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FBO DAILY - FEDBIZOPPS ISSUE OF MAY 03, 2017 FBO #5640
DOCUMENT

J -- Medical Repair Parts Service Maitenance Agreement - Attachment

Notice Date

5/1/2017
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;VA Black Hills HCS;Fort Meade Campus;113 Comanche Rd.;Fort Meade SD 57741
 

ZIP Code

57741
 

Solicitation Number

VA26317N0600
 

Response Due

5/31/2017
 

Archive Date

6/30/2017
 

Point of Contact

Shane Galles
 

Small Business Set-Aside

N/A
 

Description

The Department of Veterans Affairs is seeking interested sources for a requirement entitled: Medical Repair Parts Service Maintenance Agreement. The performance location will be at the Minneapolis VAMC. The requirement consists of the following draft Statement of Work: STATEMENT OF WORK Contents I. INTRODUCTION/BACKGROUND 3 II. PERIOD OF PERFORMANCE 3 III. CONTRACTOR REQUIREMENTS 3 IV. PARTS FUNCTIONAL CATEGORIES 4 V. DESCRIPTION OF ACCEPTABLE SOURCES & PARTS CONDITION 5 VI. LABOR AND MATERIAL REQUIREMENTS 5 VII. PRODUCT REQUIREMENTS 6 VIII. EQUIPMENT CHANGES 6 IX. INVOICING AND PRICING 6 X. DISINFECTING INSTRUCTIONS 7 XII. WARRANTY 7 XIII. OPERATOR AND SERVICE MANUALS 7 XIV. ORDER OF PRECEDENCE 7 XVI. APPENDIX A 8 XVII. APPENDIX B 9 XVIII. APPENDIX C 12 I. INTRODUCTION/BACKGROUND The Minneapolis VA Health Care System (MVAHCS) seeks a Firm-Fixed Price contract for repair/replacement medical part (RMP) services on the medical equipment. The contractor (and its Subcontractors) shall provide all repair/replacement part services required, regardless of the problem. The contractor shall ensure qualified staff performs all repairs. The contractor of repair/replacement medical parts (RMP) shall be able to provide original equipment manufacturer (OEM), OEM replacement, remanufactured and used/tested parts for general biomedical and imaging equipment within MVAHCS. MVAHCS is responsible for maintaining an updated inventory medical equipment list. II. PERIOD OF PERFORMANCE The period for performance for the MVAHCS Medical Equipment Repair Parts service agreement shall be as follows: The contract shall provide full service where the contractor shall furnish all labor, transportation, and parts necessary to repair/replace all medical equipment between October 1, 2017 and September 30, 2018, plus each subsequent Year through September 30, 2022. All contractor and/or subcontractor provided services will be performed during the normal MVAHCS business hours (8:00 a.m. - 5:00 p.m.) Monday through Friday, except Federal holidays, unless otherwise specified. Contractor may work outside normal business hours by arrangement with BIS department personnel. The response time for emergencies shall be no more than 4 hours by phone and no more than 24 hours for onsite service, unless otherwise specified by the BIS technician. III. CONTRACTOR REQUIREMENTS The contractor RMPs shall have current ISO 9001 certification and maintain said certification throughout the term of the contract. The link to ISO 9001 quality management principals is http://www.iso.org/iso/pub100080.pdf & the link to ISO 9001 instructions for certification is http://www.iso.org/iso/home/standards/certification.htm The contractor and/or subcontractor must be able to provide the MVAHCS with all of the following services listed below. If the contractor cannot provide any of the services, then they shall hire a subcontractor to provide the services. Adequate Parts Availability and Variety Multi-vendor and multi-manufacturer product offering. The contractor shall be able to provide RMPs for a wide variety of makes and manufacturers of medical equipment found within the MVAHCS. RMPs for older equipment, including parts for equipment at near end of life cycle, including discontinued models. Ability to obtain hard to find parts. Management Capabilities The contractor shall provide periodic reports having to do with the acquisition, management, shipping, tracking, exchange and return of RMPs. Historical reporting. Warranty management of all parts sold. Ability to assist in parts identification. Parts Options/Flexibility and Pricing Accommodate the acquisition of RMPs both with fixed pricing as well as parts available from the market (i.e. pricing is variable depending on supply and demand). Ability to offer multiple categories of parts to include but not limited to Original Equipment Manufacturer (OEM), third party manufacturer (i.e new parts that meet or exceed OEM specifications), and used parts including refurbished RMPs. Ability to offer parts at discounted pricing relative to OEM price list. Response to Appendix C Contractor shall provide a response to the maintenance scenarios presented in Appendix C. Response shall be used to evaluate the contractor s ability to meet the Minneapolis VAHCS needs. IV. PARTS FUNCTIONAL CATEGORIES This service includes medical replacement parts found in most medical hospitals. The following types of equipment and parts are listed as a general guide on the spectrum and as a minimum requirement for the contractor. See Appendix A for makes, models and quantities of the equipment. Appendix B lists the common parts and services needed at MVAHCS. Imaging modalities Laboratory Physiologic monitoring Surgery Dental General medical V. DESCRIPTION OF ACCEPTABLE SOURCES & PARTS CONDITION The contractor must provide parts that fall under the acceptable conditions described below. The BIS technician will determine the acceptability of parts condition for each case. OEM (Original): The part and all components were manufactured by the OEM and/or its designated suppliers/affiliates. The part, if required, was assembled by the OEM and/or its designated suppliers/affiliates. Testing was designed so that the OEM specifications for the part were met before the part was considered ready to be made available for sale. NOTE: The acquisition of this part MAY be made directly from the OEM or through another third party distributor. OEM (Replacement): The part and all components were manufactured by a party other than the OEM and/or its designated suppliers/affiliates. The part, if required, was assembled by a party other than the OEM and/or its designated suppliers/affiliates. Testing was designed so that the OEM specifications for the part were met before the part was considered ready to be made available for sale. Refurbished: The part can be purchased either from the OEM or another party. Certain components on the part which initially rendered it inoperable have been replaced and the part has again been restored to a functioning status. Testing was performed so that the OEM specifications for the part were met before the part was considered ready to be made again available for sale. Tested: The part can be purchased either from the OEM or another party. The part is neither a new or refurbished part. Testing on the part was performed on a working piece of equipment so that the part was functioning properly before it was considered ready to be made available for sale. Testing is to include both bench testing for electrical and system testing by using the equipment that the part is for. All parts on a unit can be considered tested if the unit is tested in a controlled bay or prior to de-installation on site if all functions of the unit were utilized during testing. Non-Tested / As Is : The part is purchased from a party other than the OEM. No guarantees are made as to the operating condition of the part or to its physical appearance. No testing has been performed on the part. The physical condition of the part is unknown. VI. LABOR AND MATERIAL REQUIREMENTS All repair services shall be Contractor-provided by technical staff fully trained to service and install the products, parts, and accessories required. Equipment will be repaired to fully functional condition as soon as possible. All completed repairs will be verified by MVAHCS personnel prior to acceptance as specified by the requesting Biomedical Instrumentation Service (BIS) technician. All equipment being repaired will be transported in appropriate protective containers or packaging, clearly labeled with the Contractor s name, address, equipment model and serial identification numbers, and Purchase Order (PO) number. At the conclusion of each repair or scheduled maintenance visit, the Contractor will provide a written service report indicating the dates of service (including date received at the repair facility and date returned to the Government), the model, serial number, and VA property asset/barcode/ID number of the equipment serviced, the name of the service representative, the hours worked, description of the reported problem, and the services performed and parts replaced. If the repair is caused by damage or abuse this will be specified on the report with the associated repair cost, as well as the justification demonstrating damage or abuse. All repairs will be tracked by the Contractor and tracking and repair information shall be made available to MVAHCS upon request. VII. PRODUCT REQUIREMENTS Parts, delivery and services (i.e., labor) for the items listed in the Facility Medical Equipment Inventory, Appendix A spreadsheet, shall be Contractor provided. The Contractor will provide all replacement parts required to keep equipment performing within the manufacturer's specifications. All parts must meet or exceed manufacturer s factory specifications to maintain compatibility with systems presently in place and with future performance/reliability upgrades. Parts removed (replaced) by the Contractor become property of the Contractor. Hard drives shall remain MVAHCS property. VIII. EQUIPMENT CHANGES Items may be deleted from Appendix A if replaced or "in excess" during the period of this contract at the discretion of the COR. New items may be added as needed at the discretion of the COR. The Government reserves the right to purchase additional medical equipment not contained within Attachment A as well as delete existing items. The attachment in Appendix A shall be updated with the addition of new items and/or existing items shall be deleted as they are taken out of service. A current equipment list shall be maintained by the COR. IX. INVOICING AND PRICING Detailed invoices will be submitted with each repair made by the Contractor. Invoices must include purchase order number, contract number, period of service covered/dates, and cost at a minimum. Pricing shall be competitive market value and audited periodically. X. DISINFECTING INSTRUCTIONS The Contractor shall provide training instructions, procedures, and documentation necessary to properly and safely disinfect the equipment and accessories between patient uses. XII. WARRANTY The Contractor shall provide a warranty that meets or exceeds the OEM warranty for parts. The warranty period shall not begin until after MVAHCS authorized personnel have accepted the products delivery, installation, and functionality. XIII. OPERATOR AND SERVICE MANUALS MVAHCS 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 (e.g., operational and service manuals, schematics, and parts lists) 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. Any charges for parts, manuals, tools, or software required to successfully complete any service required are included within this contract and it s agreed upon price unless specifically stated in writing otherwise. XIV. ORDER OF PRECEDENCE All work described and provided by the Contractor, shall be performed in accordance with this Statement of Work and Addendum applicable. The VA-provided SOW shall become effective on the date the Contractor receives a signed Purchase Order. The Contractor shall be bound by any conflicting terms that may appear in any Contractor provided documentation presented as part of the bid solicitation. Any services that are not in this SOW are considered Out-of-Scope. XVI. APPENDIX A XVII. APPENDIX B Base Year Item # Estimated Item Quantity Common Items Pricing ($) 0001 OEM Imaging Parts 0002 OEM Biomedical Parts 0003 OEM Replacement Parts 0004 Refurbished/Rebuilt Parts 0005 Tested Parts 0006 Non-Tested Parts 0007 Demo Parts 0008 Glassware/tubes 0009 Assisted Installation Services 0010 After hours Assisted Installation Services 0011 Emergency Shipping Option Year 1 Item # Estimated Item Quantity Common Items Pricing ($) 0001 OEM Imaging Parts 0002 OEM Biomedical Parts 0003 OEM Replacement Parts 0004 Refurbished/Rebuilt Parts 0005 Tested Parts 0006 Non-Tested Parts 0007 Demo Parts 0008 Glassware/tubes 0009 Assisted Installation Services 0010 After hours Assisted Installation Services 0011 Emergency Shipping Option Year 2 Item # Estimated Item Quantity Common Items Pricing ($) 0001 OEM Imaging Parts 0002 OEM Biomedical Parts 0003 OEM Replacement Parts 0004 Refurbished/Rebuilt Parts 0005 Tested Parts 0006 Non-Tested Parts 0007 Demo Parts 0008 Glassware/tubes 0009 Assisted Installation Services 0010 After hours Assisted Installation Services 0011 Emergency Shipping Option Year 3 Item # Estimated Item Quantity Common Items Pricing ($) 0001 OEM Imaging Parts 0002 OEM Biomedical Parts 0003 OEM Replacement Parts 0004 Refurbished/Rebuilt Parts 0005 Tested Parts 0006 Non-Tested Parts 0007 Demo Parts 0008 Glassware/tubes 0009 Assisted Installation Services 0010 After hours Assisted Installation Services 0011 Emergency Shipping Option Year 4 Item # Estimated Item Quantity Common Items Pricing ($) 0001 OEM Imaging Parts 0002 OEM Biomedical Parts 0003 OEM Replacement Parts 0004 Refurbished/Rebuilt Parts 0005 Tested Parts 0006 Non-Tested Parts 0007 Demo Parts 0008 Glassware/tubes 0009 Assisted Installation Services 0010 After hours Assisted Installation Services 0011 Emergency Shipping XVIII. APPENDIX C Below are various maintenance scenarios that have occurred at the Minneapolis VAHCS. Based on the scenario below, the contractor shall state whether the contractor has the ability to complete the maintenance task and must provide a sample invoice/pricing for the scenarios below. Scenario #1 - Corrective Maintenance Labor & Parts Equipment: GE Healthcare C-Arm: OEC 9900 Location: Minneapolis VAHCS Normal Business Hours, Friday 13:36 Travel, Parts, and Labor to Corrective Maintenance. Issue: One Monitor is damaged and needs replacement. Part: 5433639 Kit, 18 Inch to 19 Inch Monitor Replacement, Color, 9900 Travel: 1.5 Hours Labor: 2.5 Hours on-site Outcome: Replaced damage monitors with the 19 monitor kit. Made the unit fully operational. Tested system to ensure functionality. Can the contractor complete maintenance described in Scenario 1 (Please circle one)? Yes No If yes, please detail cost below: Parts Cost ___________________ Travel & Labor Cost ___________________ Scenario #2 - Preventive Maintenance Labor Equipment: Philips Healthcare DR Digital Diagnost Location: Maplewood VA Clinic Normal Business Hours, Friday 08:00 Travel, Labor to complete Preventive Maintenance. Issue: Preventive maintenance is needed on the Philips DR room. Part: NA Travel: NA Labor: 8.5 Hours on-site Outcome: Completed the manufacturer s preventive maintenance on the DR Room. Can the contractor complete maintenance described in Scenario 2 (Please circle one)? Yes No If yes, please detail cost below: Parts Cost ___________________ Travel & Labor Cost ___________________ Scenario #3 - Corrective Maintenance Labor Equipment: Philips Healthcare IE33 Cardiac Ultrasound Location: Minneapolis VAHCS Normal Business Hours, Thursday 07:29 Travel, Labor to complete Corrective Maintenance. Issue: Receiving error 518 during boot up of the ultrasound. Part: NA Travel: 2 Hours Labor: 0.35 remote technical support, 2 Hours of on-site support Outcome: Addressed boot up issue. Reloaded software on the ultrasound unit. Tested system to ensure functionality. Can the contractor complete maintenance described in Scenario 3 (Please circle one)? Yes No If yes, please detail cost below: Parts Cost ___________________ Travel & Labor Cost ___________________ Scenario #4 - Corrective Maintenance Parts Equipment: Alaris Infusion Pumps Location: Minneapolis VAHCS Normal Business Hours, Standard Delivery Issue: Parts needed to complete Preventive & Corrective Maintenance. Part: Alaris 8100 Infusion Pump Doors Quantity 8 Alaris 8100 Infusion Pump Sensors Quantity 10 Alaris 8100 Infusion Pump Sensor Membranes Quantity 8 Travel: NA Labor: NA Outcome: Delivered the needed Alaris infusion pump parts. Can the contractor complete maintenance described in Scenario 4 (Please circle one)? Yes No If yes, please detail cost below: Parts Cost ___________________ Travel & Labor Cost ___________________ Scenario #5 - Corrective Maintenance Labor & Parts - EMERGENCY Equipment : Varian Linear Accelerator CLINAC IX Location: Minneapolis VAHCS EMERGENCY Repair Travel, Parts, & Labor to complete emergency corrective maintenance. Issue: EXQ 1/2 faults with the linear accelerator Parts: Varian 10004625207, PCB, Angle ST, Quantity 2 Varian 10004817005, PCB Position, Quantity 2 Travel: Two separate on-site visits, 2 hours for each day. Four (4) hours total. Labor: Day 1: 2.5 Hours Day 2: 3.5 Hours Outcome: Day 1, on-site travel to troubleshoot EXQ 1/2 errors. Manage errors, calibration and testing complete. Called back on-site for recurring EXQ 1. Order the boards, come onsite for board replacement, replacement of F5 fuse, filter cleaning and calibration. Can the contractor complete maintenance described in Scenario 5 (Please circle one)? Yes No If yes, please detail cost below: Parts Cost ___________________ Travel & Labor Cost ___________________ Scenario #6 - Corrective Maintenance Labor Equipment: Philips 3T Achieva MRI Location: Minneapolis VAHCS Normal Business Hours Travel and Labor to complete corrective maintenance. Issue: There are image artifacts on the head coil and the shoulder coil. Issues occur multiple times throughout a week. Parts: NA Travel: Two separate on-site visits, 2 hours first day, 3 hours the second day. Five (5) hours total. Labor: Remote support: 3.25 hours On-Site support: 11.25 hours Outcome: Multiple instances of remote support totaling to the hours above. Two separate instances of on-site visits. Troubleshooting lasts over a month and a half. Testing completed on the coils with no issues found. Further testing finds a burnt out light bulb with filaments not attached, copper RF shieling ripped off of bottom of the door, Medrad injector causing noise. Follow up with issues addressed and no more artifacts found. Can the contractor complete maintenance described in Scenario 6 (Please circle one)? Yes No If yes, please detail cost below: Parts Cost ___________________ Travel & Labor Cost ___________________ Scenario #7 Corrective Maintenance Labor & Parts EMERGENCY Equipment: Roche Diagnostics Systems Light Cycler 2.0 Location: Minneapolis VAHCS EMERGENCY Labor & Parts to complete emergency corrective maintenance. Issue: Emergency repair of the Roche Light Cycler. New photometer is needed. Parts: 04468520001 Photometer LC 1.3, Quantity 1 Labor: Two full days of labor. Day 1: 8.0 Hours Day 2: 8.0 Hours Outcome: Initial troubleshooting determined that a new photometer is needed. Needed part was ordered, delivered overnight and installed. Quality control was completed on the unit. Can the contractor complete maintenance described in Scenario 7 (Please circle one)? Yes No If yes, please detail cost below: Parts Cost ___________________ Travel & Labor Cost ___________________ Scenario #8 Preventive Maintenance Labor Equipment: Novadaq Spy Elite Imaging System Location: Minneapolis VAHCS Normal business hours Labor to complete preventive maintenance Issue: Preventive maintenance needs to be completed on the Novadaq Spy Elite Imaging System Parts: NA Labor: One day, 8 hours for preventive maintenance Outcome: Completed the Preventive Maintenance on the Novadaq Spy Elite Imaging System according to manufacturer s specifications. Can the contractor complete maintenance described in Scenario 8 (Please circle one)? Yes No If yes, please detail cost below: Parts Cost ___________________ Travel & Labor Cost ___________________ Scenario #9 Corrective Maintenance Labor Equipment: Philips X7-2T TEE Probe Location: Minneapolis VAHCS Normal business hours Labor to complete corrective maintenance on Philips X7-2T TEE probe Issue: Fluid invasion of the TEE probe. Scratched head. Holes in BNS. Wet control housing. Connector full of cidex. Parts: NA Labor: One day for repair, 8 hours Outcome: Probe was disassembled, chemically cleaned, dried and inspected. Tip was refurbished and the BNS replaced. TEE tested to industry standards and certified for patient use. Can the contractor complete maintenance described in Scenario 9 (Please circle one)? Yes No If yes, please detail cost below: Parts Cost ___________________ Travel & Labor Cost ___________________ Scenario #10 Corrective Maintenance Labor Equipment: Stryker 40L Highflow Insufflator Location: Minneapolis VAHCS Normal business hours Issue: Valve failure and heater board failure Parts: NA Labor: One day for repairs, 8 hours Outcome: Upgraded software, replaced the gas heating board, replaced low pressure unit. Calibrated the equipment to current specifications and performed a full functional test. Can the contractor complete maintenance described in Scenario 10 (Please circle one)? Yes No If yes, please detail cost below: Parts Cost ___________________ Travel & Labor Cost ___________________ The North American Industry Classification System (NAICS) code for this project is 811219 Other Electronic and Precision Equipment Repair and Maintenance with an associated small business size standard of $20.5 million dollars. This sources-sought announcement is a tool to identify concerns with the capability to accomplish the work. This is not a solicitation. Only those firms who respond to this announcement by submitting the following information will be used in determining whether to set aside/compete this requirement. Please provide all of the following: 1) A capability statement expressing interest in this requirement, describing your company and its capability to complete this work. Include a statement detailing any special qualifications and certifications, applicable to the scope of this project, held by your firm and/or in-house personnel. The capability statement must directly address the provisioning and servicing of equipment including proprietary hardware and software systems (and upgrades), 2) A statement or list of your firm's current or past technical experience similar to or the same as the summary scope of work for this requirement. Include a brief description of the scope and schedule for each similar requirement. 3) A statement or list of your firm's current or past performance similar to or the same as the summary scope of work. Include a point of contact name, phone number and email address. 4) A statement of your firm's business size and type (HUBZone, Service Disabled Veteran Owned, 8(a), woman-owned, Small Business, etc) utilizing the NAICS code and size standard noted above. 5) Federal Supply Schedule (GSA or VA) contract number providing the listed services if applicable. 6) Please provide feedback regarding the statement of work and your firms capability to perform the requirements under the Statement of Work. What aspects of the Statement of Work would your company not be able to perform and changes could be made to the Statement of Work to allow your company to perform. (See appendix A for full equipment list) 7) Feedback is also necessary when determining how to complete a pricing model that will allow for performance under a Firm-Fixed Price contract. *All interested parties can request a copy of Appendix A, equipment list, to the below email address. Submit this information to Mr. Shane Galles via email to shane.galles@va.gov. Your response to this notice must be received, in writing, on or before 2:00PM (Mountain Time) on May 31, 2017.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VABHHCS568/VABHHCS568/VA26317N0600/listing.html)
 

Document(s)

Attachment
 

File Name: VA263-17-N-0600 VA263-17-N-0600.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3458941&FileName=VA263-17-N-0600-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3458941&FileName=VA263-17-N-0600-000.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: Derpartment of Veterans Affairs;Minneapolis VAMC;1 Veterans Dr.;Minneapolis, MN

Zip Code: 55417
 

Record

SN04491477-W 20170503/170501235036-e05d6207b61af5689abd890211e015fc (fbodaily.com)
 

Source

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

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