Veteran's Affairs Medical Center, Contracting Officer (90C), Acquisition & Material Management Service, One Veterans Plaza, San Juan, PR 00927-5800

J -- PM UPS LIEBERT SERIES 301 SOL RFP672-185-99 DUE 090898 POC (POC) Rey F. Clemente (787) 766-5389 FAX (787) 766-6543 This is a combined synopsis/solicitation for Commercial Items prepared in accordance with the format 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. The Request for Proposal (RFP) number is RFP672-185-99. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-05. This procurement is a 100% Small Business Set-Aside. The standard industrial classification code is 7629 and the small business size standard is $5.0M. The Department of Veterans Affairs, VA Medical Center (VAMC) San Juan, Puerto Rico is procuring a Service Contract to place into operation continuing systematic service for full Preventive Maintenance (PM), cleaning, calibration, adjustment of components and emergency repair for equipment described below according to manufacturer's maintenance service manual instruction and procedures at the VAMC. The contract will be for a base year and four (4) renewable option periods. 1001. BASE YEAR (10/01/98 to 09/30/99) UPS Liebert Series 301, Model No. AP346, SN. P31140, Located IRM Area. Preventive maintenance Qty. _____ per year, at the unit price $_______ and annual cost $________. Note: Offeror shall submit pricing for BASE YEAR (10/01/98 to 09/30/99) L/I# 1001 and option years on a separate sheet as follow: OPTION YEAR I: (10/01/99 to 09/30/00) L/I # 2001. OPTION YEAR II: (10/01/00 to 09/30/01) L/I # 3001. OPITON YEAR III: (10/01/01 to 09/30/02) L/I # 4001. OPTION YEAR IV: (10/01/02 to 09/30/03) L/I # 5001. Evaluation of options shall not obligate the Government to exercise the option(s). Response Time: Contractor shall respond to the service call within two (2) hours after notification. Contractor shall physically report on site VAMC within four (4) hours from the initial notification time if the problem can not be corrected by phone. Service Calls: Contractor shall respond to all repair service for priority maintenance within four (4) hours after notification. Contractor shall report directly to the Contracting Officer Technical Representative (COTR) or his/her designee, this check in/out is mandatory during normal working hours from 8:00 a.m. through 4:30 p.m. and after normal working hours. After normal duty hours, weekends, and holidays Contractor shall report directly to Engineering Graphic Control Center and the COTR designed will be available at VAMC, Room: C33b, tel. (787) 758-7575 Ext. 3281. Contractor shall provide a twenty-four (24) hour emergency service response, seven (7) days a week. Emergency Repair Service: Includes the immediate repair services on a call basis for inoperable equipment and respond with the time specified. Service includes all required repairs to bring the equipment to an operational status considering malfunction is causing immediate work stoppage to the VAMC. For emergency repair service, Contractor shall respond within two (2) hours after notification. All service calls are unlimited for all priority maintenance, repair service, and emergency repair service. Labor and Parts: Contractor shall supply all labor and parts, test instruments and tools required to perform all repair and maintenance work. All parts shall be furnished on an exchange basis and will be new standard parts or parts of equal quality. Exchange parts removed from the equipment in the schedule become the property of the Contractor. Contractor shall have the service manuals available to perform each maintenance or repair. Contractor shall submit a listing of parts that are not covered in this type of contract with their offer. Contractor shall submit detail actual cost for parts considered not being part of the regular maintenance contract. Replacement parts: All maintenance (preventive, repair service, and emergency repair service) shall include replacement of parts deemed necessary by the Contractor except those parts that are not cover in this contract. The Contracting Officer (CO) approval is required to install any part(s) that are not covered in this contract, and these parts will be paid either by amendment to the purchase order covering this PM service or by issuing a separate purchase order. Any part(s) or materiel damaged by the Service Technician due to maintenance work shall be replaced or repair at not additional cost to the Government. Contractor shall provide and bear the cost of labor for maintaining the specified equipment in good operating condition when such is required because of normal wear and tear. Documentation: Contractor shall maintain on VAMC a separate log for each item of equipment and each system covered in this PM contract. The log shall list dates, items, scheduled adjustment, calibration, maintenance work, and emergency calls. Each emergency call shall be described with detail of the nature and causes of emergency, steps, taken to rectify the situations, and write the specific recommendations to avoid such conditions in the future. Service Reports: The Service Technician shall submit each service report to the COTR or his/her designee at the conclusion of each performance. Annual Report: Contractor shall provide an Annual Report for all equipment and system serviced. This Annual Report shall clearly and concisely describe the services rendered, parts replaced, maintenance, adjustment, certification, and repairs performed. The Annual Report shall prescribe anticipated future needs of the equipment and systems for preventive maintenance. Clean-up: Clean up shall include off the equipment site disposal of all items and material not required to remain property of the Government. Upon completion of any work under this contract, the equipment site, and adjacent areas affected should be in a clean condition and the area must be broom, sweep satisfactory. COTR or his/her designee will certify the clean condition after work is performed. Frequency of Service: Contractor shall provide schedule of PM for this equipment within 10 calendar days from the date of award. The PM will be schedule as requested by the COTR. All PM shall be schedule on a monthly basis to perform the required inspection, test, diagnosis, and repairs as required to ensure the equipment is functioning and operational. In case a repair service is performed, the PM inspection can be performed simultaneously. Condition of equipment: The contractor shall accept responsibility for the equipment in as it conditions. Failure to inspect the described equipment prior to start this contract will not relieve the Contractor from performance of these requirements. Standards: All work shall meet the standards specified and accepted standard of the equipment specified for the industry, the equipment manufacture's operation and maintenance manuals, and all applicable licenses and permits required by the Federal Government, and Commonwealth of Puerto Rico. Offerors shall submit with their offer all applicable licenses and permits required by the Federal Government, and Commonwealth of Puerto Rico. Provision 52.212-1, Instructions to Offerors Commercial Items, is applicable. Clause 52.212-2, Evaluation -- Commercial Items (OCT 1997). 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. Factors for Basis of Award: (a) Technical capability to meet the Government requirement (final selection(s) will be determined by the offeror that submits the best technical proposal). (1) Experience: An outline of previous projects, specific work previously performed or being performed, year in business; (2) Personnel: Name, professional qualifications and specific experience of technical personnel (Contractor shall provide copies of certification qualifying as factory trained each employee, including approved training by the original equipment Manufacturer or similar equipment manufacturers), who may be assigned as a principal performer and/or project officer; (3) Facilities: Availability and description of special facilities required to perform in the technical areas under consideration, required licensing to operate in the Commonwealth of Puerto Rico. (b) Price: (All evaluation factors are approximately equal to cost or price in accordance with FAR 15.304). (c) Past Performance: (1) Contract performance: Describe contract performance and critical performance with private sector facilities, and/or other federal agencies; (2) Service Technicians: Offeror shall submit the names of all qualified Service Technicians that will be performing the work to include their experience. (3) References: List references with proposal, Offerors shall submit a listing of suppliers, bank references, and commercial activities providing credit. Include in the listing the activity address, person to contact, and telephone number. Offerors shall submit a certified copy of their financial statement, preferably within the last six (6) months. Offerors shall submit a listing of current and previous contracts performed. Include in the listing the name of the activity, address, person to contact, telephone number, and dollar amount of the contract. All criteria as listed herein are required. All responsible sources may submit a proposal that will be considered by the agency. Award may be made without any written or oral discussions with any offeror. The government may make multiple awards for the services listed herein to those responsible offerors whose offers, conform to the factors as listed in priority. Competency requirements: The Government upon award of this contract will issue a Contract Employee Handbook covering all safety requirements, and additional regulations that all contract employees shall follow and comply during the contract period of coverage. Contractor shall provide copies of all safety training, infection control training, and sexual harassment training that each contract employee was trained in order to verify if these training's are complying with Joint Commission Accreditation of Health Care Organizations (JCAHO) requirements. VA will provide and schedule such training to the contract employees, if these contract employees do not have these training's up dated or their training are not compatible with our type of training as required by JCAHO. The following provisions and clauses are applicable and are hereby incorporated into the solicitation by reference and will be provided by the Contracting Officer in full text upon request. Clause 52.212-4, Contract Terms and Conditions Commercial Items is applicable to this acquisition (APR 1998). In addition Clause 52.217-5, Evaluation of Options (JUL 1990), 52.217-8, Option to Extend Services (AUG 1989), 52.217-9, Option to Extend the Term of the Contract (MAR 1989), 52.228-5, Insurance Work on a Government Installation, applies to this acquisition (JAN 1997), 52.246-20, Warranty of Services (APR 1984). Offeror must submit a completed copy of provision 52.212-3, Offeror Representations, and Certifications Commercial Items, with its proposal (JAN 1997) and clause 52.222-48, Exemption from Application of Service Contract Act Provisions for Contracts for Maintenance, Calibration, and/or Repair of Certain Information Technology, Scientific and Medical and/or Office and Business Equipment-Contractor Certification (AUG 1996). Clause 52.212-5, Contract Terms and Conditions, Required to Implement Statutes or Executive Orders Commercial Items, that applies to this acquisition (OCT 1998). The Contracting Officer will provide Clause 52.212-5 to all offerors A Firm Fixed Price Contract will be awarded. Proposals shall be requested in writing and submitted it to the address herein not later than 3:30 p.m. local time on (Tuesday, September 8, 1998) or faxed to 787-766-6543 and directed to attention of Rey F. Clemente (90C). The Government will not be held responsible for quality of fax transmittals. The solicitation number RFP672-185-99 shall be listed on the outside of your response for identification. Posted 08/18/98 (W-SN238535). (0230)

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