Loren Data's SAM Daily™

FBO DAILY ISSUE OF JANUARY 01, 2010 FBO #2960
SOLICITATION NOTICE

J -- Infiniti Vision System Maintenance

Notice Date

12/30/2009
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Louis A Johnson, VAMC;Contracting Office (90C);1 Med Center DR;Clarksburg WV 26301-4199
 

ZIP Code

26301-4199
 

Solicitation Number

VA-244-10-RQ-0088
 

Response Due

1/25/2010
 

Archive Date

2/24/2010
 

Point of Contact

Timothy Russell
 

E-Mail Address

Contracting Officer
(timothy.russell@va.gov)
 

Small Business Set-Aside

N/A
 

Description

This is a combined synopsis/solicitation for a Preventative Maintenance and Repair Service Contract for a period from Date of Award through September 30, 2010 and four option years, prepared in accordance with the format in Federal Acquisition Regulation (FAR) 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 through FedBizOpps. The Louis A. Johnson VA Medical Center intends to award a firm fixed price commercial services contract in response to the Request for Quote (RFQ) VA-244-10-RQ-0088. Copies of the complete RFQ are available upon request. The solicitation documents and incorporated provision and clauses are those in effect through Federal Acquisition Circular 2005-30. It is the contractor's responsibility to be familiar with the applicable clauses and provisions. The clause may be accessed in full text at this address www.acqnet.gov/far. The NAICS code is 811219. Proposed price should not expire before September 30, 2010. Award of this contract is expected to be made sometime after the close of this RFQ and before September 30, 2010. All Preventative Maintenance Service must be delivered before September 30, 2010. SUPPLIES OR SERVICES AND PRICES Request for proposal (RPF) for inspection and maintenance services in accordance with DESCRIPTIONS/SPECIFICATIONS/WORK STATEMENT for the equipment listed below located at the Louis A. Johnson VAMC, Clarksburg, West Virginia. The VA Medical Center, Clarksburg, WV BASE YEAR: From Date of Award through September 30, 2010 EquipmentQuantityUnitUnit Cost Two (2) Alcon Laboratories Infiniti Vision systems model OZIL, serial numbers 080223901X and 0802238501X 12 Month $________________ All above services total$________________ OPTION YEAR 1: Period of October 1, 2010 through September 30, 2011 EquipmentQuantityUnitUnit Cost Two (2) Alcon Laboratories Infiniti Vision systems model OZIL, serial numbers 080223901X and 0802238501X 12 Month $________________ All above services total$________________ OPTION YEAR 2: Period of October 1, 2011 through September 30, 2012 EquipmentQuantityUnitUnit Cost Two (2) Alcon Laboratories Infiniti Vision systems model OZIL, serial numbers 080223901X and 0802238501X 12 Month $________________ All above services total$________________ OPTION YEAR 3: Period of October 1, 2012 through September 30, 2013 EquipmentQuantityUnitUnit Cost Two (2) Alcon Laboratories Infiniti Vision systems model OZIL, serial numbers 080223901X and 0802238501X 12 Month $________________ All above services total$________________ OPTION YEAR 4: Period of October 1, 2013 through September 30, 2014 EquipmentQuantityUnitUnit Cost Two (2) Alcon Laboratories Infiniti Vision systems model OZIL, serial numbers 080223901X and 0802238501X 12 Month $________________ All above services total$________________ DESCRIPTIONS/SPECIFICATIONS/WORK STATEMENT I. Scope: The services to be provided by the contractor under this agreement shall consist of furnishing all parts, labor and transportation to provide preventive maintenance and repair services for the equipment listed in SUPPLIES OR SERVICES AND PRICES. II. Period of Agreement: Unless otherwise specified, this contract will be for the period of Date of Award through September 30, 2010 and four (4) option years. III. Hours of coverage: a. Normal hours of coverage are Monday through Friday from 8:00 a.m. to 4:30 p.m., excluding holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer (CO). The Biomedical Manager or qualified designee shall serve as the Contracting Officer's Technical Representative (COTR). b. Work performed outside the normal hours of coverage at the request of the Contracting Officer will be billed at the contractor's normal hourly labor rate and normal hourly travel rate (if applicable). Work performed outside the normal hours of coverage at the request of the contractor will be considered service during normal hours of coverage. Federal Holidays observed by the VAMC are: New Year's DayLabor Day Martin Luther King DayColumbus Day President's DayVeteran's Day Memorial DayThanksgiving Day Independence DayChristmas Day IV. Services to be provided: a. Telephone Assistance: Telephone assistance will be provided twenty-four (24) hours per day, seven (7) days per week at no additional charge. b. Parts: The contractor shall furnish and replace parts as required on an exchange or new parts basis. The contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts with no exceptions. The contractor shall use new or re-built parts. Used parts, such as those removed from similar OEM equipment, shall not be installed without approval by the COTR. c. Repair: Inadequate or improper repairs performed by the contractor will be correctly repaired at a time convenient to the VA at no additional expense to the VA. 1) VA Biomedical Engineering staff will respond first to equipment problems. In the event that the VA Biomedical Engineering staff is unable to repair the equipment listed in SUPPLIES OR SERVICES AND PRICES, the contractor will provide repairs on the equipment at no additional cost to the VA. d. Preventive Maintenance: One (1) preventive maintenance inspection will be provided during the contract period. The scheduling of preventive maintenance will be coordinated between the contractor, Surgical Service, and Biomedical Engineering. Preventive maintenance inspections will be performed in a manner which clearly demonstrates that the equipment meets or exceeds all manufacturer's technical performance specifications. Maintenance will include, but is not restricted to: 1) Cleaning of the equipment. 2) Reviewing operating system diagnostics (hardware and software) to ensure that the system is operating within specifications. 3) Calibration, lubrication, adjusting of the equipment, and/or testing of components according to Original Equipment Manufacturer (OEM) specifications after installation. 4) Installing and maintaining all recommended software and hardware updates. 5) Inspecting electrical wiring and cabling for wear and fraying. 6) Inspecting optical components, etc. according to OEM preventive maintenance procedures. 7) Replacing components subject to normal wear and tear from usage as part of the OEM's recommended preventive maintenance procedures. This includes components internal to the equipment that are not considered a consummable item or that which is replaced by the equipment operators, such as filters, gaskets, seals, etc. 8) System operational tests to verify that the equipment operates in accordance with OEM specifications. e. Handpiece Exchange: The contractor will provide for two (2) ultrasonic handpiece exchanges per yer per unit during the period of the service agreemen at a reduced rate. All OEM handpieces shall be included in the exchange program. It is the sole responsibility of the contractor to perform all preventive maintenance inspections. The VA will not assume the responsibility of reminding the contractor that a preventive maintenance inspection is due to be performed. Preventive maintenance inspections will be performed on a weekday at a time set once the contract is awarded. The equipment user, COTR and the contractor must all agree to the recurring time set for the preventive maintenance inspections. Note: To ensure proper equipment history documentation, the contractor will forward the preventive maintenance schedule and procedures to Biomedical Engineering once it is set. The VA Medical Center shall provide the contractor with full, free and timely access to the equipment to perform this service. f. Scheduling Arrangements: 1)Routine service calls are ones which, in the estimation of the VA, are necessary to diagnose and repair equipment problems, but can be performed within normal working hours. Response time of the contractor for routine service calls will be no more than twenty-four (24) hours after being officially notified. Routine service calls outside normal working hours will result in the contractor responding no more than twenty-four (24) hours commencing the next available working day. 2)Emergency service calls are ones which, in the estimation of the VA, require the immediate response of the contractor. Response time of the contractor for emergency service calls made during normal working hours will be four (4) hours after being officially notified. Emergency service calls made outside normal working hours will result in a response time of the contractor within four (4) hours commencing the next available working day. 3) The term "Response time of the contractor" indicates the physical presence of a fully qualified field service engineer arriving on station within the specified time frame. 4) Official notification for the need of service will be considered given at the time a message is left with the mechanism the contractor has in place to inform their employees of the VA's needs. Response time will commence once the notification is given. g. Special Instructions: 1) Instructional meeting: On the first visit to the site during the contract period, there will be a meeting of COTR, using service representative and contractor to discuss policies and expectations. 2) Contractor's representative will report to the Biomedical Engineering, Building 1, Room B144 prior to performance of services; this check-in is mandatory. In the event that the contractor reports after normal working hours (emergency service calls only), the contractor will report to the supervising official of the equipment to be serviced. h. Documentation: Contractor will provide individual written service reports which describe services performed on the equipment (in sufficient detail to be acceptable to the field inspectors of the Joint Commission on Accreditation of Healthcare Organizations). The following information must be provided in each service report: 1) Date of service 2) Summary of problem and action taken 3) Parts replaced 4) Labor hours 5) Travel time 6) Equipment serviced (description, equipment ID #, serial number, etc.) 7) Purchase order number (if necessary and/or available) Note: This report must be approved and signed by Biomedical Engineering personnel. A copy of each report will be left with Biomedical Engineering. In the event that Biomedical Engineering is not available to receive the service report (outside normal working hours), the service report will be left with the supervising official of the equipment that was serviced; the supervising official will forward the service report to Biomedical Engineering (138) the next available working day. i. Qualifications: Bidders shall be engaged full time in the maintenance and repair of the equipment listed in SUPPLIES OR SERVICES AND PRICES, or similar optometry equipment. Contractor shall have access to complete service manuals and a complete parts inventory. j. Vendor Competency Verification. In accordance with Joint Commission on Accreditation of Healthcare Organizations requirements, contractor shall provide to the COTR or Biomedical Engineering designee documentation verifying competency of all field service representatives. This documentation shall provide proof that the service representatives have completed appropriate OEM or OEM approved training on the equipment that they will be servicing. This documentation shall include dated training certificates and course topics or outlines if available. V. Terms and Conditions: a. User Responsibility: Contractor will not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment. b. Exclusions: Service does not include electrical work external to the equipment. Provisions and Clauses: Provision 52.212-1 Instructions to Offerors Commercial Items; and 52.212-3 Offeror Representations and Certifications Commercial Items are incorporated by reference. The offerror's initial proposal shall contain the offeror's best terms from a price and technical standpoint. The Government intends to evaluate offers and award a contract without discussion. The government reserves the right to make no award as a result to this solicitation. 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 253g and 10 U.S.C. 2402);52.222-19, Child Labor--Cooperation with Authorities and Remedies (FEB 2008) (E.O. 13126); 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (May 2009); FAR 52.212-4 Contract Terms and Conditions-Commercial Items; 52.217-8 Option to Extend Services (Nov 1999); VAAR 852.203-70 Commercial Advertising (Jan 2008);VAAR 852.211-70 Service Data Manuals (Nov 1984); VAAR 852.246-70 Guarantee (Jan 2008); VAAR 852.273-76 Electronic Invoice Submission (Interim - October 2008); 52.252-2 Clauses Incorporated by Reference (Feb199852.219-6, Notice of Total Small Business Set-Aside (June 2003) (15 U.S.C. 644); 52.219-8, Utilization of Small Business Concerns (May 2004) (15 U.S.C. 637(d)(2) and (3)); 52.219-28, Post Award Small Business Program Representation (June 2007) (15 U.S.C 632(a)(2)); 52.222-3, Convict Labor (June 2003) (E.O. 11755); 52.222-21, Prohibition of Segregated Facilities (Feb 1999); 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246); 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212); 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998) (29 U.S.C. 793); 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212); 52.222-50, Combating Trafficking in Persons (Aug 2007) (Applies to all contracts); 52.225-1, Buy American Act--Supplies (FEB 2009) (41 U.S.C. 10a-10d); 52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury);52.232-33, Payment by Electronic Funds Transfer--Central Contractor Registration (Oct 2003) (31 U.S.C. 3332); 52.232-34, Payment by Electronic Funds Transfer--Other than Central Contractor Registration (May 1999) (31 U.S.C. 3332); 52.222-41, Service Contract Act of 1965 (Nov 2007) (41 U.S.C. 351, et seq.); 52.222-42, Statement of Equivalent Rates for Federal Hires (May 1989) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.); 52.216-1 Type of Contracts (APR 1984); The Government contemplates award of a (Firm Fixed Price) contract resulting from this solicitation; 52.233 Service of Protest (SEP 2006);VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (JAN 2008); 52.245-1A Government Property Alternate I (June 2007); 52.245-9 Use and Charges (June 2007); 852.246-71 Inspections (Jan 2008) 52.252-1; Solicitation Provisions Incorporated by (FEB 1998); This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html; http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm. Offers shall provide sufficient technical documentation to allow for thorough evaluation of proposal. Additionally the vendor shall fully explain their ability to meet the requirements from above. Electronic Invoice Submission: The Department of Veterans Affairs (VA Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR part 1315)). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor will be responsible for any associated expenses. FSC may utilize third-party contractors to facilitate invoice processing. Prior to contact by FSC or its designated representative for electronic invoice submission, the vendor shall continue to submit all invoices to FSC at the following mailing address: Department of Veterans Affairs, Financial Services Center P.O. Box 149971 Austin TX 78714-8971. Offers shall be submitted to the Louis A. Johnson VA Medical Center, Attn: Timothy Russell (304) 623-3461 x3895, Contracting Specialist, 1 Med Center Drive, Clarksburg, WV 26301, no later than 3:00pm EST on January 25, 2010. The offer must be submitted in a sealed envelope, addressed to this office, showing the time specified for receipt, the solicitation number, and your company name and address. Offers will also be accepted by email at timothy.russell@va.gov.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ClVAMC540/ClVAMC540/VA-244-10-RQ-0088/listing.html)
 

Place of Performance

Address: Louis A Johnson VAMC;One Medical Center Drive;Clarksburg WV

Zip Code: 26301
 

Record

SN02033333-W 20100101/091230235555-6e2221524160be60e310c50db97149ff (fbodaily.com)
 

Source

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

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