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

J -- PROVIDE PREVENTIVE MAINTENANCE AND REPAIR SERVICE FOR RADIO EQUIPMENT SOL 549-98-RFQ-92 DUE 032698 POC Candi Wood, Contracting Officer, 214-302-6815 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; quotes are being requested and a written solicitation will not be issued. Solicitation 549-98-RFQ-92 is issued as a request for quotations. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-3. SIC 7622 applies and the solicitation is unrestricted. Contract is for base year (4/1/98-3/31/99) with two option years. The contractor shall provide preventative maintenance and repair services for the following equipment. 1) 83 ea handheld portable radios by Motorola, model H43SVU7610BN. This includes 39 desktop chargers, model NTN6433 and 4 chargers, model NTN4668 (each with a capacity to charge 6 radios. 12 months @ $____ per mo. 2) 6 ea command series desktop controllers by Motorola, model L1474. 12 months @ $____ per mo. 3) 5 ea Maxtrac mobile radios by Motorola, model D43MJA77A3-K. 12 months @ $____ per mo. 4) 2 ea MRS2000 repeaters by Motorola, model C73KSB3105-T. 12 months @ $____ per mo. 5) 2 ea Maxtrac 600 mobile radios by Motorola, model D33MJA77A3CK. 12 months @ $____ per mo. 6) 28 ea Motorola HT1000 handheld 2-way radios. 12 months @ $____ per mo. 7) 28 ea Motorola rapid rate chargers H437 for HT1000 radios. 12 months @ $____ per mo. Pricing must be given for each item for the base year and each of the two option years. The Contractor will provide a fully qualified service representative to provide all services. "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. SCHEDULED MAINTENANCE: Contractor will maintain, check and calibrate, according to the manufacturer's procedures and recommended schedule all the equipment identified 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 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays. Contractor shall coordinate with Engineering Service to schedule mutually agreeable times for the performance of inspections. REPAIR SERVICES: This contract includes unlimitedemergency repair and callback repair services seven days per week 24 hours per day. The Contractor will supply all parts and services necessary to restore all equipment to proper working order. All equipment repaired by Contractor must be subjected to appropriate safety checks before being returned as fit for use. The Contractor shall furnish only new standard parts. All parts shall be of current manufacture and shall be compatible with presently installed equipment. The Contractor shall initiate corrective maintenance when equipment defects are discovered as a result of the Contractor's performing preventive maintenance services. 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. If at any time during the performance of this contract, the service or material is not covered under this contract, 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 and measuring 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. 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. The parts 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. 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. CONTRACTOR CONTROL SYSTEM: 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. 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. Thisis 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. 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 of the repair ticket is received. Payment will be made monthly in arrears upon receipt of a proper invoice. 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, there will be a final inspection of all equipment at which the Contractor, the new Contractor and the Contracting Officer's representative will be present. Any deficiencies noted will be the responsibility of the previous Contractor andshall be corrected by the terms of this contract. Offerors are urged and expected to inspect the site where services are to be performed. The following FAR provisions and clauses apply: 52.212-1 Instructions to Offerors -- Commercial Items; 52.212-3 Offeror Representations and Certifications -- Commercial Items with the following addendum: VAAR 852.219-70 Veteran-owned small business; 52.212-4 Contract Terms and Conditions -- Commercial Items with the following addendum: 52.217-5 Evaluation of Options, 52.217-8 Option to Extend Services, 52.217-9 Option to Extend the Term of the Contract, 52.222-48 Exemption from Application of Service Contract Act Provisions, 52.232-18 Availability of Funds, 52.232-19 Availability of Funds for the Next Fiscal Year, 52.237-1 Site Visit; 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items with the following incorporated by reference: 52.222-26 Equal Opportunity; 52.222-35 Affirmative Action for Special Disabled and Vietnam Era Veterans; 52.222-36 Employment Reports on Special Disabled Veterans and Veterans of the Vietnam Era. All referenced clauses and provisions are available on the Internet at http://www.arnet.gov/far or may be obtained from the Contracting Officer upon receipt of faxed request at 214-372-7066. All responsible sources may submit a quotation which will be considered. Quotations are due by 4:30 p.m. CST, March 26, 1998 and must be sent to the Contracting Officer at the address listed above or faxed to 214-372-7066. Completed FAR Provision 52.212-3 Offeror Representations and Certifications and VAAR 852.219-70 Veteran-owned Small Business must be included with the quotation. (0075)

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