Dept. of Veterans Affairs Medical Center, 10000 Brecksville Road, Brecksville, OH 44141

J -- CONSOLIDATED MAINTENANCE AND REPAIR OF SURGICAL INSTRUMENTS SOL RFQ 541-4-98 DUE 092197 POC Danny O. Freeman, Contracting Officer, (216) 838-6091 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. Solicitation 541-4-98 is issued as a request for quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 90-46. This is a competitive procurement under the Standard Industrial Classification (SIC) Code 7699 and Small Business Size Standard of $5.0 Million per annum. The Cleveland VA Medical Center intends to contract for Consolidated Maintenance of Surgical Instruments on behalf of the VA Medical Center's, Cleveland, Dayton and Cincinnati for the period of October 1, 1997 through September 30, 1998 with four (4) one-year renewal options. Price shall provide total coverage for sharpening, straightening, mechanical adjustments, minor repairs and shall include parts, labor, transportation, lodging, and all other allied costs associated with the performance under this contract. Contractor shall provide pricing for the Base year and four (4) pre-priced option years. Pricing shall be based on services for each VAMC location, in accordance with the following minimum requirements for each VAMC location. Contractor shall perform on-site preventive maintenance inspections and intervening services on all surgical instruments for the following VAMC locations: VA Medical Center, 10701 East Blvd., Cleveland, OH 44106; VA Medical Center, 3200 Vine Street, Cincinnati, OH 45220; VA Medical Center, 4100 West Third Street, Dayton, OH 45428. Due to the enormous volume of surgical instruments used by the Operating Rooms of each VAMC, the lists of instruments are not contained herein, however, all interested parties are urged to contact the Contracting Officer for a copy of each list, which will be provided upon request. Failure of offerors to request a copy of the surgical instruments/trays will not relieve the offeror from performing in accordance with the strict intent and meaning of the specifications without additional cost to the Government. The lists of instruments/trays shall also be made a part of an awarded contract. For purposes of pricing, it is estimated that each VA facility has requirements for approximately 200 surgical trays containing numerous instruments. This is only an estimate, and the contractor shall be required to meet the full maintenance and inspection needs of all the surgical instruments used in each of the facilities Operating Rooms. A sample of the types of instruments are as follows: Scissors, 1350 each; Elevators, 495 each; Towel Clamps, 585 each; Skin Hooks, 114 each; Osteotomes, 303 each; Knives 48 each; Currettes, 861 each, and other surgical instruments (divide estimated figure by three for individual VAMC). On-site maintenance shall consist of minor repairs which shall include, but may not be limitedto -- sharpening, straightening and other mechanical adjustment necessary to restore instruments to their prescribed operating condition. Contractor shall make all adjustments and repairs resulting from manufacturing defects and ordinary wear and tear. Contractor shall provide a mobile workshop for performance of services. Each VAMC will provide a 120V electrical hookup to operate mobile shop equipment. Contractor shall be required to perform three (3) maintenance inspection of all trays at each VAMC and shall make approximately two (2) intervening service calls per month for each VAMC, which shall be conducted at least four (4) months apart, in accordance with contractor approved PMI schedule. Contractor shall be required to coordinate with the Contracting Officer's Technical Representative (COTR) at each VAMC under this contract, at least two (2) working days in advance of performing inspections. For intervening service calls the contractor's repairman shall arrive on-site within 48 hours after service calls (telephone) are placed by the COTR. Service shall be performed during normal working hours, 8:00 a.m. to 4:30 p.m., excluding federal holidays. The repairman shall report in as follows: 1) For VAMC Cleveland -- report to COTR, Biomedical Shop, Room G01 (telephone number (216) 421-3085 ext. 3033); 2) For VAMC Dayton -- report to COTR, Surgical Service, Bldg. 310, Room 3E-237A (telephone number (937) 268-6511 ext. 2364); 3) For VAMC Cincinnati -- report to COTR, Sterile Processing Division (SPD), Bldg. 1, Room B201-I (telephone number (513) 475-6334 ext 5276). After all work is completed, the contractor's repairman shall again report in person to the location designated above for each facility, submit a written legible service report outlining the services performed. At minimum the report shall indicate date of service, date complete, model, serial and VA PM numbers (if affixed). No services shall be required after hours, 4:31 p.m. to 7:59 a.m., or weekends and federal holidays. For failure to respond to intervening service calls within 48 hours after notification by the COTR, a deduction of 1/30th of the monthly rate will be taken for each day service is not provided. Furthermore, failure to perform any of the services as set forth in this contract shall be considered grounds for invoking provisions of default. PMI's shall be performed in accordance with manufacturer's instructions and shall include visual inspection, calibration checks, cleaning and lubrication and performance checks. For items that require extensive repair which are beyond the capability of the mobile repair shop and the instrument is required to leave the station for repair the contractor shall provide a cost estimate for approval by the COTR's prior to making repairs. Major repairs which are required to be performed off VA premises, shall invoice against the contract, but separately from repairs performed on VA premises. Each VA facility shall provide a separate line item on their procurement document for major repairs, for which payment shall only be made for service rendered. A separate delivery order against this contract shall be provided by each VA and payment shall be made by the individual VA providing a delivery order. Contractor shall invoice the VA Medical Center for which service is provided at one of the following: 1) Chief, Fiscal Service 04, VA Medical Center, 10000 Brecksville Road, Brecksville, OH 44141; 2) Chief, Fiscal Service 04, VA Medical Center, 3200 Vine Street, Cincinnati, OH 45220; 3) Chief, Fiscal Service 04, VA Medical Center, 4100 West Third Street, Dayton, OH 45423. The provisions at FAR 52.212-1, Instructions to Offerors-Commercial items applies to this acquisition with the following changes, items (e) and (h) of the standard clause are deleted. Offerors shall include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications-Commercial items, with their offer. The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition which shall include the following clauses: 52.203-6, 52.203-10, 52.219-8, 52.219-14, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-41, 52.222-42 and 52.225-3. The following standard FAR and VAAR clauses are incorporated and apply to this acquisition: 52.215-17, 52.216-18 (which provides for the issuance of delivery orders from October 1, 1997 through September 30, 2002, dependent upon the exercise of each option year), 52.216-19 (which provides no minimum or maximum order limitation), 52.216-21 (which provides that the contractor shall not be required to make any deliveries under this contract after September 30, 2002), 52.217-8, 52.217-9 (which provides that the Government may extend the term of the contract within 60 calendar days, provided that the Government shall provide a preliminary notice of intent at least 60 calendar prior to the expiration date; andservices under this contract shall not exceed five (5) years), 52.232-18, 52.232-19 (which provides that funds are not authorized past September 30 of any fiscal year, unless written authorization is received from the Contracting Officer), VAAR 852.216-70, 852.219-70 and 852.270-1. Warranty of said product shall be in accordance with standard industry practice in effect at time of award. Interested offerors may submit their proposals along with a completed copy of the provision at 52.212-3 Offeror Representations and Certifications-Commercial Items, on or before 4:30 p.m., September 21, 1997. Quotations may be provided to the Contracting Officer at the address above or Fax a (216) 838-6052.***** (0251)

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