Department of Veterans Affairs Medical Center, 50 Irving Street, N.W., Washington, DC 20422

J -- PREVENTIVE MAINTENANCE - VARIAN LINEAR ACCELERATOR SOL IFB 688-24-97 DUE 110696 POC Tyrone Lassiter, Contracting Officer, (202) 745-8467 Invitation for Bids No. 688-24-97 is a combined synopsis/solicitation for commercial items for the Veterans Affairs Medical Center (VAMC) in Washington, DC, prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information in this notice (SIC 7699). This announcement constitutes the only solicitation; bids are being requested and a written solicitation will NOT be issued. Contractor shall furnish all labor, equipment, tools, parts and materials (excluding glassware - radiographic emission/image intensifier tubes) required for inspection, on-call repair service, and Preventive Maintenance (PM) of equipment listed located at the VAMC, 50 Irving Street, NW, Washington, DC. The contract period will be from the date of award through September 30, 1997, subject to the availability of funds. Contract may be amended for two (2) one year options in accordance with the clause at 52.217-9, Option to Extend the Term of the Contract. Schedule of Equipment located in Room GC116-1, Varian Linear Accelerator Model:18, S/N:096, Bar Code:50, to include all systems subsystems, components, and existing backup boards and modules. Bidders shall submit a price for a Base Year of (12 mos.), Option Year I (12 mos.) & Option Year II (12 mos.). Normal hours of coverage for this contract are Monday through Friday 8:00 a.m. to 4:30 p.m., excluding federal holidays. All service/repairs shall be performed during normal hours of coverage with prior approval of the COTR. At the request of the Contractor's Field Service Engineer (FSE), the COTR may approve service outside normal hours of coverage at no extra cost to VA. The FSE shall perform PMs in accordance with manufacturer specifications. PMs include but shall not be limited to cleaning equipment; reviewing operating system software diagnostics to ensure that the system is operating in accordance with manufacturer's specifications; calibrating and lubricating the equipment; performing remedial maintenance/repairs of non-emergent nature; testing and replacing faulty and worn parts and/or parts likely to become faulty, fail, or become worn (does not include glassware); inspecting all high voltage cables and bushings, replacement of dielectric; measuring and adjusting and calibrating as necessary for optimal image quality, inspecting and replacing, when necessary, electrical wiring and cables for wear and fraying; all mechanical components including but not limited to: X-ray tube mounting hardware, electron tubes and cathode ray tubes, 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; measuring, adjusting, and calibrating for optimal image quality (applicable for imaging equipment); providing documentation of services performed, including photographs, radiation dosage measurements, and all applicable x-ray film exposures, of all measurements and calibration to ensure that the system is performing in accordance with the CDRH regulations, Title 21, Chapter I, Subchapter J, Radiological Health, Part 1020, Performance Standards for Ionizing Radiation Emitting Products, Sections 30 & 33 as applicable, based upon the date of system manufacture or remanufacture (as applicable); and inspecting and calibrating the hard copy image device (as applicable). Preventive maintenance shall be performed annually in the month of November. The day of the PM service must be scheduled by the FSE and the COTR at least a week in advance. All exceptions to the preventive maintenance schedule shall be arranged and approved in advance with the COTR. The Contractor shall provide unscheduled maintenance and repair services as necessary to ensure the equipment remains in good operating condition. Repair service shall be achieved by returning failed components of a system to full operational capacity. These repair services may consist of calibrating, cleaning, oiling, adjusting, replacing parts broken or worn beyond useful life (excluding glassware), and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. Repair shall be carried out with the objective of minimizing downtime. Service calls to the Contractor are only authorized when they are received from the Contracting Officer, COTR or authorized designee. Contractor's FSE must respond with a phone call to the COTR within (1) hour after receipt of telephoned notification. If the problem can not be corrected by phone, the FSE shall commence work (on-site physical response) within (4) hours after receipt of notification and shall proceed progressively to completion without undue delay. For example, if hours of coverage are 8:00 a.m. to 4:30 p.m., M-F, a (2) hour response means, if a call is placed at 4:15 p.m., Monday, May 10th, the FSE must start on-site service before 9:45 a.m., Tuesday, May 11th, except when service outside hours of coverage is authorized by the COTR. All equipment listed in the schedule of equipment shall be operable and available for use 95% of the normal hours of coverage. Downtime shall be computed based on hours of coverage, beginning when the request for service is initiated and ending when the equipment is returned to full operational condition and accepted by the using service. Scheduled service shall be excluded from downtime. Downtime shall be computed monthly. Penalties shall be assessed by deducting monies for failure to maintain the guaranteed uptime at 95%. Penalties will be computed quarterly based upon meeting the uptime percentage. The Contractor shall furnish and replace all equipment replacement parts (excluding glassware). These parts are included in the price of this contract. The Contractor shall have ready access new standard parts (manufactured by the maker of the equipment or equal thereto) including unique and high morality replacement parts. Rebuilt parts, used parts, or those removed from the same model of equipment shall not be installed. All parts supplied by the Contractor shall be of current manufacture and have complete versatility with the presently installed equipment. All modifications, upgrades, updates, or enhancements, must be scheduled in advance with the COTR. The COTR must receive notice at least 1 week in advance before any equipment updates, upgrades or enhancements 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. Approval of the COTR and a VAMC equipment pass must be obtained before removing equipment, with no additional costs to the government. The Contractor will be responsible for loss or damage of equipment. The VAMC shall not provide service manuals or service diagnostic software to the Contractor. Within 30 days after award, the Contractor shall provide the COTR with a copy of the preventive maintenance procedures to be used, provide a copy of the current calibration/certification of all test equipment to be used by the Contractor on the equipment, and shall inspect/ reject any equipment deemed to be in poor operating condition. Failure to reject such equipment shall constitute acceptance. Upon rejection, the CO shall be notified in writing as to the specific item(s) of equipment deemed to be in poor operating condition. Test equipment calibration shall be traceable to a national standard and shall be periodically checked for compliance. MANDATORY CHECK-IN PROCEDURES The Contractor's FSE shall be required to report to the COTR in Room GC105-1 at the VAMC, were a contractor's ID badge shall be issued and worn at all times while on VA property (and surrendered upon completion of the job), the FSE shall log in (name, name of Contractor, current date, time in, location of service/equipment, and time out. The FSE shall document services rendered on a properly completed Service Report/Ticket (SR). The FSE shall be required to log out with Biomedical Engineering and submit the SR to the COTR. All SRs shall be submitted to the equipment user for an ''acceptance signature'' and to the COTR for an ''authorization signature''. If the COTR is unavailable, a signed, authorized copy of the SR will be sent to the Contractor after the work is reviewed. When the job cannot be completed by 4:30 p.m. during normal working hours, a status of progress, in the form of an SR and verbal description, must be provided to the COTR before 4:00 p.m. There shall be no additional charge for time spent at the site awaiting the arrival of additional FSE and/or delivery of parts. Outside normal working hours when the COTR is unavailable, FSEs shall be required to log in and out with VA Police Service in the lobby or room 1A114 and receive proper ID badges. SR's for these services, both completed or in progress, will need an ''acceptance signature,'' and should be dropped off at a point agreed upon with the COTR. SR's shall include detailed descriptions of scheduled maintenance and emergency repairs, including replaced parts and prices required to maintain the equipment; shall consist of a separate report containing equipment manufacturer's name/model/serial#, name of Contractor; name of FSE who performed services; contractor service SR number; date, time (start/end), equipment downtime and hours on-site for service call; VA purchase order number covering the call; description of problem reported by COTR/user (if applicable); results of calibration and/or performance testing; total cost to be billed if part(s) are not covered or service rendered after normal hours of coverage; authorization signatures; FSE performing services described; authorization signature by COTR if available. Any additional charges claimed by the FSE/Contractor must be approved by the COTR before the service is completed. The Contractor shall immediately, but not later than twenty-four (24) hours after discovery, notify the CO and the COTR, 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 COTR with a written estimate of the cost to make necessary repairs. Invoices will be paid in arrears on a quarterly basis. The Contractor shall mail the invoices to the attention of Fiscal Service. Invoices, MUST INCLUDE, at a minimum, the following information: Contractor name, purchase order number, period of service the billing covers, list of equipment items and their serial numbers covered during the stated period of service. Each invoice must be accompanied by legible copies of all SRs in order to expedite verification for payment. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs . The CO may authenticate the training, request training certificates or credentials from the Contractor at any time for any personnel servicing VAMC equipment. The CO and COTR specifically reserves the right to reject any uncredentialed or incompetent FSE. 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 or disapproval. The Contractor agrees to comply with the following incorporated provisions and clauses in effect through FAC 90-42 and which are applicable to this acquisition: 52.212-1, Instructions to Offerors --Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items: 52.222-3, Convict Labor (E.O. 11755) and 52.233-3, Protest After Award; 52.203-6, Restrictions on Subcontractor Sales to the Government, with Alternate I; 52.203-10, Price or Fee Adjustment for Illegal or Improper Activity; 52.216-18, Ordering, 52.216-19, Delivery-Order Limitations, 52.216-21, Requirements, 52.217-5 Evaluation of Options; 52.219-8, Utilization of Small Business Concerns and Small Disadvantaged Business Concerns; 52.219-9, Small, Small Disadvantaged and Women-Owned Small Business Subcontracting Plan; 52.219-14, Limitation on Subcontracting; 52.222-26, Equal Opportunity; 52.222-35, Affirmative Action for Special Disabled and Vietnam Era Veterans; 52.222-36, Affirmative Action for Handicapped Workers. All bid prices for this procurement must be received on company letterhead, in a SEALED ENVELOPE, no later than 4:00 p.m. EST, November 6, 1996, and shall be addressed to Tyrone Lassiter, Contracting Officer (90C), Room 1B112, VA Medical Center, 50 Irving Street, NW, Washington, DC 20422. FAXED requests will not be accepted. (0291)

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