Chief A&MMS (90C), Hunter Holmes McGuire VA Medical Center, 1201 Broad Rock Blvd, Richmond, VA 23249

J -- SERVICE AND MAINTENANCE OF CARL ZEISS ELECTRON MICROSCOPE SOL RFQ 652-5-98 DUE 083097 POC Contact Diane Campbell, 804-675-5477; Art Nalley, Contracting Officer, 804-675-5490 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Solicitation No. RFQ 652-5-98. This solicitation document and incorporated provisions and clauses are those in effect through FAC 90-46 (#57) and VAAR 96-28 (#14). SIC Code 7629 applies. Size Standard is $3.5 million. The Hunter Holmes McGuire VA Medical Center, Richmond, Virginia is seeking a contractor that can provide preventative maintenance and service for the Carl Zeiss Electron Microscope, Model No. EM10, located in the laboratory at the VA Medical Center at 1201 Broad Rock Blvd, Richmond, Virginia 23249, in accordance with the terms and conditions of this solicitation. This is a bonafide need for FY98 and subject to the availability of FY 98 Appropriations. The contract period will cover the period October 1, 1997 through September 30, 1998 with options to extend for FY 1999 and FY 2000. Award of a Firm Fixed-Price Contract will be made for the base year period plus the two option years. Offers will be considered only from offerors who are regularly established in the business called for and who in the judgement of the Contracting Officer are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service. Services are to be rendered F.O.B. Destination to the Department of Veterans Affairs Medical Center, 1201 Broad Rock Blvd., Richmond, Virginia, in accordance with the requirements. Supplies and services to be furnished under this agreement shall be ordered by issuance of an acceptance letter and a delivery order by the Department of Veterans Affairs Medical Center. Payment will be made normally monthly, quarterly, semi-annually or annually in arrears, upon receipt of a properly prepared invoice. The contractor will furnish with his/her invoice signed documented proof that services have been rendered in accordance with the terms cited herein. Proof of the completed services will include date of inspection or services and signature of the Government employee responsible for the services being rendered. In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or his designee may determine to be reasonably necessary to protect the lives and health of occupants of the facility. The Contracting Officer or his designee will notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative at the site of work shall be deemed sufficient for the purpose aforementioned. Contracting Officer may issue an order, stopping all or any part of the work and hold the Contractor in default. For All Visits by Contractor: Contractor or Field Service Representative shall sign in at the Biomedical Engineering Section Office, Rm.2K-140, Ph.(804) 675-5807. Contractor shall also sign out before leaving and present service ticket for all work performed. Failure to follow these procedures may result in delay of payment or non-payment. Preventive Maintenance (PM): (1) Preventive Maintenance (PM) shall be performed by factory trained service representative or service technician. These service individuals must be factory trained on all items listed in the equipment schedule. Documentation shall be provided to the Contracting Officer with the quote certifying that the service representative or service technician has been trained and certified in the performance of work by the equipment manufacturer. (2) All PM service shall be performed during normal VA working hours of 8:00 a.m. to 4:30 p.m. (Deviations must be approved in advance). (3)PM inspections shall be scheduled at the beginning of the contract period. During the PM visit, the contractor shall perform preventive maintenance to correct any equipment malfunctions and assure that the equipment meets manufacturer's factory specifications. Any calibration procedures or adjustments necessary to assure accurate and reliable equipment operation shall be performed at this time. Preventive maintenance shall be performed in accordance with the equipment manufacturer's published procedural guidelines. (4) PM procedures used to perform work under this contract are required to be submitted. Two (2) copies of the PM procedures used must be presented in writing to the Contracting Officer within ten (10) days of contract issue. Failure to provide these procedures may result in delay of payment or non-payment. (5)The Contractor shall call Biomedical Engineering Section at (804) 675-5807, five (5) days in advance to confirm that the equipment can be serviced at a time that is agreeable to the VA and the Contractor. Emergency Service Calls: (1) For each emergency service visit, initiated at the request of Biomedical Engineering Section, the Contractor shall furnish all labor, material, repair parts (except those cited as excluded parts), equipment (not to include operating supplies) and travel necessary to correct any equipment malfunctions and return equipment to operational condition. The Contractor shall guarantee that at the conclusion of any emergency maintenance performed that the equipment will meet manufacturer's factory specifications. Unlimited emergency service calls are provided during the annual contract period. (2) After each service call, the Contractor shall submit a list containing each part installed to Biomedical Engineering Section as noted above. Prices or parts installed that are not covered under the service contract shall be submitted within five (5) working days. (3) The Contractor shall provide Biomedical Engineering Section with any service representative name, address, and phone number, so that the Va Medical Center may obtain emergency maintenance service after normal working hours. The Contractor is responsible for notifying Engineering Service within twenty-four (24) hours of any changes in the emergency response information. (4) Emergency service coverage shall be provided 8:00 a.m. to 4:30 p.m. Monday through Friday, excluding weekends and holidays. Any service not covered under this contract must have prior approval of the Contracting Officer or designee before any work is performed. Twenty-four (24) hour response time is required. Response time is defined as time vendor is first notified until time vendor arrives on station. Telephone response is not acceptable. Excluded Services: Contractor will not be obligated to provide services under this Agreement for: (1) damage to or destruction of instrument(s) covered where such damage or destruction is: (a) a result of or caused by fire or explosion of any origin, riot, civil commotion, aircraft,war, or any Act of God including but not limited to lightning, windstorm, hail, flood, or earthquake, or (b) caused by the VAMC misuse or abuse of such instrument, (2) contamination due to spoilage; (3) interpretation of data; (4) installation of unauthorized field modifications; (5) accessories not listed nor included in agreement. Contractor shall maintain sufficient stock of all parts that meet or exceed the original manufacturer's design and specification. Parts shall be made available within three calendar days to make necessary repairs. VA reserves the right to inspect the contractor's facility to confirm that the parts are locally available. If the service vendor maintains that the problem is with the reagents, calibrators, operator error, or controls, the burden of proof is on the vendor. If the equipment, however, is found to be at fault, the contractor is required to pay for all tests sent out during the dispute period. The following provisions apply to this solicitation: 52.212-1, Instructions to Offerors -- Commercial Items; 52.212-3, Offeror Representations and Certifications -- Commercial Items (Must be returned with offer). The following clauses apply to this acquisition: 52.212-4, Contract Terms and Conditions -- Commercial Items; clause 52.222-4, Exemption from Application of Service Contract Act Provisions of Contracts for Maintenance, Calibration, and/or repair of Certain Information Technology, Scientific and Medical and/or Office and Business Equipment -- Contractor Certification (Must be returned with offer); 52.216-18 Ordering; 52.216-21 Requirements; 52.217-8 Option To Extend Services; and 52.217-9 Option To Extend The Term of The Contract are added as addendum to 52.212-4; 52.222-3, Convict Labor; 52.233-3, Protest After Award; 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; 852.219-70 Veteran-Owned Small Business; 852.270-1 Representatives of Contracting Officers; 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items. Quotes are due by 2:00 p.m., August 30, 1997, and may be faxed to Diane Campbell at (804) 675-5588. Questions may be directed to (804) 675-5477. Contracting Officer is Art Nalley, ph. (804) 675-5490. SIC Code 7629 applies. An SF129 should be submitted with the offer. (0212)

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