70 -- DICTATION AND TRANSCRIPTION SYSTEM MAINTENANCE

Notice Date

November 15, 2000

Contracting Office

Veteran's Affairs Medical Center, Contracting Officer (672-BO-3), Business Office, 10 Casia Street, San Juan, PR 00921-3201

ZIP Code

00921-3201

Solicitation Number

RFQ672-175-01

Response Due

November 27, 2000

Point of Contact

Ana G. Alvarado (787) 641-2954 or 641-7582 ext 10289

Description

This is a sole source combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation is issued as a request for quotation (RFQ). Solicitation number is RFQ672-175-01. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-19. This serves as notice of intent to negotiate with Dictaphone Corp., 1542 Calle Bori, Urb. Belisa, San Juan PR 00927 under authority of FAR 6.302-1, a firm fixed price contract for PM & Repairs in accordance with the terms and conditions herein. Justification: Supplies or Services required are available from only one or a limited number of responsible source(s) and no other type of supplies or services will satisfy agency requirements due to the proprietary nature of this requirement. The contract period is contemplated to be for a Base period plus 2 option years, subject to availability of funds. The contract will include the following: Necessary labor, time, material, supplies and supervision to provide Dictaphone hardware, software, C-phone, preventive maintenance, repairs, and unlimited on-call emergency services EQUIPMENT LIST: 1. EXV03- Enterprise Express Voice 1 ea. 2. EXV07- Initial Application Software 1 ea. 3.139537- 4 Port Software Package 1ea. 4. 139541-16 Port Voice Card 1ea. 5.EXV10- Client Workstation 2 ea. 6. 0425- Connections Stations 14 ea. 7. 0421- Connections Phones 24 ea. The contract service shall include, but not be limited to the following: 1. Through inspection of equipment's to detect defective components capable of adversely affecting it performance. 2. Cleaning, calibration and adjustment of components to maintain equipment to specification level of performance and accuracy. 3. Operational tests to assure specification level of performance. 4. Replacement of parts found defective during inspections. 5. Perform all inspections and maintenance services in accordance to manufacturer's service manual instructions and procedures. 6. On-site maintenance as required and remote, dial-up software supports, both 24 hours, 7 days a week, including Federal & Local holidays. 7. Toll free help desk support for the Dictaphone Programs, including certain limited support for Third Party software purchased from Dictaphone to the extent that such software relates to the Enterprise Express applications. 8. Installation of software revisions and patches intended to update software version and correct software "bugs". PARTS & MATERIALS: Contractor shall supply all labor, parts, test instruments, tools, manuals and software required to perform all maintenance and repair work with exception of expendable batteries, recording media, disks, printwheels, or other consumable, such as printer maintenance kits. COVERAGE: Unlimited service calls 24 hours, 7 days a week, including Federal & Local Holidays. Major repairs due to acts of God, renovation of equipment, negligence or misuse, power line fluctuations and computer virus unatributable to contractor, are not covered by this contract. Contractor shall perform 2 PM services, at a 6 months interval, during the contract period. . PREVENTIVE MAINTENANCE (PM): Includes the routine PM service for the period herein specified consisting of cleaning, inspection, debugging, lubrication, adjustment of components, calibration, replacing parts, operational tests, and routine diagnosis to maintain equipment to manufacturer's specification level of performance and accuracy. REPAIR SERVICE: Includes the priority maintenance routine on a call basis for inoperable equipment consisting of initial diagnosis, testing and diagnostic, replacement of 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 repairs to bring the equipment to an operational status considering malfunction is causing immediate work stoppage to the service. RESPONSE TIME: Contractor shall respond to a VA phone calls within 10 minutes. ON SITE RESPONSE: Contractor shall be on site to all repair service for routine priority maintenance within 2 hours after an authorized repair call notification was made. For emergency repair service, contractor shall be on site within 1 hour after notification. All service calls are unlimited for all priority maintenance, repair service and emergency repair service. Contractor shall provide a 24-hour on-call emergency service response, 7 days a week. STANDARDS: Contractor shall maintain the equipment in accordance with the Conformance Standards applicable. CONTRACTOR QUALITY CONTROL (QC): a) The Contractor shall establish and maintain a Quality Control Program (QCP), to ensure that the work performed under the contract conforms to the contract requirements. The Contractor shall submit to the Contracting Officer, a Quality Control Plan (QCP) for approval ten (10) calendar days after award of the contract. a) The Contractor's Quality Control Plan shall provide top contractor management with an effective and efficient means of identifying and correcting problems throughout the entire scope of operations. b) The QCP shall include 1) A description of the Contractor's quality control system. 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. 2) The name(s) and qualifications of the individual(s) responsible for performing the quality control inspections, and the extent of their authority. 3) Provisions for recording the results of inspections and for recording corrective action taken. 4) Provisions to update and revise the QCP during the performance of the contract. 5) The Contractor through the term of this contract shall maintain a file of all Quality Control inspections performed and scheduled with inspection results including corrective actions taken. Copy of said file shall be made available to the Contracting Officer upon requested. PARTS AND 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. 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 and tear. All maintenance (preventive, repair service, 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 parts of equal quality. Exchange parts removed from the equipment in the schedule become the property of the contractor. The 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 i.e. 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. SERVICE MANUALS: The VAMC shall not provide service manuals to the contractor. The contractor shall obtain have on file and make available to its Service Technician's all operational and technical documentation, (such as operational and service manuals, parts list, etc.), which are necessary to meet the performance requirements of this contact. PROCEDURES: Contractor repair technician shall check in/check out with the Biomedical Engineering or his/her designee (location and telephone number to be provided after contract award). The COTR or his/her designee will provide the contractor a telephonic service call with a brief detail of the equipment malfunction. Response by contractor shall be as prescribed in Response Time. RECORDS: After completion of each service, the Contractor shall provide to the COTR the following report to include as a minimum: Description of work actually completed, Brief description of materials and parts used, including quantities, Date and time work began, Date and time work was completed, Signature of the Contractor's technician performing the work (or supervisor) 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. A PM Schedule shall be provided to the CO and the COTR upon contract award. The COTR shall approve the PM. No changes in to this PM schedule can be issued without the authorization of the COTR. Before Contractor performs any upgrading which are included as part of this contract, the contractor shall coordinated with the COTR and the using service when this service can be performed. WORK CONTROL: The contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards. All maintenance and repair shall be in conformance with all conditions herein stated and with the applicable operation and maintenance manuals for said equipment. All maintenance and repair shall be fully warranted against defects due to material (60 calendar days) and or workmanship (90 calendar days). The 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 that delay the service shall not be an acceptable cause for non-performance of the service. TIME: The Contractor shall complete all work within the period herein stated and in conformance with all conditions specified. PREVENTIVE MAINTENANCE: Contractor shall complete the scheduled preventive maintenance within 2 hours after the scheduled date and approved by the government. REPAIR SERVICE: The Contractor shall complete the work within the scope of the service call within 1 hour after receipt of the service call. EMERGENCY REPAIR SERVICE: Contractor shall complete the work within the scope of the service call within 45 minutes after receipt of the service call. SAFETY REQUIREMENTS: In performance of this contract the Contractor shall take such service safety precautions as the Contracting Officer or his/her designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer or his/her designee will notify the Contractor of any non-compliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the condition to which attention has been directed. Such notice, when served on the Contractor or his representative at the site of work, shall be deemed sufficient for the purpose aforementioned. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the Contractor in default. Offeror shall submit pricing for Base Period (upon award to 09/30/01) and for Option Year 1 (10/01/01 to 09/30/02), Option Year 2 (10/01/02 to 09/30/03), on a separate sheet. This sheet shall include but not limited to: period of each year, description of the service, unit cost, subtotal and total cost for each period. 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 00921-3201. Competency of personnel providing services: The service technician shall be authorized by the contractor to perform the required services. "Fully qualified" competent service technician shall perform the required work. The contractor shall provide written assurance of the competency of their personnel designated to work under this contract and a list of credentials. The government reserved the right to request original documentation of such personnel. The government reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VAMC equipment. As part of the JCAHO requirement the Contractor shall provided to the CO an annually written confirmation & certification that the designated personnel to work under this contract are properly trained to perform the tasks described herein and that posses all the qualification required to perform under his position. The Contractor and/or designee shall sign & date this letter. The contractor's personnel shall wear visible identification at all times while on the premises of the VAMC or designated VA location. The contractor and their personnel are soling responsible to park in the appropriate designated parking areas. The VAMC will not invalidate or make reimbursement for parking violations done by the contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC or designated VA location. Possession of weapons is prohibited. Any violation to these regulations may result in citation in the United States (federal) district court, not a local district, state, or municipal court. The following clauses and provisions applies to this acquisition 52.212-1 (OCT 2000), 52.212-3 (OCT 2000), Clause 52.212-4 (MAY 1999) and 52.212-5 (AUG 2000), 52.246-1 (AUG 1996), 52.209-6 (JUL 1995), 52.232-33 (MAY 1999) 52.242-13 (APR 1984), 52.246-20 (APR 1984), 52.228-5 (JAN 1997), 52.217-8 (NOV 1999), 52.217-9 (MAR 2000), 52.217-5 (JUL 1990), 52.232-18, 52.233-3 (AUG 1996), 52.229-3 (JAN 1991). Applicable clauses for 52.212-5 are (52.203-6, 52.219-4, 52.219-8, 52.219-23, 52.222-21, 52.222-26, 52.222-35 to 37, 52.225-3, 52.225-13, 52.232-33.). The full text of a clause and provision may be accessed at this address: www.arnet.gov/far and. Offer shall submit a completed copy of provision 52.212-3 (Oct 2000), 52.222-48 (AUG 1996), 52.204-6 (June 1999), 52.209-5; 52.222-25; and acknowledgment of amendments (if any) with the proposal. The point of contact is Ana G. Alvarado, tel. No. (787) 641-2954 or 641-7582 ext. 10289. Proposal due date 11/27/00 at 4pm local time.

Record

Loren Data Corp. 20001117/70SOL006.HTM (W-320 SN506706)