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FBO DAILY - FEDBIZOPPS ISSUE OF MAY 19, 2018 FBO #6021
DOCUMENT

J -- 36C25818Q9427 Medivators Sterilizator Contract RFI - Attachment

Notice Date

5/17/2018
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;NCO22-Gilbert Network Contracting;777 E. Missouri, Suite 300;Phoenix AZ 85014
 

ZIP Code

85014
 

Solicitation Number

36C25818Q9427
 

Response Due

5/21/2018
 

Archive Date

5/26/2018
 

Point of Contact

Derrick Fletcher
 

E-Mail Address

5-4339<br
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

SOW 2. Contract Title. SPS Medivator Service Contract 3. Background. NMVAHCS requires regular maintenance and repair on two ADVANTAGE PLUS SS Medivators with SNs 81035316 and 81035312 and one VERISCAN LT with SN VERISCAN LT. Due to the complexity of the equipment, a service contract with the OEM is required to support continued operation of the medivators. 4. Scope. This is for a one-time maintenance service. Licenses and Services covered under this service contract is to include items listed below: Platinum service for the two Advantage Plus SS Medivators with SNs 81035316 and 81035312 to include: the annual Preventive Maintenance, per customer request one operator training program annually per facility provided by a MEDIVATORS Clinical Support Specialist, a one year supply of customer replaceable filters (for either 14 day or 28 day HLD), remedial service (labor, travel and parts) if required in between Preventive Maintenance service calls and telephone technical support at no additional charge for each year that the Service Agreement is in effect. Silver Service for the Veriscan LT with SN 201011601287 to include: remedial service (labor, shipping and parts) and telephone technical support at no additional charge for each year that the Service Agreement is in effect. 5. Specific Tasks. 1. DEFINITIONS/ACRONYMS: A. Biomedical Engineering - Supervisor or designee. B. CO - Contracting Officer C. COR - Contracting Officer's Representative D. PM - Preventive Maintenance 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. FSE - Field Service Engineer, a person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the NMVHACS premises. F. ESR - Vendor Engineering Service Report, a documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. G. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status. H. Authorization Signature - COR signature; indicates COR accepts work status as stated in ESR. NMVAHCS - New Mexico VA Health Care System, Albuquerque New Mexico. J. OEM Original Equipment Manufacture 2. CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the specifications used when the equipment was procured by the VAMC, and any upgrades/updates, as well as following most current published standards/ specifications/regulations: Manufacturer s specifications, Association for the Advancement of Medical Instrumentation (AAMI), Joint Commission for the Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Agency 99 (NFPA-99), Center for Device and Radiological Health (CDRH), Original Equipment Manufacturer (OEM), American Hospital Association (AHA), Institute of Electrical And Electronic Engineers (IEEE), Occupational Safety and Health Administration (OSHA), College of American Pathologists (CAP), Memphis VAMC standard operating procedures, and any other Federal, State, and Local regulations pertaining to the equipment listed for this contract. 3. HOURS OF COVERAGE: A. Normal hours of coverage are Monday through Friday 8am to 5pm. Service will be performed during normal hours of coverage unless requested or approved by COR. B. Federal Holidays observed by the VAMC are: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day 4. SCHEDULED MAINTENANCE Vendor FSE(s) shall perform scheduled PM s. Contractor shall provide to Biomedical Engineering recommended P.M. procedures and checklists with worksheet originals indicating work to be performed and actual values obtained, if applicable. Scheduled maintenance shall include an itemized list of the procedures performed, including electrical safety, and shall include, but need not be limited to, the following: 1. Cleaning of equipment. Reviewing operating system software diagnostics to ensure that the system is operating in accordance with Equipment Performance Section 2. 3. Calibrating and lubricating the equipment. 4. Performing remedial maintenance of a non-emergent nature. 5. Testing and replacing faulty and worn parts and/or parts likely to become faulty, worn, or failed. 6. Inspecting and replacing, where indicated, electrical wiring and cables for wear and fraying. 7. Inspecting and replacing, where indicated, all mechanical components for mechanical integrity, safety, and performance. 8. Returning the equipment to the operating condition as stated in Equipment Performance Section 2. Providing documentation of services performed. Contractor shall perform at least two (2) Quality Assurance Review per year to ensure that equipment performs in accordance with Equipment Performance Section 2. The reviews shall be performed jointly by contractor and NMVAHCS Biomedical engineering technician(s) during the hours defined in the preventive maintenance schedule. Hardware/firmware/software updates/upgrades shall be scheduled and performed during normal hours of coverage. Contractor shall provide an outline of the Quality Assurance Review and scheduled maintenance to the COR within 15 days after the contract is awarded. Any changes to the schedule shall be coordinated and approved by the COR. 5. UNSCHEDULED MAINTENANCE (Emergency Repair Service) Contractor and Biomedical Engineering shall maintain the equipment in accordance with Section 2 Equipment Performance. Contractor will provide, in addition to the Quality Assurance Review, unlimited telephone technical support and onsite service calls. These service calls may be used for any maintenance or repair service as determined by Biomedical Engineering Radiology Section. All M&R shall include the cost of parts and vendor travel at no additional cost to NMVAHCS. Response Time: Contractor 's FSE or Technical Support must respond by phone to Biomedical Engineering Radiology Section within one (1) hour after receipt of telephoned notification during normal duty 8am to 5pm Monday through Friday. If the problem cannot be corrected by Biomedical Engineering, the FSE will be on site within two (2) hours of notification or within a turnaround time agreed upon by the vendor and COR. 6. PARTS - ITEMS The contractor shall furnish all parts required for scheduled and unscheduled maintenance at no additional cost to NMVAHCS. The contractor shall maintain quantity of parts including unique and/or high mortality replacement parts in such a manner as to be available for shipment within 24 consecutive hours of request. All parts supplied shall be compatible with existing equipment. The contractor shall use new or rebuilt parts. All parts shall perform identically to the original equipment specifications. 7. SERVICE MANUALS/TOOLS/EQUIPMENT The NMVAHCS shall not provide tools, test equipment, service manuals, or service diagnostic software to the contractor. Contractor shall provide all tools, test equipment, service manuals, and/or service diagnostic software. Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as operational and service manuals, schematics, diagnostic software, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service manuals, by name and/or the manuals themselves shall be provided to the COR upon request. Contractor shall provide the NMVAHCS Biomedical Engineering Section copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair. Contractor shall provide to the NMVAHCS Biomedical Engineering Section copies of the latest version(s) of all technical documentation and licensing agreements, which shall include operational and service manuals, schematics, diagnostic software, and parts lists. NMVAHCS Biomedical Engineering Section shall have access to the same operation, service, and documentation as the OEM's FSE. Contractor shall provide to the NMVAHCS Biomedical Engineering Section OEM Service Bulletins for the equipment listed in Part I. 8. DOCUMENTATION/REPORTS: At the completion of each service call (scheduled or unscheduled), Contractor/FSE shall provide a detailed ESR. The ESR shall, at a minimum, document the following information legibly and in complete detail: Name of contractor and contract number. Name of the FSE performing services. Contractor Service ESR number/log number. Date, time (starting and ending), equipment downtime and hours on-site for service call. Identification of equipment to be serviced: I.D. number, Manufacturer's name, device name, model number, serial number, and any other Manufacturer's identification numbers. Description of problem reported by Biomedical Engineering Section. B. Signatures: 1. FSE performing services described. 2. Authorized VA Employee who witnessed service described. C. Any additional charges claimed must be approved by Biomedical Engineering Section before service has commenced. 9. REPORTING REQUIREMENTS: Contractor shall be required to report to Biomedical Engineering Section to check in. This check in is mandatory. The FSE shall check out with Biomedical Engineering Section and submit the ESR(s) to Biomedical Engineering Section. All ESR shall be submitted to Biomedical Engineering Section for an "acceptance signature". If Biomedical Engineering Section is unavailable, a signed, authorized copy of the ESR will be sent to Biomedical Engineering Section or the COR by phone at (505) 265-1711 x2486 or in Location (Room Number/Building): BC130-41. The contractor shall provide COR telephone number(s) to contact the Service Department or FSE. PAYMENTS AND ADDITIONAL CHARGES PAYMENTS: Invoices will be paid IN ARREARS on a monthly basis. (If the Contractor prefers quarterly, or semiannually, permission can be granted for other than by a monthly basis by the CO and COR). The Contractor shall mail the invoices to the address provide on the Continuation Sheet of the SF 1449. Invoices, MUST INCLUDE, at a minimum, the following information: Contractor s name, address, phone number, contract or purchase order number, period of service the billing covers, list of equipment items covered during the stated period of service and invoice amount. Invoice shall be submitted for payment to Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin, TX 78714 (Toll-free telephone number: (877) 353-9791) REPORTING REQUIRED FOR SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but not later than twenty-four (24) hours after discovery, notify the CO and the COR, IN WRITING of the existence or the development of any defects in, or repairs required to the schedule of equipment which the Contractor considers not to be responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. ADDITIONAL CHARGES: There shall be no additional charge 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. 11. CONDITION OF EQUIPMENT: Contractor shall accepts responsibility for the equipment described in Part I in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve Contractor from performance of the requirements of this contract. 12. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: 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 identified in the Part I. 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, on equipment listed in Part I, unless otherwise approved by the CO and COR. B. The FSE shall be authorized by Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSE. Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSE for each make and model Contractor services at the NMVAHCS. The CO may authenticate the training requirements, request training certificates or credentials from Contractor at any time for any personnel who are servicing or installing any NMVAHCS 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 NMVAHCS equipment. C. If subcontractor(s) are used, they must be approved by the CO; Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. D. The contractor is required to have training from the manufacturer on the equipment along with parts originating from Medtronic. 13. TEST EQUIPMENT: Prior to commencement of work on this contract, Contractor shall provide the NMVAHCS with a copy of the current calibration certification of all test equipment to be used by the Contractor on NMVAHCS equipment. This certification shall also be provided on a periodic basis when requested by the NMVAHCS. Test equipment calibration shall be traceable to a national standard. 14. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: A. Contractor FSE shall wear visible identification at all times while on the premises of the NMVAHCS. It is the responsibility of Contractor FSE to park in the appropriate designated parking areas. Information on parking is available from the VA Police Service. The NMVAHCS will not invalidate or make reimbursement for parking violations of Contractor s FSE under any conditions. Smoking is prohibited inside any buildings at the NMVAHCS. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. 15. INSURANCE: A. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes. B. Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence unless otherwise approved by the CO and COR. C. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000 unless otherwise approved by the CO and COR. 16. EQUIPMENT MODIFICATIONS/UPGRADES/UPDATES: Equipment modifications are divided into two kinds; 1) Normal functional improvements that assure that the equipment is operating at the peak of performance and 2) Enhancing improvements are optional improvements that change the equipment s original design to allow for supplementary or additional functions. Normal functional improvements shall be provided at no cost to VA within six (6) months after each version is released. Installation shall be done at no additional cost to the government during normal working hours, unless requested by the COR. Enhancing improvements are optional to VA. If the COR has determined that VA requires such enhancing improvements, it shall be considered outside of the scope of this contract and processed as a separate procurement. All modifications, upgrades, updates, enhancements, etc., must be scheduled in advance with the COR. CO and COR must receive notice at least five (5) full business days in advance before any equipment updates, upgrades, enhancements, and modifications are begun along with justification (if Vendor-suggested modification), estimated costs (if applicable), probable effect on equipment operation, and needs for new or additional in-service training. Documentation must be provided to Biomedical Engineering Section when software upgrades/updates are installed. Documentation will include what was installed, how it was installed, and where it was installed on the system. Documentation will include parts list, calibration procedures, and test procedures, if applicable. 17. SPECIAL CONDITIONS The Contractor shall support all system and third party software of the equipment, providing onsite support and repairs during normal hours of coverage. The Contractor will provide telephone support during normal hours of coverage. The Contractor will provide provision revisions and updates of all software that corrects functional flaws. 6. Performance Monitoring Vendor performance will be monitored by Biomedical Engineering, the COR, and using service to ensure conformance to stated contract requirements and expectations. Work completed will be reported to the COR using previously described reporting criteria to ensure that contractual conditions are met. 7. Security Requirements The C&A requirements do not apply and a Security Accreditation Package is not required. 8. Contractor Responsibilities Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 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. Contractor 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. Contractor 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. Contractor 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. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The 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. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor 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 [e-mail, fax, etc.] or state of completion [draft,final, etc.]. No 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. Contractor is required tbtain 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. 9. Period of Performance. 60 Day ARO
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/PhVAMC/HMC/36C25818Q9427/listing.html)
 

Document(s)

Attachment
 

File Name: 36C25818Q9427 36C25818Q9427.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4313485&FileName=36C25818Q9427-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4313485&FileName=36C25818Q9427-000.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: New Mexico VA Health Care System;1501 San Pedro S.E.;Albuquerque, NM

Zip Code: 87108-5128
 

Record

SN04926696-W 20180519/180517231103-590767a9567fc09b9b2b711622b15a3b (fbodaily.com)
 

Source

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

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