SPECIAL NOTICE
J -- Service GE MRI and CT scanner
- Notice Date
- 12/15/2023 3:43:13 PM
- Notice Type
- Special Notice
- NAICS
- 811210
—
- Contracting Office
- 252-NETWORK CONTRACT OFFICE 12 (36C252) MILWAUKEE WI 53214 USA
- ZIP Code
- 53214
- Solicitation Number
- 36C25224Q0107
- Response Due
- 12/27/2023 7:00:00 AM
- Archive Date
- 03/26/2024
- Point of Contact
- Lori Eastmead, Contract Specialist, Phone: 414-844-4840
- E-Mail Address
-
lori.eastmead@va.gov
(lori.eastmead@va.gov)
- Awardee
- null
- Description
- Under Statutory Authority 41 U.S.C. 1901, the Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with General Electric (GE) for service of the GE imaging equipment located at the Oscar G. Johnson VA Medical Center (VAMC), 2500 Overlook Terrace, Madison, WI 53705. General Electric is the only vendor capable of providing full-service maintenance and emergency repairs. This procurement is being conducted in accordance with FAR 12 & 13 Single Source Award Justification for Simplified Acquisitions Procedure and no other vendor will satisfy agency requirements. This acquisition is conducted under the authority of 41 U.S.C. 1901 Simplified acquisition procedures as implemented in FAR 13.106-3(b)(3)(i), only one responsible source and no other supplies or services will satisfy agency requirements. This will be a firm fixed price contract for one 12-month base year and 2 option renewals to be exercised at the discretion of the government. The NAICS Code is 811210. This notice of intent is not a request for competitive quotes. No solicitation documents are available and telephone requests will not be accepted. However, any firm that believes it can meet these requirements may give written notification to the Contracting Officer by 9:00 AM (local time) December 27, 2023. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Contracting Office will proceed with the sole source negotiation with Cooper Atkins Corporation. Information must be sent to the Contracting Officer, Lori.Eastmead@va.gov. TELEPHONE INQUIRIES WILL NOT BE ACCEPTED. STATEMENT OF WORK/SPECIFICATIONS 1. GENERAL: Provide labor, material, tools, and equipment necessary to provide a full-service Maintenance and Emergency Repairs of the GE Equipment outlined in Attachment A. Equipment is located at the Oscar G. Johnson VA Medical Center (VAMC), 2500 Overlook Terrace, Madison, WI 53705 VISN 12. Attachment A Room EE# Site#- Sys ID Serial # DG237 (Discovery) CT750-64 47959 608280 CT750 Gantry: 441638CN4 DG241 (LightSpeed) VCT-64 31158 608280 VCT 416594CNO DG500 1.5Tesla MRI 52415 608VAARTIST HM17998 DG513 GE MR MAGNET MAINTENANCE AND CRYOGEN (MSC28Z) 608VAARTISTC DG245B 3Tesla MRI 47960 608VAMR750W UA0436 DG245C GE MR MAGNET MAINTENANCE AND CRYOGEN (MSC28Z) 608VAMR750WC DIMPLEX MV PR DIMPLEX WO2-2-5000 CHILLER 20T (SDI020) 608VAARTISTCH DIMPLEX MV PR DIMPLEX WO2-2-7500 CHILLER 30T (SDI030) 608VAMR750WCH1 The base period of performance shall be for 12 months plus 2 option year (OY) renewals. Services shall be provided at the following location: William Middleton VAMC, Madison, WI 2. CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the latest published edition of applicable industry standards, including but not limited to the NEC, NFPA-99, UL, OSHA, VA, CDRH, Federal, State, and local codes. Equipment defined herein shall be maintained in accordance with the manufacturer's standards/specifications. Preventive Maintenance inspection/repair procedures shall be in accordance with the manufacturer's specifications and schedule for Preventive Maintenance (PM). The C&A requirements do not apply, and Security Accreditation Package is not required: 3. OPERATIONAL UPTIME REQUIREMENTS: The equipment shall be operable and available for use 95% of the normal operating hours of the equipment as detailed in Paragraph 4, HOURS OF COVERAGE. Downtime will be computed from notification of problem during normal work hours. Scheduled maintenance will be excluded from downtime. Normal work hours are listed below Monday thru Friday, excluding national holidays. Operational Uptime will be computed during a month-long time period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action. 4. HOURS OF COVERAGE: A. Normal hours of coverage are Monday through Friday from 8:00 am to 9:00 pm (Local Time) for all facilities. All service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer (CO) or Contracting Officer s Representative (COR) or their designee upon prior notification to the CO. B. Preventive maintenance will be performed at least semi-annually, but more often if it is required to keep equipment operating to original manufacturer specifications. Preventive maintenance will be scheduled with the COR at a mutually agreeable time during contract coverage hours. C. IF SERVICES ARE REQUIRED AFTER HOURS, THE CONTRACTOR SHALL BE REQUIRED TO PROVIDE A WRITTEN OFFER PRIOR TO ANY SERVICES BEING PERFORMED FOR APPROVAL BY THE CONTRACTING OFFICER. NOTE: Hardware/software update/upgrade installations will be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the COR). Government provides software/hardware upgrade/update. D. Federal Holidays observed by the VA are: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth Day 5. UNSCHEDULED MAINTENANCE (Emergency Repair Service): Contractor shall maintain the equipment in accordance with the Conformance Standards Section OR the manufacturer's specifications. The Contractor shall 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. 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 Field Service Engineer (FSE) must respond with a phone call to the COR or his/her designee within [two (2) hours] after receipt of telephoned notification [24 (twenty-four) hours per day]. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within [2 (two) hours] after receipt of this second notification and will proceed progressively to completion without undue delay. For example, if hours of coverage are [8:00 am to 6:00 pm, Mon. thru Fri., a [2] hour response means, if a call is placed at [4:45 pm, Monday August 10th], the FSE must start on-site service before [8:45 am, Tuesday, August 11th]. 6. SCHEDULED MAINTENANCE: A. The Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with the Conformance Standards and the manufacturer's specifications. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) 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 including without limitation, 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 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 in accordance with the Conformance Standards and manufacture s specifications. 9. Providing documentation of services performed. 10. Inspecting and calibrating the hard copy image device. B. 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. C. 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. 7. PARTS: The Contractor shall furnish and replace parts to meet uptime requirements. 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. 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 piece of equipment shall not be installed without specific approval by the CO or the COR. Should the VA choose to provide their own parts that meet specifications, Contractor shall install these parts as part of this contract. 8. SERVICE MANUALS/TOOLS/EQUIPMENT: The VA shall not provide tools, test equipment, service manuals or service diagnostic software to the Contractor. The Contractor shall obtain, have on file, and make available to its FSEs 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. 9. 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 {conformance standards or the manufacturer's specifications}. Such documentation shall meet the guidelines as set forth in the {conformance standards section}. The ESR (Electronic Service Report) 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: Invoice 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. VA Employee who witnessed service described. NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED! FOOTNOTE: The Contractor may design/develop an ESR report form that incorporates the above MINIMUM criteria. The form should be on standard 8 1/2 x 11 paper and MUST BE APPROVED BY the CO or COR prior to use and implementation. 10. REPORTING REQUIREMENTS: The Contractor shall be required to report to Biomedical Engineering to log 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 log out with Biomedical Engineering and submit the ESR(s) to designated Biomedical Engineering individuals. CONTRACTOR: Provide the telephone number(s) of your Service Department and contact person: 11. PAYMENT: Invoices shall be paid in arrears monthly. Invoices, SHALL 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. 12. ADDITIONAL CHARGES: There will 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. 13. 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. 14. CONDITION OF EQUIPMENT: The Contractor accepts responsibility for the equipment described in Paragraph 1 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. 15. 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 herein. 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 identified in Paragraph I. 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 VA. 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 VA 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 VA 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. 16. TEST EQUIPMENT: Prior to commencement of work on this contract, the Contractor shall provide the VA with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VA equipment. This certification shall also be provided on a periodic basis when requested by the VA. Test equipment calibration shall be traceable to a national standard.
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- Record
- SN06913600-F 20231217/231215230040 (samdaily.us)
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