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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 12, 2016 FBO #5376
DOCUMENT

J -- 632-17-1-454-0021 TALYST - Attachment

Notice Date

8/10/2016
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;James J. Peters VA Medical Center;130 West Kingsbridge Road;Bronx NY 10468-3904
 

ZIP Code

10468-3904
 

Solicitation Number

VA24216N0885
 

Response Due

8/18/2016
 

Archive Date

10/17/2016
 

Point of Contact

Desiree Flores
 

E-Mail Address

NY
 

Small Business Set-Aside

N/A
 

Description

Please note that this is NOT a request for quotes or proposals, the Government is seeking information for market research purposes only. The Department of Veterans Affairs, VA James J. Peters VA medical center is currently conducting a market survey for qualified firms capable of providing "(Maintenance and Repair for Northport VA Medical Center)" The vendor will be responsible for, but not limited to: Background: Scope of Work: The contractor shall provide all resources (labor, equipment, tools, materials, preventive maintenance service, and parts) necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. STATEMENT OF WORK SERVICE/MAINTENANCE OF EQUIPMENT DESCRIPTION/SPECIFICATIONS I.REQUIREMENTS: The regulatory requirements extend to repairs performed by OEMs and required maintenance to return the equipment/instruments and systems to the manufacturer's original specifications. The repair and refurbishment process is subject to regulatory FDA audits and must comply with Medical Device Reporting (MDR) requirements. A.FULL SERVICE CONTRACT: Furnish all necessary labor, equipment, tools, materials, repair service, software updates, parts, etc., for complete On-Site Maintenance Service as specified below in accordance with the terms, conditions and schedule of this agreement. B.BASE PERIOD:Date of Award, through and including September 30, 2017 Contract Extension: The Government will have the Option to extend the Term of the contract for Four (4) additional years. C.EQUIPMENT:Equipment to be serviced/maintained includes: VA ID#DESCRIPTIONSITE #/SERIAL# 22753TALYST AUTOPACK SYSTEMAOHSAZ810 II.DEFINITIONS/ACRONYMS: A.Biomedical Engineering - Chief or designee. B.CO - Contracting Officer. C.COR - Contracting Officer Technical Representative (Biomedical Engineering) D.PMI - 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.ESI - Electrical Safety Inspection. F.FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises. G.ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and condition of the contract. H.Acceptance Signature - VA employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending as stated in ESR. I.Authorization Signature - COTR's signature; indicates COTR accepts work status as stated in ESR. J.NFPA - National Fire Protection Association. K.CDRH - Center for Devices and Radiological Health. L. VAMC - Department of Veterans Affairs Medical Center M.OSHA - Occupational Safety and Health Agency. N.OEM - Original Equipment Manufacturer. O.AQL - Acceptable Quality Level III.CONFORMANCE STANDARDS: The contractor shall ensure that the equipment (hardware and software) functions in conformance with the latest FDA (medical device regulations (including but not limited to Class I, Class II, Class III and MDDS), validation, quality assurance and compliance), latest published edition of NFPA-99, TJC, OSHA, CDRH, ISO 9001, and any other performance standards and specifications used when the equipment was procured by VA and any upgrades/updates. IV.SECURITY: 1.All vendors/contractors will sign-in at the Biomedical Engineering Administrative Office building 11 room 1, before reporting to their respective work site. Each vendor/contractor will be issued a temporary identification badge that must be worn at all times above the waist, in front, with the face of the card visible. 2. If removable media (i.e. USB or DVD/CD Device) is required to service, troubleshoot or install/update software, then it must be scanned with an anti-virus program. The removable media is scanned with anti-virus software running current virus definitions prior to connection to any medical device at the scanning workstation located in Biomedical Engineering. Any vendor/contractor with patient sensitive information that is imported into the removable media device for any reason must purge all patient sensitive information prior to departure from the facility. 3.All items covered by the manufacturer's warranty, contractor service of any devices, systems, or other equipment containing media (hard drives, optical disks, etc.) with VA sensitive information must not be removed / returned to the vendor at the end of life, for trade-in, or other purposes. 4. Upon completion of the scheduled work, the vendor/contractor will return to the Biomedical Engineering Administrative Office building 11 room 1, to sign-out, return the temporary identification badge, and leave any Field Service Reports if necessary. 5.All medical device workstations and servers must be in compliance with MDIA (Medical Device Infrastructure Architecture) as well as comply with all FDA regulations. 6.Remote System Diagnosis: Proactive, remote monitoring and diagnosis shall be provided and covered by contractor, however contractor must meet strict VA guidelines on use of virtual private network (VPN) access. 7.Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be REMOVED / RETURNED to the vendor at the end of lease, for trade-in, or other purposes. V.HOURS OF COVERAGE: A.24 hours per day, 365 days per year. B.Preventive Maintenance Inspections will be performed [Semi-Annually]. Preventive Maintenance Inspections will be performed PER MANUFACTURER'S PUBLISHED PM STANDARDS in the following months: February and August C.Federal Holidays observed by the VAMC are: New Years DayLabor DayMartin Luther King DayColumbus DayPresident's DayVeterans DayMemorial DayThanksgiving DayIndependence DayChristmas Day And any other day specifically declared by the President of the United States to be a national holiday. VI.UNSCHEDULED MAINTENANCE: A.The contractor shall maintain the equipment in accordance with the Conformance Standards Section and the Performance Requirements Section, by furnishing all necessary labor, equipment, tools, materials, repair service, software updates and parts for service (excluding consumables) in accordance with the terms, conditions and schedule of this agreement. 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. B. Only, the CO, COR or designated alternate has the authority to approve/request a service call from the contractor. C.Response Time: After receipt of telephoned notification of a problem 24 hours per day, 365 days per year, contractor shall respond with a telephone call within four (4) hours. If the support call is determined to be MISSION CRITICAL, on-site support shall be provided within Twenty-Four (24) Hours and shall proceed progressively to completion without undue delay. VII. SCHEDULED MAINTENANCE: A.The contractor shall perform Preventive Maintenance Inspection (PMI) service within coverage hours to ensure that equipment listed in the schedule performs in accordance with Section III, Conformance Standards. The contractor shall make thorough technical inspections of the equipment covered in the Schedule. Within ten (10) days after the award of the contract, the contractor shall submit a schedule of PMIs and a PMI checklist describing in detail the scheduled maintenance procedures for inspecting each piece of equipment listed. This checklist is subject to the approval of the COR. The contractor shall provide and utilize these procedures and checklists with worksheet originals indicating the work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. All equipment listed under Section I, Equipment, will have PM service performed per original equipment manufacturer's published PM frequency requirements. Semi-Annually. Preventive Maintenance Inspections will be performed in the months of February and August. In no event shall more than SIX (6) months elapse between inspections. PMI services shall include, but need not be limited to, the following: 1. Cleaning of equipment. 2. Reviewing operating system software diagnostics to ensure that the system is operating to the manufacturer's specifications. 3. Calibrating and lubricating the equipment. 4. Performing remedial maintenance of non-emergent nature. 5. Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail or become worn. 6. Measuring and adjusting and calibrating as necessary for optimal performance, output or image quality. 7. Inspecting electrical wiring and cables for wear and fraying. 8. Inspecting all mechanical components including, but not limited to: patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance. 9.Performing any Electrical Safety Inspections required by NFPA-99, 2015 as they may apply to this class of equipment and its application. 10. Returning the equipment to the operating condition defined in Section III, Conformance Standards. 11. Providing documentation of services performed. B.PMI services shall be performed in accordance with, and during the hours defined in, the Preventive Maintenance Inspection schedule established herein. All exceptions to the PMI schedule shall be arranged and approved in advance with the COR and Radiology Service. C.All parts, services, manuals, tools, or software required to successfully complete scheduled PMI are included within this contract, and it's agreed upon price, unless specifically stated in writing otherwise. D.Upon completion of the preventive maintenance and any required electrical safety inspection, the FSE must tag the equipment with an inspection tag, label or sticker which provides the following information: date inspected, date next due, and initials of FSE. VA Biomedical Engineering Labels may be provided to the FSE upon request when reporting (signing-in) to Biomedical Engineering. VIII.PARTS: A.All parts (including shipping costs) necessary for Scheduled and Unscheduled Maintenance are included/covered. Parts are to be New, Original Equipment Manufacturer (OEM) or certified refurbished only. Parts shall be most recent version, be readily available and shall be delivered/replaced in an expedited manner to meet/exceed uptime requirements. Parts are only to be replaced by Qualified Contractor Field Service Engineers. Software/Parts necessary to correct a safety risk/hazard (mandatory safety release) or which minimally improve original Equipment performance/etc. will be included/installed at no additional charge. Disposables, accessories, cosmetically damaged parts and optional upgrades are excluded. B. The contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contractor shall use OEM new parts, Parts furnished by the contractor shall be guaranteed against defects and/or failure for a period of 1 year from the date of completed installation of the component. Used parts, those removed from another similar system shall not be installed without approval by the COR. Parts shall be delivered on a Priority Overnight Basis. IX.MISCELLANEOUS SERVICES AND COVERAGE: A.SOFTWARE /HARDWARE UPDATES: Software or hardware updates to correct identified software problems or safety risks shall be installed as needed and covered. Software upgrades which provide additional capabilities as opposed to corrective measures are not covered. B.Factory-level training shall be made available for up to 4 persons on management of the OS-PAC systems on site. Such persons shall be Pharmacy employees, Biomedical Engineering Technicians or a combination of both totaling four (4). X. SERVICE MANUALS AND DIAGNOSTIC SOFTWARE: The VAMC shall not provide 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. XI.SERVICE DOCUMENTATION/REPORTS: The documentation will include legible detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards Section. In addition, each ESR must at a minimum document the following data legibly and in complete detail: A.Name of Contractor B.Name of FSE who performed services. C.Contractor Service ESR Number/Log Number. D.Date, time (starting and ending), and Hours-On-Site for service call. E.VA Purchase Order (PO) #(s) covering the call, if outside normal working hours. F.Description of Problem reported by COR/User. G. Identification of Equipment to be serviced: VA Inventory Entry # (if available), manufacturer, model#, serial#, and any other manufacturer's ID#'s. H. Itemized Description of Service Performed (including Costs associated with after normal working hour services), including: Labor, travel hours, and parts replaced (with part #s), location of problem (equipment assembly, circuit, etc) and Corrective Action. I.Total Cost to be billed. J.Signatures: 1. FSE performing services described. 2. VA Employee who is notified and accepts that repair /service has been completed. K.A "Log Book" to be left with the supervisor at the equipment site for entering arrival and departure times and maintaining a PM and Repair records. XII.ADDITIONAL CHARGES: There will be no additional charge to the Government 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. XIII. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but not 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 COTR with a written estimate of the cost to make necessary repairs. XIV.QUALIFICATIONS: Offers will be considered only from offerors who are established in the business called for and whom in the judgment of the Contracting Officer (CO) are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service. XV.CONDITION OF EQUIPMENT: The contractor accepts responsibility for the equipment described in Section I, 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. XVI.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. A."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 comparable to that identified in the SOW. For field experience, the FSE(s) has a minimum of one year of experience, with respect to scheduled and unscheduled preventive and remedial maintenance on covered equipment. B.The FSEs shall be authorized by the contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs who are authorized and certified by the OEM. The contractor shall be able to furnish upon request written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model of equipment 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 the COR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the VAMC 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. XVII.TEST EQUIPMENT: Contractor is required to utilize testing equipment for calibration which has been certified to be accurate, with accuracy traceable to a national standard. Certification certificates shall be made available to COR upon demand. XVIII. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The contractor's FSE's shall wear visible company identification at all times while on the premises of the VAMC. It is the responsibility of the contractor to park in the appropriate designated parking areas. Smoking is prohibited inside any buildings at the VAMC or near entranceways. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to police search. Violations of VA regulations may result in citations answerable in the United States (Federal) District Court. The North American Industry Classification Systems (NAICS) is 811219. Responses to this notice must be submitted in writing via email at desiree.flores@va.gov and must be received not later than August 18, 2016, 3:00 pm EST. No telephone inquiries will be accepted. Interested firms should also add their information to the interested vendors list for this announcement at www.fbo.gov. The purpose of this notice is to gain knowledge of potential qualified sources and their size classification//socioeconomic status (service-disabled veteran owned small business, veteran owned small business, HUB Zone, 8(a), small business or large business), relative to NAICS 811219. Responses to this notice will be used by the Government to make appropriate acquisition decisions. Responses to this notice should include company/individual name, a service capability statement, examples of similar facilities for which you have provided services to, DUNS number, address, point of contact and social-economic category (ex: SBVOSB, VOSB, 8(a), HUBZone, WOSB, EDWOSB, Small Business). If your firm is a Service-Disabled Veteran Owned or Veteran Owned Small Business, you must be CERTIFIED in VetBiz (see internet site: http://vip.vetbiz.gov). Contractor must be registered in System for Award Management (SAM), formerly CCR (see internet site: http://www.sam.gov). Responses to this notice must be submitted in writing via email at desiree.flores@va.gov and received not later than August 18, 2016, 3:00 pm EST. All interested parties must respond to any related solicitation announcement separately from the responses to this announcement. Email: desiree.flores@va.gov No telephone inquiries will be accepted. Interested firms should also add their information to the interested vendors list for this announcement at www.fbo.gov.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BroVANAP/VAMD/VA24216N0885/listing.html)
 

Document(s)

Attachment
 

File Name: VA242-16-N-0885 VA242-16-N-0885.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2934283&FileName=VA242-16-N-0885-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2934283&FileName=VA242-16-N-0885-000.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: 79 Middleville Road;Northport, NY

Zip Code: 11768
 

Record

SN04217972-W 20160812/160810235404-66084a9c6dddcf4ccd41720ee48b68e4 (fbodaily.com)
 

Source

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

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