FILE | J | BECKMAN COULTER: SERVICE AGREEMENT FOR HEMATOLOGY ANALYZER - Attachment

FBO DAILY ISSUE OF JANUARY 28, 2012 FBO #3717
DOCUMENT

J -- BECKMAN COULTER: SERVICE AGREEMENT FOR HEMATOLOGY ANALYZER - Attachment

Notice Date: 1/26/2012
Notice Type: Attachment
NAICS: 334516 — Analytical Laboratory Instrument Manufacturing
Contracting Office: Department of Veterans Affairs;Network Contracting Office 22;4811 Airport Plaza Drive Suite600;Long Beach CA 90815
ZIP Code: 90815
Solicitation Number: VA26212Q0351
Response Due: 2/2/2012
Archive Date: 2/12/2012
Point of Contact: Tien Nguyen
Small Business Set-Aside: N/A
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. The solicitation number VA-262-12-Q-0351 is issued as a request for quote (RFQ). This solicitation incorporates provisions and clauses as those in effect through Federal Acquisition Circular 2005-55. The North American Industry Classification System Code (NAICS) is 334516 and the Small Business Size Standard is $7.0 million. Period of performance: Twelve (12) months, Start Date: TBD Contract type: Firm fixed Price, parts and labor are inclusive Service: Service agreement & PMI (see Statement of Work below) Location: VA West Los Angeles Healthcare System 11301 Wilshire Blvd. Los Angeles, CA 90073 DESCRIPTION OF PRODUCT QTY PRICE 1.Beckman Coulter LH 750 Analyzer Serial Number AK334911 1.Beckman Coulter LH 750 Analyzer Serial Number AK345101 Total Price STATEMENT OF WORK 1.SCOPE: The Contractor shall provide all necessary labor, materials, supplies, parts, software (needed for the general operation of the equipment), tools, equipment, travel, transportation expenses and other related costs to provide two (2) Preventive Maintenance Inspection (PMI) and unlimited Intervening Services on selected Government Own Beckman Coulter Analyzer, LH 750. The contract shall consist of twelve (12) months. Changes determined by the Contracting Officer to be within the general scope of the contract shall be made in accordance with FAR 52.212-4(c), "Changes," and shall not necessitate new solicitation proceedings. 2.GENERAL REQUIREMENTS: All work shall be in accordance with manufacturer's instructions, including, but not limited to; calibration, lubrication, adjustments, cleaning, testing, disassembly, checkout, replacement of worn and/ or defective parts, etc Ś the above shall be performed as necessary as required to keep each equipment in optimal working condition. This is a full service contract which includes; unlimited emergency service, no additional charge for labor, travel, or expense during normal working hours, unlimited original manufacture parts, products updates and modifications. Initial diagnosis will be by telephone which is available twenty-four (24) hours; if an on-site service is required it shall be within the same day of normal working hours. Any service performed during other than normal work hours must have prior approval from the Contracting Officer Representative (COR) or Contracting Officer (CO). At no time shall any portion of the equipment be inoperable for more than an eight (8) hours, from the time of request for service, due to non availability of parts. A deduction of 1/30th of the monthly rate will be taken for each day a machine is inoperable after eight (8) hours from notification. All equipment must be maintained in a condition, which shall satisfy the requirements of the Department of Health, Education and Welfare, National Fire Protection Association (NFPA), Joint Commission of Accreditation of Healthcare Organization (JCAHO), Association for the Advancement of Medical Instrumentation (AMI), South Coast Air Quality Management District (SCAQMD), and Environmental Protection Agency (EPA) in the states in which the work is performed. Failure to perform any of the services, as set forth in this contract will be considered grounds for invoking Default provisions. 3.PARTICIPATING FACILITY: VA Greater Los Angeles Healthcare System 11301 Wilshire Blvd. Los Angeles, CA 90073 4.HOURS OF WORK: This contract is a full service contract to include all necessary service calls five (5) days per week, Monday through Friday, excluding National holidays. Any service performed during other than normal work hours must have prior approval from the COR or CO. VA West Los Angeles Healthcare System 8:00 AM - 5:00 PM NATIONAL HOLIDAYS: New Year's DayJanuary 01 Martin Luther King's BirthdayThird Monday in January President's DayThird Monday in February Memorial DayLast Monday in May Independence DayJuly 04 Labor DayFirst Monday in September Columbus DaySecond Monday in October Veterans DayNovember 11 Thanksgiving DayFourth Thursday in November Christmas DayDecember 25 If the holiday falls on a Sunday, the following Monday will be observed as a National holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America. OVERTIME AND HOLIDAY PAY: Any overtime and/or holiday pay that may be entitled to the Contractor's employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for "availability" or "on-call" services unless otherwise provided herein. 5.QUALIFICATION/ CERTIFICATION: Personnel performing maintenance and repair services must be fully qualified, competent; Field Service Engineers (FSE) who has been trained to perform work on the specific equipment in accordance with the original manufactures PMI/ repair procedures. "Fully qualified" is defined as factory-trained or equivalent* and experienced to work on the equipment assigned. The Government Contracting Officer's Technical Representative (COR) reserves the right to reject any of the Contractor's personnel and, refuse them permission to work on VA equipment if they are determined not "fully qualified" or documentation has not been submitted and approval given for the FSE to provide needed services. * Equivalent training must be of the same duration, content, and type provided by the OEM to their technicians. 6.PREVENTIVE MAINTENANCE INSPECTION (PMI)/ SERVICE: Service shall include software updates (if applicable) needed for the general operation of the equipment. At the completion of PMI on each sterilizer, a comprehensive cycle should be done to assure proper working order. Service also includes all necessary intervening service calls required to replace any worn or defective parts needed due to instrument failure and maintain equipment in optimum operating condition. Intervening services shall be rendered as directed by the COR. Any call back for service request for the same type of malfunction shall be at no charge to the Government. Emergency and repair services not covered in this contract shall be performed by time and material on a separate purchase order outside of the scope of this contract and possibly with another vendor. Each inspection must be scheduled at least three (3) days in advance with the Contracting Officer's Technical Representative (COR). All newly installed parts will become property of the Government. Replaced parts are to be disposed by the Contractor after approval of COR. 7.HARDWARE/ SOFTWARE: Shipment to customer of installable replacement parts on an exchange basis shall be sent by overnight delivery within two (2) days at the Contractor's expense. If parts are not available within two (2) days then an alternative date of delivery must be approved by the Chief of Biomedical engineering. Software products used are of the original manufacture and designed specifically for the equipment herein. Contractor shall ensure installation is correct and equipment is in optimal working condition. For the duration of the contract, any new updates and enhancements shall be provided to the Government within 15 days without any additional cost. Reconfiguration, upgrading, or changing of the Network requires pre-approval from Biomedical Engineering Department. 8.REPORTING: All service reports submitted to any of the VA stations shall, as a minimum, contain a detailed description of any services or repairs performed for each item of equipment. The report shall also include a list of replacement parts, when applicable, number of hours of service, safety checks, performance data, and the date, along with any Contractor recommendations necessary to maintain the equipment in optimum operating condition. Service Technician shall document and report to the using service and COR, any unsafe condition concerning this medical equipment or signs of misuse or neglect. Service Technician shall document the field service report all findings of problems and their correction, including all performance verification. The service report must be legible and signed by the COR, after the Service Technician has demonstrated to the COR and the equipment user that the equipment is in proper operating condition and meets manufacturer's specifications. Both the check-in and check-out procedures for all VA stations as defined in number 12 are mandatory and shall be strictly enforced. NOTE: Payment of invoices may be delayed if the appropriate reports are not completed properly and are not submitted as required. VA West Los Angeles Healthcare Facility - All repairs or services shall be performed during normal working hours. The Contractor's Field Service Engineer shall report in person to the COR in BioMed, room 0261. After all work is completed, the Contractor's Field Service Engineer shall submit, in writing, a complete Report of Services rendered to the BioMed department. The service report must be signed by the COR or the supervisor of the department where the equipment is located. 9.TEST EQUIPMENT: Contractor will provide all necessary supply and/ or equipment necessary to complete the required service/ repair. All test equipment used will be calibrated with calibration traceable to a certifying body/ agency. Contractor shall keep calibration and certificate with copies furnished initially and whenever recalibration is performed. 10.REMOVAL OF EQUIPMENT: Should a piece of equipment require repair at the Contractor's plant, Contractor agrees to provide a loaner at no extra charge, if requested. The Contractor may not remove equipment from a Government site for only minor repairs. Government property cannot be removed from the station without a signed Property Pass. This Property Pass may be obtained, after removal is authorized by the COR, from the location listed for each VA Station as listed below: -VA West Los Angeles Healthcare Facility - building 5, BioMed Department, room 0261 11.DISCONTINANCE OF SERVICE: The Government reserves the right to terminate service on a particular machine meeting replacement criteria upon written notice to the Contractor with payment to be prorated. 12.SAFTEY STANDARDS: Contractor shall provide electrical safety measurements on all equipment under this contract after all work has been completed for each visit. The standards to be used are those of the Veterans Affairs, DM&S Supplement, MP-3 "Supplement to VA Engineering" Chapter 2, Appendix 2C, Change 4, November 4, 1983, "Leakage Current Limits". A copy of these standards shall be provided upon request. These standards are strictly enforced. Any equipment not meeting the minimum standards shall be considered "Inoperable" until such times as it "Passes" the minimum standards. All equipment shall be subject to inspection by VA Biomedical Engineering personnel to verify compliance with these standards. 13.BADGE: Contractor service technician shall obtain a "Contractor I.D Badge" from the VA Police. All Contractor personnel are required to wear I.D Badge during the entire time on VA facility. The I.D Badge MUST have an identification picture and shall state the name of the individual and the company represented. 14.CONTRACTOR PERSONNEL: a. Contractor's Program Manager. The contractor shall provide a contract program manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor's Program Manager shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. Company Name: Address: Phone No: Fax No: Contact Name: Email: b.Contractor Employees. The contractor shall not employ persons for work on this contract if such employee is identified to the contractor as a potential threat to the health, safety, security, general well being or operational mission of the installation and its population. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company and/or wearing badges bearing the Contractor's name and the employee's name in English. Contractor Field Service Engineers shall be dressed to present a clean, neat appearance at all times when performing under this contract. Contractor personnel may smoke only in designated areas. It is the responsibility of the VISN 22 Healthcare Facilities to provide a safe and healthful environment for employees and patients and to serve as a leader in community health awareness and education. It is in fulfillment of this obligation that the facilities are committed to the establishment of a smoke-free environment. This policy applies to every location in the Healthcare Facilities. There shall be no smoking within 25 feet of all entrances to buildings. Smoking is allowed in all outside areas that are 25 feet away from entrances to buildings unless indicated otherwise. Enclosed patios connected to facility buildings are considered part of the building and as such are non-smoking areas. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC). The Contractor shall perform services in accordance with the ethical, professional and technical standards of the equipment repair industry as consistent with VA Policy, Regulations and Procedures. 15.ORDERING ACTIVITIES AND OFFICERS: The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or his/her delegated representative acting within the limits of his/her authority. Only those services specified herein are authorized. Before performing any service of a non-contract nature, the Contractor shall advise the Contracting Officer of the reasons for additional work. Changes to the resulting contract are not authorized, unless in writing by the Contracting Officer. Any commitment or changes, which affect the price, quantity and authority to amend, rendered decision on questions of fact in dispute and related contract administration problems are duties of the Contracting Officer and cannot be re-delegated. Upon award, the contractor will be notified of a designation of a Contracting Officer Technical Representative (COR) and the responsibilities and limitations authorized. No oral statement of any person shall modify or otherwise affect the terms, conditions, or specifications stated in this contract. All modifications to the contract must be made in writing by the Contracting Officer. 16.CONTRACTOR LIAISON: The Contractor shall designate one (1) employee who shall be responsible for the performance of the work under this contract. The liaison shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The liaison may be a contract health care provider performing under this contract. An alternate may be designated, but the Contractor shall identify, in writing, those times when the alternate shall act as the liaison. Contractor Liaison: _____________________ Phone: ____________ Fax: __________ 17.EVIDENCE OF INSURANCE COVERAGE: The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee's Public Liability Insurance in accordance with Federal and State of California and/or Nevada laws. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) days notice to the Contracting Officer. Contractor is required to provide copies of proof of Workers Compensation and Employee Public Liability Insurance within fifteen (15) calendar days after notification of contract award. 18.ORDERING, INVOICE AND PAYMENT: Contractor shall list in the space below the name(s) and Adress(es) of customer service department with whom the Government facilities shall place orders: Company Name: Address: Phone No: Fax No: Contact Name: Email: The Contractor shall submit in arrears a properly completed individual itemized invoices in accordance with FAR clauses 52.212-4(g) Contract Terms and Conditions - Commercial Items to: VA Finance Center P.O. Box 149971 Austin, TX 78714 Invoices submitted for payment shall be reviewed for accuracy and shall be subject to approval by the Government prior to remittance of payment. The invoice MUST be itemized to include the following information. 1.Facility name and address where service was provided 2.Purchase order number 3.Type of service provided a.Item name b.Model number c.Date of service(s) No advance payments shall be authorized. Payment shall be made on a monthly basis for services provided during the billing month in arrears in accordance with FAR 52.212-4, para. (i) Upon submission of a properly prepared invoice for prices stipulated in this contract for services delivered and accepted in accordance with the terms and conditions of the contract, less any deductions stipulated in this contract. Payment of invoices may be delayed if the appropriate invoices as specified in the contract are not completed and submitted as required. 19.SECURITY REQUIREMENTS: All Contractor personnel are required to check into the facility Police & Security office at each visit to pick up a "contractor" badge prior to contacting the COR. The Contractor must wear badges bearing the Contractor's name and the employee's name in English during the entire time the Contractor is on any of the VA Medical Facility grounds covered under this contract. It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations. ADP Security: Protection of Computer Equipment, confidentiality of patient information, and the integrity of computer software/data at all Healthcare Facilities are essential. Software installed on each PC is copyrighted and copy of software for use elsewhere is prohibited. In the event of a possible security violation, the Healthcare Center's ADP Security Committee shall investigate and recommend corrective action to the appropriate agency. 20. REQUIRED REGISTRATIONS a.Contractor Performance System (CPS): As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed $100,000, and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement, VA uses an online database, the Contractor Performance System (CPS), which is maintained by the National Institutes of Health (NIH). The CPS database information is shared with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. b.You are required to register with the NIH CPS database at the following web address: https://cpscontractor.nih.gov c.Further, your registered representative data, as well as any other information in your registration data, must be kept current. Performance evaluations entered into CPS by the contracting officer shall be assigned to the contractor's registered representative for comment. Failure to comment and reassign the report back to the contracting officer, or to maintain current registration, shall result in the Government's evaluation being entered in the database with a statement that you have failed to respond. d.Help in registering can be obtained by contacting CPS Support E-mail (cps-support-1@list.nih.gov) or by calling (301) 451-2771. e.Central Contractor Registration (CCR): Pursuant to FAR clause 52.212-4, para (t), Central Contractor Registration (CCR), after initial registration, the contractor is required to update registration data as changes occur and must re-register annually to ensure all data remains current. Noncompliance with this requirement shall preclude the exercising of any option periods that may be included herein and shall be cause for termination of the contract at such time noncompliance is discovered. Refer to cited Clause for more detail. f.You are required to register with the Central Contractor Registration database at the following web address: http://www.ccr.gov ** Late submission will not be accepted. Offerors must comply with all instructions contained in provision 52.212-1 Instructions to Offerors - Commercial Items. Pursuant to FAR Clause 52.212-4, para (t), Central Contractor Registration (CCR), after initial registration, the contractor is required to update registration data as changes occur and must re-register annually to ensure all data remains current. Noncompliance with this requirement will preclude the exercising of any option periods that may be included herein and will be cause for termination of the contract at such time noncompliance is discovered. Refer to cited Clause for more details. You are required to register with the CCR database at the following web address: CCR - http://www.ccr.gov. It is imperative that you complete this registration in order to be considered for contract award. In accordance with FAR Provision 52.212-1 paragraph (j), please provide the Dun and Bradstreet Number assigned to your firm in the space provided: DUNS# __ __ - __ __ __ - __ __ __ __. 52.212-2 Evaluation - Commercial Items (Jan 1999) 52.212-3 Offerors Representations and Certifications - Commercial Items - The Contractor Must Return a completed copy of provision 52.212-3 with the offer, a copy of the provision may be attained from https://www.acquisition.gov/Far/ 52.212-4 Contract Terms and Conditions - Commercial Items (Jun 2010) 52.212-5 Contracts Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items. The following FAR clauses identified at paragraph b of FAR 52.212-5 are considered checked and are applicable to this acquisition: 1, 22, 31, 34, 39. The following additional clauses and provisions apply: FAR 52.204-7 Central Contractor Registration ; FAR 52.211-6 Brand Name or Equal; FAR 52.232-18 Availability of Funds; FAR 52.233-2 Service of Protest; VAAR 852.211-71(a) Guarantee; VAAR 852.211-77 Brand Name or Equal; VAAR 852.270-4 Commercial Advertising; VAAR 852.237-70 Contractor Responsibilities. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. The full text of a clause and provision may be accessed electronically at this/these addresses: Federal Acquisition Regulation Home Page: https://www.acquisition.gov/Far/; Veterans Affairs Acquisition Regulation Home Page: http://www1.va.gov/oamm/oa/ars/policyreg/vaar/. The Government will consider all quotes received by 10:00 AM PST February 2, 2012. Offers may be mailed or emailed to Tien Nguyen at tien.nguyen@va.gov.
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J -- BECKMAN COULTER: SERVICE AGREEMENT FOR HEMATOLOGY ANALYZER - Attachment