Contracting Officer (90C), Department of Veterans Affairs, North Texas Health Care System, 4500 South Lancaster Road, Dallas, TX 75216

J -- MAINTENANCE OF VENTILATORS, ANESTHESIA MACHINES AND VAPORIZERS SOL 549-89-98 DUE 032698 POC Susan Lam, Contracting Officer (214) 302-6816 Solicitation Number 549-89-98 This is a combined synopsis/solicitation for the purchase of commercial item services. This notice is prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. The announcement constitutes the only solicitation and is issued as a Request for Quote (RFQ). The applicable Standard Industrial code is 7629 and the solicitation is unrestricted. A written solicitation will not be issued. This solicitation document and incorporated clauses and provisions are those in effect through Federal Acquisition Circular 97-03. The Statement of Work (SOW), and the incorporated clauses will govern any resulting contract awarded as a result of this solicitation. Interested parties are hereby notified that this VA Medical Center anticipates a sole source award to OHMEDA to provide all preventive maintenance and repair service for the following equipments located in Surgical Service. The equipments are: 1) OHMEDA w/ventilator, Modulus II, 7000, SN ABQQ00175/CAFQ000022 which includes Fluothane vaporizer, SN BASP05582 and SN BARP05006, Ethrane vaporizer, SN BAQP04678; 2) OHMEDA Portable vaporizer, SN AKDJ00472; 3) OHMEDA Modulus II, SN ABQR02024; 4) OHMEDA Modulus II, SN ABQR02025, 5) OHMEDA Modulus II, SN ABQR02026; 6) OHMEDA Modulus II, SN ABQR02027 7) OHMEDA Modulus II, SN ABQR02028, 8) OHMEDA Modulus II, SN ABQR02029; 9) OHMEDA Modulus II, SN ABQR02030; 10) OHMEDA Modulus II, SN ABQR02031; 11) OHMEDA Pulse Oximeter, Model #3700, SN FMAQ00456; 12) OHMEDA Pulse Oximeter, Model #3700, SN FMAQ01435; 13) OHMEDA Agent Monitor, SN FAVT00152; 14) OHMEDA Agent Monitor, SN FAVT00260; 15) OHMEDA Agent Monitor, SN FAVT00101; 16) OHMEDA Agent Monitor, SN FAVT00255; 17) OHMEDA Agent Monitor, SN FAVT00144; 18) OHMEDA Agent Monitor, SN FAVT00156; 19) OHMEDA Agent Monitor, SN FAVT00157; 20) OHMEDA Agent Monitor, SN FAVT00141; 21) OHMEDA Agent Monitor, SN FAVT00159; 22) OHMEDA Agent Monitor, SN FAVT00259; 23) Anesthesia Unit Model Modulus II, SN ABQT01305, PMI # 14086. This unit also includes: Model 7000 Ventilator, Model 5420 volume monitor, Model 5120 Oxygen Monitor, Model 5500 Airway Pressure Monitor, Model 5210 CO/2 Monitor, Model 3710 Pulse Oximeter, OHMEDA Waste Gas Scavenging interface valve and OHMEDA air yoke; 24) Two (2) Excel Anesthesia machines includes all labor, parts, material, supervision personnel, equipment and travel; 25) Two (2) 7800 Anesthesia ventilators includes all labor, parts, material, supervision personnel, equipment and travel; 26) ) Two (2) 5250 Respiratory Gas Monitors, includes all labor, parts, material, supervision, personnel, equipment and travel. SOW: The Contractor's Preventive Maintenance (PM) procedures shall meet or exceed the following for maintenance of ventilators, anesthesia machines, and vaporizers. Requirements for maintenance of ventilators every three (3) months during the contract period are: 1) clean interior and exterior of unit and inspect for loose or damaged components. Check the physical condition of all external controls on the manometer. 2) Verify the cleanliness of the exhalation valve. Inspect the condition of the diaphragm. Replace if necessary. 3) Inspect the condition of the breathing tubes, nebulizers and other patient-connected accessories on the unit. 4) Check all hoses, tubings and fittings for leaks. Replace all damaged hoses, tubings and fittings (which are not in the patient circuit) at no extra cost to customer. 5) Check all filters and filter assemblies. Clean or replace as recommended by the manufacturer. 6) Check operation of the unit by introducing an oxygen supply to the ventilator. 7) Check the pressure regulator, expiatory timer, hand timer, sensitivity control, flowrate control, pressure control and flow accelerator. 8) Check the unit for proper cycling. Check for adequate pressure and flowrate. 9) Check the manometer for proper operation and accuracy. Recalibrate as necessary. Requirements for maintenance of anesthesia machines every three (3) months during the contract period are: 1)Inspect mechanical integrity of the unit. Verify the integrity of the cylinder hanger yokes, pressure gauge or other indicators, clamping devices and flow control valves. Clean where required. 2) Inspect the effectiveness of all pressure regulators. 3) Inspect gas machine piping and connectors for gas leakage. Conduct a high-pressure leak test and a low-pressure leak test. 4) Check operation of flow-control valves. Using a flowmeter, check the valve performance. 5) Check operation and flow of oxygen flush valve. 6) Inspect accuracy of all gas flowmeters. 7) Inspect all rubber accessories (e.g. O-rings, diaphragms, gaskets, tubing, etc.) which are not in the patient circuit and replace or lubricate where necessary at no additional cost to the customer. 8) Check and confirm operation of gas scavenging system to insure it complies with current standards. Requirements for maintenance of vaporizers every six (6) months during the contract period are: 1) Inspect operation of vaporizers. 2) If vaporizer has an electric heater, check the operation of the thermostatic control and pilot lights. 3) Vaporizer must be calibrated according to the manufacturer's instructions. SCHEDULED MAINTENANCE: Contractor will maintain, check and calibrate, according to the manufacturer's procedures and recommended schedule all the equipment identified above. Those services are not limited to but must at least meet the procedures and intervals as indicated above. SCHEDULED MAINTENANCE PROCEDURES: Contractor must provide Engineering Service with a written description of the procedures to be performed on each equipment item. The description must be provided in sufficient detail so as to be acceptable to the field inspectors of the Joint Commission on Accreditation of Healthcare Organizations (JCAHO). This description shall be provided within 30 days of award of contract. SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, scheduled maintenance will be provided only during Contractor's normal working hours (8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays). Upon acceptance of this contract, the Contractor shall immediately contact the using service to schedule mutually agreeable times for the performance of inspections. The Contractor must provide Engineering Service with a statement describing an acceptable arrangement for notifying the medical center when equipment should be made available for servicing. This shall be provided within 30 days of contract award. REPAIR SERVICES: This arrangement will include unlimited emergency repair and callback repair services, with the exception of any exclusions listed above. The Contractor will provide a seven-day, 24-hour emergency repair service for urgently needed equipment. Contractor will repair on request all equipment identified above. All equipment repaired by Contractor must be restored to proper working order and subjected to appropriate safety checks before being returned as fit for use. A) The Contractor shall initiate corrective maintenance when equipment defects are discovered as a result of the Contractor's performing preventive maintenance services. B) Corrective maintenance shall be initiated by the VA Medical Center by giving telephonic communication to the Contractor or the Contractor's answering service. The Contractor will provide a FULLY QUALIFIED service representative on site within two (2) hours of a service call from the hospital. "FULLY QUALIFIED" means that the service representative can show evidence of successful completion of service training program for all the equipment specified above. The training will be reviewed by Engineering Service to determine the acceptability. C) Contractor will restore the equipment to FULL PERFORMANCE within twenty-four (24) hours of the original call. "FULL PERFORMANCE" means that all defective parts have been replaced with parts equivalent to or better than the original manufacturer's parts and that the instrument meets or exceeds the manufacturer's original performance specifications. D) If at any time during the performance of this contract, the service or material is not covered under this contract and is therefore chargeable; the Contractor shall acquire approval from the Contracting Officer and should withhold further performance of service pending approval. Under normal circumstances, a purchase order would have to be issued for such charges. The Contractor shall contact Engineering Service to initiate the process to issue a purchase order. DOCUMENTATION: Contractor will provide the using service and Engineering Service with individual legible written reports which describe the maintenance and repair service performed on the equipment in sufficient detail so as to be acceptable by field inspectors of the JCAHO. This report shall include a list of all parts replaced, all service performed as well as a statement that the equipment is operating per manufacturer's specification. CALIBRATIONS OF CONTRACTOR'S TEST EQUIPMENT: Contractor must provide Engineering Service with a written confirmation that all gauging andmeasuring equipment used to check and calibrate the subject items of biomedical equipment has been calibrated either according to manufacturer's specifications or within the last twelve months against a standard that is traceable to the National Bureau of Standards. This shall be provided within 30 days of award of contract. Prior to award, offeror must have a facility to include personnel, test equipment, parts inventory, licenses and technical documentation available for inspection by VA Medical Center personnel and be able to show written evidence to technical qualifications of personnel, test equipment (and calibration documentation) licenses and availability of parts. Parts availability must be written documentation from either the equipment manufacturer or authorized parts supplier. In either case, bidder must be able to show the availability of parts to him/her within 24 hours after initial call. For contracts for maintenance and repair services from other than the original manufacturer or a designated representative, the Contractor will be fully responsible for obtaining all technical documentation necessary to fulfill contractual obligations. The Contractor warrants that the services to be performed under this contract will be performed in a workmanlike manner and shall conform to the standards of the industry. This warranty is given expressly and in place of all other warranties, expressed or implied, statutory or otherwise, and is the only warranty given by the Contractor. Warranty items that expire during the contract period will be added to the contract as appropriate. NEGLIGENCE CLAUSE: When services and parts are required as a result of accident, abuse, misuse or negligence by other than the Contractor or his representative, and are not included as a part of PM inspection or service calls, such needs will be reported to the Contracting Officer's representative along with estimates of charges. The Contracting Officer and Representative will evaluate these needs and authorize appropriate action. Theparts will be installed under the terms of the contract and each invoice is to include a legible itemized list of labor charges and parts cost. The government will incur no charges for service and parts including glassware due to accident, abuse, misuse or negligence by the contractor or his representative. FAILURE TO RESPOND: For failure to respond within two (2) hours of a service call from this Medical Center, a deduction of 1/30th of the monthly rate will be taken for that day and for each twenty-four (24) hour period thereafter that the equipment is inoperable due to unresponsiveness. Failure to respond to service calls after two (2) days will be considered grounds for invoking provisions of default. This penalty will be waived under unusual or extraordinary circumstances at the discretion of the VA. FAILURE TO RESTORE TO FULL PERFORMANCE: For failure to restore equipment to full performance within twenty-four (24) hours of original service call, a deduction of 1/30th of the monthly rate will be taken for each twenty-four (24) hour period thereafter that the equipment is inoperable. This penalty will be waived under unusual or extraordinary circumstances at the discretion of the VA. CONTRACTOR CONTROL SYSTEM: The procedures that must be followed by all Contractors (or agents of such Contractors) in the performance of servicing and/or repairing equipment at the Dallas VA Medical Center. A) When service is rendered during normal workings hours: 1) the agent of the contractor will report to Biomedical Maintenance Shop (room B13, Bldg. 1) to log in before proceeding to the department requesting service. 2) When service is completed, the repairman must indicate on the repair ticket the specific action taken, all parts replaced, hours of labor required and travel time. The equipment serviced must be clearly identified by name, serial number and the PMI number. The department supervisor or his/her representative will sign the repair ticket. This is required for repairs and PM visits. 3) Before leaving the hospital, the repairman will log out with the Biomedical Maintenance Shop. He/She must give the user department and the Biomedical Maintenance Shop a legible copy of the repair ticket. B) When service is required but the Biomedical Maintenance Shop is unattended: 1) The repairman may report directly to the department requesting service. 2) When service is completed, the repairman must indicate on his/her repair ticket the specific action taken, all parts replaced, hours of labor required, and travel time. The equipment serviced must be clearly identified by name, serial number and PMI number. This is required for repairs and PM visits. 3) The person who requested the contractor's service or his/her representative will indicate time in and out, sign his name and retain a copy of the repair ticket. C) A copy of the service slip must be submitted to the accounting technician, Engineering Service, Bldg. 9, the day service is performed or the day invoice is submitted. INVOICES WILL BE HELD FOR PAYMENT UNTIL A COPY FO THE REPAIR TICKET IS RECEIVED!! Contractor is responsible for providing all applicable training and protective equipment to protect contractor's employees from any hazards, including blood borne pathogens, that may be encountered in performance of this contract. END OF CONTRACT: Contractor guarantees that all equipment covered in this contract shall meet or exceed manufacturer's performance specifications at the contract expiration date. At the end of the contract term and within the two weeks following the award to the new Contractor, the new Contractor and the Contracting Officer's representative will be present. Any deficiencies noted will be the responsibility of the previous Contractor and shall be corrected by the terms of this contract. Offerors are urged and expected to inspect the site where services are to be performed. The Contractor shall warrant that the services, supplies and or products provided hereunder shall be free from defects in material and workmanship, under normal use, maintenance and operation for a period of one year from date of acceptance. Contract is for base year (4/1/98-3/31/99) and two (2) options years. Work shall only be accomplished, unless otherwise approved by the Contracting Officer's Technical Representative, between the hours of 8:00 a.m. and 4:30 p.m., Monday through Friday, excluding federal holidays. Federal Acquisition Regulation (FAR) provisions at 52.212-1, and 52.212-3 apply to receipt of offers and are hereby incorporated by reference. FAR clauses 52.212-4 and 52.212-5, as applicable, will apply to an awarded contract and are also included in this notice by reference. FAR clause 52.249-8, Default and FAR provision 52.237-1, Site Visit are added as addenda and are hereby incorporated by reference. All referenced clauses and provisions are available on the Internet Web at http://www.arnet.gov/far. Applicable specifications, FAR clauses and provisions may be obtained from the Contracting Officer by faxed request through (214) 372-7066. The government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Interested parties are encouraged to submit offers along with completed FAR Provision 52.212-3, "Offeror Representations and Certifications". Offers submitted without the completed provision will be rejected. Only written offers, sent to the attention of the Contracting Officer are acceptable and must be received prior to March 26, 1998 at 4:30 p.m. Dallas, Texas local time. (0071)

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