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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 12, 2015 FBO #5010
DOCUMENT

J -- Maintenance Hines Hemodialysis - 578 - Attachment

Notice Date

8/10/2015
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Great Lakes Acquisition Center (GLAC);Department of Veterans Affairs;115 S 84th Street, Suite 101;Milwaukee WI 53214-1476
 

ZIP Code

53214-1476
 

Solicitation Number

VA69D15N1256
 

Response Due

8/14/2015
 

Archive Date

9/13/2015
 

Point of Contact

Lori Eastmead
 

E-Mail Address

Email
(Lori.Eastmead@va.gov)
 

Small Business Set-Aside

N/A
 

Description

The Great Lakes Acquisition Center (GLAC) in Milwaukee, WI is searching for vendors with the capability to provide preventative and emergency maintenance for the water purification equipment in the hemodialysis unit located at the Hines VA Hospital, Hines, IL. The vendor must be able to meet all of the minimum requirements stated in the statement of work listed below. All interested responsible sources must submit a brief summary of their capabilities to this office by 12:00pm CST on Friday, August 14, 2015. Please include detailed description of the firm's experience in maintaining equipment, DUNS number, name and phone number of a point of contact in case further information is needed. Summaries must be submitted via email to Lori.Eastmead@va.gov. This RFI is issued solely for information and planning purposes to determine availability of qualified vendors and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. The procurement will be completed under NACIS 811219. Please note that this is not a request for proposal and the Government is seeking information for market research purposes only. The Government may or may not issue solicitation documents. Look for any further information in FedBizOpps. Telephone inquiries will not be returned. STATEMENT OF WORK 1.DESCRIPTION OF SERVICES. The contractor shall provide all labor, materials, parts, tools, licenses, technical/maintenance manuals, testing, travel, and supervision necessary to perform Preventive Maintenance, and Emergency Repair Service for the Water Purification/Dialysis System located at the VAH Hines, 5000 S. 5th Avenue, Bldg. 200, Room 693, Hines, IL 60141, in accordance with the statement of work and the associated specifications, terms, conditions, clauses, and provisions listed within this document. All services, maintenance, and emergency repair service tasks shall be in accordance with the procedures recommended by the equipment manufacturer, industry standards, and conformance standards. INSPECT/RECORD The contractor shall provide a list of all parameters of the water purification system that are to be monitored by the contractor. The list will include the parameters design specification. The contractor will perform corrective actions whenever the system is operating outside those parameters. The COR shall be notified whenever an occurrence takes place. The contractor will document that all parameters are within design parameters at the completion of any service to the system. MECHANICAL FUNCTION CHECK The contractor will benchmark all operational data. This is to monitor overall performance of the system and to verify the system continues to operate as designed. The contractor will keep the COR informed if the operational data drifts from the benchmarks. Corrective service on the system will be completed if the operational data drifts from the bench marks. SCHEDULED MAINTENANCE AND PARTS REPLACEMENT The contractor will monitor the water purification system for maintenance issues and address in a timely manner. Corrective maintenance to include parts and labor will be covered in this contract. Scheduled maintenance shall be performed in accordance with section 1.12 Scheduled Maintenance. CALIBRATION SERVICES The contractor will perform periodic calibrations on the system. When a part of the system may require a calibration or repair that requires the part to be removed from the system for offsite repair, the contractor will provide a loaner for that part of the system. TEST - ANALYTICAL SUPPORT The contractor will provide water analysis of water treatment system and hemodialysis machines as needed to meet the requirements of the facility. See Attachment A for testing locations and schedule. Maintenance and tests shall be performed between Saturday 8:00pm - Sunday 10:00pm, excluding holidays. All work performed must be scheduled with the COR and all necessary test/maintenance reports shall be provided to the COR upon completion of the work. 1.1EQUIPMENT IDENIFICATION: The below equipment shall be covered under the terms of this contract for both preventative (scheduled) maintenance and corrective (emergency) maintenance and repairs. 1 Dual Pump RO System 1 Break Tank 3 Supply Pumps and Controller 2 Sets of 4 DI Tanks 1 Set of 6 Carbon Tanks 8 Filters 2 Holding Tanks 2 Water Softeners 1 Brine Tank 2 Booster Pumps 3 WRO300 Portable RO Machines 1.2 DEFINITIONS/ACRONYMS: A.Biomedical Engineer(ing) - Supervisor or designee OR Chief Facilities Management Service - Supervisor or designee. B.CO - Contracting Officer C.COR - Contracting Officer's Representative D.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. E.FMS - Facilities Management Service F.M&O - Maintenance and Operations (M&O) G.FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAH premises. H.ESR - Contractor's Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. I.Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status. J.Authorization Signature - COR's signature; indicates COR accepts work K.NFPA - National Fire Protection Association. L.CDRH - Center for Devices and Radiological Health. M.VAMC - Department of Veterans Affairs Medical Center N.VAH - Department of Veterans Affairs Hospital 1.3 CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the latest published edition of AAMI, OSHA, and VA Guidelines. All equipment and water testing will be conducted in accordance with the latest published edition of AAMI Standards/Recommended Practices. 1.4 TEST EQUIPMENT: Prior to commencement of work on this contract, the Contractor shall provide the VAH with a copy of the current calibration certification of all test equipment, which is to be used by the Contractor on VAH's equipment. This certification shall also be provided on a periodic basis when requested by the VAH. Test equipment calibration shall be traceable to a national standard. 1.5 SERVICE MANUALS/TOOLS/EQUIPMENT: The VAH 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 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 manuals themselves shall be provided to the CO or COR upon request. 1.6 REPORTING REQUIREMENTS: The Contractor shall be required to report to the PIV Badging Police desk to obtain vendor ID badge. They shall then check in with Dialysis Unit staff. 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 Dialysis Unit and submit the ESR(s) to the COR. 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, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR). VA Contact Person(s): __________________________ Location (Building/Room Number): Bldg 200, 6th floor Telephone Number & Extension(s): _____________________ Contractor -- Provide telephone number(s) to call for your Service Department:_______________________________________________________________________________________ Provide name(s) of authorized contact person(s):__________________________________________________________ _________________________________________________________________________________________________ 1.7 SYSTEM ACCESS. In accordance with the Conformance Standards, the Contractor shall be granted reasonable access to the systems to fulfill the obligations set forth in this agreement. Maintenance of this system does not require vendor access to the VA network, nor to VA sensitive information. 1.8 CONDITION OF EQUIPMENT: The Contractor accepts responsibility for the equipment described in paragraph 1.1 Equipment Identification, 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. 1.9 OPERATIONAL UPTIME REQUIREMENTS: The Water Purification System shall be operable and available for use 95% uptime. Downtime will be computed from notification of problem during normal work hours. Scheduled maintenance will be excluded from downtime. (Normal work hours are 6:00 am to 6:00 pm, Monday thru Saturday, excluding national holidays). Operational Uptime will be computed during a month long time period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action. 1.10HOURS OF COVERAGE: A.Normal hours of coverage are Monday through Saturday from 6:00 am to 6:00 pm, excluding holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by COR or designee. B.Preventive maintenance shall be performed between Saturday 8:00pm - Sunday 10:00pm, excluding holidays. All work performed must be scheduled with the COR and all necessary test/maintenance reports shall be provided to the COR upon completion of the work. C.Contractor shall perform Preventive Maintenance and Emergency Repair Services, in accordance with manufacturer's specifications and standard commercial practices. Each shall consist of complete cleaning, calibration, lubricating, adjustment, and replacement of ALL PARTS found to be defective to place this equipment in optimum operating condition. Contractor shall provide all labor required to replace all parts found to be defective due to normal wear and tear of this equipment. In addition, contractor shall provide ALL PARTS and SUPPLIES required for PM's and repairs unless otherwise noted. NOTE:Hardware/software update/upgrade installations will be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the COR). D.Federal Holidays observed by the VAH are: New Years' DayLabor Day Martin Luther King DayColumbus Day Presidents' DayVeterans' Day Memorial DayThanksgiving Day Independence DayChristmas Day 1.11. GUARANTEED MAINTENANCE. The Contractor shall ensure that the equipment functions in conformance with the manufacturer's standards/specifications and standard commercial practices. Preventive Maintenance inspection/repair procedures shall be in accordance with the manufacturer's specifications and schedule for PM's. The maintenance provided shall be the maintenance necessary to keep the equipment in, or restore the equipment to, good working order. This includes but is not limited to all parts, labor, materials, adjustments, lubrications, etc. needed to successfully perform maintenance on this equipment. As part of the maintenance agreement the Contractor will upgrade the current Water Purification System with any updates required to keep the equipment current at no charge to the VAH/government during the maintenance period. 1.12. SCHEDULED MAINTENANCE: A.The Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with [ 1.3, Conformance Standards OR the manufacturer's specifications]. 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: Maintenance Interval Review Operators Log Book for any identified issuesMonthly Record Servcon DataMonthly System Feed Water Chemistry (Cultures)Monthly Inspect Data Blend ValveMonthly Inspect Data PumpMonthly Inspect Data Cart Filter HousingMonthly Inspect Data Act Carbon FilterMonthly Inspect Data Water SoftenerMonthly Inspect Data Reverse OsmosisMonthly Inspect Data Mixed BedMonthly Inspect Data Storage TankMonthly Inspect Data Service DeionizationMonthly Inspect Data Control PanelMonthly Inspect Data Alarm/Condition ResponseMonthly Inspect Data Instrument OperationMonthly Inspect Data Distribution LoopMonthly Maintenance Blend ValveQuarterly Maintenance Replace PrefilterQuarterly Maintenance Replace Post Filter CartSemi-Annual Reverse Osmosis Membrane Cleaning & SanitizationSemi-Annual Maintenance Sanitize Storage TankMonthly Maintenance Sanitize Portable RO Machines (3)Monthly Maintenance Replace Carbon Filters Portable RO (3)Semi-Annual Maintenance Distribution Loop SanitizeMonthly Water Analysis Comprehensive Hemodialysis (Attachment A)Annual PM services 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 for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and it's agreed upon price, unless specifically stated in writing otherwise. 1.13 UNSCHEDULED MAINTENANCE (Emergency Repair Service) A.Contractor shall maintain the equipment in accordance with the Conformance Standards Section and the manufacturer's specifications 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 in accordance with Section, "Parts". All emergency services and repairs shall be included. Contractor shall notify the Contracting Officer of emergency services no later than the next business day of performing emergency services. B.The CO, COR or designated alternate has the authority to approve/request a service call from the Contractor. C.Response Time: Contractor's FSE must respond with a phone call to the COR or his/her designee within two (2) hours after receipt of telephoned notification, 24 hours per day. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within two (2) hours after receipt of this second notification and will proceed progressively to completion without undue delay. For example, if hours of coverage are [8:00 am to 6:00 pm], Mon. thru Sat., a [2] hour response means, if a call is placed at [4:45 pm, Monday August 10th]; the FSE must start on-site service before [8:45 am, Tuesday, August 11th]. Emergency Repairs performed outside the normal hours of coverage, at the request of the [COR], will be billed at the price listed in Section, "Supplies and Services and Prices/Costs Schedule". D.Labor: Time allowance for such work will be the actual hours of direct labor necessary to complete the job and is to be reconciled with any job ticket or other documentation. 1.14 PARTS The Contractor shall furnish and replace parts to meet uptime requirements. The Contractor has ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts. The contractor shall use new or rebuilt parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Rebuilt parts or used parts shall not be installed without specific approval by the CO or the COR. 1.15 DOCUMENTATION/REPORTS The documentation will include detailed descriptions of the scheduled and unscheduled maintenance (i.e., emergency repairs) procedures performed, including replaced parts required to maintain the equipment in accordance with Conformance Standards or the Manufacturer's Specifications. Such documentation shall meet the guidelines as set forth in the conformance standards section. The ESR will consist of a separate PM report for the item(s) covered under the "specific" contract. Grouping different equipment from different contracts on "ONE" ESR is prohibited. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: A.Name of contractor and contract number. B.Name of FSE who performed services. C.Contractor service ESR number/log number. D.Date, time (starting and ending), equipment downtime and hours on-site for service call. E.Description of problem reported by COR/user (if applicable). F.Identification of equipment to be serviced (invoice ID number, manufacturer's name, device name, model number, serial number, and any other manufacturer's identification numbers); G.Itemized Description of Service Performed including: i.Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. H.Signatures: 1.FSE performing services described. 2.VA Employee who witnessed service described. NOTE:any additional charges claimed must be approved by the CO before service is completed! 1.16 REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 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. 1.17 PAYMENT: Invoices will be paid in arrears on a monthly basis. Invoices MUST INCLUDE, at a minimum, the following information: Contract Number, Purchase Order Number, Item(s) covered (to include serial #'s) by the PMI and covered period of service. All invoices shall be submitted to the following address for processing: DEPARTMENT OF VETERANS AFFAIRS FINANCIAL SERVICES CENTER PO BOX 149971 AUSTIN, TX. 78714-9975 PRIOR TO SUBMITTAL OF INVOICE, THE CONTRACTOR IS INSTRUCTED TO VERIFY THE COST INTENDED TO BILL, WITH the "SUPPLIES AND SERVICES AND PRICES/COSTS SCHEDULE" section. 1.18 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. 1.19 COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A.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. B."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 schedule. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance. C.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 VAH. 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 VAH 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 VAH equipment. D.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.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAGLHS/VAGLHCS/VA69D15N1256/listing.html)
 

Document(s)

Attachment
 

File Name: VA69D-15-N-1256 VA69D-15-N-1256.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2241429&FileName=VA69D-15-N-1256-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2241429&FileName=VA69D-15-N-1256-000.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: Edward Hines VA Hospital;5000 S. 5th Avenue;Hines, IL

Zip Code: 60141
 

Record

SN03831761-W 20150812/150811000046-a9796f76d54db30441fe59c982653ecf (fbodaily.com)
 

Source

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

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