J -- PREVENTIVE MAINTENANCE BECKMAN CENTRIFUGESI

Notice Date

August 28, 2001

Contracting Office

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

ZIP Code

20422

Solicitation Number

688-18-02

Response Due

September 12, 2002

Point of Contact

H. France (202) 745-8660

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR, Subpart 12.12 as supplemented with additional information included in this notice. This notice constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This solicitation is being issued as RFP 688-18-02. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular number 97-23. This is a small-business set-aside. The NAIC code for this solicitation is 811310. The small business size standard is $5.0 million.. Please include in bid package a completed Standard 1449 which can be found at www.gsa.gov/forms/farnum, required provisions, and a schedule of prices for the base and (2) two option years. B.1 SERVICE: Contractor shall provide all necessary labor, materials, travel, tools, etc., required for the preventive maintenance and repair services for the Schedule of Equipment listed at the VA Medical Center, 50 Irving Street, N.W., Washington, DC, for the period of 10/1/01-9/30/02, in accordance with this solicitation. Awarded contract may be extended for two (2) additional option years in accordance with the clause at 52.217-9, Option to Extend the Term of the Contract, subject to the availability of funds. B.2 SCHEDULE OF EQUIPMENT: a. Beckman LS 6500 Serial #7067473 location room 1F-119, L8-70 Ultra Centrifuge Serial#71178-location room, 1F-127 Gamma 5500 Counter-Serial#8047780-location room 1F-119, L8M-70 Ultra Centrifuge Serial# 7LF66-location Room 1F-136, J6M Elutriator Centrifuge-Serial# 6401-location Room 1F-127, J6M Centrifuge-Serial# 6570 Location Room GE-216, Beckman LS 6000LL-Serial #7060814-location Room GE-126, Beckman Gamma 5500 Serial#8012114-location Room GE-216, Packard Gamma 5005-Serial #101601-location GE-218, Dupont sorvall RC5-Serial# 7600799-location Room 1F-136, Beckman Optima XL-90-Serial#X0K928-location Room GE-216. B.3 SCHEDULE OF PRICES:a. Base Year 12 mo $__________ $__________ b. Option Year 1 12 mo $__________ $__________ c. Option Year 2 12 mo $__________ $__________ TOTAL BASE YEAR THRU OPTION YEAR 2 $__________ C.1 DESCRIPTION: Contractor shall furnish all necessary travel, labor, materials, and parts (excluding glassware as defined in Section C.2) required for the inspection, repair, and periodic preventive maintenance of the equipment listed in the schedule of equipment, at the Veterans Affairs Medical Center, 50 Irving Street, N.W., Washington, D.C. 20422, for the period of 10/1/01-9/30/02. Awarded contract may be amended for two (2) additional option years. C.2 DEFINITIONS/ACRONYMS A. VAMC -- Department of Veterans Affairs Medical Center at 50 Irving Street, N.W., Washington, D.C. 20422. B. Biomedical Engineer(ing) -- Chief, Biomedical Engineer or designated staff (138), telephone number: (202) 745-8568, Room GC105-1, VAMC. C. CO -- Contracting Officer D. COTR -- Contracting Officer's Technical Representative E. PM -- Preventive Maintenance F. 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. G. 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. H. Acceptance Signature -- VA employee who is one of the equipment users or, if not available, one who witnessed that service was performed. I. Authorization Signature -- COTR's signature; indicates COTR accepts work status as stated in ESR. J. Glassware -- radiographic emission and image intensifier tubes, unless otherwise stated. C.3 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 Organizations (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 (CAP), American Hospital Association (AHA)/American Society for Hospital Engineering (ASHE), Institute of Electrical And Electronic Engineers (IEEE), Washington, D.C. VAMC Engineering Service Standard Operating Procedures (SOPs), and any other Federal, State, and Local regulations mandated. C.4 HOURS OF COVERAGE: A. Normal VAMC working hours are Monday through Friday, 8 a.m. to 4:30 p.m., excluding federal holidays. All service/repairs shall be performed during normal hours of coverage with prior approval of the COTR. At the request of the FSE, the COTR may approve service outside normal hours of coverage at no extra cost to the government. C.5 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 Ionizing 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 thirty (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. Preventive maintenance shall be performed semi-annually, during the contract period in the months of July and January. 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. D. 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. C.6 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 TWENTY-FOUR (24) hours after receipt of telephoned notification. C.7 PARTS A. The Contractor shall furnish and replace all equipment replacement parts (excluding glassware). These parts are included in the price 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. Rebuilt/refurbished circuit boards may be installed. 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. C.8 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. C.9 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. C.10 TEST EQUIPMENT Within thirty (30) days after award, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which shall be used by the Contractor on VAMC's equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard. C.11 CHECK-IN PROCEDURES A. The Contractor shall be required to report to the COTR in Biomedical Engineering, Room GC105-1, during normal working hours, prior to and after any work is performed, every day that is required to complete the job. This check-in is mandatory. 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 FSE will be required to enter the following information into the log: name of FSE, name of Contractor, current date, time in, location of service/equipment being serviced, and time out. B. When service is completed, the FSE 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). C. 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. D. When work is authorized to be done outside normal working hours and Biomedical Engineering is not staffed, 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. C.12 DOCUMENTATION/REPORTS A. 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. B. The 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. Such documentation shall meet the guidelines as set forth in Section C.3, Conformance Standards. The ESR shall consist of a separate report for each equipment item covered under the "specific" contract. Each ESR must, at a minimum, document the following data legibly and in complete detail: 1. Name of Contractor. 2. Name of FSE who performed services. 3. Contractor service ESR number/log number. 4. Date, time (starting and ending), equipment downtime and hours on-site for service call. 5. VA purchase order number(s) covering the call (for the contract or one provided for authorized work performed outside normal hours of coverage or not covered by the contract). 6. Description of problem reported by COTR/user (if applicable). 7. 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. 8. Itemized description of service performed and parts replaced. 9. Results of calibration and/or performance testing. 10. Total cost to be billed if part(s) are not covered or service rendered after normal hours of coverage. 11. Signatures: a. FSE performing services described. b. Acceptance signature as defined in Section C.2. c. Authorization signature by COTR. 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 by the FSE and noted on the ESR. C. 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. C.13 REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE The Contractor shall immediately, but not later than twenty-four (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 COTR with a written estimate of the cost to make necessary repairs. C.14 PAYMENT Invoices will be paid in arrears on a monthly basis. The Contractor shall mail the invoices to the attention of Fiscal Service. 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. C.15 ADDITIONAL CHARGES There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts. C.16 INITIAL CONTRACTOR INSPECTION AND SUBMITTALS A. 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 shall be notified in writing as to the specific item(s) of equipment deemed to be in poor operating condition. B. 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 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). C.17 COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. 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. B. "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. C. 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 and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC, as detailed in Section C.16. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and COTR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. D. 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. C.18 EQUIPMENT MODIFICATIONS A. All modifications, upgrades, updates, enhancements, etc., must be scheduled in advance with the COTR. B. CO and COTR must receive notice at least one week in advance before any equipment updates, upgrades, enhancements, and modifications are begun along with justification (if Vendor-suggested modification), estimated costs (if applicable), probable effect on equipment operation, and needs for new or additional inservice training. C. Contractor shall provide equipment hardware and software e

Record

Loren Data Corp. 20010830/JSOL010.HTM (W-240 SN50W1L0)