SPECIAL NOTICE
65 -- Sources Sought Notice for the Maintenance of an IntraLase Laser located at Carl R. Darnall Army Medical Center (CRDAMC), FT Hood, TX.
- Notice Date
- 6/26/2013
- Notice Type
- Special Notice
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- Great Plains Regional Contracting Ofc, ATTN: MCAA GP L31 9V, 3851 Roger Brooke Drive, Fort Sam Houston, TX 78234-6200
- ZIP Code
- 78234-6200
- Solicitation Number
- W81K0013R0042
- Archive Date
- 6/26/2014
- Point of Contact
- Timothy Hoerz, 254-285-6747
- E-Mail Address
-
Great Plains Regional Contracting Ofc
(timothy.t.hoerz.civ@mail.mil)
- Small Business Set-Aside
- N/A
- Description
- This is a Sources Sought Notice announcement; market survey for information only, to be used for preliminary planning purposes. No proposals are being requested or accepted with this synopsis. THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. Any requests for a solicitation in response to this notice will not be honored. The Southern Regional Contracting Office, Fort Hood, TX, has an upcoming requirement to solicit for and award a maintenance services contract for IntraLase FS Laser at Carl R. Darnall Army Medical Center (CRDAMC), Fort Hood, TX. It is anticipated that the proposed services will result in a Firm Fixed-Priced contract. Maintenance Services must be accomplished by experienced and professional employees certified to work on this specific equipment. Additional requirements include the capability to provide all necessary trained, experienced personnel, labor, tools, diagnostic equipment and software, material, supplies, transportation, parts and equipment (excluding expendable items) to perform repair services and support of these units. The type of solicitation to issue will be based upon the responses to this synopsis. Contact with Government Personnel, other than the Contract Specialist identified at the bottom of this notice, by any potential offeror, or their employees, regarding this requirement is strictly prohibited. The purpose of this synopsis is to gain knowledge of interest, capabilities and qualifications of various members of the Small Business Community to include Section 8(a), Historically Underutilized Business Zones (HUB-Zone), Women-Owned Small Business, and Service-Disabled Veteran-Owned Small Business (SDVOSB), as well as the interest, capabilities and qualifications of various members of the Large Business community, to compete and perform a Firm Fixed Price Contract for these services. The type of solicitation to issue will depend upon the responses to this sources sought synopsis. The Government must ensure there is adequate competition among the potential pool of responsive contractors. The North American Classification System (NAICS) code for this requirement is 811219 - quote mark Medical and surgical equipment repair and maintenance services quote mark. The Small Business Size Standard is $19,000,000.00. For reference purposes, a draft PWS has been attached. Responses to this Sources Sought Notice should demonstrate the firm's ability, capability, and responsibility to deliver the services listed above. In response to this notice, interested parties shall submit a written Statement of Capability limited up to 5 pages and shall include the following information: Offeror's name, address, point of contact, phone number, and e-mail address. Offeror's interest in providing a proposal/quote on the solicitation when it is issued. Offeror's capability to meet personnel requirements. Offeror's capability to perform a contract of this magnitude and complexity (include offeror's in-house capability to execute maintenance services for this equipment, comparable work performed within the past 5 years -brief description of the work, customer name, timeliness of performance, customer satisfaction, and dollar value of the work) - provide at least three (3) examples. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and expertise and experience to compete for this acquisition. Offeror's type of small business and Business Size (Whether 8(a), HUB Zone, Women-Owned Small Business, Service Disabled Veteran Owned Small Business, etc.), or Large Business Status, should be documented in the Statement of Capability. Interested parties are responsible for marking information that is proprietary in nature. No reimbursement will be made for any costs associated with providing information in response to this notice or any follow up information requests. The Government is not obligated to, nor will it, pay for or reimburse any costs associated with responding to this sources sought notice. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. No subcontracting opportunity is anticipated. A determination by the Government to not compete this proposed contract action based on the responses to this notice is solely within the discretion of the Government. Interested Offerors shall respond to this Sources Sought Notice no later than 15 July 2013 at 12:00 P.M. All interested businesses must be registered in the Central Contractor's Registration (CCR) through the System for Award Management (SAM) at www.sam.gov to be eligible for award of Government contracts. Fax or email your response Tim Hoerz, Contract Specialist to FAX # 254-553-3906 or email: timothy.t.hoerz.civ@mail.mil. Telephonic inquiries will not be honored. EMAIL IS THE PREFERRED METHOD. Performance Work Statement (PWS) Intralase Laser 1. General: Contractor shall provide scheduled and unscheduled maintenance according to the service agreement to include parts, and labor on the Intralase Laser located in the Ophthalmology Section at C. R. Darnall Army Medical Center, Building 36000, Fort Hood, Texas. Model Ultralase FS Serial # 0308-60084 ECN# 018087 2. Scope of Work: The contractor shall provide all necessary trained experienced personnel, labor, tools, diagnostic equipment and software, material, supplies, transportation, parts and equipment, excluding expendable items to perform repair support of the Intralase Laser. Service shall consist of two preventive maintenance (PM) and unlimited repair calls for the Intralase Laser. 2.1. Normal Duty Hours: Monday through Friday 7:30 am. to 4:30 p.m., excluding national holidays and weekends. 2.2. Contractor shall report or telephonically notify the Medical Maintenance Branch Contracting Officer's Representative or Alternate Contracting Officer's Representative, CRDAMC Bldg 36000 Room 0004. 2.3. After Duty Hours: Contractor shall report to the Administrative Officer of the Day (AOD) at the front desk of the hospital to be escorted to the appropriate work area. 3. Personnel Qualifications: The contractor shall provide documentation that the field service technicians are qualified and manufacture trained on the Intralase Laser. In addition to this training, the technicians must have proof of two years of working experience, effective with the current date. The contractor prior to service commencing shall present documented proof of successful completion of such training. 4. Contract Representative (POC). The contractor shall provide in writing on the contract start date, the name and telephone number of a primary and alternate individual to act as their representative to be responsible for the coordination of the contract with the government. The contractor's designated representative shall be the point of contact with the government and shall have the authority to act or make decisions for the contractor on all matters pertaining to the contract. The Contracting Officer's Representative or Alternate Contracting Officer's Representative shall be notified in writing within 72 hours, whenever changes are made. 5. Quality Control: 5.1. The contractor shall establish and maintain a Quality Control Plan to ensure that the quality of service and material provided meet or exceed the pecifications, terms and conditions of the contract. All repairs or modifications that are made shall be in compliance with the manufacturer's specification and Food and Drug Administration guidance. 5.2. The government will establish and maintain a Statement of Work. 6. Definitions: 6.1. Scheduled Maintenance: The scheduled care and servicing of equipment for the purpose of the equipment to be maintained in a serviceable condition in accordance with the manufacturer's specifications. 6.2. Unscheduled Maintenance: Repair action necessary to return the equipment to a totally operational condition as it was designed to operate in accordance with the manufacturer's specifications. 6.3. Quality Control Plan: The contractors. written plan describes how he will ensure the performance of the services required by the contract are met or exceeded. At a minimum, the contractor's Quality Control Plan will include: 1. Method for acquiring acceptable replacement parts. 2. Inspection intervals and a copy of the checklist to be used by the contractors QA Inspector. 6.4. Replacement Part: A component or module of the existing system or approved upgraded/modified system requiring replacement through a fault developed through normal use or normal wear and tear. Replacement parts do not include consumable supplies. Replacement parts include components that are installed solely for cosmetic appearance i.e. cowlings, molding, keyboard keypads (when the key designation is work off), etc. 6.5. OEM: Original Equipment Manufacturer. 7. Government Furnished Services: 7.1. Equipment: The equipment covered under this contract will be made available to the contractor for the purpose of scheduled or unscheduled service. The contractor shall obtain Contracting Officer's Representative or Alternate Contracting Officer's Representative approval for the time and duration of the service to be conducted and shipping instructions. 7.2. Property: The contractor shall not use property provided by the government for any purpose other than in the performance of this contract. 7.3. Utilities: Reasonable amounts of electric power and other utilities will be provided to the contractor to perform required services. The contractor is responsible for conserving utilities while working in the installation. 7.4. Contractor Furnished: Only the property and services referenced in paragraph 7.1 and 7.2 will be provided to the contractor to perform required services. All other property and services required in the performance of this contract shall be furnished by the contractor. For example: 7.4.1. Tools 7.4.2. Test equipment 7.4.3. Current service manuals with guaranteed ability to provide product updates, guaranteed to provide factory mandated instrument modifications, schematics, wiring diagrams and troubleshooting guides (failure to provide product updates or factory mandated modifications is grounds for contract termination). 7.4.4. All other items necessary to perform service such as common hardware, connectors, tubing and etc. 8. Replacement Parts: The contractor shall have ready access to unique and/or high mortality replacement parts. All parts supplies shall be compatible with the Intralase Laser. 8.1. All replacement parts shall become the property of the government and the replaced malfunctioning part shall become the property of the contractor. 8.2. Freight, postage and storage charges associated with shipment and receipt of replacement parts and the return of work or defective parts shall be the responsibility of the contractor. 8.3. The contractor shall use only new or reconditioned parts for which the quality is equal to or better than the Original Equipment Manufacturer (OEM.s) original part. Any parts provided by the contractors that are considered by the OEM to be substandard may be replaced at the contractor's cost. When discrepancies occur, the Contracting Officer's Representative or Alternate Contracting Officer's Representative will make the final determination about whether a replacement part is of equal or better quality. 8.4. The contractor shall provide all replacements and service necessary to restore the equipment to 100% operational condition as specified by the OEM. 9. Coordination for scheduled and unscheduled services: Preventive maintenance shall be performed in accordance with the manufacturer's specifications during the specified month. The contractor shall coordinate 15 days in advance with the Contracting Officer's Representative or Alternate Contracting Officer's Representative, Medical Maintenance Branch, for preventive maintenance, certification, and calibration. The service technician shall provide line/internet support (IF APPLICABLE) within twenty-four (24) hours of notification. Government request for remedial repairs will be placed telephonically by the contracting officer or his/her designated representative to the contractor's POC. The contractor's response to requests for remedial repairs may include a telephone consultation between the equipment user/operator or Government's Service Technician and a contractor's FSE. The purpose of this telephone consultation shall be: 9.1. To determine the most likely cause of the problem. 9.2. To determine if resolution of the problem requires the dispatch of a FSE once determination has been made that a contractor's FSE is required on site. The contractor's FSE shall have 24 hours to be on-site from the time of notification by the contracting officer to the contractor and restored fully operational within 72 hours. 9.3. To identify replacement parts if any likely to be required in order to return the equipment to 100% operational condition as specified by the OEM. 9.4. The Government and the contractor will exchange hazard communication information before the commencement of any repair. 9.5. When required, the contractor will comply with the OSHA lockout/tagout standard while performing maintenance on electrical equipment. 10. Scheduled/Unscheduled Maintenance documentation: All scheduled and unscheduled maintenance shall be documented on a service report. This form will be furnished upon completion of service within five working days to the Medical Maintenance Branch Contracting Officer's Representative or Alternate Contracting Officer's Representative via email or fax. 10.1 Service Reports: The contractor shall prepare a service report for each job performed. During duty hours, the service reports will be authenticated with the Medical Maintenance Branch during normal duty hours and with the AOD after normal duty hours. The service reports shall include the following information as a minimum: 1. Government contract number 2. Equipment identification data 3. System nomenclature, room number, location, model and serial numb 4. Purpose of service (scheduled service or unscheduled service call 5. Start date/time and completion date/time 6. Description of defect and corrective action taken 7. List of parts and cost. Total cost of service to include labor and parts 8. Explanations of any deferred or delayed repair action with an estimated get well date. 10.2. Calibration Documentation; All calibration services shall be documented by the contractor on the service report and a DD 2163 Calibration/Verification Certification label is attached to the medication management system if needed. The verification shall be affixed to the units with the service date, initials and date next service due annotated. If the contractor does not have labels, the medical maintenance shop will furnish the government form DD 2163 Verification/Certification. 10.3. Calibration Documentation of X-Ray systems; the contractor shall complete DD Form 2164 in accordance with the instructions provided in TB 38-750-2. A continuation sheet shall be attached to the DD Form 2164 indicating the manufacturer, model, serial number and date of calibration expiration of all items of test and measurement equipment used to perform the calibration. Required forms and extracts from pertinent directives will be furnished to the contractor by the government. 10.4. Maintenance Logs: A maintenance log will be maintained with the service technician for the system. The log will be documented for any service performed. The log will remain on-site with the system. 10.5. Scheduled Maintenance documentation: All scheduled maintenance shall be documented on a service contract. This form will be furnished upon completion of service to the Medical Maintenance Branch Contracting Officer's Representative or Alternate Contracting Officer's Representative. 11. Equipment Modification/Alteration/Upgrades: 11.1. The contractor shall perform/incorporate only OEM specified modifications, alterations, and upgrades. Approval shall be obtained from the Contracting Officer's Representative or Alternate Contracting Officer's Representative prior to the contractor's installation of the modification, alteration, or upgrade. 11.2. The contractor shall perform or cause to be performed all OEM field modifications and safety alert inspections. 11.3. The contractor shall maintain contact with the OEM to determine the requirement for field modifications and to ensure accomplishment of these field modifications are in accordance with the time schedule set forth by the OEM. 11.4. The contractor will make known to the Contracting Officer's Representative or Alternate Contracting Officer's Representative of minor or routine OEM software upgrades when they become available by the manufacturer. 11.5. Hardware and software changes not supported by the OEM are not authorized. 12. Contractor Reporting Requirements: During normal duty hours, the contractor's FSE shall notify the contracting officer in person upon arrival at the government site and again prior to departure. Contractor representative shall sign in and out at the Medical Maintenance Branch, Building 36000. In the event that the contractor performs service beyond the normal duty hours, he shall sign-in and out with the Administrative Officer of the Day (AOD) at the information desk located on the main floor in the front lobby. 13. Repair Parts: All repair parts shall meet exact manufacturer's specifications and be the most current revision level. All parts shall be new or remanufactured by the manufacturer of the instruments. 14. Services beyond the scope of the performance work statement: The contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the Contracting Officer's Representative or Alternate Contracting Officer's Representative of the existence or development of any defects in/or repairs required to the equipment covered under this contract especially which the contractor considers they are not responsible under the terms of the contract. At the same time of the notification, the contractor shall furnish the contracting officer with a written estimate of the cost to make the necessary repairs. 15. Conduct of Personnel: The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of misconduct, security, or found to be or suspected to be under the influence of alcohol, drugs or other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer's Representative or Alternate Contracting Officer's Representative that such action is necessary and in the interest of the Government. In accordance with applicable directives and 18 U.S.C. 1382 (1972), the Installation Commander has the authority to bar individuals from the installation. The removal from the job site or dismissal from the premises shall not relieve the contractor of the requirement to provide sufficient personnel to perform the services as required by this work statement. 16. Security Requirements: 16.1. Contractor personnel or any representative of the contractor entering Fort Hood Army Installation shall abide by all security regulations and shall be subject to security checks. 16.2. Contractor personnel and property shall be subject to search and seizure upon entering the confines of Fort Hood Army Installation and while on the installation in accordance with AR 190-13 (The Army Physical Security Program). 17. Identification Badge: Contractor personnel shall wear a vendor identification badge at all times when performing services at the Government site. Identification badges shall be worn in a clearly visible area of the Field Service Engineers (FSE.s) outer garment. The badge will be furnished at the Medical Maintenance Branch during duty hours and by the Administrative Officer of the Day (AOD) after duty hours. PERFORMANCE REQUIREMENT SUMMARY The following minimum Quality Assurance Plan applies. The Government may modify inspection methods in accordance with site specific requirements. PERFORMANCE OBJECTIVEPERFORMANCE STANDARDREF PWSMETHOD OF ASSESSMENT Establish and maintain a Quality Control PlanDocumentation in accordance with regulations, established guidelines5.0COR Review Have access to unique and/or high mortality replacement parts. Comply initially and as required 100% of the time.8.0COR Maintain Log All repair parts shall meet exact manufacturer specifications and be the most current revision level; all parts shall be new or remanufactured by the manufacturer of the instruments.Comply initially and as required 100% of the time.13.0COR Maintain Log Comply with security requirements.Comply initially and as required 100% of the time.16.0COR maintain log. STANDARD MEASUREMENT PAST PERFORMANCE ASSESSMENT 99% to 100% Excellent Document Past Performance 96% to 98% Very Good Assessment Report, paying 95% Satisfactory particular attention to 92% to 94% Marginal performance that exceeds 92% or Less Unsatisfactory the standard
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