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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 30, 2014 FBO #4662
DOCUMENT

65 -- Leica Slide Staining Machine Preventive Maintenance/Repair - Attachment

Notice Date

8/28/2014
 

Notice Type

Attachment
 

NAICS

339112 — Surgical and Medical Instrument Manufacturing
 

Contracting Office

Department of Veterans Affairs;Ralph H. Johnson VA Medical Center;109 Bee Street;Charleston SC 29403-5799
 

ZIP Code

29403-5799
 

Solicitation Number

VA24714Q1029
 

Response Due

9/5/2014
 

Archive Date

12/13/2014
 

Point of Contact

Janica Francis-Hunter
 

E-Mail Address

ment
 

Small Business Set-Aside

N/A
 

Description

SOURCES SOUGHT NOTICE Leica Slide Staining Machine Preventive Maintenance and Repair DESCRIPTION: This is a sources sought to determine the availability of potential sources having the skills and capabilities necessary to provide the SPECIFIED REQUIREMENT. All interested vendors are invited to provide information to contribute to this market survey/sources sought including commercial market information. THIS IS NOT A SOLICITATION ANNOUNCEMENT. This is a sources sought synopsis only. Questions should be submitted by email to Janica.Francis@va.gov. Provide only the requested information below. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classifications (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hub zone, 8(a), small, small disadvantaged, woman owned small business, FSS/GSA contract schedule holders or large business) relative to NAICS 339112, SURGICAL AND MEDICAL INSTRUMENT MANUFACTURING (size standard 500 employees). Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought synopsis, a solicitation announcement may be published on the FBO website. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors will have to respond to the solicitation announcement in addition to responding to this sources sought announcement. SPECIFIED REQUIREMENT: Network Contracting Office 7, Charleston, SC is seeking sources for a potential contractor to perform the following type of service: 1. Title of Project: Leica Slide Staining Machine Preventive Maintenance and Repair 2. Scope of Work: The contractor shall provide all resources necessary to provide full service maintenance on 1 (one) unit model AMX 100-120/50-60 TS5015 under serial number 3617 and 1(one) unit model Bond -maX Processing Module, at the Ralph H. Johnson Veterans Affairs Medical Center (109 Bee Street, Charleston, South Carolina). Preventive maintenance is defined as such services which involves checking the correct functioning of these devices and the replacement of expendable parts to ensure the fault-free operation. 3. Background: The Leica Staining unit requires regular maintenance. This unit is fully automated and delivers fast and clear results in staining patient tissue. Downtime will cause delayed patient diagnose and treatment. Moreover, due to unavailability of equipment services a need to loan/rent will occur, which would be cost prohibitive. Also due to the proprietary nature of the equipment and software only a certified technician should perform the maintenance. 4. Performance Period: The contractor shall complete the work required under this SOW during, Base Year: October 1, 2014 - September 30, 2015 Option Year 1: October 1, 2015 - September 31, 2016 Option Year 2: October 1, 2016 - September 31, 2017 Option Year 3: October 1, 2017 - September 31, 2018 5. Type of Contract: Firm-Fixed-Price SCOPE: The Contractor shall be fully responsible and accountable for the maintenance of all listed equipment beginning on the date specified in the Notice to Proceed. These specifications are a statement of the minimum level of work and services that are to be provided. They are not intended to be, nor shall they be construed as, limiting specifications or requirements. At a minimum, for the units the contractor shall be performed Preventive Maintenance every year and to take all measures which would be taken by a prudent manufacturer to maximize the life expectancy and minimize downtime of related systems and ensure safe and reliable operation. All equipment shall be maintained in accordance with the manufacturer's recommendations, the best practices of the industry, and applicable codes, standards, and regulations. If a conflict arises between these standards, the most stringent will prevail. The Contractor shall provide a reliable and well-trained certified Leica Biosystems service technician on-site to provide non-emergent preventive maintenance and/or repairs, as needed during normal working hours, Monday through Friday, 8:00 am to 4:00 pm with the exception of national holidays. The Contractor shall provide qualified personnel with an approved vendor clearance to repair and do preventive maintenance at the medical center. In the event that the unit needs extensive repair and have to be shipped out, the vendor will provide pertinent shipping materials and pre-paid shipping labels. Vendor will take full responsibility during this process. All scheduled work that requires the unit to be taken out of service shall be coordinated with the COTR or designee and the contractor shall report to the COTR or designee the status of equipment or systems not operating by the close of each workday. Any equipment or system not operational by the official start time of the occupants shall be reported to the COTR or designee by 8:00 a.m. that day. The contractor shall be responsible for the installation of signs as related to equipment and/or systems as deemed necessary by the COTR or designee. In the event an infusion pump is identified as defective and requires repair, a "defective sign" must be placed on each unit until unit has been repaired or error has been rectified. The Contractor shall maintain the machinery spaces, shops and storage areas in a clean and orderly manner. When work is performed in these areas, the Contractor's personnel shall clean up all debris and leave the area in a presentable condition. The Contractor must obtain the approval of the COTR or designee before storing anything in equipment spaces. Operating supplies such as lubricants, rags, cleaners, etc., shall be properly secured in containers approved by the COTR or designee. Storage shall not negatively impact the means of egress, fire protection systems, and emergency lighting; nor, shall it significantly increase the amount of combustible material in the equipment space. Safety requirements shall be maintained as required by NFPA, the National Electrical Code and the manufacturer recommendations. PERFORMANCE REQUIREMENTS 1.MATERIALS TO BE FURNISHED: The Contractor shall furnish all lubricants, test equipment, cleaning supplies, parts and tools necessary to perform the work described above. Only accessories, disposable items and spare parts that do not pose a technical safety risk and demonstrably comply with Medical Devices Directive 93/42/EEC (MDD) may be used. To ensure the full functionality of the Leica Biosystems Staining unit, we recommend using products/parts made by Leica. 2.SERVICE MANUALS/TOOLS/EQUIPMENT: The Medical Centers shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its staff all operational and technical documentation (such as: operational and service manuals, schematics, and parts lists) 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 or COTR upon request. 3.REPORT OF SERVICES/DOCUMENTATION: Upon completion of any maintenance and/or repair services, the contractor shall report to the COTR or designee and provide an electronic report detailing services performed and obtain an acceptable signature. Contractor shall prepare and submit an electronic report on or before the third (3rd) day after the service detailing all services performed for each dialysis machine. This report shall be required prior to billing. If this service report is not received, invoices shall not be paid until report is received and verified. Contractor shall maintain a complete orderly and chronological file, including, but not limited to, parts list, copies of repairs required by contract, etc. This file shall be made available for inspection upon request of the Contracting Officer or COTR. 4.EQUIPMENT TO BE SERVICED: Leica Biosystems Staining unit INFORMATION SECURITY 1.The contractor and their personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA personnel, regarding information and information system security. These include, but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce's National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST's Web site at: http://checklists.nist.gov 2.To ensure that appropriate security controls are in place, Contractors must follow the procedures set forth in "VA Information and Information System Security/Privacy Requirements for IT Contracts" located at the following Web site: http://www.iprm.oit.va.gov/Security_and_Privacy_Requirements_for_Contractors.asp INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE For information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA facilities, contractors/subcontractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. This includes conducting compliant risk assessments, routine vulnerability scanning, system patching and change management procedures, and the completion of an acceptable contingency plan for each system. The contractor's security control procedures must be equivalent, to those procedures used to secure VA systems. A Privacy Impact Assessment (PIA) must also be provided to the COTR and approved by VA Privacy Service prior to operational approval. All external Internet connections to VA's network involving VA information must be reviewed and approved by VA prior to implementation. 1. All electronic storage media used on non-VA leased or non-VA owned IT equipment that is used to store, process, or access VA information must be handled in adherence with VA Handbook 6500.1, Electronic Media Sanitization upon: (i) completion or termination of the contract or (ii) disposal or return of the IT equipment by the contractor/subcontractor or any person acting on behalf of the contractor/subcontractor, whichever is earlier. Media (hard drives, optical disks, CDs, back-up tapes, etc.) used by the contractors/subcontractors that contain VA information must be returned to the VA for sanitization or destruction or the contractor/subcontractor must self-certify that the media has been disposed of per 6500.1 requirements. This must be completed within 30 days of termination of the contract. 2. Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. The options are: a.Vendor must accept the system without the drive; b.VA's initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or c.VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase. WORK SCHEDULING AND REPORTING ACCOMPLISHMENTS: The Contractor shall instruct his/her personnel that any time they perform work under this contract they shall comply with the following procedures: a.Contact the COTR or his/her designated representative when first arriving at the building. If the work is of a continuing nature, a check-in visit is required each day. CHANGES TO STATEMENT OF WORK: Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. TRAVEL: All work is to be conducted at the Ralph H. Johnson VAMC located at 109 Bee Street, Charleston, South Carolina. The contractor is responsible for any anticipated travel and per diem. GOVERNMENT RESPONSIBILITIES: The VA shall grant the Contractor and its Subcontractor permission to the area of the Ralph H. Johnson VA Medical Center that is required access to provide maintenance of the Leica Biosystems Staining unit. REPORTING: All repairs and services that will be performed during normal working hours, should be done in coordination with the Biomedical Engineering Section, as described above, to report/sign-in and to obtain an identification badge which shall be worn at all times while repairman is on station. After all work is completed, the Vendor must again report in person to the Biomedical Engineering Section, to submit through electronic mail, pertinent invoices and a complete report of services or repairs performed for each item of equipment and must also include a listing of replacement parts, when applicable. REQUESTED INFORMATION: (1) STATEMENT OF CABABILITY: Submit a brief description, five (5) pages or less, that demonstrates how your company has the supervision, facilities, labor and experience to prepare recombinant high density lipoprotein (rHDL) at a final mass amount to be specified and with the final ratio of sphingosine-1-phosphate (S1P) to human apolipoprotein A-I (ApoA-I) in the recombinant to be specified. Include past experience in performing these services to the VA, other Government (Federal or State) agency, or for a private facility. Please specify your availability to start date and your address. (2) BUSINESS SIZE AND SOCIO-ECONOMIC STATUS: (a) Indicate whether your business is large or small (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business (c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Hub-zone firm (e) Indicate if your firm is a woman-owned or operated business (f) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (g) Include the DUNS number of your firm. (h) State whether your firm is registered with the System for Award Management (SAM) at https://www.sam.gov/portal/public/SAM/ and/or the VetBiz Registry at http://vip.vetbiz.gov/. If not, please (i) NOTE that any future solicitation could only be awarded to a contractor who is registered in SAM and to receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry. Responses must be emailed to Janica.Francis@va.gov no later than 4:00pm EST, Friday, September 5, 2014. Your response should include both the STATEMENT OF CABABILITY and BUSINESS SIZE AND SOCIO-ECONOMIC STATUS information as explained above. Please place "Attention: Leica Slide Staining Machine Preventive Maintenance and Repair" in the subject line of your email. This notice is to assist the VA in determining sources only. A SOLICITATION IS NOT CURRENTLY AVAILABLE. If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ChaVAMC/VAMCCO80220/VA24714Q1029/listing.html)
 

Document(s)

Attachment
 

File Name: VA247-14-Q-1029 VA247-14-Q-1029_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1603799&FileName=VA247-14-Q-1029-001.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1603799&FileName=VA247-14-Q-1029-001.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: Ralph H Johnson VAMC;Department of Veterans Affairs;109 Bee Street;Charleston, SC

Zip Code: 29403
 

Record

SN03486096-W 20140830/140829022732-5eabaa3076118d0bef5ae775c9ad70e1 (fbodaily.com)
 

Source

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

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