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FBO DAILY - FEDBIZOPPS ISSUE OF JULY 10, 2016 FBO #5343
DOCUMENT

J -- Preventive Maintenance and Repair on Medtronic S7 Stealth Image Guidance System for the VA Medical Center in Oklahoma City, OK 73104 - Attachment

Notice Date

7/8/2016
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;ATTN: NCO 16 DIV I SER;1011 Honor Heights Drive;Muskogee OK 74401-1318
 

ZIP Code

74401-1318
 

Solicitation Number

VA25616N0856
 

Response Due

7/14/2016
 

Archive Date

10/12/2016
 

Point of Contact

Lance Davis
 

Small Business Set-Aside

N/A
 

Description

Preventive Maintenance and Repair on Medtronic S7 Stealth Image Guidance System VA Medical Center Oklahoma City, OK 73104 BRIEF SCOPE OF WORK (This is for information only) Project Scope Veterans Affairs requires a contractor to provide Annual Preventive Maintenance (PM), and Repair Support Services, on an as-needed basis, for the Medtronic S7 Stealth Image Guidance System at the Oklahoma City VA Health Care System. This is a Base Plus Four Option Year requirement to begin on or about 1 October 2016. Services are to be performed in accordance with this PWS utilizing OEM proprietary hardware and software, with the intent of ensuring the equipment operates as the original manufacturer intended, uninterrupted (minimum 95% uptime), with the latest updates, in a cost-effective, efficient manner, ensuring this critical care, highly specialized, life support, medical equipment provides the best care possible for our Nation's Veterans. Services are required on the government-owned equipment listed in the Performance Work Statement (PWS) for the period of performance and at the location outlined in this PWS. Contractor shall furnish all labor, materials, parts, equipment, tools, transportation, and supervision to provide services in accordance with the PWS. BACKGROUND: Equipment: The VA owned Medtronic S7 Stealth Image Guidance System is used in surgery at the VA Medical Center. The following pieces of equipment require service under this contract: Equipment Description: Image Guidance System Brand & Model:Medtronic S7 Original Equipment Manufacturer (OEM):Medtronic Serial Number: N01695013 VA PMI Number: 52517 SUMMARY OF REQUIREMENTS Contractor shall provide OEM-trained technicians to perform OEM-standard services on equipment in this PWS. Services on the equipment include maintenance support, corrective maintenance repair, 24x7 emergency phone support, provision of parts and service, and modification as required due to safety or reliability. All OEM software updates shall be included. TASKS AND REQUIREMENTS Performance and Repairs: All work performed shall be in accordance with manufacturer's specifications, including but not limited to: adjustments, calibrating, cleaning, lubricating, testing, disassembly, checkout, replacement of parts, etc. required to keep the equipment in operating condition. Contractor must guarantee minimum 95% up time for the equipment. Contractor shall guarantee that all equipment covered by this contract shall be in optimum working condition at the completion of each contracted Period of Performance. Contractor will make every attempt to maintain and repair equipment on-site within a reasonable time, unless local environment prohibits on-site attendance. Failing this, contractor will provide substitute equipment in the event a repair continues beyond the reasonable time frame. A reasonable time frame ensures the VA mission continues uninterrupted with no loss, damage or suffering to VA patients and/or resources. Preventive Maintenance: Contractor shall provide annual preventive maintenance service on equipment, in September of each contracted Period of Performance, within Standard Business Hours, and arranged through the COR. The visits will include equipment verification by an OEM-trained technician. Before the expiration of each period of performance, the contractor shall provide the COR with a report certifying the equipment listed in this PWS has been calibrated to O.E.M. standards not less than annually during the contract period. All parts shall be O.E.M. standard or certified. Service Call: Unscheduled service should be conducted at no additional cost during Standard Business Hours. Emergency service should be available, with a technician onsite at location, within 48 hours' notice from the COR. If support call for repair service is deemed mission-critical, contractor will be on-site performing corrective action response to service calls within 24 hours of notice from COR, barring special circumstances. Software Updates: Contractor shall provide any software updates, as they become available, for all equipment, at no additional cost. All software changes made become the property of the VA. Help Desk Support: Contractor shall provide emergency telephone support during Standard Business Hours, as a minimum at no additional charge, with phone calls returned no later than 2 hours after a voice message has been left by the COR. Modifications: If contractor or external hazard assessment/notification by the FDA, NCPS, or CEOSH determines that a modification is necessary to address safety concerns or reliability, installation and modification will be performed at no additional charge. Parts: As part of the OEM-standard of service required on this contract, contractor must provide unique and/or high mortality replacement parts. All parts will be O.E.M. recommended parts. Substitute Equipment ("loaner"): Contractor shall provide loaner equipment, of a substantial similar standard and will provide the same functional outcome as those identified in this PWS, at no additional cost to the government should the existing VA owned equipment require off site factory repair or repair is delayed beyond a reasonable amount of time. Shipment: Contractor shall be responsible for shipment of repair parts and substitute equipment at no expense to the government, with FOB destination terms applicable in these circumstances, and in favor of the VA Medical Center at this location. Condition of Equipment The Contractor shall accept responsibility for the equipment in "as is" condition. Failure to inspect the equipment prior to contract award shall not relieve the Contractor from performance of the requirements of this contract. CONTRACTOR FURNISHED EQUIPMENT / PROPERTY (CFE / CFP) Service Manuals/Tools/Equipment The VAMC 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 upon request. Substitute Equipment When these are provided to the VA Medical Center at this location the title of such equipment remains with the contractor. CFE/CFP must be returned to the contractor in the condition in which it was supplied. Any repairs necessary as a result of damaged CFE/CFP must be immediately reported to the CO before payment is approved to remedy or repair CFE/CFP. CFE/CFP must be returned to the contractor within seven (7) days of the VA receiving the repaired VA-owned equipment unless an extension is obtained in writing from the contractor, and within the seven (7) day period. Contractor must inform the COR and CO immediately, and in writing, of any CFE/CFP not returned to the contractor within seven (7) days of the VA receiving the repaired VA-owned equipment. QUALITY Conformance Standards Contractor shall ensure that their services, staff and equipment used in the performance of this contract conform and comply with the latest industry service standards, information, guidance, regulations and publications of the following: 1)AAMI-ANSI ST-79:2010 Part 7.7 standards (Servicing and Repairs of Devices in the Health Care Facility). This can be obtained at http://www.aami.org/publications/standards/st79.html 2)IAHCSMM - International Association of Healthcare Central Service Materiel Management 3)US FDA - US Food and Drug Administration 4)CDC - Centers for Disease Control and Prevention 5)CDRH - Center for Devices and Radiological Health 6)ISO (As a minimum: ISO 9001:2008 Certification and ISO 13485:2003 certification (medical devices)) 7)ASQ - American Society for Quality 8)UL - Underwriters Laboratories 9)OSHA - Occupational Safety and Health Administration Remedy or Rework Rework or Remedy is defined as performing the Service again until the Purpose of this PWS is achieved in full. This involves less than Satisfactory Service by the Contractor and as noted by the COR. Rework or Remedy must occur within 3 business days of the notice of the rework or remedy requirement from the COR and at no additional cost to the Government. Inspection and Acceptance of Services: The Government reserves the right to inspect and test services in accordance with this PWS and the Contract. The only individual authorized to officially accept services is the COR. While inspection of services may be delegated by the COR and a shared responsibility with departmental management staff, the COR is ultimately the only authorized individual to approve and accept services on behalf of the VA. DELIVERABLES (refer also to Technical Qualification and Contact Points for additional Deliverables) Service Report (SR) Contractor is responsible for providing Service Reports for every service. A Service Report is required for all: 1)Outgoing serviced equipment with an inventory of all equipment collected by the contractor, and 2)incoming serviced equipment with an inventory of all equipment completely serviced and delivered by the contractor and with the Service Report provided to the COR at the time of delivery of serviced equipment. Such documentation shall meet the guidelines as set forth in the Conformance Standards. In addition, each Service Report shall, at a minimum, document the following data legibly and in complete detail: 1)Name of contractor and contract number. 2)Name of Field Technician who performed services. 3)Contractor's Service Report number/log number. 4)Date and time (arrival and departure) of Field Technician on-site at VA collecting and delivering equipment 5)VA purchase order number 6)Description of problem reported by COR. 7)Details of Equipment serviced: a.Equipment set numbers b.Device name, instrument type c.Serial number d.Any other manufacturer's identification numbers. e.PMR and Service description 8)Signatures: a.Field Technician performing services described. b.COR acceptance signature Service Reports (Engineers Service Report (ESR) or Service Report) When the service is completed, the Field Technician shall document services rendered on a legible Service Report(s). During Check In/Check Out procedures with the COR, the Field Technician must provide the COR with the Service Report(s) for that service visit. ESR can be submitted electronically to the COR, not exceeding 5mb in size, following service completion yet before the Technician departs the location to ensure the COR has an opportunity to review and provide an acceptance signature. All Service Reports shall be submitted to the COR for an "acceptance signature". If the COR is unavailable, a signed copy of the Service Report shall be sent to the Contractor after the work can be reviewed (if requested or noted on the Service Report). The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the COR (in writing) of the existence or the development of any defects in the equipment submitted for service which the Contractor considers he/she is not responsible for under the terms of the contract and where replacement is recommended. TECHNICAL QUALIFICATIONS and PERSONNEL STANDARDS Calibration of Vendor's Equipment: Contractor must provide the COR with certification attesting that all gauging and measurement equipment used to check and calibrate the subject items of equipment has been calibrated either according to the manufacturer's specifications or within the last twelve months against a standard that is traceable to the National Bureau of Standards. Contractor must provide the COR and Contracting Office with such documentation, as a minimum: a)Within 5 business days of contract award, b)Within 5 business days after renewal or extension of services in accordance with, and if permitted by applicable FAR clause, and ¦and in advance of commencing services on equipment identified in this PWS. Qualifications of Contractor OEM-Trained Technicians: Contractor shall document, in writing, their experience in working on the identical make and model equipment listed in this PWS as well as the qualifications of individuals who will work on the equipment. Where the PWS requires OEM-trained technicians, demonstration of this will also be required in the documentation. Contractor must provide the COR and Contracting Office with such documentation, as a minimum: a)Within 5 business days of contract award, b)Within 5 business days after renewal or extension of services in accordance with, and if permitted by applicable FAR clause, and c)immediately, when previously assigned OEM-trained technicians have been replaced, ¦and in advance of commencing services on equipment identified in this PWS. 1.The contractor shall have sufficient staff to satisfactorily support this contract, including the PWS and its purpose. Contractor staff providing services on this contract must include a "fully qualified" FSE and a "fully qualified" FSE who shall serve as the backup. 2."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. 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 of the equipment in this contract 3.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 VAMC. 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 VAMC equipment. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. 4.If subcontractor(s) are used, they shall be approved by the CO prior to commencement of services. The Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. Location of performance Oklahoma City Veterans Administration Medical Center (OKC VAMC) 921 NE 13th St. Oklahoma City, OK 73104 IMPORTANTR NOTE: This RFI (Request for Information) is for information only; no award will be made off of this RFI. Please communicate via e-mail to Lance.Davis2@va.gov by COB July 14, 2016 as to your company's ability to perform service per this brief Scope of Work. Please state your company's business size (please provide DUNS number) and if you have a FSS/GSA contract that includes this service.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/MuVAMC623/MuVAMC623/VA25616N0856/listing.html)
 

Document(s)

Attachment
 

File Name: VA256-16-N-0856 VA256-16-N-0856_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2860252&FileName=VA256-16-N-0856-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2860252&FileName=VA256-16-N-0856-000.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: VA Medical Center;921 NE 13th St.;Oklahoma City, OK

Zip Code: 73104
 

Record

SN04176248-W 20160710/160708234629-22a4d26b19abc69f4b7e05e4d0863f82 (fbodaily.com)
 

Source

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

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