SOURCES SOUGHT
J -- PM Services for facility sterilization equipment
- Notice Date
- 9/10/2010
- Notice Type
- Sources Sought
- NAICS
- 339113
— Surgical Appliance and Supplies Manufacturing
- Contracting Office
- Department of Veterans Affairs;Rocky Mountain Network;VISN 19 Contracting;500 Foothill Drive;Salt Lake City, UT 84148
- ZIP Code
- 84148
- Solicitation Number
- VA25910RP0275
- Response Due
- 9/14/2010
- Archive Date
- 10/14/2010
- Point of Contact
- Glenn Breitling
- E-Mail Address
-
2-1565
- Small Business Set-Aside
- N/A
- Description
- The Department of Veterans Affairs, Veterans Integrated Support Network #19, with Medical Centers located at Fort Harrison, MT; Sheridan, WY; Cheyenne, WY, Denver, CO; Grand Junction, CO and Salt Lake City, Utah, has a requirement for preventive maintenance services and emergency repairs for Sterilizers. The requirement would be for a base year plus 4 option years. All prospective offerors must apply for and receive a Dun and Bradstreet Number @ www.dnb.com, and register at www.ccr.gov. The North American Industry Classification System Code for this solicitation is 339113. The Service Contract Act of 1965 applies and vendors must be in compliance with Department of Labor wage standards. The following Statement of Work provides the details of the requirement. Preventive Maintenance checks, services and emergency repairs for Sterilizers- Statement of Work 1. Contractor shall provide full service/maintenance to include preventative maintenance (hereafter called PM service), routine and emergency repair service for Government owned STERILIZERS located at VA Medical Centers in the states of Montana, Wyoming, Colorado and Utah, the maximum number of facilities would be 6. This service will include all parts, labor, materials, and all other associated costs. PM's will be accomplished MONTHLY, on days coordinated with each facility. Contractor shall inspect, test, calibrate and service the equipment, as required in accordance with manufacturer, industry, and statutory requirements, in order to prevent premature equipment failures and to extend equipment life. This service may be performed separate from or in conjunction with other services. 2. Contractor shall provide a proposed PM checklist with the prepared bid, which will clearly state what Contractor personnel will be accomplishing during all PM visits. Upon award, this checklist will be prepared and sent to the Contracting Officer's Technical Representative (COTR) after each PM is completed by the contractor. Completed PM Checklists will provide to the COTR at each facility after the service is performed. Each facility will have a list of their sterilizer equipment with manufacture model and equipment specifics. Failure to provide the above required PM Checklist will result in a delay of payment. 3. PM service will be scheduled with the COTR during normal business hours and not on a national, state or local holiday. 4. The Contractor shall inform the COTR of any original equipment manufacturer (OEM) updates and to incorporate updates which are required by the OEM to ensure performance to current product specifications. OEM updates shall be accomplished during PM visits. The contractor shall inform the COTR of any optional updates provided by the OEM, and offer to provide these to the Government. The price for the update will be negotiated at the time of offer by the Contracting Officer. 5. The contractor shall provide with their bid a telephone number where they can be reached or a message left for emergency repair requests, 24 hours per day, seven days per week (notification time, as stated in this contract, shall be considered to have been given at the time a message is left, or a call received): TELEPHONE NUMBER: _________________ CONTACT PERSON (OPTIONAL) __________________ 6. Upon arrival at the medical center, the contractor shall check in with a designated contact at each location. Contractor shall wear their Identification Badge visibly upon their person, between the height of the waist and shoulders. The contractor shall return to the contact person to check out at the completion of the service. Failure to wear the required badge may result in removal from the medical center. 7. Service calls shall be deemed to be ROUTINE by the Government, the service call will be scheduled by the COTR, making every effort to arrange this repair service at a time convenient to both the contractor and the VA. 8. The contractor will respond to all emergency repair service requests within 1 hours by telephone, from the time of the initial telephone call received by the COTR their designee. If the problem cannot be resolved by telephone the contractor shall make an on-site visit in person within 2 hours of the verbal request to do so. The contractor will bring the proper tools, equipment, and parts as appropriate for the problem described. Should parts not be available immediately, the contractor will notify the COTR or designee, and obtain these unavailable parts in the most expeditious manner available. 9. Routine or PM visits will not be canceled once scheduled without the prior coordination with the COTR. 10. Should the contractor determine that the damage or needed repair has been caused through the fault or negligence of the VA, the contractor will proceed with only that part of the repair absolutely necessary to return the equipment to working condition. The contractor will notify the COTR who will notify the Contracting Officer in writing of the repair accomplished outside the scope of the contract, and will request a separate purchase order to cover those repair costs. 11. All parts, filters or items needed to maintain sterilizer operations are included in this contract. Parts replaced under this contract shall be new or equivalent to OEM specifications and are to be warranted against defects in material and workmanship during the term of this contract or 90 days, whichever is longer. Parts replaced shall become the sole property of the Government. 12. Contractor will provide a service report, which includes both the CONTRACT NUMBER and the PURCHASE ORDER NUMBER on it, EACH TIME THE CONTRACTOR ACCOMPLISHES A ROUTINE OR EMERGENCY REPAIR. If PMs are required the contractor will use the approved PM checklist for accomplished PM service reports. LACK OF SERVICE REPORT WILL RESULT IN NON-PAYMENT. 13. A service log (see example Attachment A) will be maintained for each piece of equipment listed on the facility sterilizer equipment list, in the area accessible to and agreed upon by the using service, contractor and COTR. Upon arriving at the equipment site, contractor personnel shall log in their name and the time of arrival. Prior to departure from the site for the day, contractor personnel will log out by entering the time of departure and ensuring that all required information is written in the log. 14. The contractor will be liable to the Government for losses of production due to significant equipment downtime. Any downtime which exceeds twelve (12) hours per month is considered significant. Official downtime will begin when the contractor is required to be on-site (see #7 and #8 above) and will accumulate until the scheduled equipment is returned to full and usual operation accepted as such by the COTR or designee. DOWNTIME DOES NOT INCLUDE SCHEDULED PMs OR TIME CONTRACTOR IS WAITING ON VA PROVIDED PARTS. If downtime exceeds sixteen (16) consecutive hours, the COTR may exercise the option to hire an alternative source to resolve the problem. The Contracting Officer may consider taking any payment made to an alternative source to resolve a repair problem, not accomplished by the contractor, against that money owed the contractor in the performance of their duties herein. Money MAY be subtracted from contractor invoices should downtime exceed the required twelve (12) hours using the following formula: DOWNTIME%DECREASE 12 - 13:59 HOURS20% 14 - 15:59 HOURS40% 16 - 17:59 HOURS60% 18 - 19:59 HOURS80% 20+ HOURS100% THE DECISION TO DECREASE CONTRACTOR PAYMENTS RELATIVE TO DOWNTIME WILL BE COMMUNICATED TO THE CONTRACTOR PRIOR TO ACTION TAKEN BY THE CONTRACTING OFFICER. CONTRACTOR WILL PROVIDE WRITTEN REQUESTS FOR WAIVER TO THE CONTRACTING OFFICER. 15. This contract does not include the supplying of operating supplies, consumables, refinishing (painting) the equipment or furnishing materials for that purpose, or electrical repairs external to the equipment. DELIVERIES OR PERFORMANCE 1. All contractor personnel/technicians will have successfully completed service and training from the manufacturer or a manufacturer accredited school and will have acquired a minimum of three (3) years experience on the equipment to be maintained. A list of contractor personnel and proof of this accomplished training will be provided to the COTR and Contracting Officer upon request prior to award of a contract, and upon change in contractor personnel during the course of the awarded contract. This documentation will be provided and approved prior to the performance of any maintenance and/or repairs under this contract by contractor personnel. 2. Should the need arise for unqualified contractor personnel to provide maintenance and/or repair on Government owned equipment, the contractor will communicate with the COTR and Contracting Officer and with written documentation the circumstances prior to the performance of work. 3. No unqualified individual will be allowed to perform maintenance and/or repair of any equipment under this contract. Technician trainees or other unqualified individuals may assist or observe only, however, they will not be allowed to do so if their presence delays the progress of the work to be accomplished. The Government will NOT pay for unqualified individuals or technician trainees present. INVOICING/PAYMENTS All payments shall be made in arrears upon receipt of a proper invoice. All invoices will provide the following minimum information: PURCHASE ORDER CONTRACT NUMBER PERIOD OF SERVICE EQUIPMENT SERVICED All invoices shall include all applicable required Service reports (see #12 above). A COPY OF THE ABOVE INVOICE WILL BE PROVIDED TO: The COTR at each facility. Invoices received with incorrect or missing information will be returned to the contractor for correction and improper invoices and no payment will be processed in accordance with Prompt Payment Clause located within this contract. Contractor will submit invoices for payment to the VA Financial Services Center, PO Box 149971, Austin, TX 78714-8971. SPECIAL CONTRACT REQUIREMENTS HAZARDOUS MATERIAL IDENTIFICATION AND MATERIAL SAFETY DATA A. DEFINITION "Hazardous material" is defined in Federal Standard No. 313B. (Federal Standards are sold to the public through: General Services Administration (3FFN), Room 6622, 7th & D Sts., S.W., Washington, D.C. 20407). B. GENERAL I. The Occupational Safety and Health Administration (OSHA) is responsible for issuing and administering regulations that require Government activities to apprise their employees of: a. All hazards to which they may be exposed; b. Relative symptoms and appropriate emergency treatment; and c. Proper conditions and precautions for safe use and exposure. II. Contractors and their subcontractors of any tier are required to submit hazardous material data for all hazardous materials that they bring on site or have delivered to the medical center. Federal Standard No. 313B (Materiel Safety Data Sheets, Preparation and the Submission of) includes criteria for identification of hazardous materials. The Standard also prescribes Department of Labor Form OSHA-20 for use with Government contracts. III. Contractors shall submit hazardous material identification on the following: a. All items in, or ordinarily catalogued under, the Federal Supply Classes listed in Table 1 of Appendix A of Federal Standard No. 313B. b. Items having hazardous characteristics in the Federal Supply Classes listed in Table II of Appendix A of Federal Standard No. 313B. c. Any other material designated by a Government technical representative as potentially hazardous and requiring safety controls. COMPLIANCE FAILURE Failure to comply with the above requirements in this section, could be cause for termination in accordance with Default clause listed within the contract. PERSONAL PROTECTIVE EQUIPMENT (PPE) Contractors, there employee's and subcontractors of any tier are required to wear personal protective equipment (PPE) in accordance with OSHA Act, 1971 and other Federal, State and Local regulations. Personnel observed in violation of these regulations may be subject to removal from the medical center. The Government assumes no responsibility for injury of contract personnel or subcontractors of any tier if the injury is a direct result of noncompliance or disregard for these regulations. ATTACHMENT A STATEMENT OF WORK AMONTHLY MAINTENANCE: 1) The contractor shall perform MONTHLY preventive maintenance on the sterilizers and equipment listed in Attachment B of this document. This maintenance shall be in accordance will all of the manufacturers requirements, industry standards and statutory requirements. 2) Schematics and specific documentation regarding the contracted equipment shall be maintained on-site at the equipment location. Maintenance site logs with a complete service history, PM checklists and related documentation will be located with the equipment. 3) Maintenance will include all parts, labor and tools required to service the equipment or restore it to original condition. All materials and parts are to be new and original manufacturer replacement parts or equivalent. 4) Replacement of batteries is included in this contract. 5) The following Maintenance will be performed monthly: a) Lubricate all bearings, couplings and other moving parts that need lubrication. b) Check torque on all bolts with torque requirements. Retorque all bolts that are not at required torque. c) Inspect and free all moving parts. d) Verify door alignment. e) Check gaskets and seals, replace as needed. f) Check and tighten screws. g) Replace parts as recommended by manufacturer. h) Rebuild parts as recommended by manufacturer. i) Inspect and clean strainers. Replace as needed. j) Verify that no leaks exist. k) Check all wiring components for fraying and lose connections. l) Verify temperature displays/printouts with potentiometer. m) Verify operation of battery backed RAM. n) Verify date and time settings are correct. o) Verify drains are operating correctly. p) Verify that units are properly labeled. q) Run leak test cycle. r) Check utility supplies for correct parameters. s) Verify hydraulic pressures and functioning. t) Inspect all tubing and piping for chafing and ware. u) Adjust and calibrate all metering. v) Check for plugged spray heads. w) Check belts for ware and alignment. x) Check that units are level. y) Check and adjust equipment as necessary. z) Check and adjust control parameters. aa) Check and adjust time relays. bb) Check and adjust solenoids. cc) Check and adjust safety device parameters. dd) Check and adjust power supplies. ee) Check and replace lamps as needed. ff) Replace filters. gg) Verify temperature and pressure settings. hh) Check printer operation. ii) Discuss equipment operation and history with operators. 6) The following function tests shall be performed Monthly: a) Start/Stop. b) Operation cycle. c) Safety devices. d) Warning devices. BUNSCHEDULED MAINTENANCE: 1) Provide unscheduled remedial maintenance as required during the contracted period following customer notification. The contractor shall respond within thirty (30) minutes by telephone upon being notified of a problem and have personnel on site within four (4) hours if a maintenance visit is needed as determined by the customer. The contractor shall provide a 24 hour, 365 day a year service where customer can contact the contractor by telephone for needed emergency repairs when needed. 2) All parts and labor, to include tools needed for work, shall be provided by the contractor and covered under the contract. Any parts removed due to replacement under the contract shall become the property of the contractor. 3) Contractor shall maintain a full spare parts inventory for repairs and service that could be needed for the unit being maintained. ATTACHMENT B EQUIPMENT LIST Each facility will provide a list of sterilizer equipment, with make, model, description and serial number.
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