VISN 21 facilities per the equipment listing. All services shall be provided in accordance with the specifications, terms and conditions contained herein. Repair services, while not included under the scope of this contract, can be contracted for at an hourly rate per the facility's discretion under separate Purchase Order. BASE PERIOD: October 1, 2008 through September 30, 2009 Line Item #Qty#UnitsPriceTotal 0001 P/M Fresno1Yr4$_______$________ 0002 P/M Palo Alto1Yr8$_______$________ 0003 P/M NC Sacramento1Yr5$_______$________ 0004 P/M NC Martinez1Yr3$_______$________ 0005 P/M San Francisco1Yr9$_______$________ 0006 P/M Reno1Yr5$_______$________ TOTAL BASE YEAR:$______________ OPTION YEAR ONE: October 1, 2009 through September 30, 2010 Line Item #Qty#UnitsPriceTotal 1001 P/M Fresno1Yr4$_______$________ 1002 P/M Palo Alto1Yr8$_______$________ 1003 P/M NC Sacramento1Yr5$_______$________ 1004 P/M NC Martinez1Yr3$_______$________ 1005 P/M San Francisco1Yr9$_______$________ 1006 P/M Reno1Yr5$_______$________ TOTAL OPTION YEAR 1:$______________ OPTION YEAR TWO: October 1, 2010 through September 30, 2011 Line Item #Qty#UnitsPriceTotal 2001 P/M Fresno1Yr4$_______$________ 2002 P/M Palo Alto1Yr8$_______$________ 2003 P/M NC Sacramento1Yr5$_______$________ 2004 P/M NC Martinez1Yr3$_______$________ 2005 P/M San Francisco1Yr9$_______$________ 2006 P/M Reno1Yr5$_______$________ TOTAL OPTION YEAR 2: $______________ OPTION YEAR THREE: October 1, 2011 through September 30, 2012 Line Item #Qty#UnitsPriceTotal 3001 P/M Fresno1Yr4$_______$________ 3002 P/M Palo Alto1Yr8$_______$________ 3003 P/M NC Sacramento1Yr5$_______$________ 3004 P/M NC Martinez1Yr3$_______$________ 3005 P/M San Francisco1Yr9$_______$________ 3006 P/M Reno1Yr5$_______$________ TOTAL OPTION YEAR 3: $______________ OPTION YEAR FOUR: October 1, 20112 through September 30, 2013 Line Item #Qty#UnitsPriceTotal 4001 P/M Fresno1Yr4$_______$________ 4002 P/M Palo Alto1Yr8$_______$________ 4003 P/M NC Sacramento1Yr5$_______$________ 4004 P/M NC Martinez1Yr3$_______$________ 4005 P/M San Francisco1Yr9$_______$________ 4006 P/M Reno1Yr5$_______$________ TOTAL OPTION YEAR 4: $______________ GRAND TOTAL BASE AND FOUR OPTION YEARS: $ ____________________ SECTION C DESCRIPTION/SPECIFICATIONS/WORK STATEMENT 1. SERVICES: Contractor shall furnish all tools, labor, parts, materials, supervision and travel to provide preventive maintenance and calibration services to maintain the equipment as identified in Section D in accordance with the OEM specifications. All parts to be replaced under normal preventive maintenance (PM) as defined in the OEM's service manual will be included under this contract. Repair parts outside of those included in the PM will be provided by VHA and repair service will be billable on an hourly basis under separate purchase order. 2. DEFINITIONS/ACRONYMS: A. Biomedical Engineering - Supervisor or designee B. CO - Contracting Officer. C. COTR - Contracting Officer's Technical Representative. D. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or operative conditions. Service shall consist of calibration and testing in accordance with the manufacturer's latest established service procedures to ensure operation of equipment within manufacturer's or VA's performance specifications, whichever is the most rigorous. PM includes cleaning, inspecting lubricating and testing all equipment. All equipment shall be operated at least one complete operating cycle at the end of each PM. E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VA premises. F. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. G. Acceptance Signature - VA employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. H. Authorization Signature - COTR's signature; indicates COTR accepts work status as stated in ESR. I. NFPA - National Fire Protection Association. J. CDRH - Center for Devices and Radiological Health. K. VA - Department of Veterans Affairs L. OEM - Original Equipment Manufacturer 3. CONFORMANCE STANDARDS: Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, JC, NEC, OSHA, CAP, Federal and VA specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM's technical specifications. Additional performance specifications that exceed the OEM specifications shall be specified in writing by the VA. 4. PREVENTIVE MAINTENANCE (PM): A. Preventive Maintenance inspection shall be performed on an annual basis. The date and time of the inspections will be arranged by the contractor's service representative at least 30 days in advance by contacting the COTR or his/her designee. B. The contractor shall ensure that PM services are performed to ensure that the equipment listed in Section D is maintained in accordance with Section B1, Paragraph 3, Conformance Standards. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) which shall be provided to the COTR at the completion of each PM. The contractor's PM procedure and checklist shall match the OEM's recommend PM inspection procedure. C. The contractor shall perform PM services 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 COTR. D. 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. E. The contractor shall furnish documentation, including all measurement and calibration data to certify that the system is performing in accordance with the Conformance Standards. 5. EMERGENCY MAINTENANCE: A. The CO, COTR or designated alternate has the authority to approve/request a service call from the contractor. 6. HOURS OF COVERAGE: A. Normal hours of coverage are (Monday through Friday) from 7:00am to 5:00pm, excluding holidays as identified in Section H. All services/repairs will be performed during normal hours of coverage unless requested and/or approved by the COTR. B. Work performed outside the normal hours of coverage at the request of COTR will be billed at the hourly price listed in Section B, Item 2. Billing will include service time plus one (1) hour for travel time, and will exclude parts as they are included in Section B. A separate purchase order will be issued if necessary to cover the cost(s) associated with any additional call back service as described herein. C. Work performed outside of the normal hours of coverage at the request of the FSE and approved by the COTR will not be billed. Such time is considered normal hours of coverage for each individual occurrence. 7. SERVICE MANUALS: The VA shall not provide service manuals or service diagnostic software to the contractor for use in providing services under this contract. 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. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. 8. DOCUMENTATION/REPORTS: The documentation will include equipment down time and detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards. In addition, each ESR must at a minimum document the following data legibly and in complete detail: A. Name of Contractor B. Name of FSE who performed services. C. Contractor Service ESR Number/Log Number. D. Date, Time (starting and ending), Hours-On-Site for service call. E. VA Purchase Order Number(s) (if any) covering the call, if outside normal working hours. F. Description of Problem Reported by COTR/User. G. Identification of Equipment to be serviced to include the following: Equipment ID # or EE# from the bar-code, Manufacturer's Name, Device Name, Model#, Serial #, and any other Manufacturer's identification numbers. H. Itemized Description of Service(s) Performed (including 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. I. Total Cost to be billed. J. Signatures from the following: 1. FSE performing services described. 2. VA Employee who witnessed service described. K. Equipment downtime, calculated in accordance with Conformance Standards. NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COTR BEFORE SERVICE IS COMPLETED! 9. REPORTING REQUIREMENTS: The contractor shall report to Biomedical Engineering to "check-in" upon arrival and prior to performance of work under this contract. This check-in is mandatory and can be accomplished in person or by phone contact. When the service(s) is/are completed, the FSE shall document the services rendered on a legible ESR(s). The FSE shall be required to check out with the Biomedical Engineering Department (location to be specified at time of contract award) 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 accepted copy of the ESR will be sent to the COTR within 5 business days of work completion. FAILURE TO COMPLY, EITHER IN WHOLE OR IN PART, WITH EITHER THE NOTIFICATION OR ESR REQUIREMENTS WILL BE DEEMED SIGNIFICANT NON-COMPLIANCE WITH THE CONTRACT AND MAY BE JUSTIFICATION FOR TERMINATION OF THE CONTRACT. 10. ADDITIONAL CHARGES: There will 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 consecutive hours after discovery, notify the CO and COTR, (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 and COTR with a written estimate of the cost to make necessary repairs. 12. CONDITION OF EQUIPMENT: The contractor accepts responsibility for the equipment described in Section B, in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract. 13. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. Each respondent must have an established business, with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup. B. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) shall have successfully completed a formalized training program, for the equipment identified in Section B. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance on equipment identified in Section B. C. The FSE(s) shall be authorized by the contractor to perform the maintenance services as required. All work shall be performed by "Fully Qualified" competent FSEs. 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 VA. The CO may authenticate the training requirements, request copies of training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VA equipment. The CO and/or the COTR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the VA equipment. 14. TEST EQUIPMENT: Prior to commencement of work on this contract, the contractor shall provide the VAOPC with a copy of the current calibration certification of all test equipment that is to be used by the contractor in performing work under the contract. This certification shall also be provided on a periodic basis when requested by the VAOPC. Test equipment calibration shall be traceable to a national standard. 15. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS: The contractor's FSE shall wear visible identification at all times while on the premises of the VAOPC. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. The VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings at the VA. Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court. 16. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD: The contractor shall comply with the Federal/California OSHA Bloodborne Pathogens Standard. The contractor shall: A. Have methods by which all employees are educated as to risks associated with bloodborne pathogens. B. Have policies and procedures that reduce the risk of employee exposure to bloodborne pathogens. C. Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens. D. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, and mouthpieces for the employee during performance of the contract. SECTION D Equipment Listing LocationManufacturerModel NumberSerial #Equipment ID # Fresno, CAMEDRADENVISION Fresno, CAMEDRADSTELLANT Fresno, CAMEDRADSPECTRIS Fresno, CAMEDRADMARK 5 Palo AltoMedradSpectris110-10254259 Palo AltoMedradProvisE2452-10067495 Palo AltoMedradMark V+E2454-10052501 Palo AltoMedradMark V+F1185-10050542 Palo AltoMedradProvisF3102-10056102 Palo AltoMedradMark V+E3160-10045702 Palo AltoEZEM 9830F1160-10054146 Palo AltoEZEM9830114-10254147 NCHCS - SMCMEDRADSPECTRIS SDU 200 31282 NCHCS - SMCMEDRADPROVIS 34553 NCHCS - SMCMEDRADMARK V 37151 NCHCS - SMCMEDRAD30007301 45808 NCHCS - SMCMEDRADSCT211 47032 NCHCS - MTZMEDRADSPECTRIS 23197 NCHCS - MTZMEDRADPROVIS 43520 NCHCS - MTZMEDRADECT700 26819 SFVAMCEZ-ME61068 SFVAMCEZ-ME61068 SFVAMCMEDRADMARK V SFVAMCMEDRADMARK V SFVAMCMEDRADMARK V SFVAMCMEDRADMARK V SFVAMCMEDRADMARK V SFVAMCMEDRADMARK V POVIS SFVAMCMEDRADSpectris Solar RenoMEDRADMark V+ RenoMEDRADSpectris RenoMEDRADEnvision RenoMEDRADProvis RenoMEDRADEnvision Delivery, acceptance and FOB point DELIVER TO THE FOLLOWING VA MEDICAL FACILITY ADDRESSES: VA Central California Health Care System (VACCHCS) 2615 E. Clinton Avenue Fresno, CA 93703 VA Palo Alto Health Care System (VAPAHCS) 3801 Miranda Ave. Palo Alto, CA 94304 VANCHCS - Mather 10535 Hospital Way Sacramento, CA 95655 VA Northern California Health Care System (VANCHCS) 150 Muir Road Martinez, CA 94553 San Francisco VA Medical Center (SFVAMC) 4150 Clement Street San Francisco, CA 94121 VA Sierra Nevada Health Care System (VASNHCS) 1000 Locust Street Reno, NV 89502 Contractor must be willing to send technician to any of the locations listed above to conduct repairs. : Only electronic offers will be accepted. Offers are due to Candace.Renn@va.gov by NLT 4:30 p.m. Pacific time, September 10, 2008. For information regarding the solicitation please e-mail me at the above address. SOLICITATION PROVISIONS/CONTRACT CLAUSES: FAR 52.212-1 Instructions to Offerors - Commercial Items (Jun 2008). FAR 52.212-2 Evaluation - Commercial Items (Jan 1999) For the purposes of this clause the evaluation factors will be price and past performance both being of equal importance. FAR 52.212-3 Offeror Representations and Certifications -- Commercial Items (Jun 2008): Offerors must include a completed copy of the provision with its offer. FAR 52.212-4 Contract Terms and Conditions -- Commercial Items (Feb 2007). FAR 52.212-5 Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items (JUN 2006) For the purposes of this clause items (b) 1, 5, 7, 9, 15, 16, 17, 18, 19, 20, 21, 22, 23, 24, 31,37 and (c) 1, 2 and 3 are considered checked and apply. FAR 52.217-9 Option to Extend the Term of the Contract (Mar 2000) For the purpose of this clause the blanks are filled in as 30, 60 and 5 years respectively. FAR 52.217-8 Option to Extend Services (Nov 1999) (Insert 30 days) FAR 52.228-5 Insurance-Work on a Government Installation (Jan 1997) FAR 52.232-38 Submission of Electronic Funds Transfer Information with Offer (May 1999) VAAR 852.203-70 Commercial Advertising (Jan 2008) VAAR 852.270-1 Representatives of Contracting Officers (Apr 1984) VAAR852.237-70 Contractor Responsibilities (Apr 1984) VAAR852.270-4 Commercial Advertising (Nov 1984) Small businesses, especially veteran-owned and service-disabled veteran-owned small businesses, are encouraged to contact their nearest Procurement Technical Assistance Center (PTAC) if assistance is needed in preparing their proposal. The website address for the location of the nearest PTAC is http://www.sellingtothegovernment.net.
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