J--REQUEST FOR INFORMATION Milwaukee Nurse Call Service Contract
Department of Veterans Affairs, VA Great Lakes Healthcare System | Published August 6, 2015 - Deadline August 13, 2015
The Great Lakes Acquisition Center (GLAC) in Milwaukee, WI is searching for vendors with the capability to provide preventative maintenance, scheduled and additional corrective services for the Jeron Nurse Call system located at the Clement J. Zablocki, VA Medical Center, Milwaukee, WI. The vendor must be able to meet all of the minimum requirements stated in the statement of work listed below. All interested responsible sources must submit a brief summary of their capabilities to this office by 2:00pm CST on Monday, August 17, 2015 to include detailed description of the firm's experience in maintaining equipment and software, DUNS number, name and phone number of a point of contact in case further information is needed. Summaries must be submitted via email to Lori.Eastmead@va.gov. This RFI is issued solely for information and planning purposes to determine availability of qualified vendors and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. The procurement will be completed under NACIS 811213. Please note that this is not a request for proposal and the Government is seeking information for market research purposes only. The Government may or may not issue solicitation documents. Look for any further information in FedBizOpps. Telephone inquiries will not be returned.
Statement of Work for Nurse Call Service Contract
The Milwaukee VA Medical Center is requesting to establish a service contract for maintenance on the following equipment:
Manufacturer Brief Description Department Building Floor/Wing
Jeron Nurse Call System Emergency Department 111 1
Jeron Nurse Call System Blue Clinic 111 1
Jeron Nurse Call System ICU 111 2CS
Jeron Nurse Call System Mental Health 111 3C
Jeron Nurse Call System Hematology/Oncology Clinic 111 4B
Jeron Nurse Call System Acute/Med Surg Nursing Unit 111 4C
Jeron Nurse Call System Acute/Med Surg Nursing Unit 111 5CN
Jeron Nurse Call System Cath and EP Lab 111 5CS
Jeron Nurse Call System Acute/Med Surg Nursing Unit 111 6C
Jeron Nurse Call System Acute/Med Surg Nursing Unit 111 7C
Jeron Nurse Call System Palliative Care Unit 111 8AS
Jeron Nurse Call System Eye Clinic 111 8C
Jeron Nurse Call System Nursing Home Unit 111 9A
Jeron Nurse Call System Nursing Home Unit 111 9C
Jeron Nurse Call System Spinal Cord Injury 144 All
Jeron Nurse Call System Community Living Center/Greenhouse 146 All
(1) Summary: This service contract is for an initial one-year term, but may be renewed annually for up to 4 years. It provides preventative maintenance and any additional corrective services needed on the specified equipment at the Milwaukee VA Medical Center, as well as labor, travel, expenses, and parts for the preventative and corrective maintenance.
(2) Hours of Coverage:
o Monday through Friday, 7:00AM to 4:30PM CST, excluding locally observed holidays. If access is deemed necessary outside of these hours, these hours shall be charged at the prevailing vendor non-business travel and labor rates.
o For emergency calls, will be available 24 hours a day, 7 days a week
o For on-site emergency services, within four hours of notification will be on-site to complete repair
(3) Specifications of Work:
MAINTENANCE AND PARTS
o All parts and software for preventative and corrective service maintenance of the system are covered
1. Parts shall be approved for use by the manufacturer of the system
2. Software and hardware updates/upgrades shall be approved for use by the manufacturer of the system
3. Contractor shall have on-site, comprehensive inventory of parts and components in quantities sufficient to resolve typical device failures in order to make necessary repairs
o All travel and labor is included for preventative and corrective service maintenance of the system
o Annual preventative maintenance according to manufacturer specifications
1. All non-emergency services will be performed during normal work week unless other authorized by the VA
2. Non-emergency services/repairs shall be completed at time of inspection unless contractor requests and obtains approval to perform repair work at later date and time
3. Maintenance to include, but not limited to:
a. Examination, cleaning, and verification of proper operation of all system components
b. Reviewing operating system software diagnostics to ensure that the system is operating to manufacturer's specifications
c. Calibration and adjustment of system components
d. Acquisition and installation of software updates/upgrades
e. Perform database backups semi-annually
o Contractor shall furnish and install or repair all items/components of the hospital's nurse call system, including items due to "wear and tear," unless specifically excluded
1. Peripheral system components - patient stations, toilet/shower stations, dome lights, staff/duty stations, zone lights, etc.
2. Provide and install consumables as authorized by VA - pillow speakers, call cords, batteries, etc.
3. Control and head-end equipment as authorized by VA - servers, masters, power supplies, central hardware, etc.
o Contractor agrees to accept "as-is" existing condition of hospital's nurse call system and related parts
TYPES OF CALLS
o Contractor shall render unlimited on-site non-emergency service calls
o Contractor shall render up to a total of seventy emergency service calls. Emergency service calls shall be divided into two categories based on day of week and time of day:
1. Category 1 (maximum 35): Emergency calls requiring work to be performed within the normal work week
2. Category 2 (maximum 35): Emergency calls requiring work to be performed outside normal work week
o When emergency situation arises, VA has the option to limit the extent of emergency services/repairs to minor adjustments and repairs required to protect the immediate safety of equipment and persons in and about the VA. If this option is exercised, VA will determine a later time when repair should be completed.
o Emergency service calls exceeding the included number shall be subject to the established required response times by category and billed at the established hourly rate
o Provide documentation of all preventative and corrective work done on a monthly basis
o Provide documentation of calibration certification of all test equipment upon request of VA. Must be traceable to national standard.
o Provide on-site, system specific, orientation/instruction to VA personnel on system operations, system upgrades, revisions and additions. System operation reviews, specific to VA will consist of no less than four structured instructional hours per contract year when needed. On-site orientation/instruction on system upgrades, revisions, and changes shall coincide with completion of such work.
o Provide complete set of system documentation when any major changes take place or upon request of VA
(4) Guaranteed Uptime: This plan includes no uptime guarantee
(5) Updates: Vendor will provide system engineering changes for bug-fixes
(6) Services and parts not covered by contract: Contracting Officer (CO) or Contracting Officer's Technical Representative (COR) authorization for any work or parts outside the scope of this contract must be received prior to performance of work or payment will not be authorized. Parts required that are not covered by contract will be purchased by the VA and installed under the terms of the contract. Contractor shall provide a list of exclusions at the time of the proposal for VA review.
(7) Qualifications: The contractor must meet The Joint Commission requirements for proving competency of service provider. Contractor personnel shall be OEM factory trained and authorized to work on equipment they are servicing. The contractor shall provide job title, job description, and qualifications of any and all that will or may provide service to the Hospital. 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 VA equipment. The CO or COR specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VA equipment. If subcontractors are used, they must be approved in advance by the CO; the contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. All service personnel will be aware of and compliant with Hospital policy and procedures pertaining to safety, fire, severe weather, and emergency procedures.
(8) Check-in and Identification: The contractor's representative will report to Biomedical Engineering, room 70-C9 prior to performance of service. On approved overtime, contractor will report to Police Dispatch, Building 111-East Entrance. The contractor's field service employee shall wear visible identification at all times while on the premises of the VA Medical Center.
(9) Safety Requirements: In the performance of this contract, all service personnel must use the "Universal Precautions" (i.e. decontamination of medical equipment, wearing protective gloves, aprons, and goggles) during cleaning and maintenance/repair procedures. The Contracting Officer or designee will notify the contractor of any noncompliance with the foregoing provisions and action to be taken.
(10) Documentation Requirements: Service field reports shall be provided after the completion of each field service call. Field service reports shall include written evidence of performance of all procedures and tests as required by the manufacturer. They shall include itemized parts and labor.