SOLICITATION NOTICE
J -- Emergency Repair of GE Precision 500D Radiology/Fluoroscopy Unit
- Notice Date
- 6/17/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- Department of Veterans Affairs, Martinsburg VAMC, Department of Veterans Affairs Medical Center, Department of Veterans Affairs;VAMC (613);VISN 5 Contract Satellite Office;510 Butler Avenue, Building 308B;Martinsburg WV 25405
- ZIP Code
- 25405
- Solicitation Number
- VA-245-09-RQ-0208
- Response Due
- 6/18/2009
- Archive Date
- 8/17/2009
- Point of Contact
- Germaine TalbotContract Specialist<br />
- E-Mail Address
-
Contract Specialist
(germaine.talbot@va.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; a quotation is being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quotation (RFQ). The proposed contract action is for an emergency repair for which the Government intends to solicit and negotiate with only one source under the authority of FAR 6.302-1, Only one responsible source and no other supplies or services will satisfy agency requirements. This notice of intent is not a request for competitive proposals. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. NAICS code is 811219, size standard is $7.0 million. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-33 and VAAR rewrite dated 2/14/08. The VA Martinsburg, WV has an emergency requirement for the following repair: Contractor shall furnish all necessary travel, labor, materials, and parts required to repair General Electric Model Precision 500D, S/N 2154 Radiology/fluoroscopy unit located at the Veterans Affairs Medical Center, 510 Butler Ave., Martinsburg, WV, in accordance with all terms, conditions, provisions, schedules, and specifications of this solicitation. Repair service shall be achieved by returning failed components of a system to full operational capacity. These repair services may consist of replacement of optics assembly, OCD control PCB board, photo diode PCB board, software upgrade, calibrating, cleaning, oiling, adjusting, replacing parts broken or worn beyond useful life, etc. Repair shall be carried out with the objective of minimizing downtime. Only new standard parts (manufactured by the maker of the equipment or equal thereto) shall be furnished by the Contractor. Rebuilt parts, used parts, or those removed from the same model of equipment shall not 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. 2. DEFINITIONS and/or ACRONYMS: a. VAMC - Department of Veterans Affairs Medical Center at 510 Butler Ave., Martinsburg, WV. b. CO - Contracting Officer. c. COTR - Contracting Officer's Technical Representative. d. 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. e. 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. f. Acceptance Signature-COTR. g. Authorization Signature - COTR's signature; indicates COTR accepts work status as stated in ESR. h. OEM: Original Equipment Manufacturer.3. HOURS OF COVERAGE: Normal VAMC working hours are Monday through Friday, 8 a.m. to 4:30 p.m., excluding federal holidays. Federal Holidays observed by the VAMC are: New Years' Day, Day of Presidential Inauguration (when applicable), Martin Luther King Day, Presidents' Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day,Thanksgiving Day, Christmas Day. 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. 4. 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. 5. CHECK-IN PROCEDURES: a. The Contractor shall be required to report to the COTR in Biomedical Engineering, 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 VA 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. 6. DOCUMENTATION/REPORTS: a. ocumentation 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 emergency repairs procedures performed, including replaced parts and prices (for outside normal working hour services) required to repair the equipment. 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 COT'R/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: i. FSE performing services described. ii. 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. 7. 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. 8. 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. 9. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: The Contractor shall have fully qualified FSE performing all service on the equipment under contract. Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed the manufacturer's formalized training program for the equipment identified in the schedule of equipment. The FSE(s) must be able to provide proper documentation supporting training upon request. 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. 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 B.17. 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 VANIC equipment. Subcontracting of work will not be authorized. The contractor shall perform the work. 10. IDENTIFICATION PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSE shall abide by all VAMC station policies and regulations. The Contractor's FSEs shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VAMC Police/Security Service. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States Federal) District Court, not a local district, state, or municipal court. General Electric is the manufacturer of the equipment. Repair work shall begin within two (2) hours after notice of contract award. All work shall be performed on site at the VA Medical Center, Martinsburg, WV. Offeror must comply with instructions contained in 52.212-1 Instruction to Offerors-Commercial items, applies to this acquisition. The following provisions and clauses shall apply: 52.212-3 Offeror Representations and Certifications-Commercial Items, FAR 52.212-4 Contract Terms and Conditions-Commercial items, FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items for the purposes of this document, the following blocks are considered checked: (b)(19) through (27), (40), and (c)(5). FAR 52.228-5 Insurance-Work on a Government Installation. FAR 28.307-7 Supplemental Insurance Requirement, Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers. General Liability: $500,000.00 per occurrences. Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage. FAR 52.232-18 Availability of Funds. FAR 52.216-1 Type of Contract which shall be a firm fixed price service contract. FAR 52.233-2 Service of Protest, fill in 510 Butler Ave., Martinsburg, WV. VAAR 852.233-70 Protest Content/Alternative Dispute resolution. VAAR 852.233-71 Alternative Protest Procedure. VAAR 852.273-76 Electronic Invoice submission. VAAR 852.203-70 Commercial Advertising. VAAR 852-270-1 Representatives of the Contracting Officer.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/MaVAMC613/MaVAMC613/VA-245-09-RQ-0208/listing.html)
- Record
- SN01847530-W 20090619/090617235223-0eefde6a957ffdfd9130c2277854bfc6 (fbodaily.com)
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