Q -- MAINTENANCE ON TOSHIBA X-RAY ROOMS

Notice Date

October 17, 2001

Contracting Office

Department of the Air Force, Pacific Air Forces, 3rd Contracting Squadron, 10480 22nd Street, Elmendorf AFB, AK, 99506-2500

ZIP Code

99506-2500

Solicitation Number

F65501-02-Q0003

Response Due

October 24, 2001

Point of Contact

Veronica LaBouve, Contract Administrator, Phone 907-552-5590, Fax 907-552-7496, Email veronica.labouve@elmendorf.af.mil -- Ri'Chard Crivens, Contract Administrator, Phone 907-552-5314, Fax 907-552-7496, Email richard.crivens@elmendorf.af.mil

Description

Elmendorf Air Force Base Maintenance on two Toshiba X-Ray Rooms-This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR Subpart 12.6. PLEASE READ THIS ENTIRE NOTICE CAREFULLY AS IT CONSTITUTES THE ONLY NOTICE THAT WILL BE ISSUED. . This is a sole source acquisition to Toshiba, Woodinville, WA, 98072. This is for the purchase of full maintenance for two X-Ray Rooms. This announcement constitutes the only solicitation: a quote is being requested and a written solicitation will not be issued. Solicitation number F65501-02-Q0003 is issued as a Request for Quotation (RFQ). The incorporated document provisions and clauses are those in effect through Federal Acquisition Circular 97-27. The Standard Industrial Classification (SIC) Code is 3812. The NAICS Code is 334517. PROJECT: SCOPE OF WORK. The contractor shall provide all personnel, equipment, tools, test equipment, transportation, parts, materials, supervision and other items and services necessary to perform preventive and corrective maintenance (on-site) four the Toshiba Medical Systems x-ray systems listed in attachment 1. These systems are located at the 3rd Medical Group, 5955 Zeamer Ave, Elmendorf AFB, Alaska. 1.2. CONTRACTOR PERSONEL: 1.2.1. Contract Manager. The contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of the person, and an alternate or alternates, who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer. 1.2.1.1. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. 1.2.1.2. The contract manager or alternate shall be available during normal duty hours within 24 hours to meet on the installation with government personnel (designated by the contracting officer) to discuss problem areas. 1.2.1.3. The contract manager and alternates must be able to read, write, speak, and understand English. 1.2.2. Contractor Employees. The contractor shall not employ persons for work on this contract if such employee is identified by the contractor as a potential threat to the health, safety, security, general well being or operational mission of the installation and its population. 1.2.3. Security Training. Reserved. 1.2.4. Employee Training. All maintenance service shall be performed by professionally trained technically qualified personnel. All contractor personnel performing services under this contract must have proof of factory training on these or like systems. If factory training occurred more than three years ago, proof must be presented to the individual has been actively engaged in repairing the system for 12 of the last 18 months. The contractor shall provide to the contracting officer a written list of technicians qualified to work on the equipment prior to contract award date. Contractor?s personnel credentials shall be approved by the contracting officer and the NCOIC of Biomedical Equipment Repair (BMER) prior to award of the contract. Personnel changes will be coordinated through the contracting officer for addition and deletion from the qualified technician list. 1.3. QUALITY CONTROL. The contactor shall maintain all systems in accordance with directives and manufacturer specifications. All preventive maintenance shall be completed at intervals as specified in the manufacturer service manuals. Upon completion of each annual calibration contractor will be required to complete Air Force Post Calibration Radiological Inspection (PCRI) documentation. 1.4. Quality Assurance. Biomedical Equipment Repair Technicians (BMETS) will inspect contractor?s work on a random basis to determine if the requirements of this contract are being met. BMETS will also accept customer complaints from the equipment users to determine the quality of the contractor?s work. 1.5. PHYSICAL SECURITY. The contractor shall be responsible for safeguarding all government property provided for contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured. 1.6. HOURS OF OPERATION: 1.6.1 Normal Hours of Operation. The contractor shall perform the services required under this contract between normal duty hours 07:30 AM to 4:30 PM, Alaska time, Monday through Friday excluding Federal Holidays. 1.6.1.1. Holidays. The contractor shall not be required to respond on-site during these federal holidays; New Years Day, Martin Luther King?s birthday, President?s birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran?s Day, Thanksgiving Day, and Christmas Day. 1.7. CONSERVATION OF UTILITIES. The contractor shall make sure employees practice utility conservation. 1.8. RECORDS/DOCUMENTATION. BMETS will report and maintain a sign-in log noting date called, date scheduled, date & time arrived, and date and time completed. This log will provide the government data to determine if uptimes and response times are being met and will be available for review by the contractor. 1.8.1. Upon arrival and prior to beginning work service technicians are to report to BMER (Room LC110) to sign the contractor log. Upon completion of each preventive maintenance inspection (PMI) or corrective maintenance call, the contractor shall provide the BMER section a legible service report. The government representative shall countersign the report. Failure to sign in or provide the service report may result in payment for service being delayed until the service report is received by the BMER section. Service reports shall include: 1.8.1.1. Type of service, PMI, scheduled or unscheduled service call. 1.8.1.2. System nomenclature, model, serial number, location, and room number. 1.8.1.3. Description of all services rendered during the visit. 1.8.1.4. Listing of all discrepancies still existing with any item covered under this contract. 1.8.1.5. If replacement parts are used, a complete list of parts used by part number. The completed service report shall be turned into BMER work section prior to the contractor?s representative departing the hospital. 1.8.1.6. Contractor shall provide a certification in writing on a semi-annual basis, at a minimum, that the system performs to or better than the manufacturer?s specifications. 1.8.1.7. If service is completed after duty hours, or parts costs is not immediately available, service reports shall be placed in the card holder entrance at the BMER office. 1.8.1.8. After completing systems calibrations, the contractor shall complete a DD Form 2163, Medical Equipment Verification/Certification, affixed to each major system. 1.8.1.9. The contractor shall complete both a Post Calibration Radiation Inspection Record and X-ray Verification Certification Worksheet. Forms are available at the BMER (LC110) office. SECTION C-2 DEFINITIONS (RESERVED) SECTION C-3 GOVERNMENT-FURNISHED PROPERTY AND SERVICES (RESERVED) 3. GENERAL INFORMATION. The government will provide the equipment listed in attachment 1. SECTION C-4 CONTRACTOR-FURNISHED ITEMS AND SERVICES 4.1. GENERAL INFORMATION. Contractor shall furnish all items needed to perform this contract according to all its terms. 4.1.1. SCOPE. The contractor shall provide a hardware and software, corrective and preventive maintenance program to include a complete set of special services tools, test equipment, fixtures, spare parts, verification procedures and schedules to provide an operational check of the system concurrent with normal operation and with no degradation in system performance, software problem analysis, associated reprogramming and correct software documentation.=20 4.1.2. EQUIPMENT UPDATES. The contractor shall furnish and install all software updates and equipment modifications normally provided by the manufacturer, and installed at next PMI after they are made available by the manufacturer. 4.1.3. REPLACEMENT PARTS. The contractor shall have available any special tools, supplies, parts, transducers, and test equipment which are required for the servicing of the imaging systems. The contractor shall use only original or factory refurbished replacement parts and be quality assurance tested by the manufacturer. If required replacement parts are not immediately available to the contractor while performing Preventive Maintenance Inspections (PMIs) or service repair call, the contractor shall notify MERC personnel in room LC110, of the deficiency. The contractor?s service personnel shall carry or have available in the local area the manufacturer?s ?recommended stock? for each system covered by this contract. Replacement parts shall be returned to the manufacturer, by the contractor. Maintenance actions shall not be delayed by more than 24 hours due to delivery of a repair part or item. 4.1.4. SPECIAL TOOLS/TEST EQUIPMENT REQUIREMENTS. All tools, test equipment, and supplies used for preventive and corrective maintenance are included in this contract. No charge will be made for them during the period of this contract. 4.1.5. TECHNICAL DATA. The contractor shall have and maintain a complete file of technical documentation on each system listed in the contract to include schematics, wiring diagrams, service manuals, troubleshooting guides, and service update memos. 4.1.6. SPECIAL WORKING CONDITIONS. All equipment, parts, materials, and services supplied by the contractor shall conform to the applicable safety standards as indicated in the current code of Federal Regulations, Occupational Safety Heath Act (OSHA). 4.1.7. ACCESS TO SOFTWARE. The contractor shall have full access to all original software and all software necessary for troubleshooting, calibrating, and revising original software. =20 SECTION C-5 SPECIFIC TASKS 5. GENERAL INFORMATION. The contractor shall furnish maintenance support to include, as a minimum, corrective and preventive maintenance for the systems listed in attachment 1, ensure at least a 95% uptime. The contractor?s maintenance service support shall provide all parts (except glassware), service, labor, travel time and expense to perform both preventive and corrective maintenance on all systems listed in attachment 1. 5.1. POINT OF CONTACT.. The contractor shall provide a single point of contract for any maintenance that is required. This information should include name, title, address, and telephone number (Toll free to the government) of the contractor?s personnel. 5.2. MAINTENACE ACTIONS. Once a maintenance action is started, it shall be continuous until the task is completed. Compliance shall be manifested by the continuous presence of the engineers on the job site, but not to include the waiting for arrival of parts. This requirement applies to normal hours. Contractor employees desiring to work after normal hours, do so at the contractor?s expense. 5.2.1. PREVENTIVE MAINTENANCE INSPECTIONS (PMIs). PMIs are the care and servicing of the equipment in a serviceable condition in accordance with manufacturer?s scheduled and specifications listed in their technical literature. This inspection includes, but is not limited to, checks for proper operation, detection and correction of incident failures either before they occur or before they develop into major defects; and includes actions pertaining to periodic technical inspections, lubrications, adjustments, calibrations, interior cleaning, and replacement of worn or deteriorated parts. The contractor shall incorporate all the manufacturer?s published PMIs and be in sufficient detail as to meet industry standards set forth by Joint Commission for Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Association (NFPA) 99, and OSHA. The contractor shall comply with the manufacturers specified frequency, duration, and PMI procedures required for each imaging system. PMI?s shall be performed between hours of 7:30 AM and 4:30 PM Alaska time. All preventive maintenance visits will be coordinated with BMER personnel in room LC110, phone number (907)580-6370, prior to any action being taken. 5.2.2. Consulting with equipment operators regarding equipment performance. 5.2.2.1. Visually inspecting exterior of all systems for damage and cleanliness, and reporting discrepancies to BMER personnel. 5.2.2.2. Performing operational checks on all systems and correcting any deficiencies noted. 5.2.2.3. Replacing excessively worn or defective parts. 5.2.2.4. Cleaning and lubricating mechanical parts in accordance with manufacturer?s service manual. 5.2.2.5. Making mechanical adjustments to ensure proper operation. 5.2.2.6. Verifying the system?s interior and external calibrations are within manufacturer?s specifications. 5.2.2.7. Performing an electrical check of the equipment and all accessories included in this contract, and making electrical adjustments as required to ensure compliance with manufacturer?s specifications. 5.2.2.8. Performing electrical safety inspection after each PMI or repair of the electrical system in accordance with NFPA 99 -- Standard for Health Care Facilities. 5.2.3. CORRECTIVE MAINTENANCE. The contractor shall provide on-site repair support to correct all malfunctions that occur. All tools, test equipment, parts, and supplies necessary to return the equipment to original operating specifications will be the responsibility of the contractor. The contractor shall respond on-site within (4) four business day hours of the initial call for services. =20 5.2.4. SCHEDULED MAINTENANCE. As a minimum, the contractor shall perform PMIs and system calibration according to the following schedule. PMI 6 Months October / April Calibration 12 Months October 5.2.5. CLAIMS OF GOVERNMENT MISUSE OR ABUSE. The Contractor shall not be responsible for expenses incurred for corrective maintenance of repairs that are directly related to operator misuse or damage. If the contractor claims any service calls are the result of government abuse or misuse, the damage must immediately be shown to, and verified by BMER personnel before repairs are made. Disagreements of responsibility will be resolved by the Contracting Office.=20 Attachment 1 This contact parts and labor coverage for every component except glassware (Over and Under Table Tubes) and the image intensifier tube. =20 Model Serial # Description Index #: 45080G14 120659 Flouroex DUA-450 System=09 LUA-10A B8587012 REMOTE FLOURO CONTROL 15405 KXO-80G B8582790 GENERATOR CABINET 15406 EPS 30 NONE DIGITAL INTERFACE CABINET 15407 SA450U A8582452 SPOT FILM DEVICE 15408 DUA-450A E8582356 X-RAY TABLE 15411 TF-10M-3 A8588026 COLLIMATOR UNDER TABLE 15413 BLR-15AA/U C8572569 COLLIMATOR OVER TABLE 15415 TVM-210MB B8582893 MONITOR 15416 Attachment 2 This contact includes parts and labor coverage for every component in this system except glassware (Over and Under Table Tubes) and the image intensifier tube. Model Serial # Description Index #: 45080G14 120659 Flouroex DUA-450 System=09 LUA-10A B8587011 REMOTE FLOURO CONTROL 15417 KXO-80G B8582773 GENERATOR CABINET 15418 EPS 30 NONE DIGITAL INTERFACE CABINET 15419 SA450U A8582447 SPOT FILM DEVICE 15420 DUA-450A E8582352 X-RAY TABLE 15423 TF-10M-3 A8588020 COLLIMATOR UNDER TABLE 15425 BLR-15AA/U C8572571 COLLIMATOR OVER TABLE 15427 TVM-210MB B8582861 MONITOR 15428 Delivery terms shall be FOB Destination, Elmendorf AFB, Alaska 99506. The following provisions and clauses are incorporated and shall remain in full force in any resultant purchase order; FAR Part 52.212-1 Instructions to Offerors-Commercial Items, is incorporated by reference. The provision at 52.212-2 Evaluation of Commercial Items, applies to this solicitation. The Government reserves the right to make award on the initial quote received without discussions. Each offeror shall include a completed copy of the provision at FAR 52.212-3 Offeror Representations and Certifications-Commercial Items with its quote. FAR Part 52.212-4 Contract Terms and Conditions-Commercial Items, is incorporated by reference and applies to this acquisition. Note the following addenda to FAR 52.212-4: Incorporate DFARS 252.204-7004 Required Central Contractor Registration. Incorporate the clause by reference at 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items. However, for paragraph (b) only the following clauses apply: 52.222-21 Prohibition of Segregated Facilities, 52.222-26 Equal Opportunity, 52.222-35 Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era, 52.222-36 Affirmative Action for Handicapped Workers with Disabilities, 52.222-37 Employment Reports on Disabled Veterans and Veterans of the Vietnam Era, and 52.232-33 Payment by Electronic Funds Transfer-Central Contractor Registration. FAR 52.222-48 Exemption from Application of Service Contract Act Provisions for Contracts for Maintenance, Callibration, and /or Repair of Certain Information Technology, Scientific and Medical and/or Office and Business Equipment -- Contractor Certification. FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Order?Commercial Items (XXX 2001) (DEVIATION). DFARS 252.222-7000 Restrictions on Employment of Personnel (Mar 2000)(IAW DFARS 222.7003). This is a DO rated order with priority identification symbol of S10. A Firm-Fixed Price purchase order will be issued under the Simplified Acquisitions Procedures. Submit signed and dated offer to 3CONS/LGCB at or before 24 October 2001 3:30 PM Alaska Standard Time. Quotation shall be signed, dated and submitted on your company?s letterhead or quotation forms. Quotations may be submitted via fax. All questions concerning this amendment must be submitted in writing and faxed to A1C Veronica LaBouve at (907) 552-7496. No telephonic responses will be processed.

Web Link

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Record

Loren Data Corp. 20011019/QSOL001.HTM (D-290 SN510945)