J--Service Cleaning for Medical Equipment
Department of Veterans Affairs, Bronx VAMC (NAL) | Published August 6, 2015 - Deadline July 30, 2015
This is a SOURCES SOUGHT announcement ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does no obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought announcement MUST be in writing. The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified businesses. Responses to this notice shall include:
A. Company Name
C. Point of contact
D. Phone, fax, and email
E. DUNS number
F. Cage Code
G. Tax ID Number
H. Socioeconomic Status:
" Service Disabled Veteran Owned Small Business
" Veteran Owned Small Business
" 8(a) HUB Zone
" Women Owned Small Business
" SBA Certified Small Disadvantaged Business
" SBA Certified 8(a)
" SBA Certified HUB-Zone
" Small Business
" Other than Small Business
I. Must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below:
Description: The VA New York Harbor, Manhattan Campus is seeking to identify potential sources that can provide "Service and Preventive Maintenance for Sterilizing Equipment." See the attached Statement of Work, Specifications and brochure information. The North American Classification System (NAICS) code for this acquisition is 811219 (size standard to be considered small business is 20.5 Million). This inquiry must meet or exceed all of the specs in the SOW. Please provide a capabilities statement and exactly what you can provide compared to the SOW. Please include specs and pictures (if possible).
SUPPLIES OR SERVICES AND PRICES
Request for Proposal (RFI) for service/maintenance program in accordance with Section C for the
CUSTOM ULTRASONICS, SYSTEM83 PLUS2 STERILIZING EQUIPMENT
Located at the: Manhattan VAMC, 423 East 23 Street, New York, New York 10010.
A. Furnish all necessary labor, equipment, tools, materials, repair service, software updates, parts, etc., for complete On-Site Maintenance Service as specified below in accordance with the terms, conditions and schedule of this agreement.
B. Contract Extension: The Government will have the Option to extend the Term of the contract for Four (4) additional years at the prices you bid. This is in accordance with the provision of FAR 52.217-9 in Section - I "Contract Clauses" of this Solicitation.
Base: August 15, 2015 September 30, 2016
Option 1: October 1, 2016 through September 30, 2017
Option 2: October 1, 2017 through September 30, 2018
Option 3: October 1, 2018 through September 30, 2019
Option 4: October 1, 2019 through September 30, 2020
STATEMENT OF WORK
SERVICE/MAINTENANCE OF EQUIPMENT
SECTION C - DESCRIPTION/SPECIFICATIONS
I. EQUIPMENT: Serviced/Maintenance includes:
1 CUSTOM ULTRASONICS, MODEL SYSTEM 83 PLUS2, S/N 041610-B, VA ENTRY # 159001, LOCATED IN 15033W-1-NY
2 CUSTOM ULTRASONICS, MODEL SYSTEM 83 PLUS2, S/N 052010-F, VA ENTRY # 159000, LOCATED IN 15033W-1-NY
A. Biomedical Engineering - Chief or designee.
B. CO - Contracting Officer.
C. COR - Contracting Officer Representative (Biomedical Engineering)
D. PMI - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.
E. ESI - Electrical Safety Inspection.
F. FSE - Field Service Engineer. A person authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises.
G. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and condition of the contract.
H. Acceptance Signature - VA employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending as stated in ESR.
I. Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR.
J. NFPA - National Fire Protection Association.
K. CDRH - Center for Devices and Radiological Health.
L. VAMC - Department of Veterans Affairs Medical Center
M. OSHA - Occupational Safety and Health Agency.
N. OEM - Original Equipment Manufacturer.
O. AQL - Acceptable Quality Level
III. CONFORMANCE STANDARDS:
The contractor shall ensure that the equipment (hardware and software) functions in conformance with the latest FDA (medical device regulations (including but not limited to Class I, Class II, Class III and MDDS), validation, quality assurance and compliance), latest published edition of NFPA-99, TJC, OSHA, CDRH, and any other performance standards and specifications used when the equipment was procured by VA and any upgrades/updates.
IV. HOURS OF COVERAGE:
A. Normal business hours of coverage are [Monday through Friday] from [8:00 am to 5:00 pm], excluding federal holidays.
All service/repairs will be performed during normal business hours of coverage unless requested and approved by [COR].
B. Preventive Maintenance Inspections will be performed [QUARTERLY]. Preventive Maintenance Inspections will be performed in the following months:
October, January, April and July
C. Work performed outside the normal hours of coverage at the request of [COR] will be billed at the price listed in Section B, item II. Billing will include service time, and exclude parts and travel time as they are included in Section B, item I. Work performed outside the normal hours of coverage at the request of FSE will be considered service during normal hours of coverage.
D. Federal Holidays observed by the VAMC are:
New Year's Day Labor Day Martin Luther King Day Columbus Day President's Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day
And any other day specifically declared by the President of the United States to be a national holiday.
V. UNSCHEDULED MAINTENANCE:
A. The contractor shall maintain the equipment in accordance with the Conformance Standards Section by furnishing all necessary labor, equipment, tools, materials, repair service, software updates and parts for service (excluding consumables) in accordance with the terms, conditions and schedule of this agreement. The contractor will provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations.
B. Only, the CO, COR or designated alternate has the authority to approve/request a service call from the contractor.
C. Response Time: Contractor's FSE must respond with a phone call to the COR and his/her designee within [Two (2) hours] after receipt of telephoned notification [8am - 5pm, Monday -Friday, excluding Federal holidays]. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within [twenty-four (24) hours] after receipt of notification and will proceed progressively to completion without undue delay. For example, if hours of coverage are [8:00 am to 5:00 pm], a  hour response means, if a call is placed at [3:45] pm [Monday], [September 9th], the FSE must start on-site service before [3:45 pm Tuesday], [September 10th], except when outside hours of coverage is authorized by the COR.
VI. SCHEDULED MAINTENANCE:
A. The contractor shall perform Preventive Maintenance Inspection (PMI) service to ensure that equipment listed in the schedule performs in accordance with Section C, III, Conformance Standards. The contractor shall make thorough technical inspections of the equipment covered in the Schedule. Within ten (10) days after the award of the contract, the contractor shall submit a schedule of PMIs and a PMI checklist describing in detail the scheduled maintenance procedures for inspecting each piece of equipment listed. This checklist is subject to the approval of the COR. The contractor shall provide and utilize these procedures and checklists with worksheet originals indicating the work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM.
All equipment listed under Section C, I, Equipment, will have PM service performed quarterly.
Preventive Maintenance Inspections will be performed in the months of October, January, April and July.
In no event shall more than Three (3) months elapse between inspections.
PMI services shall include, but need not be limited to, the following:
1. Cleaning of equipment.
2. Reviewing operating system software diagnostics to ensure that the system is operating to the manufacturer's specifications.
3. Calibrating and lubricating the equipment.
4. Performing remedial maintenance of non-emergent nature.
5. Testing and replacing faulty and worn parts and/or parts.
6. Measuring and adjusting and calibrating as necessary for optimal performance, output or image quality.
7. Inspecting electrical wiring and cables for wear and fraying.
8. Inspecting all mechanical components including, but not limited to: 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.
9. Performing any Electrical Safety Inspections required by NFPA-99, 2002 as they may apply to this class of equipment and its application.
10. Returning the equipment to the operating condition defined in Conformance Standards.
11. Providing documentation of services performed.
B. PMI services shall be performed in accordance with, and during the hours defined in, the Preventive Maintenance Inspection schedule established herein. All exceptions to the PMI schedule shall be arranged and approved in advance with the COR.
C. All parts, services, manuals, tools, or software required to successfully complete scheduled PMI are included within this contract, and it's agreed upon price, unless specifically stated in writing otherwise.
D. Upon completion of the preventive maintenance and any required electrical safety inspection, the FSE must tag the equipment with an inspection tag, label or sticker which provides the following information: date inspected, date next due, and initials of FSE. VA Biomedical Engineering Labels will be provided to the FSE upon request when reporting (signing-in) to Biomedical Engineering.
This contract does NOT include the cost of spare parts, however, the contractor has ready access to unique and/or high mortality replacement parts. Whenever the Field Service Engineer (ESR)during the course of a PMI or Emergency Service call determines that spare parts are required, the COR shall be notified and provided a list of parts needed and pricing prior to installing them. COR shall provide FSE with VA Purchase Order # or Credit Card information necessary to purchase parts, or may purchase the parts directly from the manufacturer or other available sources. All parts supplied shall be compatible with existing equipment. The contractor shall use OEM new or re-built parts. New parts, shall be furnished by the contractor and guaranteed against defects and/or failure for a period of 1 year from the date of completed installation of the component. Used parts, those removed from another similar system shall not be installed without approval by the COR. Contract shall cover cost of all labor and travel to install ordered parts and make any repairs.
VIII. MISCELLANEOUS SERVICES AND COVERAGE:
A. EXCLUSIONS: Improper user operation, repairs to service lines and fittings, operating problems related to utility or environmental conditions that do not comply with equipment specifications are NOT included.
IX. 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. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request.
The documentation will include legible detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards Section. In addition, each ESR must at a minimum document the following data legibly and in complete detail:
A. Name of Contractor.
B. Name of FSE who performed services.
C. Contractor Service ESR Number/Log Number.
D. Date, time (starting and ending), and Hours-On-Site for service call.
E. VA Purchase Order (PO) #(s) covering the call, if outside normal working hours.
F. Description of Problem reported by COR/User.
G. Identification of Equipment to be serviced:
VA Inventory Entry # (if available), manufacturer, model#, serial#, and any other manufacturer's ID#'s.
H. Itemized Description of Service Performed (including Costs associated with after normal working hour services), including:
Labor, travel hours, parts replaced (with parts), location of problem (equipment assembly, circuit, etc) and Corrective Action:
I. Total Cost to be billed.
1. FSE performing services described.
2. VA Employee who is notified and accepts that repair /service has been completed.
K. A "Log Book" to be left with the supervisor at the equipment site for entering arrival and departure times and maintaining a PM and Repair records.
XI. REPORTING REQUIREMENTS:
A. The contractor shall be required to report to Biomedical Engineering, 14 West, to log in during Normal Business Hours. Outside of Normal Business hours, FSE may report directly to area Supervisor at equipment site. When the service is completed, the FSE shall document services rendered on a legible ESR(s). All ESRs require an acceptance signature from the Area Supervisor. The FSE shall be required to log out either by contacting/meeting the COR to provide him with the ESR(s) or at Biomedical Engineering. Detailed FSR(s) must be received within five (5) business days after completion of work electronically (e-mailed to COR [ email@example.com]), by fax to (212) 951-6811, or by mail (VA Medical Center, 423 E 23 Street, Biomedical Engineering (138B), New York, NY 10010.
A. Purchase Order Payment Procedures:
Payments will be made quarterly in arrears upon receipt of properly prepared, certified invoices which must show reference to the correct purchase order number and contract number issued upon the award of this contract. Each invoice must be provided in [triplicate] and must include the Service Reports (ESR's) for work performed during that quarter.
XIII. ADDITIONAL CHARGES:
There will be no additional charge to the Government 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.
XIV. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:
The Contractor shall immediately, but not later than 24 consecutive hours after discovery notify the CO and COR, (in writing), of the existence or the development of any defects in, or repairs required to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.
Offers will be considered only from offerors who are established in the business called for and whom in the judgment of the Contracting Officer (CO) are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service.
All contractor employees and subcontractors under this contract or order are required to complete VA's Information Security and Privacy combined Awareness Training Course annually. Contractors must provide signed certifications of completion to the COR during each year of the contract. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s).
All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM) located on the web at www.sam.gov. It is desirable that any Offeror to have completed their business Online Representations and Certifications Application (ORCA). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to this announcement must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at https://www.vip.vetbiz.gov/. All interested Offerors should submit information by e-mail (preferred) to John.Redmond2@va.gov or by mail Dept. of Veterans Affairs, Northport VA Medical Center, Network Contracting Office, (632/NCO), Bldg. 10 Room 216E Northport, NY 11768 Please include the RFQ (RFI) number, title of the project (Electrical Services for Castle Point), and company name. All responses are to be received NO LATER THAN Monday, August 10, 2015, 12:00PM EST. Please refrain from telephonic communication. In the subject heading of your email please include the title, "Service Cleaning for Medical Equipment and RFI Number VA243-15-N-1119."