Department of Veterans Affairs Medical Center, 50 Irving Street, N.W., Washington, DC 20422

J -- PREVENTIVE MAINTENANCE/SERVICE ON SANI-PACK AUTO CLAVE UNIT SOL IFB688-1-00 DUE 083199 POC Hazel A. France (202) 745-8660 FAX (202) 745-8465 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR, Subpart 12.6 as supplemented with additional information included in this notice. This notice constitutes the only solicitation; Requests for bids are being requested and a written solicitation will not be issued. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-12. Any amendments to this solicitation will be published only in the CBD. This SIC code for this solicitation is 7699 with total revenues not to exceed $5.09 million. Contractor shall furnish all necessary labor, materials, supplies, tools, equipment, etc., necessary for the preventive maintenance, inspections and emergency repairs for the San-I-Pak Auto-Clave Unit-Model 343L located at the Department of Veterans Affairs Medical Center, 50 Irving Street, NW, Washington, DC 20422. Bidders shall submit a monthly price for the base year covering the period from 10/1/99 thru 9/30/2000, Option year I covering the period from 10/1/2000 thru 9/30/2001 and Option year II covering the period from 10/1/2001 thru 9/30/2002, subject to the availability of funds. Awarded contract may be extended for two (2) additional years in accordance with the FAR clause 52.217-9, Option to Extend the Term of the Contract. The scope of work includes: (a). Regular and detailed monthly preventive maintenance checks (b) All labor and travel required to perform scheduled visits, up to (24) calls per year. (c) Twenty-four (24) hour response time for emergency service, (i.e. contractor will be on site within (24) hours of notification). (d) The Engineering Service Utility Systems Shop must be notified (48) hours before any PMI's are to be performed. Further, a minimum of (12) inspections, consisting of the following :1. one (1) per month (October thru September) 2. This contract will be complete at the end of one (1) year or (24) scheduled inspections/service calls which ever comes first (e) This contract does not cover any calls which are necessitated by misuse, abuse, negligence, civil strife or acts of GOD. (f) The contractor shall make thorough technical inspections of the equipment as recommended by the equipment manufacturer. (g) Within (30) days after award of the contract, the Contractor shall submit a schedule of PMI's for each piece of equipment listed. (h) The equipment placed under maintenance for the first time shall be in good operating condition and shall be subject to inspection by the Contractor within (30) days after award of the contract. During the (30) day period the Contractor must reject the equipment (first time maintenance service) if he deems it to be in poor operating condition. Failure to reject such equipment shall constitute acceptance. A rejection notice shall be submitted to the Contracting Officer along with a cost proposal to place the equipment in a condition which would make it acceptable for the maintenance service. The contracting officer reserves the right to either order the equipment repaired, or delete the specific item of equipment from the contract. (i) Contractor shall furnish a copy of the written Preventive Maintenance Protocol (policy and procedures), including the method and frequency of testing and verification of performance and in use testing for the equipment. (j) The contractor will notify the contracting officer, of the latest retrofits (hardware and software) as they become available, and furnish a cost proposal for the installation of such retrofits. HOURS OF COVERAGE: (a) Normal VAMC working hours are Monday thru Friday, 8am to 4:30pm., excluding federal holidays. (b) Federal holidays observed by the VAMC are: New Year's Day, Day of Presidential Inauguration (when applicable), Martin Luther King Birthday, President's Day, Memorial Day, Independence day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, Christmas Day. (c) Normal hours of coverage for this contract are: Monday thru Friday 8:00am to 4:30pm, excluding federal holidays. All service/repairs shall be performed during normal hours of coverage with prior approval of the Contracting Officer's Technical Representative (COTR). At the request of the Field Service Engineer (FSE), the COTR may approve service outside normal hours of coverage at no extra cost to the government. UNSCHEDULED MAINTENANCE AND REPAIR SERVICES (a) The contractor shall provide unscheduled maintenance and repair services as necessary to ensure the equipment remains in good operating condition. Repair service shall be achieved by returning failed components of a system to full operational capacity. These repair services may consist of calibrating, cleaning, oiling, adjusting, replacing broken or worn beyond useful life, and maintaining the equipment, including all intervening calls necessary between regular services. Repair shall be carried out with the objective of minimizing downtime. (b) Service calls to the Contractor are only authorized when they are received from the contracting officer, COTR or authorized designee. Work performed outside the normal hours of coverage at the request of the FSE will be considered service during normal hours of coverage. Service responses on calls from unauthorized personnel may result in nonpayment. (c) Response Time: All work shall commence within twenty-four (24) hours after receipts of a telephone call or written or verbal notification and will proceed progressively to accomplishment without undue delay. All work shall be performed by competent mechanics, experienced and qualified to work on the specific equipment And all work performed shall be first-class in accordance with good commercial practices. All equipment shall be cataloged by the Contractor and the dates and type of service rendered will be noted thereon. A written report of each inspection shall be furnished to the COTR. Such reports shall advise of any repairs or repair parts required to be furnished as a part of the contract requirements that are necessary to maintain the equipment in first-class operating condition. All repair persons will report to the Engineering Service, Engineering Control Panel, Mechanical Equipment Room #1, prior to starting any work and after completing any services required. Repair person must leave a completed service report, signed by Utility Systems Foreman to verify as to services performed, with Engineering Service Utility Systems Foreman for payment authorization. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but not later than (24) hours after discovery, notify the Contracting Officer and the COTR, in writing of the existence or the development of any defects in, or repairs required to the schedule of equipment which the Contractor considers not be responsible for under the terms of the contract. The Contractor shall furnish the CO and COTR with a written estimate of the cost to make necessary repairs. PAYMENT: Invoices will be paid in arrears on a monthly basis. The Contractor shall mail the invoices to the attention of Fiscal Service. Invoices, must include, at a minimum, the following information: Contractor Name, Contract Number, period of service the billing covers, list of equipment/items, and if applicable their serial numbers covered during the stated period of service. Each invoice must be accompanied by legible copies of service ticket(s) and/or preventive maintenance schedule(s), in order to expedite verification for payment. ADDITIONAL CHARGES: There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts. REPLACEMENT PARTS (Option Year 1 & 2 only) The Contractor shall be required to replace any part which would cost less than $200.00 at no additional charge to the Government. The monthly maintenance charge is understood to include the cost of such parts. If it is necessary to replace a part which would cost more than the above list $200.00 the Contractor shall immediately notify the Contracting Officer and provide a cost proposal for the part. The cost proposal shall be for the cost of the part only. The cost of the labor for the installation of the part is understood to be included in the month price. U.S. Department Wage Determination #94-2103 Revision #17 shall apply to this service. The following provisions apply to this solicitation: 52.212-1 Instructions to Offerors-Commercial Items, 52.212-3 Representations and Certifications-Commercial, 52.212-4 Contract Terms and Conditions-Commercial Items, and 52.212-5 Contract Terms and Conditions including clauses incorporated by reference, 52.222-26 Equal Opportunity, (E.O. 11246 Affirmative Action for special Disabled and Vietnam Era Veterans (38 U.S.C. 4212), 52.222-36 Affirmative Action for Handicapped Workers (29 U.S.C. 793), Buy American Act-Supplies (41 U.S.C. 10). A written notice of award of acceptance of bid, mailed or otherwise furnished to the successful bidder within the time for acceptance specified in the offer shall result in a binding contract without further actions by either party. Bidderss responding to this announcement shall submit a price for each category as indicated along with the information required in 52.212-1 and a completed copy of provision 52.212-3 to Department of Veterans Affairs, (688/90c), Room 1B112, 50 Irving Street NW, Washington, DC 20422. Bids are due August 31,1999 at 2:30pm local time. Faxed bids will be accepted. < Posted 08/13/99 (W-SN367414). (0225)

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