Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JULY 16, 2014 FBO #4617
DOCUMENT

J -- Full Service/Remote Support Contract For Medtronic S7 with AxiEM Stealth Electromagnetic Localization System - Attachment

Notice Date

7/14/2014
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 9;1639 Medical Center Parkway;Suite 400;Murfreesboro TN 37129
 

ZIP Code

37129
 

Solicitation Number

VA24914Q0707
 

Response Due

7/22/2014
 

Archive Date

8/21/2014
 

Point of Contact

Victoria Rone
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6-streamlined procedures for commercial items, in conjunction with FAR Subpart 13 and as supplemented with additional information included in this notice. This is a Total Service-Disabled Veteran-Owned Small Business Set-Aside requirement only qualified offerors may submit bids. In accordance with VAAR 852.219-11, any SDVOSB submitting a quote for this action must be verified for ownership and control and is so listed in the vendor information pages database (http://www.vetbiz.gov) - upon submission of quote. Solicitation VA-249-14-Q-0707 is issued as a Request for Quotation (RFQ) and constitutes the only solicitation, a written solicitation will not be issued. NAICS Code is 811219 and size standard is $19M. Any firm that does not meet the capability and size standard under this NAICS code should not submit a response to this notice. Contract Type: The government anticipates awarding Firm Fixed Price base period of (12) months, plus four (4), twelve (12) month option year contract. Award will be made to the lowest price quote which conforms to the requirements within this solicitation. In order to be considered for a government award, the firm must be registered in SAM @ www.sam.gov. Description of Services: This requirement is for the VAMC Lexington. The Department of Veterans Affairs, Network Contracting Office located in Murfreesboro, Tennessee intends to issue a firm fixed priced base and four (4) option year contract. The contractor shall provide services in support of a full service/remote support contract on the Medtronic S7 AxiEM Stealth Electromagnetic Localization System (EE # 68463, S/N N01081802). The first year of the contract shall include preventative maintenance service. Quote Submission: Contractor shall submit their quote on company letterhead and shall include unit price, total, unit qty and item description as specified above, as offered discounts, proposed delivery time, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov, terms of any express warranty, unit price, overall total price, applicable shipping charges, completed copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document. All prospective bidders must include appropriate references which must include all applicable company information. In addition, the prospective bidders must submit documentation stating and training certificates that they are an authorized entity through Medtronic to service Medtronic equipment and that personnel have who will be servicing the Medtronic equipment have been trained through Medtronic and or an authorized third party service provider. The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract. The offeror should provide past performance evidence. Past performance will be evaluated on an "acceptable" or "unacceptable" basis using the ratings in the table below based on the answers to the above capabilities questionnaire. The past performance evaluation results is an assessment of the offeror's probability of meeting the minimum past performance solicitation requirements. This assessment is based on the offeror's record of relevant and recent past performance information that pertain to the products and/or services outlined in the solicitation requirements. Past performance information may be obtained through other sources known to the VA and the Federal Government. In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past. Therefore, the offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability "unknown" shall be considered "acceptable." All questions regarding this solicitation must be submitted to the Contract Specialist in writing by e-mail to Victoria.Rone3@va.gov no later than 8:00 AM CST, July 18, 2014. All responses to questions will be incorporated into a written amendment posted to the Federal Business Opportunities website (www.fbo.gov). Amendments to this Solicitation: Offerors are encouraged to monitor the Federal Business Opportunities website with respect to this solicitation because any amendments to this Solicitation will be posted on that website (www.fbo.gov). Quotes must be received July 22, 2014 by 8:00 AM CST. Email your quote to Victoria.Rone3@va.gov. The subject line must specify VA-249-14-Q-0707 - Full Service/Remote Contract (S7 AxiEM Navigation System) for VAMC Lexington and quotes should be broken down as such: Base Year10-01-2014 - 09-30-2015$ Option Year 1: 10-01-2015 - 09-30-2016$ Option Year 2: 10-01-2016 - 09-30-2017$ Option Year 3: 10-01-2017 - 09-30-2018$ Option Year 4: 10-01-2018 - 09-30-2019$ Total For Base & Option Years$ Solicitation document and incorporated FAR and VAAR provisions and clauses apply to this acquisition: 52.204-7, Central Contractor Registration - title is now System for Award Management [SAM]. 52.212-1, Instructions to Offerors-Commercial 52.212-3, Offeror Representations and Certifications-Commercial Items 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 52.217-8, Option to Extend Services 52.217-9 Option to Extend the Term of the Contract 52.219-27, Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside 52.233-3, Protest after Award 52.222-3, Convict Labor 52.232-19, Availability of Funds for the Next Fiscal Year 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration 52.232-39, Unenforceability of Unauthorized Obligations 852.203-70, Commercial Advertising 852.232-72, Electronic Submission of Payment Requests 852.237-70, Contractor Responsibilities 852.270-1, Representatives of Contracting Officers 52.252-1, Solicitation Provisions Incorporated by Reference: 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). 52.252-2, Clauses Incorporated by Reference: This contract incorporates one or more clauses 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. Also, the full text of a clause may be accessed electronically at this/these address (es). Full text can be obtained at www.arnnet.gov. DISCLAIMER AND IMPORTANT NOTES: The government is in no way obligated to do business with or enter into the award a contract to any firm or its affiliates or otherwise pay for the information provided in this synopsis. STATEMENT OF WORK 1.SCOPE OF WORK: The contractor shall provide labor, materials, travel, expertise, and otherwise do all things necessary for or incidental to the performance of a full service/remote support contract for equipment listed within this Statement of Work to ensure dependable and reliable equipment operation. The scope of work performed under these specifications includes the furnishing of all labor, and parts to perform all repairs on equipment listed, to assure continued operation at their designed efficiency and capacity. The first year of the contract shall include preventative maintenance service. 2.EQUIPMENT: Medtronic S7 with AxiEM Stealth Electromagnetic Localization SystemEE# 68463S/N N01081802 3.DEFINITIONS/ACRONYMS: A.Biomedical Engineering - Supervisor or designee, Room D-232 CDD, telephone # (859)233-4511 x4337 or x4335. B.CO - Contracting Officer C.COR - Contracting Officer Representative 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 4.CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with manufacturer specifications and the latest published editions of NFPA-99 and OSHA. This includes performance standards and specifications used when the Navigation was procured and any upgrades/updates thereafter. 5.HOURS OF COVERAGE: Normal hours of coverage are Monday through Friday from 7:00am to 4:00pm, excluding national holidays recognized by the Department of Veterans Affairs. All service/repairs will be performed during normal hours of coverage unless requested or approved by COR. Preventive maintenance will be performed annually during the contract period. An initial PM will be completed during the initial month the contract is implemented. A PM Schedule will be determined for the contract period during the first month of the contract and approved by the COR and the using service. Work performed outside the normal hours of coverage at the request of the COR will be billed at the price listed in the Schedule. Billing will include service time plus one (1) hour for travel time, and exclude parts as they are included in Item 1. Work performed outside the normal hours of coverage at the request of FSE 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 DayVeterans Day Memorial DayThanksgiving Day Independence DayChristmas Day 6.UNSCHEDULED MAINTENANCE: "Contractor shall maintain the equipment in accordance with the Conformation Standards Section. Repair service shall be provided to diagnose and correct equipment malfunctions. Repair shall consist of returning a failed component or system to full operational capacity. Repair service may also include calibration, cleaning, adjusting, and replacing parts necessary before or after regular services and calibrations. All required parts will be furnished by the contractor. "The CO, COR or designated alternate has the authority to approve/request a service call from the contractor. "Response Time: Contractor's FSE must respond with a phone call to the COR and his/her designee within one (1) hour after receipt of telephoned notification Monday - Friday, 7am - 4pm. If the problem cannot be corrected by phone or remote support, the FSE will commence work (on-site physical response) within sixteen (16) hours after receipt of notification and will proceed progressively to completion without undue delay. For example, if hours of coverage are 7:00am to 4:00pm, an sixteen (16) hour response means if a call is placed at 3:45pm on Monday, August 10th, the FSE must start on-site service before 3:45pm Tuesday, August 112th, except when outside hours of coverage is authorized by the COR. "Contractor must show satisfactory evidence to the VA that efforts and manpower are progressing to troubleshoot failure and identify solution in a timely manner. If contractor fails to meet the on-site response time to begin performing work, or if downtime exceeds 16 consecutive hours after on-site arrival by FSE, the VA reserves the right to obtain the repair service from another source at the contractor's expense. The decision to exercise the alternative repair will reside exclusively with the Contracting Officer. 7.SCHEDULED MAINTENANCE: The Contractor shall perform PM Service to ensure that equipment listed in the schedule performs in accordance with Paragraph III, Conformance Standards. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. A PM Schedule will be determined for the contract period during the first month of the contract and approved by the COR and the using service. PM services shall include, but need not be limited to, the following: "Cleaning of equipment. "Reviewing operating system software diagnostics 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 and/or parts which are likely to become faulty, fail or become worn. "Inspecting proper operation of the magnet and associated components. "Measuring and adjusting and calibrating as necessary for optimal image quality. "Inspecting, and replacing where indicated, electrical wiring and cables for wear and fraying. "Inspecting and replacing where indicated, 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. "Returning the equipment to the operating condition defined in Paragraph III, Conformance Standards. "Providing documentation of services performed. 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. Any charges for 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. The contractor shall furnish documentation, including all measurements and calibration to ensure that the system is performing in accordance with manufacturer guidelines. 8.PARTS: The contractor shall furnish and replace parts to meet the uptime requirements. The contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contractor shall use new or re-built parts. Used parts, those removed from another system, shall not be installed without approval by the COR. Any part such as a hard drive that contains sensitive data will become the property of the VA. 9.CLINICAL AND PROFESSIONAL SERVICES/TRAINING: A.Surgical Support: Upon request by the Customer, the contractor shall provide up to six (6) surgical support visits per system, per year of this contract. 1) The surgical support representative will provide support and training for the Covered Product, but will not run the Covered Product, provide medical advice, or participate in any way in delivering medical or surgical care to a patient. Surgical support visits are not to exceed eight (8) hours. Surgical support visits will be provided during Normal Coverage Hours. Surgical support visits must be scheduled in advance and are based on contractor personnel availability. Surgical support visits beyond the six (6) per system, per year, would not be covered by the contract. B.Training: Upon request by the Customer, the contractor shall provide additional training courses on the Covered Product(s) that are available through the contractor. The training will be for facility surgeons, surgical staff, and radiologic technologists ("Trainees"); the contractor shall pre-arrange and pay hotel room fees for up to ten (10) nights lodging at a designated hotel. 10.DOCUMENTATION/REPORTS: The documentation will include 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: "Name of contractor. "Name of FSE who performed services. "Contractor service ESR number/log number. "Date, time, (starting and ending), equipment downtime and hours on site for service call. "VA PO#(s) covering the call, if outside normal working hours. "Description of Problem Reported by COR/User. "Identification of Equipment to be serviced: "INV. ID# Manufacturer's Name, Device Name, Model #, Serial #, and any other Manufacturer's identification #s. "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. "Total cost to be billed. 1.Signatures: 2.FSE performing services described. 3.VA Employee who witnessed service described. "Equipment downtime NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS PERFORMED. 11.REPORTING REQUIREMENTS: Cooper Drive Sign-In Procedures: All service representatives, during administrative hours, shall enter their signature on the sign-in sheet and obtain a temporary ID badge in the Engineering Office, Room C234 second floor of the Clinical Addition. When leaving, the service representative shall sign out on the same sheet, turn in ID badge, and leave documentation in the slot on the door of C234. During non-administrative hours, the service representative would sign in with police service located in room C101 in the main lobby upon arrival and departure. 12.ADDITIONAL CHARGES: There will be no additional charge for time spent on the site during or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts. 13.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. 14.CONDITION OF EQUIPMENT: The Contractor accepts responsibility for the equipment described in Item 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. 15.COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: "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. ""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 identified. For field experience, the FSE(s) has a minimum for two (2) years' experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment. "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 of the equipment covered by this contract. 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. "If subcontractor(s) are used, they must be approved by the CO; the contractor shall submit any proposed changes in subcontractor(s) to the CO for approval/disapproval. 16.TEST EQUIPMENT: 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 also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard. 17.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. 18.SITE REGULATIONS: All work shall be performed in accordance with VAMC Lexington rules & regulations. 19.TRAVEL: The Contractor is responsible for all of their travel, accommodations, meals, rental cars, etc. 20.PERIOD OF PERFORMANCE: This a firm-fixed price contract with 1 (one) base year and 5 (five) option years to renew. Base Year10-01-2014 - 09-30-2015 Option Year 1 10-01-2015 - 09-30-2016 Option Year 2 10-01-2016 - 09-30-2017 Option Year 3 10-01-2017 - 09-30-2018 Option Year 410-01-2018 - 09-30-2019 21.PLACE OF PERFORMANCE: Department of VA Medical Center Lexington, 1101 Veterans Drive, Lexington, KY 40502. 22.SECURITY/PRIVACY OF VA SENSITIVE INFORMATION: All personnel servicing this equipment must comply with VA Handbook 6500.6 (Contract Security) as it pertains to medical equipment. A.Complete annual training for VA Security/Privacy and provide copy of certificate of course completion to either the COR or the CO. See VA Handbook 6500.6, Appendix C, paragraph 9. B.Sign VA's Rules of Behavior. See VA Handbook 6500.6, Appendix D. C.All media (hard drives, DVD's, Floppies, etc.) that contains sensitive data must be turned over the COR or sanitized by Biomedical Engineering per VA Handbook 6500.1 before leaving VA property. D.All contractor owned media (USB drives, DVD's, CD's, Floppy disk) that is to be inserted into a VA owned medical device must be scanned for viruses by Biomedical Engineering prior to being placed in the medical device. NOTE: The Contractor employees shall not be considered government employees for any purpose under this contract.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/NaVAMC/VAMCCO80220/VA24914Q0707/listing.html)
 

Document(s)

Attachment
 

File Name: VA249-14-Q-0707 VA249-14-Q-0707.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1495633&FileName=VA249-14-Q-0707-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1495633&FileName=VA249-14-Q-0707-000.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: Department of Veterans Affairs;VA Medical Center Lexington;1101 Veterans Drive;Lexington, Kentucky

Zip Code: 40502
 

Record

SN03423562-W 20140716/140714235114-5b7abe5ff83b7d403af47339ffeddb70 (fbodaily.com)
 

Source

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

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