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

J -- PM, SANITATION AND REPAIR SERVICES WATER TREATMENT SYSTEM SOL RFP672-209-99 DUE 082899 POC Ana G. Alvarado 787-641-2954/641-7582 x-10289 / fax: 641-8364 The Department of Veterans Affairs (VA) Medical Center, San Juan, PR has the requirement to furnish all necessary labor, material, equipment and repair parts (as required) and supervision in the performance of a PM, Sanitation and Repair services for the equipment listed below.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 announcement constitutes the only solicitation, a written solicitation will no be issued.The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-12.Solicitation number RFP672-209-99 is 100% set-aside for small business under SIC code 7629 with a business size of $5.0M.The Government contemplates awarding a Firm-Fixed Price.The contract will be for a Base Year period plus 4 Option Years. Base Year (10/01/99 to 09/30/00) will include the following:Item 1001 PM Service andSanitation for the Water Treatment System including materials: Sodium Bisulfate and Solution A #4428-63 for an estimated period of 52 weeks. Item 1002 Parts and Labor for PM Service including the following: Depth Filter, Water Softener and Reverse Osmosis System for an estimated period of 12 month. Item 1003 PM Service for Agua Summa II, Model 32, Culligan Water System including materials: Carbon, Cartridge Prefilter, Cartridge Prefilter 5MIC., Cartridge Prefilter 3MIC.,R.O. Membrane for an estimated period of 12 month. NOTE: Option Years are the same as described in the Base Year listed above. Offeror shall submit pricing for Base Year (10/01/99 to 09/30/00) L/I # 1001 to 1003, Option Year 1 (10/01/00 to 09/30/01), Option Year 2 (10/01/01 to 09/30/02), Option Year 3 (10/01/02 to 09/30/03) and Option Year 4 (10/01/03 to 09/30/04) on separate sheet.This sheet shall included but not limited to: period of each year,description of each L/I, est. quantity, unit, unit cost and total.Contract service shall ensure that the equipment functions is in conformance with the latest published edition of NFPA-99 and OSHA in accordance with VA National Acquisition Center's. Contractor shall maintain the equipment in accordance with the Conformance Standards.The contract should cover parts and labor for PM services including all filters,media components,carbon,sand and resin as needed This maintenance can only be performed when the system is not in operation therefore, contract must cover after working hours and Sundays provision. PREVENTIVE MAINTENANCE:Includes the routine PM service for the period herein specified consisting of cleaning, inspection, lubrication, adjustment, calibration, replacing parts, operational tests and routine diagnosis to maintain equipment in an operational status.REPAIR SERVICE:Includes the priority maintenance routine on a call basis for inoperable equipment consisting of initial diagnosis, testing and diagnostic, replacement of repair parts (as required), corrective action and necessary repairs of all malfunction to ensure equipment is in an operational status.EMERGENCY REPAIR SERVICE:Includes the immediate repair services on a call basis for inoperable equipment and responds within the time specified in response time.Service includes all required repair to bring the equipment to an operational status considering malfunction is causing immediate work stoppage to the service.SERVICE HOURS AND RESPONSE: Government Regular Working Hours will be Monday to Friday, 8:00AM-4:30PM except for Federal Holidays. To be provide upon request. RESPONSE TIME: Contractor shall respond to all repair service for routine priority maintenance within 4 hours after an authorized repair call notification was made. For emergency repair svc. contractor shall respond within 2 hours after notification. All service calls are unlimited for all priority maintenance repair service and emergency repair svc. Contractor shall provide a 24-hour on-call emergency service response, 7 days a week. All work shall meet the standards specified and accepted standard of the equipment specified for the industry,the equipment manufacturer's operation and maintenance manuals, and all applicable local, state, and federal standards as well as applicable safety and all other applicable codes.FREQUENCY OF SERVICE:PM SERVICES FOR EQUIPMENT LOCATED AT HEMODIALYSIS ROOM 618:Shall scheduled on weekly basis to perform the required inspection, test,diagnosis and repairs as required to ensure equipment functioning and operational status. Contractor shall schedule PM for every Sunday and/or after working hours.In cases a repair service is performed, the PM inspection can be performed simultaneously. PM SERVICES FOR EQUIPMENT LOCATED AT LABORATORY A127:Shall be scheduled every 4 months to perform the required inspection, test, diagnosis and repairs as required to ensure equipment functioning and operational status. Replacement of Cartridge Prefilter 5MIC shall be replaced every 2 weeks. Contractor shall schedule PM services for every Sunday and/or after working hours. In cases a repair service is performed, the PM inspection can be performed simultaneously. CONTRACTOR QUALITY CONTROL PROGRAM (QCP):Contractor shall establish and maintain a QCP in accordance with the FAR 52.246-4 Inspection of Services-Fixed Price clause to ensure that the work performed under the contract conforms to the contract requirements. Contractor shall submit to the CO a QCP for approval 10 calendar days after award of the contract.The system must cover all contract services, specify work to be inspected on either a scheduled or unscheduled basis and describe how inspections are to be conducted.The name(s) and qualifications of individual(s) responsible for performing the quality control inspections and the extent of their authority. Provisions for recording the results of inspections and for recording corrective action taken. Provisions to update and revise the QCP during the performance of the contract. A file of all QCP inspections both performed and scheduled, inspection results and dates and the Contractor through the term of this contract shall maintain details of corrective actions taken. The file shall be the property of the Government and made available to the CO on a monthly basis. PARTS & MATERIAL:No part shall be utilized for any purpose other than for which it has been designed and manufactured and shall be completely compatible with the existing equipment in the schedule. Contractor shall retain original parts and replaced equipment for at least 10 working days after removal and deliver these items to the COTR for inspection upon request.Contractor shall provide and bear the cost of labor and parts under the contract for maintaining the specified equipment in good operating condition when such labor and parts are required because of normal wear & tear. Replacement of equipment due to obsolescence and or damaged beyond repair due to normal wear and tear is not covered by this contract. All PM, repair and emergency repair service 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 equal quality. Exchange parts removed from the equipment in the schedule become the property of the contractor. Contractor is expected to establish the availability of parts and materials likely to be periodically required in the accomplishment of the service herein stated and to stock at no additional cost to the Government any such parts that cannot readily be obtained from local or nearby sources.Parts not readily available and requiring ordering from other sources shall be expeditiously shipped ie. overnight to ensure work is completed within the time specified.Any part or material damaged due to maintenance work shall be repaired or replaced at no additional cost to the government. MANUALS:VA shall not provide sevice manuals to contractor.The contractor shall obtain have on file and make available to its Technician's all operational and technical documentation, (such as operational and service manuals,schematics and parts list) which are necessary to meet the performance performance requirements of this contract. PROCEDURES: Technician shall check in/check out with the COTR or designee (tel & location to be provided after contract award). Upon notification of equipment malfunction by the COTR an initial diagnosis will be provided to the contractor identifying the problem or malfunction.The COTR or designee will provide the contractor a telephonic service call and provide as a minimum a description and not limited to unit description, model, serial number, location and diagnosis of equipment. Response by contractor shall be as prescribed in Response Time. Contractor shall perform repairs on the equipment on site and ensure all required parts, tools, and or equipment are available. Contractor shall implement all necessary workcontrol procedure to ensure timely accomplishment of work requirements as well as to permit tracking of work in progress Contractor shall plan & schedule work to assure material, labor and equipment are available to complete work requirements within thespecified time limits and in conformance with the quality standards.All maintenance and repair shall be of medical equipment technician quality and conforming to all conditions herein stated and the applicable operation and maintenance manuals for said equipuipment. All maintenance and repair shall be fully warranted against defects due to material 30 calendar days and or workmanship 60 calendar days.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.TIME:Contractor shall complete all work within the period herein stated and in conformance with all conditions specified:The scheduled PM within 2 working days after the scheduled date and approved by the government.REPAIR SERVICE call within 2 working days after receipt of the service call. EMERGENCY REPAIR SERVICE call within 1 working day after receipt of the service call. RECORDS: After completion of each service call and PM performed, the Contractor shall provide to the COTR a service report to include as a minimum:Description of work actually completed, Brief description of materials and parts used, including quantities, date&time work began, date&time work was completed, Signature of the Contractor's technician performing the work indicating the work has been completed, Signature of authorized government representative or COTR to indicate the work was performed. Signature does not indicate satisfactory performance; also, Contractor shall maintain a log at the Hemodialysis Area.The log shall list the date&time of all examinations and trouble calls, condition of the system and technician's name. Each trouble call shall be fully described, including the nature of the trouble, necessary correction performed and parts replaced, date&timework began,date &time work was completed, Signature of the Contractor's technician performing the work indicating the work has been completed, Signature of authorized government representative or COTR to indicate the work was performed. Signature does not indicate satisfactory performance. PAYMENT:will be made MONTHLY in arrears by certified invoice upon submission of a properly prepared invoice to:VA MEDICAL CENTER, 10 CALLE CASIA, BUSINESS OFFICE BO-1D, SAN JUAN, PR 00921. Invoice(s) shall include as a minimum the following:Invoice date, Invoice No., Contract No., PO#, Service Reports copies, Detailed description of service provided, Unit Price and Total.CHARGES: When the equipment covered by this contract is discontinued, VA will terminate that portion of the contract upon 30days written notice to the contractor.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 1/12of 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.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 or the requirements. Technician:The CO and/or the COTR specifically reserve the right to reject any of the contractor personnel and refuse them permission to work on the VA equipment. HOURS OF WORK:Work required in the performance of this contract shall be performed during the regular administrative hours of this Medical Center, which are 8:00am- 4:30pm, Monday to Friday excluding federal holidays.EVIDENCE OF COVERAGE: Before commencing work under this contract the contractor shall furnish to the CO Certificate from his insurance company indicating the coverage outlined below has been obtained and may not be canceled unless 30days advance written notice is provided to the CO. COVERAGE:Worker's compensation and employer's liability: Contractors are required to comply with applicable at this Federal and Commonwealth of Puerto Rico worker's compensation and occupational disease phone statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with contractor's commercial operations that it would be practical to require this coverage. Employer's liability coverage of at least $100,000 shall be required, except in states with exclusive or monopolistic funds that do not permit worker's compensation to be written by private carriers. General liability: $500,000 per occurrence, Automobile liability: $200,000 per person; $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. PARTS: Replacement parts shall match or exceed quality of existing parts when new and shall be installed an adjusted in accordance with original manufacturer's specifications. All newly installed replacement becomes the property of the Government. Replaced parts are to be disposed of by the Contractor after obtaining approval from the COTR.The contractor will contact the CO on all matters pertaining to Administration.Only the CO is authorized to make commitments or issue changes which will affect the price, quantity, quality or terms of this contract.The contractor must provide a contact person whom VA may contact during the performance of this contract for prompt action on matters pertaining to the administration of this contract.A notice received by this contact person will be considered to be a notice received by the Contractor. 52.212-2 Evaluation-Commercial Items applies to this acquisition. FACTORS 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 importance than price and will have more weight.Technical capability:1) Experience: Offeror is required to submit sufficient evidence that they have adequate equipment, facilities, personnel, and that they also have the necessary experience to establish responsibility and integrity to meet the requirement of this contract. 2)Number of years maintaining the specific make and modelof equipment. 3)Offeror shall submit evidence of the organization's qualifications, experience and achievements, past and present. 4)Offeror shall demonstrate evidence of their ability to respond to emergency situations. Personnel Qualification: 1)Offeror shall furnish the name(s) of all "fully qualified" service technicians primary and backup."Fully qualified" is based upon training and experience in the field. 2)Offeror shall included copy of certificate training for each Service Technician that has successfully completed a formalized training program, for the equipment identified in the schedule. 3)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 documentation of length of experience working on the equipment listed on the schedule. Past Performance:1)Offerors are to include a Past Performance List which is to include recent contracts for the same or similar items within the last 2 years and contain the following information: customer's name, address and telephone number, title of contract, amount, and contract period. Price:Final selection will determine by the offeror that submits the best technical proposal.The Government intends to evaluate offers and award a contract without discussions with offeror's. Therefore, the offeror's initial offer should contain the offeror's best terms from a price & technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the CO is necessary. Provision 52.212-1, Instructions to Offerors- Commercial Items applies to this acquisition.The following provisions and clauses are applicable and are hereby incorporated into the solicitation by reference. THE FULL TEXT OF A CLAUSE MAY BE ACCESSED AT THIS ADDRESS: www.arnet.gov/far.OFFER SHALL SUBMIT A COMPLETED COPY OF PROVISION 52.204-6; 52.212-3, OFFEROR REPRESENTATIONS AND CERTIFICATIONS-COMMERCIAL ITEMS; 52.222-48 EXEMPTION FROM APPLICATION OF SERVICE CONTRACT ACT PROVISIONS FOR CONTRACT FOR MAINTENANCE, CALIBRATION AND/ OR REPAIR OF CERTAIN INFORMATION TECHNOLOGY,SCIENTIFIC AND MEDICAL AND/OR OFFICE AND BUSINESSEQUIPMENT- CONTRACTOR CERTIFICATION; 52.222-22 PREVIOUS CONTRACTS; 52.209-5 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, PROPOSED DEBARMENT AND OTHER RESPONSIBILITY MATTERS ANDCOMPLIANCE REPORTS; 52.222-25 AFFIRMATIVE ACTION COMPLIANCE; ACKOWLEDGEMENT OF AMENDMENTS (IF ANY) WITH THE PROPOSAL. 52.212-4 Contract Terms and Conditions-Commercial Items; 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders- Commercial Items applicable clauses (52.203-6,52.219-9,52.219-23,52.222-21, 52.222-26,52.222- 35,36,37,52.225-3,52.225-9,52.232-33,52.239-1,52.247-64,52.222-41,52.2 22-43,52.222-47).52.216-21 Requirements,52.216-18 Ordering, 52.232-8 Discounts for Prompt Payment,52.232-11 Extras,52.246-20 Warranty of Services,52.228-5 Insurance-Work on a Government Installation,52.242-13 Bankruptcy,52.217-8 Option to Extend Services,52.217-9 Option to Extend the Term of the Contract, 52.217-5 Evaluation of Options,52.232-18 Availability of Funds,52.233-3 Protest after Award,52.233-1 Disputes,52.203-8 Cancellation, Rescission and Recovery of Funds for Illegal or Improper Activity,52.203-10 Price or Fee Adjustment for Illegal or Improper Activity,52.209-6 Protecting the Governments Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment 52.222-1 Notice to the Government of Labor Disputes,52.222-3 Convict Labor,52.222-4 Contract Work Hours and Safety Standards Act- Overtime Compensation,52.232-1 Payments, 52.229-3 Federal, State and Local Taxes,52.229-5 Taxes-Contracts Performed in U.S. Possessions or Puerto Rico, 52.232-17 Interest,52.249-8 Default (Fixed-Price Supply and Service),52.237-2 Protection of Government Buildings, Equipment, and Vegetation,52.223-6 Drug- Free Workplace. Facsimile proposals shall not be accepted. Proposal shall be mailed to the CO at the VA Medical Center, 10 Calle Casia, Contracting Section BO-3, San Juan, PR 00921,received by 4:00pm (local time) on 08/28/99. Ana Alvarado is the POC and can be reached at 787-641-2954/Fax 641-8364 Posted 08/18/99 (W-SN369339). (0230)

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