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FBO DAILY - FEDBIZOPPS ISSUE OF JUNE 21, 2014 FBO #4592
DOCUMENT

J -- Maintenance Photopheresis Units Revised SOW - Attachment

Notice Date

6/19/2014
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 9;1639 Medical Center Parkway;Suite 400;Murfreesboro TN 37129
 

ZIP Code

37129
 

Solicitation Number

VA24914Q0353
 

Response Due

6/24/2014
 

Archive Date

9/22/2014
 

Point of Contact

Kathleen Hoffman
 

E-Mail Address

en.hoffman@va.gov<br
 

Small Business Set-Aside

N/A
 

Description

This is an amendment to the RFQ VA249-14-Q-0353 previously posted. An revised Statement of Work is attached below. All other terms and conditions previously stated remain in effect. STATEMENT OF WORK HEALTH & FITNESS SERVICES THERAKOS PHOTOPHERESIS UNITS TVHS, Nashville Campus - Room C481 I.INTRODUCTION AND SCOPE OF WORK: Furnish all labor, parts, material, shipping and travel for Preventive Maintenance on the Therakos 1UVAR-XTS and CellEX photopheresis machines listed on Attachment A. II.REQUIREMENTS: Preventive maintenance inspections shall be scheduled annually during the month of October. A.SCHEDULED PREVENTIVE MAINTENANCE: 1.The Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with Section III References. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. PM services shall include, but need not be limited to, the following: a.Preventative maintenance on the Photopheresis Machines shall include the following: (1)Preventative Maintenance: (a)Verifying that the proper fuses are in place (b)Lubricating the rubber seal at the bottom of the Centrifuge Bowl Housing (c)Checking that the Bowl Lid Switch is activated as the Bowl Lid is tightened (d)Calibration of the Centrifuge Bowl Optics (e)Calibration check on the Hemocrit Detector (f)Recalibrating the Thermocouples (2)System Check-out Procedure: (a)Turn the unit on and verify that no alarms occur as the display completes its diagnostics. (b)Turn the unit off and put the unit into local diagnostic mode (S1 on the FSC Board 1 and 2). Turn the unit on and observe the local diagnostics menu. (c)Enter WD CT. Observe that the display screen is rebooted without errors (d)Close the centrifuge lid without a bowl in place and lock it. Enter CF EN and then CF DA 2750. Observe that the centrifuge runs. (e)Enter CF SP. Observe that the speed of the centrifuge is between 4600 and 4950. (f)Enter CF CO. Observe that the display reads closed. Open lid and the centrifuge stops. Close lid and then the centrifuge starts again. (g)Enter CF DA 0. Observe that the centrifuge stops within 15 seconds. (h)Enter CF FL. Observe that the display reads dry. (i)With the centrifuge open, apply a damp tissue to the leak detector. Enter CF FL and observe that the display reads leak. Dry the sensor and close the lid. (j)Enter FS EO. Open the pump door and observe that the occlude bar is fully and forcefully out. (k)Enter FS DO. Observe that the occlude bar retracts within one (1) minute. (l)Enter FA ON. Observe that the fans are running. (m)Enter FA SP. Observe that the approximately speed is 2112 to 3168. (n)Enter FA SP. Observe that the fans stop running. (o)Enter SM ON. Observe that the rocker motor is running by hearing the sound with the centrifuge lid closed. (p)Enter SM SP. Observe that the speed is between 48 and 62. (q)Enter SM OC. Lift the lid and observe that the magnet has stopped on the sensor. (r)Enter HC RR. Observe the display of valid data. (s)Close the lid. Enter UV CO. Observe that the display reads both closed. (t)Enter SW RD. Observe that the switch settings display ON, ON, OFF, OFF, OFF, OFF, OFF, OFF. (u)Raise the lid. Enter UV CO. Observe that the display reads BOTH OPEN. (v)Verify that the UV Photoactivation Chamber Lid is closed and turn on the fans (FA ON). Enter UV ON and then UV ST. Observe that the display reads ON. (w)Enter UV OF and then UV ST. Observe that the display reads OFF. (x)Enter VE CR. Observe that the display reads CRC ROM ERROR 0. (y)Enter AL CH 1000. Observe a one (1) second audible beep. (z)Enter TI CK. Observe that the time stamps are returned. (aa)Enter TM ST. Observe that the display reads OK. (bb)Enter TM RD. Observe both Thermocouple readings. (cc)ENTER AP ST. Observe that the display reads IDLE AND SOME ZERO VALUES. (dd)ENTER BP ST. Observe that the display reads IDLE AND SOME ZERO VALUES. (ee)Load a dry test cassette into the pump. Enter FS SD, waiting for one (1) minute. Enter FS TD (The Dry Integrity Test). Enter FS ST every minute to check the status of the test and note the test is passed after three (3) to five (5) minutes. (ff)Turn off the unit and return the unit to the treatment model (S1 on FSC Board ALL OFF). (gg)Install one (1) fluid-filled tube in one (1) of the Air Detector Sensors. Turn the instrument on and observe an Error F285 OR F286. Repeat this test with the line in the other sensor with the same error message. b.PM services shall include the replacement of any defective parts and shall be performed 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 the COR. Any charges services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and its agreed upon price, unless specifically stated in writing otherwise. c.Normal Business hours coverage (8:00AM- 5:00PM), Monday through Friday, excluding holidays is required. All preventive will be performed during normal hours of coverage unless requested or approved by the COR or his designee. Federal Holidays observed by the VAMC are: New Years' DayLabor Day Martin Luther King DayColumbus Day Presidents' DayVeterans' Day Memorial DayThanksgiving Day Independence DayChristmas Day B.UNSCHEDULED MAINTENANCE (Emergency Repair Service): 1.Contractor shall maintain the equipment in accordance with paragraph 3, References. The Contractor will provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished, with the exception of operating supplies such as paper, disks, etc. 2.The Contracting Officer has the authority to approve/request a service call from the Contractor when purchase orders are approved for unscheduled equipment repair outside the normal business hours covered by this contract. C.PARTS: The Contractor shall furnish and replace parts to maintain the equipment covered by the contract. The Contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts except operating supplies. The Contractor shall use new or rebuilt parts. Used parts, those removed from another piece of equipment, shall not be installed without approval by the COR. All used or rebuilt parts must be specifically approved by the Contracting Officer or COR. D.REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE The Contractor shall immediately, but no later than 24 (twenty- four) consecutive hours after discovery, notify the CO and COR (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 COR with a written estimate of the cost to make necessary repairs. E.CONDITION OF EQUIPMENT: The Contractor accepts responsibility for the equipment described in paragraph I., 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. F.COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: 1.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. 2."Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in the Section B schedule. For field experience, the FSE(s) has a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on Therakos photopheresis units. 3.The FSEs shall be authorized by the Contractor to perform the maintenance services. 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 VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and/or COR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. 4.If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. G.TEST EQUIPMENT: Prior to commencement of work on this contract, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VAMC's equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard. H.SERVICE MANUALS: The VAMC shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to all 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 menu. III.REFERENCES: Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99. The listed equipment shall be maintained in accordance with the manufacturer's standards and/or specifications. Preventive Maintenance inspection/repair procedures shall be in accordance with the manufacturer's specifications. IV.DELIVERY: Preventive maintenance inspections shall be scheduled annually during the month of October. V.REPORTING REQUIREMENTS: A.The Contractor shall be required to report to Biomedical Engineering to log in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the CORR. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature". If the COR is unavailable, a signed copy of the ESR will be sent to the COR after the work is performed. VA Biomedical Contact Person(s): Geminia Hopkins Location (Building/Room Number): Building 1, Room E-01 Telephone Number: (615) 873-6887 Cell phone: (615) 456-5058 VA Biomedical Contact Person(s): Elizabeth Byers Location: Building 5, Room G27, Murfreesboro Campus Telephone: (615) 225-2880 Cell phone: (615) 456-9810 Contractor -- Provide telephone number(s) to call for your Service Department: Provide name(s) of authorized contact person(s): B.The documentation will include detailed descriptions of the scheduled and unscheduled maintenance procedures performed (i.e., Emergency repairs), including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in the III, Conformance Standards. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: 1.Name of contractor. 2.Name of FSE who performed services. 3.Contractor service ESR number/log number. 4.Date, time (starting and ending), equipment downtime, and hours on-site for the service call. 5.VA purchase order numbers(s) covering the call if outside normal working hours. 6.Description of problem reported by COR (If applicable). 7.Identification of the equipment to be serviced: a.Inventory ID number b.Manufacturer's name c.Device name d.Model number e.Serial Number f.Any other manufacturer's identification numbers 8.Itemized Description of Service 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. 9.Total Cost to be billed (i.e. part(s) not covered or service rendered after normal hours of coverage). 10.Signatures: a.FSE performing services described. b.VA Employee who witnessed service described. Note: Any additional charges claimed must be approved by the COR before the service is completed! VI.PAYMENT: Invoices will be paid in arrears on a quarterly basis upon receipt of service reports. VII.NOTES AND OTHER INFORMATION: A.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. Note: Any additional charges claimed must be approved by the COR before the service is completed. B.SECURITY ISSUES: There are no known security issues with this Statement of Work. C.DEFINITIONS/ACRONYMS: 1.Biomedical Engineering - Supervisor or designee 2.CO - Contracting Officer 3.COR - Contracting Officer's Technical Representative 4.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 inoperative conditions. 5.FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance corrective and/or preventive) services on the VAMC premises. 6.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. 7.Acceptance Signature - VA employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending as stated in ESR 8.Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. 9.NFPA - National Fire Protection Association. 10.CDRH - Center for Devices and Radiological Health. 11.VAMC - Department of Veterans Affairs Medical Center 12.VAH - Department of Veterans Affairs Hospital D.Contractors are responsible for finding their own parking. Currently, contractors cannot park at the VAMC Nashville Campus. Contractors may park temporarily to drop off tools and supplies only. E.Contractors required to obtain Temporary ID Badge from Engineering Service, Murfreesboro Bldg 6, Room 268 or Nashville Room D73 while on VA property, if not escorted during entire visit by an Engineering Service employee. ? ATTACHMENT A LOCATION: Room C481, TVHS Nashville 1.DESCRIPTION - Photopheresis Unit MANUFACTURER - Therakos MODEL - 1UVAR-XTS SERIAL# - 30099 VA ID# - 32035 LOCATION - Room C481, TVHS Nashville 2.DESCRIPTION - Photopheresis Unit MANUFACTURER - Therakos MODEL - 1UVAR-XTS SERIAL# - 30100 VA ID# - 32036 3.DESCRIPTION - Photopheresis Unit MANUFACTURER - Therakos MODEL - CellEX SERIAL# - 40397 VA ID# - 116930 4.DESCRIPTION - Photopheresis Unit MANUFACTURER - Therakos MODEL - CellEX SERIAL# - 40474 VA ID# - 125338 Warranty Expiration: Mar 25, 2015 5.DESCRIPTION - Photopheresis Unit MANUFACTURER - Therakos MODEL - CellEX SERIAL# - 40475 VA ID# - 125979 Warranty Expiration: Apr 30, 2015 6.DESCRIPTION - Photopheresis Unit MANUFACTURER - Therakos MODEL - CellEX SERIAL# - 40476 VA ID# - 126478 Warranty Expiration: May, 29, 2015 NOTE: REMOVED FROM CONTRACT - Equipment traded-in DESCRIPTION - UVAR-XTS Photopheresis Unit SERIAL#s 30097, 30098, 30101
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/NaVAMC/VAMCCO80220/VA24914Q0353/listing.html)
 

Document(s)

Attachment
 

File Name: VA249-14-Q-0353 VA249-14-Q-0353_4.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1440553&FileName=VA249-14-Q-0353-004.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1440553&FileName=VA249-14-Q-0353-004.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: VAMC Nashville;1310 24th Ave S;Nashville, TN

Zip Code: 37212
 

Record

SN03400773-W 20140621/140619235129-0a27e069e77d870bada9e7872adb2d43 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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