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FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 16, 2015 FBO #5045
DOCUMENT

J -- SERVICE CONTRACT EQUIPMENT - Attachment

Notice Date

9/14/2015
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;VISN17 Network Contracting Activity;7400 Merton Minter Blvd. (10N17/90C);San Antonio TX 78229
 

ZIP Code

78229
 

Solicitation Number

VA25715N1622
 

Response Due

9/17/2015
 

Archive Date

11/16/2015
 

Point of Contact

Elissa Jones
 

E-Mail Address

elissa.jones@va.gov
(Elissa.Jones@va.gov)
 

Small Business Set-Aside

N/A
 

Description

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT Scope of Work: The Contractor shall provide all parts and materials, except those considered to be consumables or accessories, labor and travel related expenses for preventive maintenance and for all repairs not routine preventive maintenance on the government owned transcription equipment as detailed in the transaction description. The contract will cover all software upgrades. This system is located throughout the VA North Texas Health Care System. 1.GENERAL REQUIREMENTS: Contractor shall provide software and hardware coverage post-warranty, to include upgrades and updates. Contractor shall provide support for all VANTHCS facilities (Dallas, Bonham, FWOPC and any CBOC's with this system). Contractor must be available to customers via phone and internet (to include email) to troubleshoot equipment problems, repairs or to request replacement equipment. 2.SCHEDULED MAINTENANCE: Contractor will maintain, check and calibrate, according to manufacturer's procedures and recommended schedule, all the equipment identified in the Statement of Work. Those services are not limited to but must at least meet the procedures and intervals indicated in the Statement of Work. 3.SCHEDULED MAINTENANCE PROCEDURES: Contractor must provide Engineering Service with a written description of the procedures to be performed on each equipment item. The description must be provided in sufficient detail so as to be acceptable to the field inspectors of The Joint Commission. 4.SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, scheduled maintenance will be provided only during Contractor's normal working hours (8:00 a.m. to 5:00 p.m., Monday thru Friday, excluding holidays). Upon acceptance of this contract, the Contractor shall immediately contact the using service to schedule mutually agreeable times for the performance of inspections. The Contractor must provide Engineering Service with a statement describing an acceptable arrangement for notifying Engineering when equipment should be made available for servicing. 5.REPAIR SERVICES: This arrangement will include unlimited emergency repair and callback repair services, with the exception of any exclusion in the Statement of Work. The Contractor will provide a five-day, Monday thru Friday, 8:00 a.m. to 5:00 p.m., emergency repair service for urgently needed equipment. The contractor will repair, on request, all equipment which is identified in the Statement of Work. All equipment repaired by the Contractor must be restored to proper working order and subjected to appropriate safety checks before being returned as fit for use. A.Corrective maintenance shall be initiated by the Contractor when equipment defects are discovered as a result of the Contractor's performing preventive maintenance services. B.Corrective maintenance shall be initiated by the VA Medical Center by giving telephonic communication to the Contractor or the Contractor's answering service. The Contractor will provide a FULLY QUALIFIED service representative on site within twenty-four (24) hours of a service call from the hospital. "FULLY QUALIFIED" means that the service representative can show evidence of successful completion of a service training program for all the equipment specified in the Statement of Work. Engineering Service will determine if training is adequate and appropriate for the equipment to be serviced. C.Contractor will restore the equipment to FULL PERFORMANCE within forty-eight (48) hours of the original call. "FULL PERFORMANCE" means that all defective parts have been replaced with parts equivalent to or better than the original manufacturer's parts and that the instrument meets or exceeds the manufacturer's original performance specifications. D.If at any time during the performance of this contract, the service or material is not covered under this contract and is therefore chargeable, the Contractor shall acquire approval from the COR (Contracting Officer's Representative), for the contract, and the Contracting Officer and should withhold further performance of service pending approval. Under normal circumstances, a purchase order would have to be issued for such charges. 6.DOCUMENTATION: Contractor will provide the using service and Engineering Service with individual written reports which describe the maintenance and repair service performed on the equipment in sufficient detail. 7.CALIBRATIONS OF CONTRACTOR'S TEST EQUIPMENT: Contractor must provide Engineering Service with a written confirmation that all gauging and measuring equipment used to check and calibrate the subject items of equipment have been calibrated either according to manufacturer's specifications or within the last twelve months against a standard that is traceable to the National Bureau of Standards. 8.Prior to award, bidder must have a facility, to include personnel, test equipment, parts inventory, licenses and technical documentation available for inspection by VA Medical Center personnel and be able to show written evidence to technical qualifications of personnel, test equipment (and calibration documentation), licenses and availability of parts. Parts availability must be written documentation from either the equipment manufacturer or authorized parts supplier. In either case, bidder must be able to show the availability of parts to him/her within 24 hours after initial call. For contracts for maintenance and repair services from other than the original manufacturer or a designated representative, the Contractor will be fully responsible for obtaining all technical documentation necessary to fulfill contractual obligations. 9.The Contractor warrants that the services to be performed under the contract will be performed in a workmanlike manner and shall conform to the standards of the industry. This warranty is given expressly and in place of all other warranties, expressed or implied, statutory or otherwise, and is the only warranty given by the Contractor. 10.Warranty items that expire during the contract period will be added to the contract as appropriate. 11.NEGLIGANCE CLAUSE: When services and parts are required as a result of accident, abuse, misuse or negligence by other than the Contractor or his representative, and are not included as a part of preventive maintenance (PM) inspection or service calls, such needs will be reported to the Contracting Officer's Technical Representative along with estimates of charges. The Contracting Officer and the Technical Representative will evaluate these needs and authorize appropriate action. The parts will be installed under the terms of the contract and each invoice is to include a legible itemized list of labor charges and parts costs. The government will incur no charges to service and parts including glassware due to accident, abuse, misuse or negligence by the contractor or his representative. 12.FAILURE TO RESPOND: For failure to respond within twenty-four (24) hours of a service call from this Medical Center, a deduction of 1/30th of the monthly rate will be taken for that day and for each twenty-four (24) hour period thereafter that the equipment is inoperable due to unresponsiveness. Failure to respond to service calls after two (2) days will be considered grounds for invoking provisions of default. This penalty will be waived under unusual or extraordinary circumstances at the discretion of the VA. 13.FAILURE TO RESTORE TO FULL PERFORMANCE: For failure to restore equipment to full performance within forty-eight (48) hours of original service call, a deduction of 1/30th of the monthly rate will be taken for each twenty-four (24) hour period thereafter that the equipment is inoperable. This penalty will be waived under unusual or extraordinary circumstances at the discretion of the VA. 14.CONTRACTOR CONTROL SYSTEM: The procedures that must be followed by all Contractors (or agents of such Contractors) in the performance of servicing and/or repairing equipment at the Dallas VA Medical Center. 15.When the equipment is to be serviced, the agent of the Contractor will report to the Engineering Office (Bldg. 9) to log in before proceeding to the Department requesting service. 16.When service is completed, the repairman must indicate on the repair ticket the specific action taken, all parts replaced, hours of labor required and travel time. The equipment serviced must be clearly identified by name, serial number and the PMI number. The Department supervisor or his/her representative will sign the repair ticket. 17.Before leaving the hospital, the repairman will log out with the Engineering Office. He/She must give the using Department and the Engineering Office a legible copy of the repair ticket along with all parts he had to replace. When service is required but the Engineering Office is unattended, the repairman may report directly to the Department requesting service. 18.When service is completed, the repairman must indicate on his/her repair ticket the specific action taken, all parts replaced, hours of labor required, and travel time. The equipment serviced must be clearly identified by name, serial number and PMI number. 19.The person who requested the contractor service or his/her representative will indicate time in and out, sign his name and retain a copy of the repair ticket. A.A copy of the service slip must be submitted to the accounting technician, Engineering Service, Bldg, 9, the day service is performed or the day the invoice is submitted. INVOICES WILL BE HELD FOR PAYMENT UNTIL A COPY OF THE REPAIR TICKET IS RECEIVED!!T 20.The COR and the Contractor will assure that: A.No other information except what is in this contract will be shared with the contractor in any follow up communication. None of the information in this contract includes Protected Health Information (PHI) or Individually Identifiable Information (III). B.The vendor will have not remote access. C.On-site supervised access by IT System Administrator. D.Vendor will not be issued a userID/password. E.No Information Security or Privacy Training will be needed. F.The Rules of Behavior do not need to be required. G.A C&A is not required. 21. RECORDS MANAGEMENT STATEMENT: oCitations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31, and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. oContractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. oContractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government "IT' equipment and/or Government records. oContractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. oContractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract or identified in the RCS 10-1. oThe Government Agency owns the rights to all data/records produced as part of this contract. oThe Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contract must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. oContractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [email, fax, etc.] or state of completion [draft, final, etc.]. oNo disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. oContractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. 22.Contractor guarantees that all equipment covered in this contract shall meet or exceed manufacturer's performance specifications at the contract expiration date. At the end of the contract term and within the two weeks following the award to the new Contractor, there will be a final inspection of all equipment at which the Contractor, the new Contractor and the Contracting Officer's Representative will be present. Any deficiencies noted will be the responsibility of the previous Contractor and shall be corrected by the terms of this contract.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VASTHCS/VASTHCS/VA25715N1622/listing.html)
 

Document(s)

Attachment
 

File Name: VA257-15-N-1622 VA257-15-N-1622.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2313498&FileName=VA257-15-N-1622-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2313498&FileName=VA257-15-N-1622-000.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: Dallas VA Medical Center;4500 S. Lancaster Road;Dallas TX

Zip Code: 75216
 

Record

SN03885850-W 20150916/150915000732-c06f7a4fd5ad2c7d209b399e53fbd6ae (fbodaily.com)
 

Source

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

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