J -- PREVENTIVE MAINTENANCE SICU/MICU CRITICAL PATIENT CARE BEDS

Notice Date

November 2, 2000

Contracting Office

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

ZIP Code

20422

Solicitation Number

688-13-01

Response Due

November 8, 2000

Point of Contact

Hazel A. France (202) 745-8660

Description

Request for proposal #688-13-01 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 inFAR Subpart 12.6, as supplemented with additional information in this notice (SIC 811310). This announcement constitutes the only solicitation; offers are being requested and a written solicitation will NOT be issued. Contractor shall provide all labor, tools, materials and equipment necessary to perform full preventive maintenance/service on patient beds as listed and located at the VAMC, 50 Irving Street NW, Washington, Dc. The contract period will be from the date of award thru September 30, 2001, with two option years for renewal beginning 10/1/01 thru 9/30/02 and 10/1/01 thru 9/30/03, subject to the availability of funds. Schedule of equipment: (1) one hundred and one (101)Model 1105 Advance patient beds, (2) eight (8) Model 1062 Centra patient beds, (3) Ninety-six (96) Model 852 Centra patient beds, (4) twelve (12) Model 894 Century CC patient beds and (5) sixteen (16) Model 896 Century CC patient beds. Contractor shall provide one (1) preventive maintenance service inspection per year. Service shall also include monthly safety inspections, product assessments, breakdown repairs, and all parts. PRODUCT ASSURANCE: Any documentation generated by this service contract shall follow JCAHO guidelines. The JCAHO documentation package consists of the following reports; QA reporting, Product Assurance Data Sheets and Asset Management History Sheets. QUALITY ASSURANCE REPORTING: The Product Assurance Program identifies whether a discrepancy is a result of mechanical breakdown, misuse or operator error. A synopsis report is prepared that specifies the type of problem, the bed serial number, the location of the bed and suggested action. ELECTRICAL SAFETY TESTING: Electrical safety testing is performed and documented in accordance with NFPA 99. Any discrepancies noted during this test will result in a suggestion that the bed be removed from service for repair. FUNCTION ANALYSIS: Each function of the bed is tested as recommended by the manufacturer. Any discrepancies are noted on the Product Assurance Data Sheet. Discrepancies that might endanger the patient are identified and a recommendation is made that the bed be removed from service. All discrepancies noted during the test are identified. Discrepancies might be cosmetic, functional, or safety oriented. Discrepancies are always discussed with hospital personnel. SUGGESTIVE CORRECTIVE PROCEDURES: Corrective procedures are listed for each discrepancy. This list assists the maintenance department in determining work loads. TOTAL PREVENTIVE MAINTENANCE: Preventive maintenance (PM) will be performed on the electric beds as specified in the manufacturer's service documentation. Electrical safety and function tests will be included. All manufacturer recommended updates will be performed. ADJUNCT TO EXISTING SERVICE: The PM program will work in concert with in-house repair activities. DISCREPANCY ANALYSIS AND SUGGESTIONS: The PM program will discover discrepancies that require repair actions. A complete description of the discrepancy and suggested method of correction will be provided. The discrepancy will classify as mechanical failure, user oriented, or abuse. This information will be used for JCAHO documentation. INSERVICE EDUCATION: On-site technician will provide in-service training as required. MONTHLY BED INSPECTIONS: A monthly bed inspection report should be prepared. The report should contain the bed identified by serial number, all beds that have been serviced and a list of any parts replaced. DOCUMENTATION CONTINUITY: The documentation package for the PM program should be developed to integrate with the existing method that the hospital uses for recording PM data. A computer data file, as well as, hard copy information will be provided. (1) Contractor agrees to respond on-site to an unlimited number of emergency service visits within twenty-four (24) hours after call is placed by the VA medical center. Contract includes all travel, labor, parts, and test equipment to repair and maintain equipment in a first class fully operational condition. (2) All scheduled and unscheduled service work shall be accomplished during the regular work hours of 8:00am to 4:30pm. Monday thru Friday, unless prior approval is granted by the Contracting Officer. Upon arrival, service representative shall report to the Engineering Service, 6th Floor, Room 181. Upon completion of the service, representative will leave a legible receipt of service, signed or initialed by the Electrical/Electronic foreman or his designee. (3) Telemate Patient Phones -- Furnish all necessary labor, parts and equipment to inspect and do repairs (if necessary) on all Telemate Patient Phones. CONFORMANCE STANDARDS: Service shall ensure that the equipment functions in conformance with the following latest published standards/codes/specifications/regulations to include, but not limited to: Association for the Advancement of Medical Instrumentation (AAMI), Joint Commission for the Accreditation of Healthcare Organization (JCAHO), National Fire Protection Agency (NFPA-99), Veterans Administration MP-3, Original Equipment Manufacturer (OEM), American Association of Blood Banks (AABB), Nuclear Regulatory Commission (NRC), Center for Devices of Radiological Health (CDRH formerly Department of Radiological Health (DRH)), 21 CFR, College of American Pathologists (CSP), American Hospital Association (AHA)/American Society for Hospital Engineering (ASHE), Institute of Electrical and Electronic Engineers (IEEE), Washington, DC VAMC Engineering Service Standard Operating Procedures (SOPs), and any other Federal, State, and Local regulations mandated. PREVENTIVE MAINTENANCE: a. The Contractor shall perform PM service, as scheduled. PM services includes, but is not limited to: 1. Performing preventive maintenance in accordance with the manufacturer specifications. 2. Cleaning equipment. 3. Reviewing operating system software diagnostics to ensure that the system is operating in accordance with manufacturer's specifications. 4. Calibrating and lubricating the equipment. 5. Performing remedial maintenance/repairs of non-emergent nature. 6. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail, or become worn. These parts do not include glassware. 7. Inspecting all high voltage cables and bushing, and replacement of dielectric as necessary. 8. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. 9. Inspecting and replacing where indicated, all mechanical components which may include but not limited to: x-ray tube mounting hardware, electron tubes and cathode tubes, 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, and performance. 10. Returning the equipment to the operating condition defined in the Conformance Standards. 11. Measuring, adjusting, and calibrating for optimal image quality. Applicable only for imaging equipment. 12. Providing documentation of services performed, including photographs, radiation dosage measurements, and all applicable x-ray film exposures, of all measurements and calibration to ensure that the system is performing in accordance with the CDRH regulations, Title 21, Chapter I, Subchapter J, Radiological Health, Part 1020, Performance Standards for Izoning Radiation Emitting Products, Sections 30 & 33 as applicable, based upon the date of system manufacture or remanufacture (as applicable). 13. Inspecting and calibrating the hard copy image device (as applicable). B. Within (30) days after award, the Contractor shall provide the COTR with a copy of the preventive maintenance procedures that the Contractor shall follow, including the manufacturer specifications, the ones listed in paragraph A, and any additional procedures followed by the Contractor. C. Any charges for 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 and are included within this contract, and its agreed upon price. 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 parts broken or worn beyond useful life (excluding glassware), 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. 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 FSE will be considered service during normal hours of coverage. Service responses on calls from unauthorized personnel may result in nonpayment. C. Response Time: Contractor's FSE must respond with a phone call to the COTR within two (2) hours 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 of coverage after receipt of notification and shall proceed progressively to completion without undue delay. PARTS: A. The Contractor shall furnish and replace all equipment replacement parts These parts are included of this contract. The Contractor shall have ready access to all equipment parts, including unique and high morality replacement parts, in order to minimize downtime and meet equipment uptime requirements. B. Only new standard parts (manufactured by the maker of the equipment or equal thereto) shall be furnished by the Contractor. The following FAR provisions apply to this solicitation. 52.212-1 Instructions to Offerors-Commerical items; 52.212-3 Offeror Representations and Certifications -- Commercial Items; 52.212-4-Contract Terms and Conditions -- Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Order-Commercial Items; 52.222-3 Convict Labor (E.O. 11755); 52.233-3 Protest after Award; 52.203-6 Restrictions on Subcontractor Sales to the Government, with Alt. I; 52.203-10 Price of Fee Adjustment for Illegal or Improper Activity; 52.219-9 Small Business Subcontractors Plan; 52.219-14 Limitation on Subcontracting; 852.219-70 Veteran Owned Small Business, 52.222-26 Equal Opportunity; 52.222-35 Affirmative Action for Special Disabled and Vietnam Era Veterans; 52.222-36 Affirmative Action for Workers with Disabilities; 52.222-48 Exemption from Application of Service Contract Act Provisions for Contracts for Maintenance, Calibration, and/or repair of certain ADP, Scientific & Medical, and/or office & Business Equipment-Contractor Certification, 52.249-4 Termination for Convenience of the Government (Services)(Short Form), 52.249-8 Default (Fixed Price-Supply and Services).All proposals for this procurement must be received by 4:30PM, 11/9/00, addressed to Hazel France (90c), VA Medical Center. 50 Irving Street NW, Washington, DC 20422. Faxed responses will be accepted at (202) 745-8465.

Record

Loren Data Corp. 20001106/JSOL013.HTM (W-307 SN5057X6)