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

J -- PM CENTRAL DENTAL LABORATORY EQUIPMENT SOL IFB 688-16-00 DUE 090899 POC Joyce Forker (202) 745-8543 Invitation for Bids No. 688-16-00 is a combined synopsis/ solicitation for commercial items for the Department of Veterans Affairs Medical Center (VAMC) in Washington, DC, is prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information in this notice (SIC 7699). This announcement constitutes the only solicitation; bids are being requested and a written solicitation will NOT be issued. Contractor shall furnish all travel, labor, equipment, tools, materials, and parts, required for inspection, on-call repair service, and Preventive Maintenance (PM) of equipment listed on the schedule and located at the VAMC, 50 Irving Street, NW, Washington, DC. The contract period will be from October 1, 1999 through September 30, 2000, and award is subject to the availability of funds. Contract may be amended for two (2) one year options in accordance with the clause at 52.217-9, Option To Extend the Term of the Contract. Schedule of Equipment -- The Central Dental Laboratory Equipment consists of the following: (1) 1 ea. ECM-1 Casting Machine, ECM-1B, S#9031; (2) 1 ea. ECM III Casting Machine, ECMIII, SN.#9212AA0021; (3) 2 ea. Burnout Furnace (Natural Gas), 1360E, SN#DF94H0101 & AC1320026; (4) 1 ea., Burnout Furnace (Natural Gas), 1362-00, SN#DEJ3A0053; (5)3 ea. Duplicating Machine, 1151-00, SN.# DE94C0104, AD12D023 & AEJIC0085; (6) 1 ea. Jelenko Casting Machine, PRO, SN# 97110010; (7) 1 ea. Jelenko Electric Burnout Furnace, Accu Therm III 600, SN# 763941015556; (8) 4 ea. Jelenko Electric Burnout Furnace, 250, SN#. 5646, 3570140, 5657 & 35701386; (9) 1 ea. Jelenko Electric Burnout Furnace, 850, SN# 335850; (10) 1 ea. Jelenko Porcelain Furnace, Flagship VPF PN-311100, SN#8553369; (11) 1 ea. Jelenko Porcelain Furnace, VPF, SN# 9860617; (12) 1 ea. Jelenko Sandblaster, Problaser, SN# PN45050; (13) 2 ea. Jelenko Sandblaster, Whirlwind, SN# 0001221 & 0001220; (14) 1 ea. Portable Steam Cleaner, Bell de st Clair, SN#002165. Definitions/Acronyms: VAMC, Depart. VeteransAffairs Medical Center, 50 Irving St.,NW, Washington, DC 20422; CO- Contracting Officer; COTR -- Contracting Officer's Technical Representative; PM -- Preventive Maintenance; FSE -- Field Service Engineer. A "fully qualified" person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises as defined in the terms of this contract. ESR -- Vendor Engineering Service Report (Service Tickets). Documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract; Acceptance Signature -- VA employee who is one of the equipment users or, if not available, one who witnessed the service on the equipment and can verify whether the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in pending status; Authorization Signature -- COTR's signature; indicates COTR accepts work status as stated in ESR. CON- FORMANCE STANDARD: Contract service shall ensure that the equipment functions in conformance with the following latest published standard/codes/specifications/regulations to include, but not limited to: Association for the Advancement of Medical Instrumentation (AAMI), Joint Commission for the Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Agency (NFPA-99), Original Equipment Manufacturer (OEM), American Association of Blood Banks (AABB), Nuclear Regulatory Commission (NCR), Center for Devices of Radiological Health (CDRH)(formerly Depart. Of Radiological Health (DRH)), 21 CFR, College of American Pathologists (CAP), American Hospital Association (AHA) American Society for Hospital Engineering (ASHE), Institute of Electrical and Electronic Engineers (IEEE), and any other Federal, State and Local regulations mandated. HOURS OF COVERAGE: Normal VAMC working hours are Monday through Friday, 8 a.m. to 4:30 ;.m., excluding federal holidays. Federal Holidays observed by the VAMC are: New Year's Day, Day of Presidential Inauguration (when applicable), Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving and Christmas Day. Normal hours of coverage for this contract are Monday through Friday 8:00a.m. to 4:30 p.m., excluding Federal holidays. All service/repairs shall be performed during normal hours of coverage, and with prior approval of the COTR, at no extra cost to the Government. At the request of the FSE, the COTR may approve service outside normal hours of coverage at no extra cost to the government. Emergency repair service outside normal hours of coverage, must be authorized by the COTR under a separate purchase order. Contractor must provide the COTR with the means to request and receive, at any hour of any day of the week, prompt emergency telephone support from an FSE, within two hours of that COTR request. This emergency call back service shall be rendered at any hour of any day of the week as requested at no extra charge to theGovernment. PREVENTIVE MAINTENANCE: The Contractor shall perform PM service, as scheduled, to ensure that equipment listed in the schedule performs in accordance with above Conformance Standards. PM services shall include, but not be limited to: performing the manufacturer specifications for preventive maintenance on the equipment listed in the schedule of equipment; cleaning equipment; reviewing operation system software diagnostics to ensure that the system is operating in accordance with manufacturer's specifications; calibrating and lubricating the equipment; performing remedial maintenance/repairs of non-emergent nature; testing and replacing faulty and worn parts and/or parts likely to become faulty, fail, or become worn; these parts do not include glassware; inspecting all high voltage cables and bushings, replacement of dielectric as necessary, inspecting and replacing where indicated, electrical wiring and cables for wear and fraying; inspecting and replacing where indicated, all mechanical components which may include but not limited to; patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, performance, and pumps; returning the equipment to the operating condition defined in the Conformance Standards. Contractor shall provide the COTR with a copy of preventive maintenance procedures that the Contractor shall follow, including the manufacturer specifications and any additional procedures followed by the contractor. Preventive maintenance and repairs shall not exceed 1 visit per month or 12 visits per year. The day of the PM service must be scheduled by the FSE and the COTR at least a week in advance and during normal working hours. All exceptions to the preventive maintenance schedule shall be arranged and approved in advance with the COTR. All materials such as lubricants, fluids, cleaning supplies, parts, services, manuals, tools, or software required for the Contractor to successfully complete scheduled PM shall be provided by the Contractor. UNSCHEDULED MAINTENANCE AND REPAIR SERVICES: The Contractor shall maintain the equipment in accordance with the Conformance Standards by returning failed components of a system to full operational capacity. The Contractor shall provide these repair services which may consist of calibrating, cleaning, oiling, adjusting, replacing parts broken or worn beyond useful life, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. Repair shall be carried out with the objective of minimizing downtime. Service calls to the Contractor requesting service are only authorized when they are received from the Contracting Officer, COTR or authorized designee. Work performed outside the normal hours of coverage service calls require the authorization by the COTR under a separate purchase order. Authorized service outside normal hours of coverage shall be billed at the prices listed in the terms of this contract. Service responses on calls from unauthorized personnel may result in nonpayment. Response Time: Contractor's FSE must respond with a phone call to the COTR within one (1) hour after receipt of telephoned notification. If the problem cannot be corrected by phone, the FSE shall commence work (on-site physical response) within four (4) hours after receipt of notification and shall proceed progressively to completion without undue delay. All equipment listed shall be operable and available for use 100% of the normal hours of coverage. Downtime shall be computed based on hours of coverage, beginning when the request for service is initiated and ending when the equipment is returned to full operational condition and accepted by the using service. Scheduled service shall be excluded from downtime. Downtime shall be computed quarterly. Failure to meet this requirement will subject the Contractor to Penalties or Default action stated in the terms of this contract. PARTS: The Contractor shall furnish and replace all equipment replacement parts for the equipment on contract. The Contractor shall have ready access to all equipment parts, including unique and high mortality replacement parts, in order to minimize downtime and meet equipment uptime requirements. Only new standard parts (manufactured by the maker of the equipment or equal thereto) shall be furnished by the Contractor. Rebuilt parts, used parts, or those removed from the same model of equipment shall not be installed without specific approval by the COTR. All parts supplied by the Contractor shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. REMOVAL OF EQUIPMENT: Approval of the COTR and a VAMC equipment pass must be obtained before removing equipment to Contractor's plant. Removal of the equipment shall be done with no additional costs to the government. The Contractor will be responsible for loss or damage of equipment. SERVICE MANUALS: The VAMC shall not provide service manuals or service diagnostic software to the Contractor. The Contractor shall obtain, have on file, and make available to its FSE'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 contract. MANDATORY CHECK-IN PROCEDURES: The Contractor's FSE shall be required to report to the COTR in Room GC105-1, during normal working hours, prior to and after any work is performed, every day that is required to complete the job. At this time the FSE will be issued a contractor's identification badge which will be displayed at all times while on VAMC property, and surrendered upon completion of the job. Also at this time the FSE will be required to enter the following information into the log: name, name of contractor, date, time in, location of service/equipment being serviced, and time out. When service is completed, theFSE shall document services rendered on a properly completed ESR. The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COTR. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COTR for an "authorization signature". If the COTR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR). When the job cannot be completed by 4:30 p.m. during normal working hours, a status of progress, in the form of an ESR and verbal description, must be provided to the COTR before 4:00 p.m. At times when work is authorized outside normal working hours when the COTR is unavailable, FSEs shall be required to log in and out with Security/Police service in the VAMC lobby or room 1A114 and receive proper identification badges. ESRs for these services, both completed and left in progress, will need an "acceptance signature," and should be dropped off at a point agreed upon with the COTR. DOCUMENTATION/REPORTS: Documentation in the form of ESRs must be furnished to the COTR for all scheduled and unscheduled maintenance performed by the Contractor. Failure to comply may result in delayed payment. Documentation shall include detailed descriptions of scheduled maintenance and emergency repairs, procedures performed, including replaced parts and prices, for outside normal working hour services, required to maintain the equipment in accordance with Conformance Standards. The ESR shall consist of a separate report for each equipment item covered under the contract. Each ESR must, at a minimum, document the following data legibly and in complete detail: name of contractor, name of FSE who performed services, contractor service ESR number/log number, date, time(starting & ending), equipment downtime and hours on-site for service call; VA purchase order number(s) covering the call(for contract or one provided for authorized work performed outside normal hours of coverage or not covered by the contract); description of problem reported by COTR/user (if applicable); identification of equipment to be serviced: device name/description, device location (if applicable), manufacturer's name, model number, serial number, inventory/barcode number, and any other identification numbers; itemized description of service performed and parts replaced; results of calibration and/or performance testing; total cost to be billed if part(s) are not covered or service rendered after normal hours of coverage; Signatures: FSE performing services described; acceptance signature as described above; authorization signature by COTR if available. If COTR is unavailable a signed, authorized, copy of the ESR will be sent to the Contractor after work can be reviewed, if requested by the FSE and noted on the ES. Any additional charges claimed by the FSE/Contractor must be approved by the COTR before the service is completed. A purchase order number must then be provided to the FSE/Contractor by the COTR. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but not later than 24 hours after discovery, notify the CO 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 to be responsible for under the terms of the contract. The Contractor shall furnish the CO and the 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, Accounting Section. Invoices MUST INCLUDE, at a minimum, the following information: Contractor name, purchase order number, period of service the billing covers, list of equipment items and their serial numbers covered during the stated period of service. Each invoice must be accompanied by legible copies of all the ESRs for the services or period of service listed on the invoice, in order to expedite verification for payment. ADDITIONAL CHARGES: There shall be no additional charge for time spent at the site awaiting the arrival of additional FSE and/or delivery of parts. PENALTIES: Penalties shall be assessed for failure to maintain the quaranteed uptime as defined in Unscheduled maintenance. Monies shall be subtracted (with held) from the contract if the contractor fails to meet the up time requirements for each quarter using the following formula: Uptime 100% Monies paid 100%. The penalties will be computed for quarterly uptime percentages and quarterly contract dollar totals. INITIAL CONTRACTOR INSPECTION AND SUBMITTALS: Equipment placed under maintenance contract for the first time shall be subject to inspection by the Contractor. Within a thirty (30) day period after award of the contract, the Contractor shall reject any equipment deemed to be in poor operating condition. Failure to reject such equipment shall constitute acceptance. Upon rejection, the CO and the COTR shall be notified in writing as to the specific item(s) of equipment deemed to be in poor operating condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract. The Contractor shall perform scheduled preventive maintenance on contracted equipment manufacturer's specifications. Within a thirty day period after award of contract, the Contractor shall submit to the COTR a copy of these preventive maintenance procedures that the Contractor will follow. These procedures include a copy of the manufacturer's procedures, which must be followed at a minimum, and any additional preventive maintenance procedures the Contractor will provide. The Contractor shall have fully qualified FSE performing all service on the equipment under contract. Within a thirty day period after the award of the contract, the Contractor shall submit a list of the fully qualified FSEs who shall perform the contracted service at this VAMC for each make and model of equipment on the the equipment schedule. The list for each FSE performing work at this VAMC will include: their name, geographic location, length and type of experience maintaining medical equipment (specific to make and model of equipment), and their formal training (specific to the make and model of equipment). The Contractor shall provide the VAMC with a copy of the current calibration certifica- tion of all the equipment, which are tobe used by the Con- tractor on VAMC's equipment, within a thirty (30) day period after the award of the contract. COMPETENCY OF PERSONNEL SERVICEING EQUIPMENT: Each respondent must have an established business, with an office and full time staff. Generally, the Contractor shall have two years of successful experience in fully maintaining the full schedule of equipment for this contract. This staff includes two "fully qualified" FSEs who shall serve as the primary technician and backup for the servicing of the items listed on the schedule of equipment at this VAMC. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in the schedule of equipment. For field experience, the FSE(s) shall have a minimum of two years of experience (except for equipment on the market less than two (2) years performing preventive maintenance and equipment repairs on the equipment. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "fully qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel an a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any per-sonnel who are servicing or installing any VAMC equipment. The CO and 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, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval or disapproval. EQUIPMENT MODIFICATIONS: All modifications, upgrades, updates, enhancements, etc., must be scheduled in advance with the COTR. The CO and COTR must receive notice at least 1 week in advance before any equipment updates, upgrades, enhancements, and modifications are begun along with justification (if Vendor-suggested m Posted 08/23/99 (W-SN371109). (0235)

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