DOCUMENT
J -- Service to maintain the medical equipment booms located in the endoscopy units in the Jamaica Plain and West Roxbury VA Medical Centers - Attachment
- Notice Date
- 1/11/2016
- Notice Type
- Attachment
- NAICS
- 423450
— Medical, Dental, and Hospital Equipment and Supplies Merchant Wholesalers
- Contracting Office
- Department of Veterans Affairs;VA Boston Healthcare System;Contracting Officer (90C);940 Belmont Street;Brockton MA 02301
- ZIP Code
- 02301
- Solicitation Number
- VA24116Q0173
- Response Due
- 1/18/2016
- Archive Date
- 4/26/2016
- Point of Contact
- Kelly L. Byers
- E-Mail Address
-
kelly.byers@va.gov
(kelly.byers@va.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- Solicitation Number: VA-241-16-Q-0173 Notice Type: Combined Synopsis / Solicitation Synopsis: This is a COMBINED SYNOPSIS/SOLICITATION for commercial items 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; proposals are being requested and a written solicitation will not be issued. (ii) The solicitation number is VA-241-16-Q-0173 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 2005-66, April, 2013. 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 https://www.acquisition.gov/far/ (FAR) and http://vaww.appc1.va.gov/oamm/vaar (VAAR) (iv) This solicitation is issued as unrestricted. The North American Industry Classification System (NAICS) code is 423450, and the size standard is 500. The proposed contract is 100% set aside for small business concerns. This announcement will close at 5:00 pm Eastern Standard Time on 18 January 2016. Quotes should be sent to Kelly L. Byers via email at kelly.byers@va.gov. All responsible sources may submit a quote which shall be considered by the agency. Evaluation Criteria/Basis for Award: All service specifications as detailed in PWS are met satisfactorily and quotes will be based on Lowest Price Technically Acceptable. (v) This requirement consists of one (1) line item: 1.All services included in the performance work statement to provide service to maintain the medical equipment booms located in the endoscopy units in the Jamaica Plain and West Roxbury VA Medical Centers for 1 year and 4 annual option years, exercised at the discretion of the Government. (vi) The following PERFORMANCE WORK STATEMENT is a detailed description of the requirements for this solicitation: REQUESTING SERVICE: Clinical Engineering INTRODUCTION: The purpose of this service contract is to ensure that medical equipment booms throughout VA Boston are receiving preventative maintenance in a timely and effective manner per the manufacturer's recommendations. Medical equipment booms are highly specialized pieces of equipment which require specific training and equipment to service, which clinical engineering currently does not have. Since the equipment has a high complexity but low frequency for service, this skillset is hard to maintain in-house. This scope of work will outline the requirements and expectations for potential vendors that can provide the aforementioned preventative maintenance services. BACKGROUND: The VA Boston Healthcare system currently has medical equipment booms in the OR and endoscopy procedure rooms at both the West Roxbury and Jamaica Plain medical centers. Medical equipment booms are ceiling mounting structures which hold medical equipment in a consolidated carrier and also clinicians to position the equipment around the operating suite in a more efficient manner. Equipment booms also have medical gas lines and power outlets built in so that the clinician has everything they need to provide patient care anywhere in the room. Although these booms are extremely helpful and provide procedure room organization, they are highly specialized pieces of equipment which require specific training and equipment to service, which clinical engineering currently does not have. Since the equipment has a high complexity but low frequency for service, this skillset is hard to maintain in-house. SCOPE OF WORK & REQUIREMENTS: The service contract to help maintain these booms should contain the following components at a minimum: a.)The contractor must have service personnel with experience and expertise on the boom make/models identified below. b.)The contractor must perform preventative maintenance (PM) on the booms annually to meet the manufacturer's recommended service frequency. c.)The preventative maintenance should cover the following areas per the manufacturer's recommendations: "Tightening of all fasteners/hardware "Checking mounting structure above the ceiling, and adjusting as necessary to ensure proper function "Clean entire boom system "Check for medical gas leaks "Check all friction adjustments & adjust as necessary "Level all shelves "Check articulation stops "Clean old grease and bioburden within joints "Grease friction points as necessary "Check-up limit stops on all hydraulic (EL) arms "Check down limit stops on dock it systems "Check cables and hoses for wear and for proper articulation "Check pump oil level on hydraulic (EL) arms "Check and adjust upper and lower hydraulic arm limit switches "Check incoming voltage to pump "Check outlet electrical connections "Check communication cable connections "Check function of gas outlet latch valves "Check for proper fuses in pump assembly "Test circuit breaker function in pump assembly "Check plumb adjustment of flat screen arm if applicable "Level of monitors "Check all warning labels and decals "Check all wiring to ensure proper connections are made at the point of termination d.)Contractor must provide pricing information on emergency repairs, including labor and travel time, along with the equipment PM proposals. e.)Any issues found related to electrical, medical gases, vacuum, or other utilities need to be reported to clinical engineering. These items must be addressed internally through the VA engineering/facilities department. f.)The contractor must provide a report of service summary for any work performed to the clinical engineering point of contact. g.)Clinical engineering requires a maximum 4 hour call back response time for any non-PM service related issues that are communicated to the contractor. Likewise clinical engineer requires a maximum 24 hour timeframe in which the contractor must be on-site to address any service calls. h.)If a boom is removed from service, the VA should be refunded credit valued based on the amount of time left that was previously paid for that contract year. i.)One session of first responder training for booms at both the West Roxbury and Jamaica Plain VA Medical Centers. j.)No parts should be ordered without prior confirmation from the clinical engineering service. k.)Clinical engineering will require at least an annual meeting to review contract performance, equipment changes, and provide support feedback. SUMMARY OF DELIVERABLES: The following list itemizes the expected deliverables from the contractor: a.)One annual PM per equipment boom listed in the attached equipment inventory b.)Emergency repair services at a defined labor and travel rate c.)Service reports on all PM and emergency repair calls d.)Maximum 4 hr initial response call via phone, and maximum 24 hrs timeframe for on-site service e.)One first responder training for both West Roxbury and Jamaica Plain VA Medical Centers INVENTORY OF EQUIPMENT BOOMS COVERED UNDER SERVICE CONTRACT ServiceLocationEE#Serial #ManufacturerModel GI/EndoscopyJP E5-1191442821209-246-02-1-0261SkytronET2F-CPM48/2AFCG GI/EndoscopyJP E5-1081442831209-246-02-1-0267SkytronET2F-CPM48/2AFC1 GI/EndoscopyJP E5-1181442841209-246-02-1-0266SkytronET2F-CPM48/2AFC1 GI/EndoscopyJP E5-1171442851209-246-02-1-0264SkytronET2F-CPM48/2AFC1 GI/EndoscopyJP E5-1121442861209-246-02-1-0265SkytronET2F-CPM48/2AFC1 GI/EndoscopyJP E5-1161442871209-246-02-1-0263SkytronET2F-CPM48/2AFC1 GI/EndoscopyWRX 1B-148N/A05-07-VSH20015-H2SkytronE2AFS GI/EndoscopyWRX 1B-160N/A06-01-VSE10120-E1SkytronE2AFS SurgeryWRX OR #3N/AAR013834MaquetModutech SurgeryWRX OR #3N/AAR013598MaquetModutech SurgeryWRX OR #4N/AAR013819MaquetModutech SurgeryWRX OR #4N/AAR013818MaquetModutech SurgeryWRX OR #5N/AAR013817MaquetModutech SurgeryWRX OR #5N/AAR012871MaquetModutech ? QUALITY ASSURANCE: Clinical Engineering Boom Service Contract - Quality Asurance Surveillance Plan (QASP) Deliverable Measurement/Metric Method of Surveillance Frequency Acceptable Quality Level (AQL)Procedures to be taken when performance standards are not met Annual PM on all listed booms1.) Verifying service reports against manufacturer's PM requirements. 2.) Completed PM work order in VISTA. 3.) Visual/physical inspection by BESS Assessment by COR/BESS Supervisor Once annually per boom 100% of booms must be serviced annually FAR Clause 52.212-4 Emergency repair services being performed at a defined labor and travel rate Checking service reports against contract rates and expectationsCOR and/or BESS who placed the call will review the report and visually verify the correct ratesPrior to payment for any emergency servicesLabor and travel pricing must match the contracted rates 100% of the time FAR Clause 52.212-4 Service Reports on all PMs and Emergency Repair Calls Receipt of report by COR and/or BESSCOR and/or BESS who placed the call will verify reports upon physical/electronic acceptance Once per call 100% of calls and PMs must require a service report FAR Clause 52.212-4 Maximum 4 hr initial response call via phone, and maximum 24 hrs timeframe for on-site service Joint assessment by the COR and/or BESS who places the call. Assessment by COR/BESS supervisoryPeriodically as needed throughout the duration of the contract100% of calls must adhere to the agreed upon timeframe requirements FAR Clause 52.212-4 One first responder training for both West Roxbury and Jamaica Plain VA Medical Centers Completion of both training sessionsVisual verification of the training attendance sheet by the COR One session per medical centerBoth trainings must be scheduled and completed. FAR Clause 52.212-4 ? Licensing and Accreditation: 1.Shall have all licenses, permits, accreditation certificates required by Federal law and State law in the state of Massachusetts 2.Must notify the Contracting Officer immediately, in writing, upon its loss (or any of its subcontractors) of any required certification, accreditation, or licensure. Contract Performance Monitoring Quality Assurance: The Contractor shall comply with all applicable OSHA, Federal and State laws, the Joint commission and regulations required as required for performing the type of services required. The government shall evaluate the contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). Federal Holidays: (The contractor does not have to perform on these holidays) New Year's DayLabor Day Martin Luther King Jr.'s BirthdayColumbus Day President's DayVeteran's Day Memorial DayThanksgiving Day Independence DayChristmas Day Hours of Operation: The contractor is responsible for conducting business, between the hours of 8am - 4:30pm EST/EDT Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. All certifications must be kept current with any change of personnel assigned to this contract. Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided. Contracting Officer Representative (COR): The COR will be identified by separate letter upon contract award. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. Key Personnel: Provided Upon Award The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30p.m EST/EDT, Monday thru Friday, except Federal holidays or when the government facility is closed for administrative reasons. Identification of Contractor Employees: All contract personnel attending meetings, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor Furnished Items and Responsibilities: 1.The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract. (viii) 52.212-1 Instructions to Offerors - commercial Items, apply to this solicitation with the following addenda, 52.252-1, 52.216-1, 52.217-5, 52.233-2, VAAR852.233-70, VAAR 852.233-71, VAAR 852.270-1, VAAR 852.273-74, (ix) 52.212-2, Evaluation - Commercial Items: FAR provision 52.212-2 applies to this solicitation. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: (i)Technical capability of the item offered to meet the Government requirement. 1.Provide a written process flow and identify the specific methods and processes that will be used to accomplish the identified criteria in the description of work. 2.Provide applicable state required licenses, certificates, and training of personnel who will be performing on site services. 3.Provide turnaround time for specimen upon receipt. (ii)Price 1.Quotes should be submitted as two separate line items to include the following tests, cost-per-test pricing (inclusive of FOB Destination): a.Phlebotomy Blood Draws b.Urine Collections 2.Resulting contract will be for 1 base year with four 1 year options. Pricing for option periods is requested to remain the same as base year pricing. This must be notated on response. Vendors will need to have an active registration in SAM.gov in order to be considered for award. (xi) 52.212-4 Contract Terms and Conditions - Commercial Items: apply to this solicitation with the following addenda; VAAR 52.204-4, 52.216-21, 52.217-8, 52.217-9, 52.232-19, 852.203-70, VAAR 852.215-70, VAAR 852.215-71, VAAR 852.232-72, VAAR 852.237-70. (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: 52.203-6, 52.209-6, 52.219-6, 52.219-8, 52.219-14, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 52.222-54, 52.223-18, 52.225-13, 52.232-34, 52.222-41, 52.222-4252.222-43, (xiii) n/a (xiv) The Defense Priorities and Allocations System (DPAS) is not Applicable to this acquisition (xv) RESPONSES ARE DUE July 23, 2015 13:00 eastern standard time (est). Only Electronic offers will be accepted. Please email all offers to heather.simpson@va.gov (xvi) Contact Heather Simpson at heather.simpson@va.gov for any questions related to this solicitation. Contracting Office Address: Department of Veterans Affairs, VA Boston Healthcare System, 940 Belmont Street, Brockton, MA 02301 Place of Performance: West Roxbury and Jamaica Plain VA Medical Centrers Primary Point of Contact.: Kelly L. Byers, Contract Specialist Department of Veterans Affairs Medical Centers kelly.byers@va.gov PRICE SCHEDULE Base Year: (Period of one (1) year from date of contract award) Est. Price Schedule Qty UnitUnit Cost Service to maintain the medical equipment booms located in 1 YEAR $_______ the endoscopy units in the Jamaica Plain and West Roxbury VA Medical Centers Option Year #1:(Period of one (1) year, commencing on the day following the last day of the Base Year) Est. Price Schedule Qty UnitUnit Cost Service to maintain the medical equipment booms located in 1 YEAR $_______ the endoscopy units in the Jamaica Plain and West Roxbury VA Medical Centers Option Year #2: (Period of one (1) year, commencing on the day following the last day of Option Year 1) Est. Price Schedule Qty UnitUnit Cost Service to maintain the medical equipment booms located in 1 YEAR $_______ the endoscopy units in the Jamaica Plain and West Roxbury VA Medical Centers Option Year #3: (Period of one (1) year, commencing on the day following the last day of Option Year 2) Est. Price Schedule Qty UnitUnit Cost Service to maintain the medical equipment booms located in 1 YEAR $_______ the endoscopy units in the Jamaica Plain and West Roxbury VA Medical Centers Option Year #4: (Period of one (1) year, commencing on the day following the last day of Option Year 3) Est. Price Schedule Qty UnitUnit Cost Service to maintain the medical equipment booms located in 1 YEAR $_______ the endoscopy units in the Jamaica Plain and West Roxbury VA Medical Centers Period of Performance: Base Year: Date of Award - 1February 2017 Option Year 1: 31 January 2017 - 17 January 2018 Option Year 2: 31 January 2018 - 17 January 2019 Option Year 3: 31 January 2019 - 17 January 2020 Option Year 4: 31 January 2020 - 17 January 2021
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BoVAMC/VAMCCO80220/VA24116Q0173/listing.html)
- Document(s)
- Attachment
- File Name: VA241-16-Q-0173 VA241-16-Q-0173.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2501431&FileName=VA241-16-Q-0173-000.docx)
- Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2501431&FileName=VA241-16-Q-0173-000.docx
- Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
- File Name: VA241-16-Q-0173 VA241-16-Q-0173.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2501431&FileName=VA241-16-Q-0173-000.docx)
- Place of Performance
- Address: Department of Veterans Affairs;940 Belmont Street;Brockton, MA 02301
- Zip Code: 02301
- Zip Code: 02301
- Record
- SN03987841-W 20160113/160111234311-432ccf477a90951c260f0249e06ac857 (fbodaily.com)
- Source
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