Veteran's Affairs Medical Center, Contracting Officer (90C), Acquisition & Material Management Service, One Veterans Plaza, San Juan, PR 00927-5800

J -- PM CHEMISTRY ANALYZER AT MAYAGUEZ OUTPATIENT CLINIC (MOPC), MAYAGUEZ, PR SOL RFP672-200-99 DUE 092598 POC (POC) Rey F. Clemente (787) 766-5389 Fax (787) 766-6543 This is a combined synopsis/solicitation for Commercial Items prepared in accordance with the format Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The Request for Proposal (RFP) number is RFP672-200-99. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-05. This procurement is for Full and Open competition. The standard industrial classification code is 7629. The Department of Veterans Affairs, VA Medical Center (VAMC) San Juan, Puerto Rico is procuring a Service Contract to place into operation continuing systematic service for full Preventive Maintenance (PM), cleaning, calibration, adjustment of components, and emergency repair for equipment described below according to manufacturer's maintenance service manual instruction and procedures at the Mayaguez Outpatient Clinic (MOPC) The contract will be for a base year and four (4) option year periods. 1001. BASE YEAR (10/01/98 to 09/30/99) CLINICAL CHEMISTRY ANALYZER; MODEL DIMENSION AR; Qty: 1 EA; SN. 940614 located at MOPC. Preventive maintenance _____Qty per year _____ Unit, at the unit cost $_______ and annual cost $________. Note: Offeror shall submit pricing for BASE YEAR (10/01/98 to 09/30/99) L/I# 1001 and option years for each line item on a separate sheet as follow: OPTION YEAR I: (10/01/99 to 09/30/00) L/I # 2001. OPTION YEAR II: (10/01/00 to 09/30/01) L/I # 3001. OPITON YEAR III: (10/01/01 to 09/30/02) L/I # 4001. OPTION YEAR IV: (10/01/02 to 09/30/03) L/I # 5001. Evaluation of options shall not obligate the Government to exercise the option(s). HOURS COVERAGE: MOPC: Service repairs and all PM's shall be performed during normal working hours from Monday through Friday from 8:00 am 5:00 with the exception of Federal Holidays. All PM's shall be schedule with the COTR or his/her designee. MOPC: The COTR will approve any exception to the service repairs and/or PM schedule if required without additional cost to the Government. RESPONSE TIME: All service calls are unlimited for all priority maintenance repair service and emergency repair service. Contractor shall provide a 24 hours emergency telephone number. MOPC: Contractor upon notification of equipment malfunction by the COTR or designee shall respond to service call within two (2) hours after notification. Contractor Service Technician shall be report physically on site MOPC to perform required work within two (2) hours from the time of initial notification if the problem can not be corrected by phone. PREVENTIVE MAINTENANCE: Contractor shall complete the scheduled PM within (2) two working days after the schedule date and approved by the government. PM shall include, but need not be limited to, the following: cleaning of equipment, reviewing operating system to ensure that the system is operating to the manufacturer's specifications, calibrating and lubricating the equipment, performing remedial maintenance of non-emergent nature, testing and replacing faulty and worn parts. REPAIR SERVICE: The contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting and replacing parts without additional cost of the Government. The Contractor shall complete the work within the scope of the service call within (2) two working days after receipt of the service call. EMERGENCY REPAIR SERVICE: Contractor shall complete the work within the scope of the service call within one (1) working day after receipt of the service call. SERVICE REPORTS: Contractor shall submit to the COTR a service report indicating procedures utilized on each PM and repair service. If the PM and/or repair service are not completed for any reason (needs parts, parts still pending to received, etc.) the Service Technician shall be documented this in details on the service report and shall specify when he/her will return to completed the work. The service report will include detailed descriptions of the scheduled and unscheduled maintenance procedure performed, including replaced parts and required parts. In addition, Service Report shall include two (2) copies: One copy shall be provided to the service equipment user in accordance with the JCAHO requirement and the 2nd copy shall be provided to the COTR or designee. The service report shall include the following data: Contractor's name, Service Technician's name, including his/her signature, COTR's signature certifying the service performed, service report number, service date, starting time, ending time, Contract number, Problem description reported by COTR or his/her designee, identification of equipment to be serviced, itemized description of service perform. PARTS: No part shall be utilized for any purpose other than for which it has been designed and manufactured. Parts shall be completely compatible with the existing equipment in the schedule. The contractor shall perform the work to meet uptime requirements. Used parts shall not be utilized. OFFEROR SHALL SUBMIT A DETAILED INVENTORY LISTING OF THE MOST PERIODICALLY REQUIRED PARTS FOR THE EQUIPMENT LISTED AND SHALL PROVIDE A PART LISTING OF THOSE PARTS THAT ARE EXCLUDED ON THIS TYPE OF CONTRACT. Any part or material damaged due to maintenance deficiency shall be repaired or replaced at no additional cost to the government. Contractor shall provide and bear the cost of labor for maintaining the specified equipment in good operating condition when such is required because of normal wear and tear. SERVICE MANUALS: The VAMC will not provide service manuals to the contractor. The contractor shall obtain, have on file and make available to its Service Technician'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 contact. REPORTING REQUIREMENTS: The contractor shall be required to report to COTR or designee during the normal working hours (8:00am to 5:00pm) for check in/check out. This check in is mandatory. (COTR name, location and telephone number will provide after contract award). WORK CONTROL: All maintenance and repair shall be fully warranted against defects due to material (thirty [30] calendar days) and or workmanship (sixty [60] calendar days). The Contractor shall ensure that all maintenance and repair is given the priority and manpower to accomplish all assigned work within the allowed time frame. INVOICE: The Contractor shall submit an original invoice to the address designated in the contract to receive invoices: VA Medical Center, One Veterans Plaza, Fiscal Service (04B), San Juan, PR 00927. Invoice must include: invoice date, invoice number, company name, address, telephone no., contract no., purchase order no., description, unit cost, total amount, etc. CHARGES: There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional Service Technician and/or delivery of parts. When the equipment covered by this contract is discontinued, the VA will terminate that portion of the contract upon (30) thirty days written notice to the contract. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: Contractor shall report services beyond the contract scope in writing to the CO and COTR not later than 24 hours. Contractor shall provide to the CO a written estimated cost for approval to make necessary repairs. CONDITION OF EQUIPMENT: The contractor accepts responsibility for the equipment in "as is" condition. Failure to inspect the equipment prior will not relieve the contractor from performance of the requirements. TEST EQUIPMENT: Prior to commencement of work on the equipment the contractor shall provided to the COTR a copy of the current calibration certification of all test equipment, which is to be used by the contractor on MOPC equipment. This certification shall also be provided on a periodic basis when requested by the CO. GENERAL INSTRUCTIONS FOR PROPOSAL SUBMISSION: The proposal should be concise and provide sufficient information to demonstrate the offerors capacity to satisfactorily perform the tasks outlined in this RFP. I. EVALUATION CRITERIA: Proposals submitted in response to this solicitation and that meet the solicitation requirements shall be evaluated in accordance with the following factors. A. TECHNICAL CAPABILITY TO MEET THE GOVERNMENT REQUIREMENTS (WORTH 34/100). Ability of the firm to meet the contract response time and ability of the firm to respond to an emergency situation: Where will the primary and backup service representative(s) be located in the event of emergency situation? (2) Experience: Number of years performing maintenance and repairs for the equipment listed. (3) Offeror capability to support his/her service personnel. (4) Ability to furnish replacement parts for the equipment listed, to meet contract time and quality requirements. B. PAST PERFORMANCE (WORTH 33/100): Training and experience of primary and backup service. The service personnelshall understand and response to each problem when it arise. Overall maintenance objective: (1) Describe maintenance objective (i.e., will Service Technician regularly contact users, keep site trouble log, etc). (2) Quality Assurance Plan: Assess the firm's plan of Quality Assurance, how will the Image quality measurements of the Scheduled Maintenance section be performed; how long will these measurements take; what potential use will the offeror make of these measurements, how will the offeror document the state of the image quality and the scanners overall performance. (3) PM Plan: Assess the firm's plan of organized preventive maintenance: PM frequency, components testing, length of the time each PM procedure will take, comprehensiveness of PM episodes, overall schedule of PM activities. C. PRICE (WORTH 33/100): Lowest evaluated price on combined total of base year and option years received maximum punctuation. A maximum of 5 points, lowest punctuation is 1 point. EVALUATION FACTORS: I. TECHNICAL CAPABILITY TO MEET THE GOVERNMENT REQUIREMENTS: (a) Offeror shall provide the name(s) of the primary and backup Service Technician. Offerors shall submit: (1) Evidence of technical school certificates (2) Evidence of completion of college based course (3) documentation of length of experience working on the equipment. (4) Offeror shall provide copies of certification qualifying as factory trained each employee, including approved training by the original equipment Manufacturer or similar equipment manufacturers. (b) Final selection will be determined by the offeror that submits the best technical proposal. II. PAST PERFORMANCE: (a) Offeror shall submit: (1) Evidence of the organization's qualifications, experience and achievements, past and present. (2) Year(s) in business. (3) Contract References including: name(s) of customer(s), type of contract, cost of contract and brief description of the work performed. (4) Offeror shall submit the capability of subcontracting. (5) Offeror shall submit the geographic location of the office, telephone number and facsimile number. (b) Offeror shall demonstrate that their service personnel meet all the qualification requirements. (c) Offeror shall describe the plan for providing technical assistance to their technician service personnel. (d) Offeror shall demonstrate evidence of their ability to respond to emergency situations. (e) Offeror shall understand and response to each problem when it arise. (f) Offeror shall state the overall objective they hope to achieve with maintenance of the equipment: reliability, their plan for allocation of staff and material resources to successfully undertake the contract. (g) Offeror shall briefly describe how they plan on fulfilling the requirements of this solicitation concerning the image quality and measurement of operational parameters. Offerors shall describe the procedures to perform any test on the listed equipment: how long this test will be take? What type of equipment or specialized devices the service personnel will be using to performany test? Etc (h) Offeror shall describe the PM program such as component testing and length of time each PM procedure will take. (i) Offeror shall provide a plan, which will provide the PM strategy to carry out this service and provide a schedule of the actives necessary to complete all the PM services. (j) Offeror shall detail the PM documentation requirements of this solicitation. III. PRICE: (a) All evaluation factors are approximately equal to cost or price in accordance with FAR 15.304. (b) The price will be evaluated on combined total of base year and option years quote. AWARD BASED ON INTIAL OFFERS: The government reserves the right to make the award for the services listed herein. Award may be without any written or oral discussions with any offeror's. COMPETENCY REQUIREMENTS: The contractor shall comply with Joint Commission Accreditation of Health Care Organizations (JCAHO) requirements. in compliance with JCAHO requirements the contractor shall provide written confirmation that their employees are competent to perform the task assigned on this contract. This written certification shall specify in which areas each contract employees are competent. This is an example of a written certification for contract employees such as: This is to certify that Mr./Mrs./Ms._________________________________ meets all the qualification requirements for the position of ____________________________, is properly trained, credentials if applicable, and competent to perform the tasks as described in the statement of work. Contractor signature and date is required in this document. CLAUSES: 52.212-4, Contract Terms and Conditions Commercial Items is applicable to this acquisition (APR 1998). In addition Clause 52.217-5, Evaluation of Options (JUL 1990), 52.217-8, Option to Extend Services (AUG 1989), 52.217-9, Option to Extend the Term of the Contract (MAR 1989), 52.228-5, Insurance Work on a Government Installation, applies to this acquisition (JAN 1997), 52.232-18 Availability of Funds (APR 1984), 52.232-33 Mandatory Information for Electronic Funds Transfer Payment (AUG 1996), Bankruptcy (JUL 1995), 52.246-20, Warranty of Services (APR 1984). Offeror shall submit a completed copy of provision 52.212-3, Offeror Representations, and Certifications Commercial Items, with its proposal (JAN 1997) and clause 52.222-48, Exemption from Application of Service Contract Act Provisions for Contracts for Maintenance, Calibration, and/or Repair of Certain Information Technology, Scientific and Medical and/or Office and Business Equipment-Contractor Certification (AUG 1996). Clause 52.212-5, Contract Terms and Conditions, Required to Implement Statutes or Executive Orders Commercial Items, that applies to this acquisition (OCT 1998). The Contracting Officer will provide Clause 52.212-5 to all offerors A Firm Fixed Price Contract will be awarded. Proposals shall be requested in writing and submitted it to the address herein not later than 3:30 p.m. local time on (Friday, September 25, 1998) and directed to attention of Rey F. Clemente (90C) Tel. (787) 766-5389 (787) 758-7575 ext. 3263 FAX (787) 766-6543. The Government will not be held responsible for quality of fax transmittals. The solicitation number RFP672-200-99 shall be listed on the outside of your response for identification. synopsis e.g., "See Note(s) 3 and 23". Posted 09/19/98 (W-SN251980). (0262)

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