SOLICITATION NOTICE
J -- Preventative Maintenance and Repair of Reverse Osmosis System
- Notice Date
- 9/14/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- Department of Veterans Affair;VA Ann Arbor Healthcare System;Contracting Office (506/54C);2215 Fuller Road;Ann Arbor MI 48105
- ZIP Code
- 48105
- Solicitation Number
- VA-251-09-RQ-0101
- Response Due
- 9/28/2009
- Archive Date
- 11/27/2009
- Point of Contact
- Kristina L GandyContract Specialist734-845-3444
- E-Mail Address
-
Contracting Officer email address
(kristina.gandy@va.gov)
- Small Business Set-Aside
- Total Small Business
- 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; quotes are being requested and a written solicitation will not be issued. This solicitation RFQ-VA-251-09-RQ-0101 is issued as a request for quote (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-12. No telephone requests will be accepted. Only written requests received directly from the requester are acceptable. If requesting by FAX, you may send your request to 734-845-3268, ATTN: Kristina L. Gandy. The North American Industry Classification System (NAICS) number is 811219 and the business size standard is $7 million. REQUESTERS MUST STATE THEIR BUSINESS SIZE ON EACH REQUEST. The proposed contract listed here is Set-aside 100% for Small Business. Line Item 1 - The Contractor shall provide all parts, materials, labor, supervision, test equipment, technical manuals and transportation necessary to perform preventive maintenance and unlimited emergency repairs on the Government owned Nanopure Reverse Osmosis Laboratory water filter system, model D6311, S/N 1244999 & model D44751, S/N 74795 located at the, Toledo Outpatient Clinic, 3333 Glendale Ave., Toledo, Ohio 48136, for the period of October 1, 2009 through September 30, 2010 with four (4) additional one (1) year options, in strict accordance with all schedules, specifications, terms, conditions and provisions of this contract. Provide semi-annual Preventative Maintenance inspections and emergency repairs in accordance with contract specifications Base Year $ ________________ - Option Year #1 $ _______________ Option Year #2 $________________ - Option Year #3 $ _________________, Option Year #4 _______________ AGGREGATE TOTAL PRICE $__________________. I. SCOPE OF WORK:The Contractor shall provide all parts, materials, labor, supervision, test equipment, technical manuals and transportation necessary to perform preventive maintenance and unlimited emergency repairs on the Government owned Nanopure Reverse Osmosis Laboratory water filter system, model D6311, S/N 1244999 & model D44751, S/N 74795 located at the, Toledo Outpatient Clinic, for the period of October 1, 2009 through September 30, 2010 in strict accordance with all schedules, specifications, terms, conditions and provisions of this contract.II. CONFORMANCE STANDARDS:All services provided under this contract must be performed in conformance with the National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), and Original Equipment Manufacturer standards and specifications.III. HOURS OF WORK:A. Hours of Work for preventive maintenance and emergency repairs, are defined as Monday through Friday from 8 a.m. to 5 p.m., excluding federal holidays, or as otherwise arranged with the Contracting Officer Technical Representative. B. The ten holidays observed by the Federal Government are New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday. C. Work performed outside of normal working hours of coverage at the request of the Contracting Officer or Contracting Officer's Technical Representative shall be billed separately.IV. PREVENTIVE MAINTENANCE: A. The Contractor shall perform semi-annual (typically March & Sept.) preventive maintenance procedures during the contract year as arranged with the Contracting Officer Technical Representative. Preventive maintenance procedures shall be in accordance with the published preventive maintenance manuals for the equipment listed in the schedule. The Contractor shall utilize the Original Equipment Manufacturer's established procedures and checklists, (or Contractor-supplied equivalent satisfactory to the Contracting Officer Technical Representative). A Field Service Report shall be supplied to the Contracting Officer Technical Representative at the completion of each preventive maintenance procedure. Preventive maintenance procedures shall include, but is not limited to, the following:1. Cleaning of equipment (not housekeeping). 2. Completing Original Equipment Manufacturer field service updates for operational and reliability engineering change notices. 3. Calibrating and lubricating the equipment. 4. Performing remedial maintenance of non-emergent nature. 5. Testing and replacing faulty and worn parts. 6. Inspecting/replacing electrical wiring and cables for wear and fraying. 7. Inspecting all mechanical components including, but not limited to; cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, and motors for mechanical integrity, safety, and performance to Original Equipment Manufacturer specifications.8. Returning the equipment to operating condition defined in Original Equipment Manufacturer specifications.9. Replacing any Original Equipment Manufacturer labels, decals, or warning tags that are not legible. 10. Providing documentation of services performed. B. The Contractor shall notify the Contracting Officer of the existence or development of any defects in, or repairs to the equipment covered under this contract which the Contractor considers he/she is not responsible for under the terms of the contract (such as operator misuse). C. All exceptions to the Preventive Maintenance Inspection schedule shall be arranged and approved in advance with the Contracting Officer. V. EMERGENCY REPAIR SERVICE: A. Service shall consist of maintaining the equipment in accordance with the Conformance Standards Section (Section II). Repair service shall consist of replacing parts, calibration, cleaning, oiling, adjusting and maintaining the equipment except those services necessitated by accident, fire or abuse. B. The Contracting Officer and Contracting Officer Technical Representative have the authority to approve/request a service call from the Contractor. C. Response Time: The Contractor's Field Service Engineer must respond with a phone call to the Contracting Officer Technical Representative within two (2) hour after receipt of notification in an effort to correct the problem by phone. If the problem can not be corrected by phone, the Field Service Engineer shall commence work (on-site physical response) within twenty four (24) hours after receipt of notification and shall proceed progressively to completion without undue delay. VI. PARTS: The Contractor shall furnish all parts as necessary to maintain the equipment, covered by this contract, in accordance with the Conformance Standards Section (Section II). The Contractor stipulates that he/she has ready access to new standard parts (manufactured, supplied by the manufacturer, or equal thereto). All parts supplied shall be of current manufacture and have full compatibility with existing equipment. Documentation of intended parts source(s) shall be provided to the Contracting Officer upon request. VII. DOCUMENTATION/REPORTS: The Contractor shall submit a legible field service report, which shall include detailed descriptions of the preventive maintenance inspection or emergency repair services performed, including replaced parts and estimated prices required for the service call. NOTE: Any additional charges to be claimed must have been approved by the Contracting Officer Technical Representative before service was performed. VIII. REPORTING REQUIREMENTS: The Contractor shall be required to report to the TOPC Laboratory Supervisor to log in during normal working hours. This check in is mandatory. When the service is completed, the Contractor shall document services rendered on a legible field service report. The Contractor shall log out with the TOPC Laboratory Supervisor and submit the field service report to the Contracting Officer Technical Representative for a signature, during normal working hours, or leave the service ticket with the repaired device after hours. IX. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. The Contractor's staff shall include a "fully qualified" Field Service Representative assigned to this area and a "fully qualified" Field Service Representative who shall serve as the backup. B. "Fully qualified" is based upon training and on experience in the field. For training, the Field Service Representatives must have successfully completed a formalized training program for the equipment covered under this contract. For field experience, the Field Service Engineers must have a minimum of one (1) year of experience providing preventive maintenance and emergency repair services on the same make and model of equipment covered under this contract. C. The contractor shall provide written assurance of the competency of their personnel by detailing a list of Field Service Representatives along with applicable training and years of service experience on the specific devices covered in this agreement. This information shall be included in the quoted proposal for providing service. X. TEST EQUIPMENT: Upon request of the Contracting Officer's Technical Representative or the Contracting Officer, the Contractor shall provide copy of the current Calibration Certification of all test equipment which is to be used by the Contractor to perform service under this contract. Calibration of equipment shall be traceable and in conformance with test equipment Original Equipment Manufacturer standards. XI. SAFETY REQUIREMENTS: In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work, and hold the Contractor in default. FOB destination. Offerors must comply with all instructions contained in provision 52.212-1, Instructions to Offerors-Commercial, applies to this acquisition. The following additional provisions and clauses apply: 52.212-2, Evaluation-Commercial Item, the Government will award a contract resulting from this solicitation to the responsible offerors whose offer conforming to the solicitation will be most advantageous to the government, price and other factors considered. Technically acceptable will be evaluated based on the function and operation of the item. To be technically acceptable the item shall meet the Government's specifications. Technical & Past Performance will be evaluated slightly higher than price. Price will be evaluated to determine its fairness, completeness, and reasonableness as it relates to the offer. 52.212-3, Offeror Representations and Certifications-Commercial Items, a completed copy of this provision shall be submitted with the offer unless ORCA registered which must be noted in quotation. 52.212-4, Contract Terms and Conditions-Commercial Items. 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, to include clauses: 5,14,15,16,17,18,19, 20, 23, 24, 31, and 32. The following additional clauses apply: CCR Clause: Attention: You must be registered in CCR to be considered for award. FAR 52.204-7, Central Contractor Registration (Oct 2003) (B)(2) the offeror shall provide its DUNS or, if applicable, it's DUNS+4 number with its offer, which will be used by the contracting officer to verify that the offeror is registered in the CCR database. (C) Lack of registration in the CCR database will make an offeror ineligible for award. Offerors and contractors may obtain information on registration and annual confirmation requirements by calling 1-888-227-2423 or 269-961-5757, or via the Internet at http://www.ccr.gov. Electronic Funds: FAR 52.252-2. Offers are to be received at the VA Ann Arbor Healthcare System, 2215 Fuller Road (54C), Ann Arbor, MI 48105, ATTN: Kristina L. Gandy if mailed by US mail; If usinged Fed-x/UPS then offers are to be received at VISN 11 Contract Service Center, 24 Frank Lloyd Wright Drive, Lobby M, Suite M2200, Ann Arbor, MI 48105, no later than 3:00 P.M. eastern daylight time on 28 SEPT 2009. Contact Kristina L. Gandy, Contract Specialsist, via e-mail at kristina.gandy@va.gov or FAX 734-845-3268.
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