Indian Health Service, 1220 SW Third Avenue, Room 432, Portland, Oregon 97204

65 -- PREVENTIVE MAINTENANCE -- HEMATOLOGY ANALYZER SOL RFQ-0005 DUE 122799 POC Donna J. Forrest, Contract Specialist, 503-326-3718, Fax: 503-326-7857 Maintenance Hematology Analyzer Full Service Maintenance on a Hematology Analyzer, Manufacturer: Coulter Corporation. Contractor shall provide a complete maintenance service for seven (7) Health Centers, to include Preventive Maintenance Inspections, Corrective Maintenance, Upgrades to software and instrument, and Electrical Safety Inspections per specifications for the Hematology Analyzer. The Hematology Analyzer shall be considered to be a system that consists of analyzer, pneumatic power supply unit, computer, monitor and printer. The contractor shall include additional equipment under this contract when directed by an executed supplement agreement/change order. Specifications: (a) Preventive Maintenance Inspection (PMI): The systematic maintenance and inspection of a device or system to verify that the system or device functions completely as specified by the original manufacturer. The contractor shall provide all supplies, kits, test equipment, tools, and parts required to perform PMI at no additional charge. The contractor shall perform the services: lubrication, cleaning, calibrations, adjustments, electronic alignments, performance testing and verification during a PMI. As a minimum, the Preventive Maintenance Inspections shall be: (1) performed on the individual pieces of equipment on-site according to the latest version of Coulter Onyx Verification Inspection Procedure, (2) Contractor shall perform Preventive maintenance inspections one time per year, (3) Contractor shall schedule preventive maintenance visits with Site's Laboratory Supervisor at least one week in advance of the proposed visit. B. Corrective Maintenance: Contractor shall provide corrective maintenance to return equipment's performance level to the performance level as identified in the original manufacturer's specifications. Contractor shall provide, at no additional cost, the following elements to Indian Health Service: (1) Unlimited on-site service visits and service assistance calls. Contractor shall use qualified personnel that are capable of providing assistance to Indian Health Service (IHS) laboratory personnel to resolve maintenance, technical, and operating issues regarding the analyzer. Contractor shall furnish all necessary parts, kits, tools, and test equipment to perform required repairs, inspections, adjustments, calibrations, and alignments to perform corrective maintenance. All parts, kits, and supplies shall be new replacement parts, which meet the original manufacturer's specifications. Contractor shall provide a toll-free phone service in order to initiate a request for service and troubleshooting information. Hours of operation shall be twenty-four (24) hours a day, seven (7) days a week. It is critical to the Indian Health Service that the instruments downtime is kept to minimum. The contractor's performance shall have time as an additional element in measuring their performance. The clock will start at the time the contractor has received initial notification. The contractor shall provide a qualified employee to be in communication with the site's laboratory personnel within four (4) working hours. During any six (6) month period, 85% of total requests for corrective maintenance service shall have the hematology analyzers performing to all original manufacturer specification within one (1) working day. An instrument that is uncorrected after four (4) consecutive work days, the contractor shall be responsible for providing one of the following: (1) A loaner Onyx Hematology Analyzer, plus the cost of shipping to IHS site, and the return shipping cost, or (2) reimburse the Indian Health Service for the cost of having the hematology studies sent to the reference laboratory that is under contract with the Indian Health Service. Software and Instrument Upgrade: The contractor shall furnish and install latest software, firmware, hardware, and mechanical upgrade that original manufacturer has developed to improve safety and operation efficiency Onyx Hematology Analyzer. Electrical Safety Inspection: A complete electrical inspection of electrical power equipment shall be performed at least once per year and every time a piece of equipment has had corrective maintenance. Technical guidance shall be the latest edition of N.F.P.A. 99. Completion of Service and Documentation: On completion of all Preventive Maintenance Inspection and corrective Maintenance, the contractor's representative shall brief the Site's Laboratory Supervisor and provides documentation of all services that were performed. The documentation shall be a prepared form that provides the following information: (1) documents the services performed for each item or system, (2) shall be in an easily readable format, (3) shall be of an ink or print type which can be photocopied on a standard office copy machine, (4) Alphanumeric codes may be used on the forms. If codes are to be used, the contractor shall provide each equipment site and the Clinical Engineering Office, Portland Area Office information in a printable format, that enables the interpretation of the codes, (5) shall provide space for the following information; (a) Model Number, (b) Manufacturer's Serial Number, (c) Location of Equipment, (d) Date of service, (e) Type of service, (f) Identification of parts, kits, and supplies used, (g) Results of any tests or inspections performed, (h) provide for a check off or sign off to indicate "unit full operational" as specified by original manufacturer, (i) Method of identifying Contractor's service personnel, (j) Block for Indian Health Service Personnel to sign and date when service is completed. Manner and Time of Conducting Work: Upon arrival at, and before departing from the facility, the contractor's representative shall physically check in with the location's Facility Engineer/Manager or Administrative Officer. All work shall be performed during the Normal work Hours of Monday through Friday, except for Federal Holidays, 8:00A.M. through 4:30P.M. Invoice Submission: The contractor shall submit an invoice at the end of the six month contract period. As a minimum, the invoice shall contain the following: Contractor's name, Invoice Date, Contract/Purchase Order Number, Description of service or supplies delivered or rendered, Payment Terms, and Mailing address with telephone number of where payment should be sent. Services outside of Indian Health Service Normal Work Hours are not included in the contract and shall be performed only with approval of sites Clinical Engineering Coordinator and are billed on a separate purchase order. This solicitation is set-aside for small business concerns as defined by Federal Acquisition Regulations. Anticipated contract will be firm-fixed price. Fax your requests for solicitation package to (503) 326-7857. The solicitation package will be issued approximately December 15, 1999. All responsible sources may submit an offer which will be considered. Posted 12/10/99 (W-SN407603). (0344)

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