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

J -- MAINTENANCE OF SOPHA GX+ COMPUTER SOL RFQ 652-17-98 DUE 090597 POC Cynthia Andersen (804) 675-5555 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. 652-17-98. This solicitation document and incorporated provisions and clauses are those in effect through FAC 90-46 (#57a) and VAAR 96-28 (#14). SIC Code 7378 applies. Size Standard is $3.5 million. The Hunter Holmes McGuire VA Medical Center, Richmond, Virginia is seeking a contractor that can provide maintenance coverage on Sopha GX+ Computer in accordance with the terms and conditions of this solicitation. This is a bonafide need for FY98 and subject to the availability of FY98 Appropriations. The contract period will cover the period October 1, 1997 through September 30, 1998 with the 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 havebeen rendered in accordance with 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. Specifications/Requirements: (a)For All Visits by Contractor: Contractor or Field Service Representative shall sign in at the Biomedical Engineering Office, Room 2K-140, telephone 804-675-5807. Contractor shall also present service ticket for all work performed. Failure to follow these procedures may result in delay of payment or non-payment (b)Preventive Maintenance (PM):(1) 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 bid 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 8:00am to 4:30pm (Deviations must be approved in advance). (3) PM inspections shall be made 2 times a year during the months of October and April. 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 copies of the PM procedures used must be presented in writing to the Contracting Officer within 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 at 804-675-5807, 5 days in advance to confirm that the equipment can be serviced at a time that is agreeable to the VA and the Contractor. (c. Emergency Service Calls:(1) For each emergency service visit, initiated at the request of Biomedical Engineering Section, the Contractor shall furnishall 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 as noted above. Prices or parts installed that are not covered under the service contract shall be submitted within 5 working days.(3)The Contractor shall provide Biomedical Engineering 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 24 hours of any changes in the emergency response information.(4)Emergency service coverage shall be provided 8:00am to 4:30pm 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 hour response time is required. Response time is defined as time vendor is first notified until time vendor arrives on station. Telephone response time is 30 minutes.(d) 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.(e) 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.(f) 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. General Specifications: Performance test will be performed at beginning and end of the service contract. The computer must meet specifications and may be required to meet additional standards from the factory upgrades received, if agreed to by Nuclear Medicine. These specifications relate to performance and are not designed to include or exclude any particular parts. Should a particular part used not pass the performance standards required by Nuclear Medicine, the part will be replaced with one that does. Final evaluation and tests will reside with the Chief, Nuclear Medicine. The decision to replace parts that do not conform to our performance standards will reside with the Contracting Officer under the direction of the designated technical advisor. Downtime: (a)Downtime will not exceed 10% of usual scheduled hours, 8:00 am to 4:30 pm, Monday through Friday, excluding holidays without penalty. Records regarding downtime will be kept by Nuclear Medicine and the maintenance contractor, with a copy furnished to Engineering Service, and will be tabulated monthly, quarterly and yearly. (b) Downtime will begin when Nuclear Medicine initiates a request for critical or non-critical service, Nuclear Medicine will specify at the time of the call whether it is critical or non-critical. Downtime will end when the scanner is returned to full and unusual operation and accepted as such by Nuclear Medicine. Should downtime extend beyond usual computer hours (8:00am to 4:30pm), the "after-hours" time will not be charged to the Contractor as downtime. If downtime exceeds 8 consecutive hours or greater than 16 hours in one week, the Contracting Officer may exercise the option to enlist an alternative contractor to resolve the problem. The decision will reside exclusively with the Contracting Officer. Disputes arising between said contractors regarding parts, service, downtime, problem-saving techniques, etc., will be adjudicated by the Contracting Officer and final decisions in these matters will lie with the Contracting Officer. c. During a non-critical service call, downtime will be counted as 50% of the time computer is in that state, until the service representative arrives on site to Nuclear Medicine. From the time the service representative starts work on the equipment until it is returned to full operating condition, will be counted as 100% downtime.(d) All fees generated by the alternate contractor(s) will be handled in accordance with the default clause. The fees charged may not exceed usual and customary prices for parts and/or labor. If the alternate contractor has not resolved the problem after twelve (12) hours, the original contractor may have the opportunity to resume work on the scanner at the discretion of Nuclear Medicine Service. Penalties: A 1% downtime penalty will be assessed for each ten minute delay in phone response and each twenty minute delay in on-site physical response. An hour or greater phone response may initiate default action. Monies will be subtracted (withheld) from the contractor if the contractor fails to meet the uptime requirements using the following formula: Uptime 90% or Less, Monies paid -0%; uptime above 90%, Monies paid-100%. An uptime of 90% during any month also initiate default action. A second month at 90% or less uptime the Contractor may default and charge the difference in cost from the alternate contractor brought in to complete the job (see default clause). Test and Evaluation: The Nuclear Medicine is currently and will continue to be involved in testing and evaluation of new products, services and techniques. These tests are under the sole preview of Nuclear Medicine and all information/data associated with them is the sole property of the Chief, Nuclear Medicine and may be disseminated only through that office. The Contractor may not disseminate this data nor impede the progress of these or any future tests. Failure to comply may constitute grounds for default action. If the projected test is considered by the Contractor to be deleterious to the function of the computer, this must be conveyed in writing to the Contracting Officer through the Chief, Nuclear Medicine. This concern must be supported by fact, not supposition. Should the Contractor not agree to the experimental test being conducted the Contractor will have the right to terminate service after a 30-day interval upon written notice to the Contracting Officer, through Chief, Nuclear Medicine. Equipment covered under this contract must meet the set of standardized procedures provided by the National Manufacturers Association (NEMA). Equipment not meeting NEMA standards shall be made to function according to NEMA specs even if said equipment requires factory realignment. All cost incurred shall constitute a part of this service agreement. Whenever a piece of equipment requires factory realignment, downtime will accrue as 100% of normal duty hours only for the time the equipment is non-useable. The following provisions apply to this solicitation; 52.212-1, Instructions to Offerors ; 52.212-3, Offeror Representations and Certifications (Must be returned with offer). The following clauses apply to this acquisition: 52.212-4, Contract Terms and Conditions -- Commercial Items; 52.222-48, 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. Quotes are due by 2:00pm., September 5, 1997. Fax to Cynthia Andersen at 804- 675-5497. Questions may be directed to 804- 675-5555. (0233)

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