SOURCES SOUGHT
J -- Scriptpro Service Agreement: EDA: 05/12/2019| Status: Assigned to M.Smith 3.28.2019 (ceH)
- Notice Date
- 4/2/2019
- Notice Type
- Synopsis
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- Department of Veterans Affairs;VA Maryland Health Care System;Contracting Officer (90C);P.O. Box 1000, Bldg. 101, Room 26;Perry Point MD 21902
- ZIP Code
- 21902
- Solicitation Number
- 36C24519Q0235
- Response Due
- 4/9/2019
- Archive Date
- 4/24/2019
- Point of Contact
- 304-263-0811
- Small Business Set-Aside
- N/A
- Description
- SUBJECT: Preventative Maintenance and Repair Services DISCLAIMER: This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this Sources Sought. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought. All information received in response to this RFI that is marked Proprietary will be handled accordingly. Responses to the Sources Sought will not be returned. At this time, questions concerning the composition and requirements for a future Request for Quote will not be entertained. Subject: The Department of Veterans Affairs is conducting market research in order to provide preventive maintenance and repair services for the Louis A. Johnson VAMC at Clarksburg, West Virginia. The government anticipates awarding a Firm Fixed Price multiple award contract that will provide preventative maintenance and repair services for listed on the attachments below. OBJECTIVE: See attachment. RESPONSE INSTRUCTIONS: Name and Address of Company. Any small business designation as certified by the Small Business Administration. A through description of experience in managing support requirements of this nature. 5.0 CONTACT INFORMATION: Any questions related to this Sources Sought shall be directed to Mark Smith at Mark.Smith25@va.gov All information regarding Capabilities Statements or any other proprietary information relative to this Sources Sought shall be submitted via email to Mark.Smith25@va.gov, no later than 3:00 pm EST on 4/09/2019. ATTACHMENT 1 Martinsburg STATEMENT OF WORK 1. Purpose: The services to be provided by the contractor under this agreement shall consist of furnishing all parts, labor and transportation to provide preventive maintenance and repair services, remote and telephone support for the equipment listed below. Equipment ScriptPro USA Robotic Prescription Dispensing System; SP Central Expanded Platform and SP Workstation; (7) SP dispensing control stations with label printers; eight (8) barcode scanners; one (1) Checkpoint, one (1) electronic signature device; one (1) Lexmark printer, one Metrologic Orbit scanner, one (1) SII smart label printer, and virus protection upgrade for the equipment located in the Outpatient Pharmacy Room 1229-1, Clinical Addition: Model SP 200/CCC S/N 0C01182-01 (VA EE# 9525) SP Station S/N PRO1245-11 and label printer VS25 S/N 00908817004 (VA EE# 21939) SP Station S/N PRO1245-12 and label printer VS25 S/N 00915025011 (VA EE# 21940) SP Station S/N PRO1245-13 and label printer VS25 S/N 00915025004 (VA EE# 21941) SP Station S/N PRO1245-14 and label printer VS 25 S/N 00915025003 (VAEE# 21942) SP Station S/N PRO1245-18 and label printer VS 25 S/N 00915025008 (VA EE# 21943) SP Station S/N PRO1245-19 and label printer VS 25 S/N 00915126005 (VA EE# 21944) SP Station S/N PRO1245-20 and label printer VS 25 S/N 00915025013(VA EE# 21945) SP Window Checkpoint S/N D001278-19 (VA EE# 21946) Lexmark E360DN printer S/N CN-0GWM90-487030-22H (VA EE# 20189) Verifone model MX870 signature pad S/N ES02290-07 Metrologic Orbit model MS7120 Wedge scanner S/N 2406130039 SII Smart label printer model 430 S/N 43062020754 Eight (8) 2D Barcode Scanners for each SP Workstation S/N # s 14085B19FA, 14085B19EC, 14085B19E3, 13177B2203, 13177B0354, 12061B07B9, 13131B19CF, 13267B31FA 2. Period of Agreement. Unless otherwise specified, this contract will be for the period of April 1, 2019 through March 31, 2020. 3. Hours of coverage: a. Normal hours of coverage are Monday through Friday from 8:00 a.m. to 4:30 p.m., excluding holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer (CO). The Biomedical Supervisor shall serve as the Contracting Officer s Representative (COR). b. Work will only be performed outside the normal hours of coverage with the approval of the Contracting Officer. A request by the Contracting Officer s Representative for overtime work will be provided to the Contracting Officer. The request will include a quote from the contractor describing services to be provided, parts, and the contractor s current normal or overtime labor and hourly travel rates (if applicable). c. Work performed outside the normal hours of coverage at the request of the contractor will be considered service during normal hours of coverage. Federal Holidays observed by the VAMC are: New Year s Day Labor Day Martin Luther King Day Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Independence Day Christmas Day 4. Services to be provided: a. Telephone Assistance: Telephone assistance will be provided twenty-four (24) hours per day, seven (7) days per week for the purpose of diagnosing and resolving equipment and software issues. E-mail, web-page and fax support may be considered as alternative and acceptable methods when applicable and/or necessary for resolving issues with the equipment and software listed in Section B. b. Remote Support: If problems cannot be resolved via telephone or the other means addressed in Part IV, Section a. then the contractor will provide remote support via the VA s VPN client software to diagnose and resolve any issues concerning the equipment or software listed in Section B. c. Clinical/Applications Support: Clinical/Applications telephone support shall be provided to clinical pharmacy users of the equipment. This will allow the equipment users to obtain from the vendor assistance in clinical operational procedures that are not addressed through service support options. d. Software Licensing/Proprietary Software. The contractor will have access to operating system software necessary for the operation of the equipment in Section B. The contractor shall also have access to all diagnostic software necessary to troubleshoot, repair, or restore the equipment to original operating condition. Qualified contractors must have access to proprietary software and the capability to renew existing VA software licenses for software used on the equipment listed in Section B of this Statement of Work. The contractor is required to obtain the necessary VA permissions for remote access through VA network boundaries for the purpose of remote system diagnosis and repair. e. Parts. The contractor shall furnish and replace parts to meet uptime requirements. The contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts with no exceptions. The contractor shall use new or re-built parts. Used parts, those removed from other ScriptPro USA robotic prescription dispensing systems, shall not be installed without approval by the COR. f. Repair. The contractor will perform repairs to the equipment listed in Section B when telephone, remote support or similar electronic methods to repair the equipment are not successful. Repair methods can be the dispatch of a qualified field service engineer to perform on-site repairs or depot repairs for items that can be returned to a depot. Any and all repairs, whether on-site or depot, are to be performed in such a manner as to return the equipment to service in a timely and satisfactory manner. Inadequate or improper repairs performed by the contractor will be correctly repaired at a time convenient to the VA at no additional expense to the VA. g. Preventive Maintenance. One (1) preventive maintenance inspection will be provided during the contract period; the scheduling of preventive maintenance inspections will be coordinated between the contractor, Pharmacy Service and Biomedical Engineering. Preventive maintenance inspections will be performed in a manner which clearly demonstrates that the equipment meets or exceeds all manufacturers technical performance specifications. Maintenance will include, but is not restricted to: 1) Cleaning of the equipment including the exterior and internal components, etc. 2) Reviewing operating system diagnostics (hardware and software) to ensure that the system is operating within specifications. 3) Calibration, lubrication, adjusting, and/or testing of components after installation according to OEM specifications. 4) Installing and maintaining all recommended software and hardware updates. 5) Inspecting electrical wiring and cabling for wear and fraying. 6) Replacement of components as part of the preventive maintenance protocol recommended by the Original Equipment Manufacturer (OEM). 7) System operational tests to verify that the equipment operates in accordance with OEM specifications. It is the sole responsibility of the contractor to perform all preventive maintenance inspections. The VA will not assume the responsibility of reminding the contractor that a preventive maintenance inspection is due to be performed. Preventive maintenance inspections will be performed on a weekday at a time set once the contract is awarded. The equipment user, COTR and the contractor must all agree to the recurring time set for the preventive maintenance inspections. Note: To ensure proper equipment history documentation, the contractor will forward the preventive maintenance schedule and procedures to Biomedical Engineering once it is set. h. Scheduling Arrangements: 1) Routine service calls are ones which, in the estimation of the VA, are necessary to diagnose and repair equipment problems, but can be performed within normal working hours. Response time of the contractor for routine service calls will be no more than) hours after being officially notified. Routine service calls outside normal working hours will result in the contractor responding within no more than twenty-four (24) hours commencing the next available working day. 2) Emergency service calls are ones which, in the estimation of the VA, require the immediate response of the contractor. Response time of the contractor for emergency service calls made during normal working hours will be four (4) hours after being officially notified. Emergency service calls made outside normal working hours will result in a response time of the contractor within four (4) hours after being officially notified. 3) The term Response time of the contractor indicates the physical presence of a fully qualified field service engineer arriving on station within the specified time frame. 4) Official notification for the need of service will be considered given at the time a message is left with the mechanism the contractor has in place to inform their employees of the VA s needs. Response time will commence once the notification is given. i. Documentation. Contractor will provide individual written service reports which describe services performed on the equipment in sufficient detail to be acceptable to the surveyors of The Joint Commission. The following information must be provided in each service report: 1) Date of service 2) Summary of problem and action taken 3) Parts replaced 4) Labor hours 5) Travel time 6) Equipment serviced (description, equipment ID #, serial number, etc.) 7) Purchase order number (if necessary and/or available) Note: This report must be approved and signed by Biomedical Engineering personnel. A copy of each report will be left with Biomedical Engineering. In the event that Biomedical Engineering is not available to receive the service report (outside normal working hours), the service report will be left with the supervising official of the equipment that was serviced; the supervising official will forward the service report to Biomedical Engineering (138) the next available working day. Additionally, the contractor may provide the VA with an electronic service report. Electronic reports will be sent to the COR via electronic mail. j. Test Equipment Calibration Certificates. Contractor shall provide current calibration certificates for all test equipment which the contractor s field service engineers use in performing maintenance and repair on the equipment covered under this service agreement. Certificates shall be provided to the VA prior to any service being performed by the contractor s field service engineers. Calibrations shall be performed in accordance with applicable standards, such as ISO/IEC 17025 and shall be traceable to the National Institute of Standards and Technology. Calibration certificates shall indicate that the contractor s test equipment has been serviced by an accredited test equipment calibration service company and verifies that each device meets applicable industry specifications. The date of calibration and certification and date of re-inspection for each device and the name, address, and telephone number of the calibration service company shall be indicated on the certificate. k. Qualifications. Contractors shall be engaged full time in the maintenance and repair of the equipment listed in Section B or similar Scriptpro prescription dispensing equipment. Contractor shall have access to complete service manuals, necessary software, and a complete parts inventory. 5. Competency of Personnel Servicing Equipment: Each respondent shall have an established business, with an office and full-time staff. The staff includes a "fully qualified" Field Service Engineer (FSE) and a "fully qualified" FSE who will serve as the backup. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized manufacturer training programs within the last two years, for the equipment identified in the equipment schedule, and annual refresher course. For field experience, the FSE(s) has a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment listed. 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 Louis A. Johnson VAMC. The Contracting Officer (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 Contracting Officer s Representative (COR) specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on VAMC equipment. Subcontractor will not be used under this contract unless authorized and approved by the COR. 6. Designation of ADPAC. The VA has designated an Automated Data Processing Application Coordinator (ADPAC) to serve as the liaison between the contractor and VA clinical applications of the equipment, software, and accessories covered under this service agreement. The VA ADPAC shall have access to the contractor s field support telephone number for assistance with support issues that are not equipment malfunctions. These situations can involve software changes that are required in order for the VA to maximize efficient use of the equipment. Examples of this type of support are changes to the format of reports, dispensing labels, formulary changes, and similar software functions of the equipment. Other issues that may require remote or telephone support are software malfunctions that cause a disruption in the operation of the equipment and which can be corrected with remote service through approved VA and vendor network connections. 7. Reporting Requirements. Bidder s field service engineer shall report to the Biomedical Engineering Department located in Building 1, Basement, Room 146B, prior to performing service on the equipment to notify Biomedical Engineering of their arrival on station and to receive a contractor s identification (ID) badge. No work shall be performed until this check-in is complete. The field service engineer will be escorted to VA Police Service where they will be assigned a Contractor s badge. At this time, the FSE will be required to surrender to VA Police Service his/her driver s license or other government-issued photo ID prior to receiving the badge. Once the badge is returned to VA Police service he/she will have their driver s license or other government-issued photo ID returned to their possession. 8. Invoices. To receive timely payment, the contractor shall submit the invoice for the services provided to the Government to the Austin Payment Center electronically at the following link: NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (02-APR-2019); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link To Document
(https://www.fbo.gov/spg/VA/VAMHCS512/VAMHCS512/36C24519Q0235/listing.html)
- Record
- SN05267907-F 20190404/190402230025 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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