Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF MAY 30, 2019 FBO #6397
SOURCES SOUGHT

J -- Service Contract for the Ellex Tango Laser for the West Texas VA Health Care System

Notice Date

5/28/2019
 

Notice Type

Synopsis
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;NCO 17 – RPO West;RPO 17 Network Contracting Activity;124 E. Hwy 67;Duncanville, TX 75137
 

ZIP Code

75137
 

Solicitation Number

36C25719Q0703
 

Response Due

6/5/2019
 

Archive Date

8/4/2019
 

Point of Contact

Matthew.clements2@va.gov
 

Small Business Set-Aside

N/A
 

Description

Page 10 of 10 This is a Sources Sought Notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources, small and other than small businesses, to perform a potential requirement. Respondents are required to be registered and in good standing in The System for Award Management (SAM) https://www.sam.gov/portal/SAM/#1 Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition method. NAICS code: 811219 and the size standard is $20.5M. NOTE: Respondent claiming SDVOSB and VOSB status must be registered and CVE verified in VetBiz Registry www.vetbiz.gov. Project Requirements: The Contractor shall provide all parts, labor, supervision, equipment and travel necessary to maintain the Tango laser at factory specifications under normal operating condition. This does not include normal wear and tear, such as replacement of light bulbs, chin rest papers, fuses and cleaning. Includes one (1) preventive maintenance visit, as recommended by manufacturer. Anticipated Period of Performance: Base: October 1, 2019 September 30, 2020 Option Year One: October 1, 2020 September 30, 2021 Option Year Two: October 1, 2021 September 30, 2022 Option Year Three: October 1, 2022 September 30, 2023 Option Year Four: October 1, 2023 September 30, 2024 Information sought: Response to this announcement shall not exceed 10 pages and should include the following information: (1) A tailored capability statement indicating the firm s ability to provide the services required in the Statement of work. The firm must include all certifications, qualifications, and training certificates from Ellex, Inc to perform work on the outlined equipment. In addition, the firm must provide correspondence on company letterhead from Ellex, Inc that states they are a vendor authorized to perform services on Ellex Tango Laser Equipment; (2) The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, small, etc.) pursuant to the applicable NAICS code; (3) Information should be provided electronically in a Microsoft Word or Adobe PDF format. Please e-mail your response with the above information to Matthew.clements2@va.gov with the subject line "Sources Sought, 36C25719Q0703, Services for the Ellex Tango Laser /your company name" by 8:00 A.M. CST on Wednesday, June 5, 2018. Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). STATEMENT OF WORK DESCRIPTION OF WORK: Vendor shall provide all parts, labor and travel necessary to maintain the Tango laser at factory specifications under normal operating condition. This does not include normal wear and tear, such as replacement of light bulbs, chin rest papers, fuses and cleaning. Includes one (1) preventive maintenance visit, as recommended by manufacturer. The contractor shall ensure that only well qualified and properly trained and certified technicians carry out any and all work during the life of this contract. REQUIREMENT(S): The contractor shall provide complete coverage, parts, and labor for the Tango Console. The contractor shall provide One (1) Preventive Maintenance visit, as recommended by manufacturer. The contractor shall provide services that include 1 ea. Safety Goggles, 2 fuses, 3 fixation bulbs (if applicable), 1 Slit lamp bulb, and 3 Elbow Rests. The contractor shall ensure that a technician is onsite within 48 hours for all service requirement. The contractor shall provide all labor, personnel, equipment, tools, materials, supervision and other items necessary to provide annual preventive maintenance and corrective repair service and software support on-site for the equipment and systems listed below for the West Texas VA Health Care System (WTVAHCS). EQUIPMENT: EE 21856 Description: Ellex Tango Laser Serial Number: TG2807 PLACE OF PERFORMANCE: West Texas VA Health Care System George H. O'Brien, Jr. VA Medical Center 300 Veterans Blvd Big Spring, TX 79720 PERIOD OF PERFORMANCE: Base: October 1, 2019 September 30, 2020 Option Year One: October 1, 2020 September 30, 2021 Option Year Two: October 1, 2021 September 30, 2022 Option Year Three: October 1, 2022 September 30, 2023 Option Year Four: October 1, 2023 September 30, 2024 CONTRACT TYPE: This will be a firm-fixed-price award DEFINITIONS/ACRONYMS: A. Biomedical Engineer(ing) - Supervisor or designee. B. CO - Contracting Officer C. COR - Contracting Officer's Technical Representative D. PM - 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. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the WTVAHCS 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's signature; indicates COR accepts work status as stated in ESR. I. NFPA - National Fire Protection Association. J. CDRH - Center for Devices and Radiological Health. K. VAMC - Department of Veterans Affairs Medical Center L. WTVAHCS West Texas VA Health Care System PERFORMANCE STANDARDS: The contractor shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards, such as: NFPA-99, UL, OSHA, VA, CDRH, etc. and the Manufacturer's Performance standards/ specifications as used when the equipment was originally procured and that any upgrades/updates will meet the stated standards/specifications. HOURS OF COVERAGE: A. Normal hours of coverage are Monday through Friday from 8:00 am to 5:00 pm, excluding holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by COR or his designee. B. Preventive maintenance will be performed as scheduled by COR or his designee Preventive maintenance will be performed during normal hours of coverage. NOTE: Hardware/software update/upgrade installations will be scheduled and performed during normal hours of coverage at no additional charge to the government. C. Federal Holidays observed by the WTVAHCS are: HOLIDAY DATE New Year s Day Jan 1 Martin Luther King s Birthday 3rd Monday in Jan President s Day 3rd Monday in Feb Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in Sep Columbus Day 2nd Monday in Oct Veterans Day Nov 11 Thanksgiving Day 4th Thursday in Nov Christmas Day Dec 25 UNSCHEDULED MAINTENANCE (Emergency Repair Service) Contractor and Biomedical Engineering shall maintain the equipment in accordance with Section 2 Equipment Performance. Contractor will provide unlimited telephone technical support. All required parts shall be furnished. B. The CO, COR, or designated alternate has the authority to approve/request a service call from the Contractor. C. Response Time Contractor s FSE or Technical Support must respond with a phone call to the COR or his/her designee within two (2) hours after receipt of telephoned notification. SCHEDULED MAINTENANCE: A. The Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with Section C, III, Conformance Standards. (An outline of the PM procedures and schedule shall be provided to the COR). The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to the COR at the completion of the PM. The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. PM 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 in accordance with Section C, III, Conformance Standards, and 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 likely to become faulty, fail or become worn. 6. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. 7. Inspecting, and replacing where indicated, all mechanical components which may include, but is not limited to: X-ray tube mounting hardware, 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. 8. Returning the equipment to the operating condition [defined in Section C, III, Conformance Standards]. 9. Providing documentation of services performed. 10. Inspecting and calibrating the hard copy image device. PM services shall be performed in accordance with, and during the hours defined in, the preventive maintenance schedule established herein. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and it s agreed upon price, unless specifically stated in writing otherwise. PARTS: The Contractor has ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts except -if applicable - those parts specifically listed as being EXCLUDED. The contractor shall use new or rebuilt parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Rebuilt parts, used parts or those removed from another system shall not be installed without specific approval by the CO or the COR. (The Contractor shall also list any excluded parts under the service contract). SERVICE MANUALS/TOOLS/EQUIPMENT: The WTVAHCS shall not provide tools, (test) equipment, service manuals, or service diagnostic software to the contractor. Contractor shall obtain, have on file, and make available to its FSE 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 manuals, by name and/or the manuals themselves shall be provided to the CO upon request. Contractor shall provide the COR or Biomedical Engineering two (2) copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair. Contractor shall provide to the COR or Biomedical Engineering two (2) copies of the latest version(s) of all documentation and licensing agreements, which shall include operation, service, and diagnostic software. The COR or Biomedical Engineering shall have access to the same operation, service, diagnostic software, and documentation as the OEM's FSE. Contractor shall provide to the COR or Biomedical Engineering OEM Service Bulletins for the equipment listed in Part I. DOCUMENTATION/REPORTS: The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., Emergency repairs) procedures performed, including replaced parts, and prices (for outside normal working hour services) required to maintain the equipment in accordance with Section C, III, Conformance Standards, and the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in the Conformance Standards section. The ESR will consist of a separate PM report for the item(s) covered under the "specific" contract. Grouping different equipment from different contracts on "one" ESR is prohibited. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: A. Name of contractor and contract number. B. Name of FSE who performed services. C. Contractor service ESR number/log number. D. Date, time (starting and ending), equipment downtime, and hours on-site for service call. E. VA purchase order number(s) covering the call if outside normal working hours. F. Description of problem reported by COR/user (if applicable). G. Identification of equipment to be serviced: Inv. ID number, manufacturer's name, device name, model number, serial number, and any other manufacturer's identification numbers. H. Itemized Description of Service Performed (including, if applicable, Costs associated with after normal working hour services) including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. I. Total Cost to be billed (if applicable -- i.e., part(s) not covered or service rendered after normal hours of coverage). J. Signatures: 1. FSE performing services described. 2. Authorized VA Employee who witnessed service described. NOTE: Any additional charges claimed must be approved by the COR before service is completed! REPORTING REQUIREMENTS: The Contractor shall be required to report to Biomedical Engineering to check in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to check out with Biomedical Engineering and submit the ESR(s) to the COR. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature". If the COR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR). Specific log-in/log-out procedures: WTVAHCS Biomedical Contact Person(s): Chief Biomedical Engineering or designee. Location (Building/Room Number): Building 1 Rooms B010 Telephone Number & Extension(s): (432) 263 7361 ext. 5056 Fax: (432) 264-4864 Contractor -- Provide telephone number(s) to call for your Service Department: _______________________________________________________________________ Provide name(s) of authorized contact person(s): ________________________________ _______________________________________________________________________ PAYMENT: Invoices will be paid in arrears monthly. Invoices, MUST INCLUDE, at a minimum, the following information: Contract No., Purchase Order No., Item(s) covered (to include serial #'s) by the PMI and covered period of service. Invoice shall be submitted electronically. ADDITIONAL CHARGES: The contractor shall not charge additionally for time spent at the site (during, or after the normal hours of coverage) for delivery of parts. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 (twenty-four) 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 COR with a written estimate of the cost to make necessary repairs. CONDITION OF EQUIPMENT: The Contractor shall accept responsibility for the equipment described this Statement of Work, "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. 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. B. "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 Section B schedule. 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 the equipment identified in the Section B schedule. C. 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 WTVAHCS. 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 WTVAHCS 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 WTVAHCS 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. TEST EQUIPMENT: Prior to commencement of work on this contract, the Contractor shall provide the WTVAHCS with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on WTVAHCS's equipment. This certification shall also be provided on a periodic basis when requested by the WTVAHCS. Test equipment calibration shall be traceable to a national standard. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSEs shall always wear visible identification issued by the WTVAHCS Police Section while on the premises of the WTVAHCS. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The WTVAHCS will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the WTVAHCS. 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. INSURANCE: A. Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes. B. General Liability. Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. C. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000. SECURITY AND PRIVACY: The certification and authorization requirements in VA Handbook 6500 do not apply to this acquisition. Therefore, a Security Accreditation Package is not required to be submitted. However, the contractor will be required to sign Handbook 6500.6 Attachment D, Contractor Rules of Behavior upon award. End of Document NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (28-MAY-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/VANTHCS/VANTHCS/36C25719Q0703/listing.html)
 

Place of Performance

Address: Department of Veterans Affairs;West Texas VA Healthcare System;See Statement of Work;300 W Veterans Blvd;Big Spring, Texas

Zip Code: 79720

Country: United States
 

Record

SN05323608-F 20190530/190528230018 (fbodaily.com)
 

Source

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

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