Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 12, 2015 FBO #5041
DOCUMENT

Q -- Shockwave Generation Service Contract - Attachment

Notice Date

9/10/2015
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;James J. Peters VA Medical Center;Network Contracting Office 3 (10N3NCO);130 West Kingsbridge Road;Bronx NY 10468-3904
 

ZIP Code

10468-3904
 

Solicitation Number

VA24315N1496
 

Response Due

10/14/2015
 

Archive Date

10/17/2015
 

Point of Contact

John Redmond
 

Small Business Set-Aside

Total Small Business
 

Description

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 B.Address 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: Notice to Potential Offerors: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought announcement. This announcement shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. STATEMENT OF WORK SERVICE/MAINTENANCE OF DORNIER LITHOTRIPTER I. EQUIPMENT:Equipment to be serviced / maintained includes all DORNIER LITHOTRIPTER equipment and their components, including but not limited to all servers, workstations, peripherals: II.DEFINITIONS/ACRONYMS: A.CES - Clinical Engineering Service - Director Clinical Engineering. B.CO - Contracting Officer. C.COR - Contracting Officer technical Representative, Salvatore Tatta, Director, Clinical Engineering or CES designee. email: salvatore.tatta@va.gov D.PM - 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.FSE - Field Service Engineer - A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises. F.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. G.Acceptance Signature - VA employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending as stated in ESR. H.Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. I.NFPA - National Fire Protection Association. J.CDRH - Center for Devices and Radiological Health. K. VAMC - Department of Veterans Affairs Medical Center L. OSHA - Occupational Safety and Health Agency M.QA - Quality Assurance N.QC - Quality Control O.OEM - Original Equipment Manufacturer. P.AQL - Acceptable Quality Level Q.RDF - Remote Diagnostics Facility R.Contract Manager - person, designated in writing by the contractor, who has complete authority to act for the contractor during the term of the contract. III. CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, TJC 2011, OSHA, CDRH, and [include performance standards and specifications used when the DORNIER LITHOTRIPTER was procured by VA National Acquisition Center and any upgrades/updates]. IV.HOURS OF COVERAGE: A. Normal business hours of coverage are [Monday through Friday] from [8:00 am to 6:00 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 will be performed [Quarterly]. Preventive maintenance will be performed in the following months: January, April, July and October 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. Note: Hardware/software update/upgrade installations will be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by COR). D. Federal Holidays observed by the VAMC are: New Year's DayLabor DayMartin Luther King Day Columbus Day President's DayVeterans DayMemorial Day Thanksgiving Day Independence DayChristmas 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, management, equipment, tools, materials, repair service, tools, instruments, software and hardware 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 [24 hours per day]. If the problem cannot be corrected by phone, the FSE will commence work (via VPN on-site physical response)(if applicable) within [one (1) coverage hour] after receipt of notification and will proceed progressively to completion without undue delay. For example, if hours of coverage are [8:00 am to 6:00 pm], a [1] coverage hour response means, if a call is placed at [3:45] pm [Monday], [September 9th], the FSE must start on-site service before [4:45 pm Monday], [September 9th], except when outside hours of coverage is authorized by the COR. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within [24 coverage 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 6:00 pm], a [24] coverage 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. D.Repair Up-Time: From the time when the FSE commences the on-site unscheduled maintenance, the repair/service and/or express delivery of replacement parts must be completed within 24 hours (24 hours/day). E.The contractor shall provide to the contracting officer and his/her designee with written proof that all gauging and measuring equipment used to check and calibrate the equipment has been calibrated according to the specifications of all applicable standards. VI.SCHEDULED MAINTENANCE: Scheduled downtime is defined as the time the DORNIER LITHOTRIPTER is placed out of service for the purpose of accomplishing scheduled upgrades and/or preventive maintenance to be performed which would necessitate the shutdown of the DORNIER LITHOTRIPTER for a predetermined length of time, approved by the COR. All equipment shall be maintained in a satisfactory and safe operating condition in accordance with the requirements of these specifications, capable of providing their initial maximum capacity and performance at all times. A.The contractor shall perform Preventive Maintenance (PM) service to ensure that equipment listed in the schedule performs in accordance with Section C, III, and 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 PMs and a PM 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 Maintenances will be performed in the months of January, April, July and October. In no event shall more than THREE (3) months elapse between inspections. PM 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 which are likely to become faulty, fail or become worn. 6. Measuring and adjusting and calibrating as necessary for optimal 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 Electrical Safety Inspections (Electrical Leakage), which should include line cord ground wire resistance and leakage as specified in the Conformance Standards. 10. Returning the equipment to the operating condition defined in Section C, III, Conformance Standards. 11. Providing documentation of services performed. B.PM Services shall be performed in accordance with, and during the hours defined in, the Preventive Maintenance schedule established herein. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. C.All parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and its agreed upon price, unless specifically stated in writing otherwise. D.Upon completion of the preventive maintenance and electrical safety inspection, the FSE must tag the equipment with the appropriate labels used by this facility. The FSE must fill-in label sections for: date inspected, date next due, and initials of FSE. Labels will be provided to the FSE when reporting (signing-in) to Clinical (Biomed) Engineering. VII. SUPERVISION: A. General: The contractor shall arrange for all satisfactory supervision of the contract work. The contractor or his supervisors shall be available at all times to receive notices, reports, or requests from the Contracting Officer or the COR only. It is the policy of the VA that Government direction or supervision of the contractor's employees, directly, shall not be exercised. B. Contract Manager The contractor shall provide the name telephone number and address of the contract manager, in writing to the Contracting Officer prior to the contract starting date. The contract manager shall have the authority to accept notices of deductions, inspections reports and all other correspondence on behalf of the contractor. The contract manager must be physically located so that he/she is readily available to deal with the day-to day-operation of the contract. VIII. PARTS: A. The contractor shall maintain a stock and furnish and replace parts to meet the repair up-time requirements as stated in Section C, V, Unscheduled Maintenance, D, and Repair Up-time. If parts cannot be furnished by this time, the COR must be notified. The contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. This contract shall include all parts, including all new software upgrades and all components for the DORNIER LITHOTRIPTER. The contractor shall use OEM new parts only. 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 DORNIER LITHOTRIPTER, shall not be installed without approval by the COR. The VA reserves the right to inspect the contractor's facilities to confirm that the parts are locally available. B. The contractor may recommend and initiate replacement of parts at no additional expense to the Government and schedule to do so with the COR as stated in, Section C, VI, Scheduled Maintenance. C. Government property shall remain the property of the Government in all respects, including but not limited to hard drives; ePHI (electronic patient healthcare information), etc. Parts replaced become the property of the Government. The contractor shall take all reasonable precautions, as directed by the Government, or in the absence of such direction, in accordance with sound industrial practices, to safeguard and protect Government property. D. Government property shall be used only in direct operations of providing contract services, and shall not be used in any manner for any personal advantage, business gain, or other personal endeavor by the contractor or the contractor' s employees. E. Repair parts must be sent to the attention of the COR to the following address, at no additional expense to the Government: James J. Peters VA Medical Center Clinical (Biomedical) Engineering Room 6A05 130 West Kingsbridge Road Bronx, NY 10468 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 and test equipment, (such as; operational and service manuals, schematics, diagnostic software 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. X. MISCELLANEOUS SERVICES: A. Telephone Technical Support: Telephone Technical Support shall be available on a 24 hour by 7 days basis via toll free number. XI.DOCUMENTATION/REPORTS: The contractor shall maintain a log for each piece of equipment. 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), Equipment Downtime and Hours-On-Site for service call. E.VA 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: INV. ID#, Manufacturer's Name, Device, 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 and Travel, Parts (with part#s) and Materials and Circuit Location of problem/corrective action. I.Total Cost to be billed. J.Signatures: 1. FSE performing services described. 2. VA Employee who witnessed service described. K.Equipment downtime NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED! All records and logs shall be turned over to the COR at the completion of the work performed. XII.REPORTING REQUIREMENTS: A.Once the contractor arrives on site, they must be issued a temporary identification badge by the VA Police and Security. It must be worn at all times above the waist, in front, with the face of the card visible. Once issued a temporary identification badge, they are to report to the Biomedical Engineering Department to log in and sign the VA vendor sign-in sheet located on the outside door of the Biomedical Engineering Department. This check in is mandatory. The contractor will then be escorted by Biomedical Engineering personnel to the respective work site. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with Clinical (Biomed) Engineering and submit the ESR(s) to the COR. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature". If the COR is unavailable, a signed authorized copy of the ESR will be sent to COR by the contractor after the work can be reviewed (if requested or noted on the ESR). If ESRs are available electronically, a signed authorized copy of the ESR will be sent to COR and Biomedical Engineering designee via email to the addresses identified above. B.The contractor is totally responsible for providing Service and Preventive Maintenance reports. Failure to provide the COR with service reports will result in an automatic 5% deduction from the payment due for that Preventive Maintenance time period. Leaving service reports with a person in the vicinity of the equipment may be performed in addition to the previous stated requirement, but is not to be used as a substitute. C.Failure to provide the COR with all records, service reports and logs will result in an automatic 5% deduction from the payment due for contract time frame. XIII. RESPONSE TIME: A.Unscheduled Maintenance On-Site Physical Response Time The FSE must commence work as stated in Section C, V, Unscheduled Maintenance, C. If the on-site physical response time is not adhered to, there will be an automatic % deduction equal to every business hour after the on-site physical response. The reduction will be from the payment due for that quarter. B.Repair Up-time Requirements The Contractor shall furnish and replace parts to meet up-time requirements. The repair up-time requirements are 24 hours (24 hours/day) from the first on-site visit or notification via phone by the FSE in which parts were determined as needed. If these up-time requirements are not adhered to, then an automatic % reduction equal to every business hour after the up-time requirements will be deducted from the payment due for that quarter. If the Contractor is not on-site from the first service call within 24 hours (24 hours/day) and/or the up-time requirements are exceeded by 24 hours (24 hours/day), the COR may exercise the option to hire an alternative source to resolve the problem. The decision to exercise these alternatives will reside exclusively with the COR. All fees generated by the alternate Contractor(s) will be handled in accordance with the Default cause. C.Scheduled Maintenance Response Time If all Preventive Maintenance inspection(s) are not performed as indicated in Section C, VI, Scheduled Maintenance, during the scheduled months stated in the Scheduled Maintenance Section, Part A or otherwise determined by the COR, will result in an automatic 10% reduction from the payment due for that annual period. XIV. PAYMENT: A.Purchase Order Payment Procedures: Payments will be made as stated in Section B, Base Year, I, quarterly in arrears upon receipt of properly prepared 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 time frame. XV. 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. XVI. 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. XVII. QUALIFICATIONS: 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. XVIII. CONDITION OF EQUIPMENT: The contractor accepts responsibility for the equipment described in Section C, I, in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract. XIX. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A.Each respondent must have an established business, with an office and full time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup. 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 comparable to that identified in the Section B schedule. For field experience, the FSE(s) has a minimum of three years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment comparable to DORNIER LITHOTRIPTERs, identified in Section B schedule. 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. 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/or the COR 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/disapproval. Both new and replacement contract managers must meet these qualification standards. XX. TEST EQUIPMENT: A.Prior to commencement of work on this contract, the contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which is to be used by the contractor on VAMC's equipment. This certification shall be performed and provided on an annual basis. Test equipment calibration shall be traceable to a national standard. B.The contractor shall provide to the contracting officer and his/her designee with written proof that all gauging and measuring equipment used to check and calibrate the equipment has been calibrated according to the specifications of all applicable standards. C.The vendor/contractor will identify if removable media is required to perform their duties. Biomedical Engineering will ensure the contractor's removable media is scanned with anti-virus software running current virus definitions prior to connection to any medical device or facilities system. Any vendor/contractor with patient sensitive information that is imported into the removable media device for any reason must purge all patient sensitive information prior to departure from the facility. XXI. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The contractor's FSE's 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 VA Police Section. 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. XXII. INSURANCE A.Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes. B.General Liability. Contractors are required to have Bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. C.Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000. 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 and include the RFQ (RFI) number, title of the project (Automatic Swing Doors Operator), and company name in the email subject heading. All responses are to be received NO LATER THAN Monday, September 14, 2015, 9AM EST. Please refrain from telephone communication.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BroVANAP/VAMD/VA24315N1496/listing.html)
 

Document(s)

Attachment
 

File Name: VA243-15-N-1496 VA243-15-N-1496_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2307918&FileName=VA243-15-N-1496-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2307918&FileName=VA243-15-N-1496-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: The Department of Veteran Affairs;James J. Peter VA Medical Center;130 W. Kingsbridge Rd.;Bronx, NY 10468

Zip Code: 10468
 

Record

SN03880849-W 20150912/150911000800-764741d67eaccb0d18dc5a63bfaf6b3a (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

---

| FSG Index  |  This Issue's Index  |  Today's FBO Daily Index Page |