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

J -- PREVENTIVE MAINTENANCE AND REPAIR SERVICES SOL RFP672-193-99 DUE 091298 POC Ana G Alvarado 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 being requested, a written solicitation will not be issued. The Request for Proposal (RFP) number is RFP672-193-99.The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-05. This procurement is for Full and Open Competition. SIC (Standard Industrial Classification Code) 7629 is applied, business size standard is $5.0M. The Department of Veterans Affairs, VA Medical Center (VAMC), San Juan, PR has the requirement to furnish all necessary labor, equipment and parts to provide preventive maintenance (PM) and repair services for the equipment listed below located at the VAMC, San Juan in PR. The contract will be for one (1) base year and four (4) option years. This requirement is for an IDIQ (indefinite delivery/indefinite quantity) -- fixed price. BASE YEAR (10/01/98 TO 9/30/99) 1001. VACUUM STEAM STERILIZER CASTLE SYBRON, MODEL M/C 3433, S/N 610496, PM 6530-6822, located at the Basement, Room D1. Cost per month $__________. 1002. VACUUM STEAM STERILIZER SYBRON, MODEL 3433, S/N 343078, PM 6530-6821, located at the Basement, Room D1. Cost per month $__________. 1003. GAS STERILIZER AERATOR CASTLE SYBRON, MODEL M/C 3371, S/N 660062, PM 6530-6786, located at the Basement, Room D1. Cost per month $__________. NOTE: Option line items are the same as described in the base year listed above. Offeror shall submit pricing for BASE YEAR (10/01/98 to 09/30/99) L/I # 1001 through 1003 and for each option year on a separate sheet as follows: OPTION YEAR I: (10/1/99 to 09/30/00) L/I # 2001 through 2003. OPTION YEAR II: (10/01/00 to 09/30/01) L/I # 3001 through 3003. OPTION YEAR III: (10/01/01 to 09/30/02) L/I # 4001 through 4003. OPTION YEAR IV: (10/01/02 to 09/30/03) L/I # 5001 through 5003.Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99 and OSHA in accordance with VA National Acquisition Center's performance standards and specifications for the Aerators, etc. Contractor shall maintain the equipment in accordance with the Conformance Standards. HOURS COVERAGE: Repair services shall be performed during seven (7) days a week, 24 hours a day (up requested). PM will be performed monthly at any time/date within the month. The COTR will approve any exception to the repair services and/or PM schedule if required without additional cost to the Government. RESPONSE TIME: Contractor shall provide a 24 hours emergency telephone number. Upon notification of equipment malfunction by the COTR or designee, the Contractor Service Technician shall be report on site area to perform required work within (2) two hour from the time of initial notification. PREVENTIVE MAINTENANCE: Contractor shall complete the scheduled PM within (2) two working days after the schedule date and approved by the government. PM shall include, but need not be limited to, the following: cleaning of equipment, reviewing operating system to ensure that the system is operating to the manufacturer's specifications, calibrating and lubricating the equipment, performing remedial maintenance of non-emergent nature, testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail or become worn, inspecting all components (i.e., PRV, safety, transducers, etc.), as necessary, measuring and adjusting and calibrating as necessary, inspecting and replacing where indicated, electrical wiring and cables for wear and fraying, inspecting, and replacing indicated all mechanical components including, but not limited to; mounting hardware, and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, doors for mechanical integrity, safety, and performance, returning the equipment to the operating condition defined in Conformance Standards., providing documentation of services performed, inspecting, calibrating and leak checks according to the PRM schedule in the manufacturer's service manual. REPAIR SERVICES: The contractor shall provide repair services which may consist of calibration, cleaning, oiling, adjusting, replacing parts, installing glassware (without additional cost to the Government. The Contractor shall complete the work within the scope of the service call within two (2) working days after receipt of the notification. Order limitations as below: minimum repair services calls three (3) per year; maximum repair services calls for a single item is fourteen (14) per year. Maximum repair services calls for a combination of items are forty-two (42) calls. EMERGENCY REPAIR SERVICES: Contractor shall complete the work within the scope of the service call within one (1) working day after receipt of the notification. SERVICE REPORTS: Contract shall submit to the COTR service reports indicating procedures utilized at completion of the PM and repair services. If the PM and/or repair services are not completed for any reason (needs parts, parts still pending to received, etc.) the Service Technician shall be documented this in details on the service report and shall specify when he/her will return to completed the work. The service report will include detailed descriptions of the scheduled and unscheduled maintenance procedure performed, including replaced parts and required parts. In addition, Service Report shall include two (2) copies: One copy shall be provided to the service equipment user in accordance with the JCAHO requirement and the 2nd copy shall be provided to the COTR or designee. Service report shall at a minimum document the following data legibly and in complete detail: Name of the contractor, Name of the Service Technician who performed the services, service report number, Date &Time (starting and ending), Contract number, Description of the problem reported by COTR or equipment user, identification of equipment to be serviced, itemized description of service perform, Service Technician performing services described, Signatures: Service Technician performing services described, COTR and/or designee who witnessed service described. PARTS: No part shall be utilized for any purpose other than for which it has been designed and manufactured. Parts shall be completely compatible with the existing equipment in the schedule. The contractor shall perform the work to meet uptime requirements. Used parts shall not be utilized. All maintenance (preventive, repair services, and emergency repair services) shall include replacement of parts deemed necessary by the contractor. 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. Parts cost less than $250.00 each shall be part of the maintenance portion of the contract. VAMC, San Juan will provide all parts exceeding cost of $250.00 each. OFFEROR SHALL SUBMIT A DETAILED INVENTORY LISTING OF THE PARTS COVERED BY THE CONTRACT. Contractor shall immediately notify to COTR parts needs. Any part or material damage due to maintenance work shall be repaired or replaced at no additional cost to the government. Contractor shall provide and bear the cost of labor for maintaining the specified equipment in good operating condition. SERVICE MANUALS: The VAMC shall not provide service manuals to the contractor. The contractor shall obtain have on file and make available to its Service Technician's all operational and technical documentation, (such as operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contact. The location and listing of the service data manuals shall be provided to the CO upon request. REPORTING REQUIREMENTS: The contractor shall be required to report to the COTR or designee during the normal working hours (7:00am to 4:00pm) for check-in/check-out. After normal duty hours, weekends, and holidays contract service technician shall report directly to Engineering Graphic Control Center located in the VAMC basement, Room C33B, telephone: (787) 758-7575 X-3281. Check-in/check-out is mandatory. (COTR name, location and telephone number will be provided after contract award). WORK CONTROL: All maintenance and repair shall be fully warranted against defects in the products, replacing defective parts (thirty [30] calendar days) and or workmanship (sixty [60] calendar days). The Contractor shall ensure that all maintenance and repair is given the priority and manpower to accomplish all assigned work within the allowed time frame. Lack of parts, materials, supplies and equipment which delay the service shall not be an acceptable cause for non-performance of the service. PAYMENT: Payment for services will be made MONTHLY in arrears by certified invoice upon submission of a properly prepared invoice to: VA Medical Center, One Veterans Plaza, Fiscal Service (04B), San Juan, PR 00927. Invoice shall include at a minimum the following: invoice date, invoice number, company name, address, telephone no., contract no., purchase order no., description, unit cost, total amount. CHARGES: There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional Service Technician and/or delivery of parts. When the equipment covered by this contract is discontinued, the VA will terminate that portion of the contract upon (30) thirty days upon written notice to the contract. The Contractor shall honor orders for service for periods of less than one year. Payment for equipment serviced for fractional parts of the contract year shall be prorated on the basis of 1/12 of the yearly rate for each month and/or 1/30 of the monthly rate for each day less than a full month for which service has been rendered. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: Contractor shall immediately, but not later than 24 hours consecutive after discovery notify the CO and COTR, (in writing), of the existence or the development of any defects in, or repairs required to the scheduled equipment which the Contractor considers is not responsible for under the terms of the contract. Contractor shall furnish the CO and COTR with a written estimate of the cost to make necessary repairs. CONDITION OF EQUIPMENT: The contractor accepts responsibility for the equipment in "as is" condition. Failure to inspect the equipment prior will not relieve the contractor from performance of the requirements. SERVICE TECHNICIAN: The contractor shall be required to have at minimum two (2) service technician. The CO and/or the COTR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the VAMC equipment. If subcontractor(s) are used, CO must approve them; the contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. The CO may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VAMC equipment. TEST EQUIPMENT: Prior to commencement of work on the equipment the contractor shall provided to the COTR a copy of the current calibration certification of all test equipment, which is to be used by the contractor on VAMC equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard. The provision 52.212-1 Instructions of Offerors -- Commercial Items (AUG 1998), 52.212-2 Evaluation- Commercial Items (OCT 1997) applies. Addendum clauses 52.212-18 Facsimile Proposal, 52.212-2 Evaluation -- Commercial Items. (OCT 1997) also applies. FACTORS FOR BASIS OF AWARD: Proposals submitted in response to this solicitation and that meet the solicitation requirements shall be evaluated in accordance with the following factors in descending order. All evaluation factors other than price are significantly more important than price and will have more weight. (a) Technical capability: (1) Experience: Number of years in maintenance and repair of the equipment listed, number of years maintaining the specific make and model of equipment. Offeror shall submit evidence of the organization's qualifications, experience and achievements, past and present. Reference are required including name(s) of customer(s) with which the offeror has contract(s), type of contract, cost of contract and brief description of the work performed, the geographic location of the office performing the work, telephone number, manufacturer's name, model number and model number. Offeror shall demonstrate evidence of their ability to respond to emergency situations. (2) Personnel Qualification: Offeror shall furnish the name(s) of all "fully qualified" service technicians primary and backup. "Fully qualified" is based upon training and on experience in the field. For training, the offeror shall included copy of certificates training for each Service Technician that has successfully completed a formalized training program, for the equipment identified. For field experience, the Service Technician(s) has a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance. Offeror shall provide evidence by certificate from an approved technical and/or college based course of study and any documentation of length of experience working on the equipment. (b) Past Performance: (1) Contract performance: Describe contract performance and critical performance with private sector facilities, and/or other federal agencies. (2) References: List references with proposal, offerors shall submit contracts within the last 2 years to include client name, address, telephone number, person to contact and dollar amount of contract and other relevant information to allow for evaluation of performance of this acquisition. All criteria herein are required. (c) Price: Final selection will be determined by the offeror that submits the best technical proposal. Award may be 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. SAFETY REQUIREMENT: In performance of this contract the contractor shall take such safety precautions as the Contracting Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer or designee will notify the Contractor of any non-compliance with the foregoing provisions and the action to be taken. The Contractor shall after receipt of such notice, immediately correct the condition to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of work, shall be deemed sufficient for the purpose aforementioned. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATION: The ContractorService Technician shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any building at the VAMC. Possession of weapons is prohibited. Enclosed containers including tool kits shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, no a local district, state or municipal court. COMPETENCY REQUIREMENTS: The contractor shall compliance with Join Commission Accreditation of Health Care Organizations (JCAHO) requirements. To compliance with JCAHO requirement the Contractor shall provided written confirmation that employees are competent to perform the task assigned on this contract. This written confirmation shall specify in which areas each contract employees are competent. Upon contract award CO will provide a Contract Employee Handbook for contractor references. The following provisions and clauses are applicable and are hereby incorporated into the solicitation by reference will be provided by the contracting Officer in full text upon request. Offeror shall submit a completed copy of provision 52.212-3 Offeror Representations, and Certifications -- Commercial Items (JAN 1997) and 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) with the proposal. 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Orders -- Commercial Items (JUN 1998), applicable clauses (52.203-6, 52.203-10, 52.22-26, 52-222-35, 52.222-36, 52.222-37, 52.225-3, 52.239-1, 52.247-64, 542.222-41, 52.222-43, 52.222-47). 52.216-18 Ordering (OCT 1995), 52.216-19 Order Limitations (OCT 1995), 52.216-21 Requirements (OCT 1995), 52.216-22 Indefinite Quantity (OCT 1995), 52.212-4 Contract Terms and Conditions -- Commercial Items (APRI 1998), 52.215-1 Instructions to Offerors -- Competitive Acquisition (OCT 1997), 52.246-20 Warranty of Services (APR 1984), 52.246-4 Inspection of Services -- Fixed-Price (AUG 1996), 52.232-33 Mandatory Information for Electronic Funds Transfer Payment (AUG 1996), 52.228-5 Insurance -- Work on a Government Installation (JAN 1997) applies to this acquisition. 52.216-27 Single or Multiple Awards (OCT 1995), 52.242-13 Bankruptcy (JUL 1995), 52.217-5 Evaluation of Options (JUL 1990) (evaluation of options shall not obligate the Government to exercise the option(s)). 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 (JAN 1997) and 52.232-18 Availability ofFunds (APR 1984). Proposals are requested in writing and shall be submitted to the address herein not later than 4:00pm local time on Friday, September 8, 1998 or faxed to 787-766-6543 directed to Ana Alvarado. The Government will not be held responsible for the quality of fax transmittals. The solicitation number RFP672-193-99 shall be listed on the outside of your response for identification. Posted 09/03/98 (W-SN245903). (0246)

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