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FBO DAILY - FEDBIZOPPS ISSUE OF FEBRUARY 04, 2015 FBO #4820
DOCUMENT

J -- PREVENTIVE MAINTENANCE SERVICE HILL-ROM HOSPITAL BEDS - Attachment

Notice Date

2/2/2015
 

Notice Type

Attachment
 

NAICS

339113 — Surgical Appliance and Supplies Manufacturing
 

Contracting Office

Contracting Office (90C);Department of Veterans Affairs;Ralph H. Johnson VA Medical Center;109 Bee Street;Charleston SC 29403-5799
 

ZIP Code

29403-5799
 

Solicitation Number

VA24715Q0286
 

Response Due

2/12/2015
 

Archive Date

5/22/2015
 

Point of Contact

Janica Francis-Hunter
 

E-Mail Address

k
 

Small Business Set-Aside

N/A
 

Description

Solicitation Number: VA247-15-Q-0286 Notice Type: Combined Synopsis/Solicitation Synopsis: This is a COMBINED SYNOPSIS/SOLICITATION for commercial services prepared in accordance with the format in subpart 12.6, in conjunction with the policies and procedures for solicitation, evaluation, and award as prescribed under FAR 13.1, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. (ii) The solicitation number is VA247-15-Q-0286 and is issued as a Request For Quotation (RFQ) (iii) The provisions and clauses incorporated into this solicitation document are those in effect through Federal Acquisition Circular 2005-52, November 2, 2011. Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the Federal Acquisition Regulations (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at http://www.arnet.gov/far (FAR) and http://vaww.appc1.va.gov/oamm/vaar (VAAR) (iv) This solicitation is issued as a small business set aside. The North American Industry Classification System (NAICS) code is 339113, and the size standard is 500 employees. (v) This requirement consists of the following: BASE YEAR: 04/01/2015-03/31/2016 ItemDescriptionQtyUnit of Unit Total Measures PricePrice 001 Hill-Rom Hospital Beds: Vendor to Provide Complete 12MO$______$______ Preventive Maintenance Service and Repair for 17 Total Care Basic Units Model Tlcbas And 92 Units Model Versa. Vendor shall provide Preventive Maintenance, Repair, all Labor, Tools, Test Equipment, Lodging, Transportation And Allied Travel Expenses. Equipment and any Upgrade Support are covered in this Contract. Normal Working Hours Are Monday through Friday, 8:00 A.M. To 5:00 P.M. Excluding Holidays. BASE YEAR TOTAL $_________ OPTION YEAR 1: 04/01/2016-03/31/2017 ItemDescriptionQtyUnit of Unit Total Measures PricePrice 001 Hill-Rom Hospital Beds: Vendor to Provide Complete 12MO$______$______ Preventive Maintenance Service and Repair for 17 Total Care Basic Units Model Tlcbas And 92 Units Model Versa. Vendor shall provide Preventive Maintenance, Repair, all Labor, Tools, Test Equipment, Lodging, Transportation And Allied Travel Expenses. Equipment and any Upgrade Support are covered in this Contract. Normal Working Hours Are Monday through Friday, 8:00 A.M. To 5:00 P.M. Excluding Holidays. OPTION YEAR 1 TOTAL $_________ OPTION YEAR 2: 04/01/2017-03/31/2018 ItemDescriptionQtyUnit of Unit Total Measures PricePrice 001 Hill-Rom Hospital Beds: Vendor to Provide Complete 12MO$______$______ Preventive Maintenance Service and Repair for 17 Total Care Basic Units Model Tlcbas And 92 Units Model Versa. Vendor shall provide Preventive Maintenance, Repair, all Labor, Tools, Test Equipment, Lodging, Transportation And Allied Travel Expenses. Equipment and any Upgrade Support are covered in this Contract. Normal Working Hours Are Monday through Friday, 8:00 A.M. To 5:00 P.M. Excluding Holidays. OPTION YEAR 2 TOTAL $_________ OPTION YEAR 3: 04/01/2018-03/31/2019 ItemDescriptionQtyUnit of Unit Total Measures PricePrice 001 Hill-Rom Hospital Beds: Vendor to Provide Complete 12MO$______$______ Preventive Maintenance Service and Repair for 17 Total Care Basic Units Model Tlcbas And 92 Units Model Versa. Vendor shall provide Preventive Maintenance, Repair, all Labor, Tools, Test Equipment, Lodging, Transportation And Allied Travel Expenses. Equipment and any Upgrade Support are covered in this Contract. Normal Working Hours Are Monday through Friday, 8:00 A.M. To 5:00 P.M. Excluding Holidays. OPTION YEAR 3 TOTAL $_________ OPTION YEAR 4: 04/01/2019-03/31/2020 ItemDescriptionQtyUnit of Unit Total Measures PricePrice 001 Hill-Rom Hospital Beds: Vendor to Provide Complete 12MO$______$______ Preventive Maintenance Service and Repair for 17 Total Care Basic Units Model Tlcbas And 92 Units Model Versa. Vendor shall provide Preventive Maintenance, Repair, all Labor, Tools, Test Equipment, Lodging, Transportation And Allied Travel Expenses. Equipment and any Upgrade Support are covered in this Contract. Normal Working Hours Are Monday through Friday, 8:00 A.M. To 5:00 P.M. Excluding Holidays. OPTION YEAR 4 TOTAL $_________ GRAND TOTAL FOR BASE YEAR AND 4 ONE-YEAR OPTION YEARS $___________ (vi) The following is a detailed description of the requirements for this solicitation: STATEMENT OF WORK GENERAL INFORMATION 1.Title of Project: Hill-Rom Hospital Beds Preventive Maintenance and Repair 2.Scope of Work: The contractor shall provide all resources necessary to provide full preventive maintenance and repair on (17) Seventeen Total Care Hospital Beds model Total Care Basic, and (92) ninety two Hospital Beds model Versa Care. These beds are at the Ralph H. Johnson Veterans Affairs Medical Center (109 Bee Street, Charleston, South Carolina). 3.Background: This equipment requires regular maintenance and is used daily in delivering safe patient care and maintenance has to be completed immediately. Downtime might cause patient impact depending on the hospital census. Moreover, due to unavailability of equipment services a need to rent will occur, which would be cost prohibitive. Also due to the proprietary nature of the equipment and software, only a certified Hill-Rom technician should perform the maintenance. 4. Performance Period: Base Year plus 4-One Year Options 5. Type of Contract: Firm-Fixed-Price SCOPE: The Contractor shall be fully responsible and accountable for all listed equipment beginning on the date specified in the Notice to Proceed. These specifications are a statement of the minimum level 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 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 17 TotalCare Basic and 92 VersCare beds 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 qualified personnel with an approved vendor clearance to gather and deliver all Hill-Rom hospital beds covered under this contract for maintenance throughout 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 a Hill-Rom 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 a Hillrom unit 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 Hill-Rom Beds, we recommend using products/parts made by Hill-Rom. 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 all units covered under this contract. 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: Model Equipment Description Quantity 1.TLCBAS Total Care Hospital Bed17 2.VERSA VersaCare Hospital Bed92 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 all areas of the Ralph H. Johnson VA Medical Center that are required access to provide maintenance of the dialysis machines. 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. Quality Assurance Surveillance Plan (QASP) 1.This is a QASP for the following services rendered: The contractor shall provide all labor, supervision, and all other resources required to provide maintenance and repairs of HILL-ROM units which are 17 unit under model number TLCBAS (TotalCare Basic) and 92 units model VERSA units (VERSACARE). Base contract with (4) four option years at the Ralph H. Johnson VA Medical Center (109 Bee Street, Charleston, SC 29401). Please Reference Transaction # 534-15-1-2715-0091. 2.The COR for these services will be: Lucas Marsh 3.The COR can be reached at: Lucas.Marsh@va.gov 843-789-7712 4.The contractor will perform periodic maintenance and on-call repairs. The contractor will respond within the time frames laid out in the SOW. The contractor will abide by all stipulations made within the SOW and resulting contract. 5.The COR will verify the contractors work. The contractor will also provide a report any time service is rendered in accordance to SOW. The COR will keep this report on file. 6.The COR will contact the contracting officer if the contractor is not performing in accordance to the agreed upon contract. Non-performance is grounds for early termination or non-renewal of option years. (vii) Delivery FOB Destination to Ralph H Johnson, VA Medical Center, 109 Bee Street, Charleston, SC 29403 (viii) 52.212-1 Instructions to Offerors - commercial Items, apply to this solicitation with the following addenda, FAR 52.216-18 Ordering; VAAR 852.236-76 Correspondence; VAAR 852.237-70 Contractor Responsibilities; VAAR 852.270-1 Representatives of Contracting Officers; VAAR 852.273-75 Security Requirements for Unclassified Information Technology Resources (ix) 52.212-2, Evaluation - Commercial Items: FAR provision 52.212-2 applies to this solicitation. The Government anticipates awarding a single contract resulting from this solicitation to the lowest priced technically acceptable offer that conforms to all solicitation requirements. Award without discussions is contemplated and all offerors are encouraged to submit their best offer with their initial submission. Submitted offers shall not exceed 15 single-sided pages and any pages beyond this amount will be removed and not evaluated. To be considered technically acceptable for award each offeror must provide with their submitted quote/offer: 1.Documentation that confirms at least 3 years of satisfactory and relevant experience/past-performance performing the same type and kind of services specified in this solicitation. 2.Documentation that confirms the company/employees have the required licensing and certifications for performing the same type and kind of services specified in this solicitation. 3.Documentation that confirms the company is a registered small business in the System for Award Management (SAM) located https:// www.sam.gov (x) 52.212-3 Offeror Representations and Certifications - Commercial Items- Offeror's are to include a COMPLETED COPY OF PROVISION 52.212-3 WITH THE FAXED AND WRITTEN QUOTE, a copy of the provision may be attained from http://www.arnet.gov/far; if not provided, the offer may not be considered for award. (xi) 52.212-4 Contract Terms and Conditions - Commercial Items: apply to this solicitation with the following addenda; VAAR 852.203-70 Commercial Advertising, VAAR 852.237-76 Electronic Invoice Submission. (xii) 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: 52.219-4, 52.219-8, 52.219-28, 52.219-3, 52.222-19, 52.222.21, 52.222-26, 52.222.35, 52.222-36, 52.222-37, 52.222-39, 52.225-1, 52.232-34, 52.222-41, 52.222-44 (xiii) n/a (xiv) The Defense Priorities and Allocations System (DPAS) is not Applicable to this acquisition (xv) n/a (xvi) QUESTIONS: All questions regarding this solicitation need to be electronically submitted no later than February 6, 2015 at 1:00 pm EST to Janica Francis-Hunter, NCO 7 Contract Specialist e-mail Janica.Francis@va.gov. The solicitation number must be identified on all submitted questions. No questions received after this date will be answered. (xvii) SITE VISIT: A site visit is not contemplated at this time. (xviii) QUOTES/OFFERS ARE DUE: February 12, 2015 at 2:00PM eastern standard time (est). Only electronic offers will be accepted; submit quotation to - Janica Francis-Hunter, NCO 7 Contract Specialist e-mail Janica.Francis@va.gov. All offers must include the solicitation number. Quotes/offers received after this date may not be considered for award. (xvii) Contact information Contracting Office Address: Network Contracting Office 7-SAO EAST Department of Veterans Affairs 325 Folly Road, Ste 300 Charleston, SC 29412 Place of Performance: Ralph H Johnson VA Medical Center Department of Veterans Affairs 109 Bee Street Charleston, SC 29401 Primary Point of Contact: Janica Francis-Hunter, Contracting Specialist Janica.Francis@va.gov Phone: 843-789-6448 Fax: 843-789-6406
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ChaVAMC/VAMCCO80220/VA24715Q0286/listing.html)
 

Document(s)

Attachment
 

File Name: VA247-15-Q-0286 VA247-15-Q-0286.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1841935&FileName=VA247-15-Q-0286-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1841935&FileName=VA247-15-Q-0286-000.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 VA Medical Center;Department of Veterans Affairs;109 Bee Street;Charleston, SC

Zip Code: 29401
 

Record

SN03630967-W 20150204/150202235046-466dbfb51f86c6167c18fdda3f3bcf66 (fbodaily.com)
 

Source

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

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