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FBO DAILY - FEDBIZOPPS ISSUE OF JANUARY 23, 2015 FBO #4808
DOCUMENT

J -- STERILIZATION SERVICE AND MAINTENANCE - Attachment

Notice Date

1/21/2015
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 8 (NCO 8);8875 Hidden River Pkwy Suite 525;Tampa FL 33637
 

ZIP Code

33637
 

Solicitation Number

VA24815Q0065
 

Response Due

2/13/2015
 

Archive Date

2/28/2015
 

Point of Contact

CYNTHIA GREGG
 

Small Business Set-Aside

Total Small Business
 

Description

STATEMENT OF WORK A. GENERAL INFORMATION 1. Title of Project: Steris sterilizing equipment maintenance contract 2. Scope of Work: The contractor shall furnish all labor, transportation, tools, equipment, and parts necessary to provide a full service maintenance contract including preventive maintenance, certification, and repair of the sterilization equipment listed below for the period April 2, 2015, through September 30, 2015, both dates inclusive, with option years. 3. Background: Medical equipment must be properly maintained in order to assure proper function and reduce equipment down-time. The listed equipment is used for sterilization of instruments and equipment for surgical procedures to prevent infections and is used daily at the hospital. 4. Type of Contract: The contract will be firm-fixed-price. B. CONTRACT AWARD MEETING The contractor shall not commence performance on the tasks in this statement of work (SOW) until the Contracting Officer (CO) has conducted a kick off meeting, or has advised the contractor that a kick off meeting is waived. C. GENERAL REQUIREMENTS 1. Services to be Provided: A. Repair - 1. All repairs will be performed during normal VA business hours, 8:00 AM - 5:00 PM, Monday-Friday, except Federal Holidays, unless otherwise specified. Contractor may work outside normal business hours by arrangement with Contracting Officer's Representative (COR) if such services are provided without additional charge to the government. Any overtime charges must be approved by the CO, COR, or designee prior to the initiation of overtime work. Overtime charges, once approved, will be authorized and paid through a separate purchase order. 2. A technical maintenance representative will respond by telephone to the VA within one (1) hour of the original service call. Technical telephone support will be available twenty-four (24) hours per day, seven (7) days per week. The contractor will arrive on-site for repair within four (4) hours of the original service call. Equipment will be returned to full operation within twenty-four (24) business hours of the original call. On-site visits will be authorized by COR only. 3. The VA shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its Field Service Engineers (FSEs) all operational and technical documentation (e.g., operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. Any charges for parts, manuals, tools, or software required to successfully complete repair service and scheduled Preventive Maintenance (PM) are included within this contract and its agreed upon price unless specifically stated in writing otherwise. 4. All removable media materials (laptop, DVD/CD, USB drive, etc.) will need to be scanned on site with approved anti-virus by OI&T or Biomedical staff and approved for use prior to the start of any work. 5. The contractor will use remote alarms and diagnostics to provide more expeditious troubleshooting of critical covered equipment to include steam, plasma, and ethylene oxide units as well as the tunnel washer. Contractor must follow established VA rules and regulations for remote equipment access. B. Parts - "All replacement parts, except exclusions listed below, required to keep equipment performing within the manufacturer's specifications will be provided by the contractor. oExclusions - Consumable parts and supplies are not covered under this contract "All parts must meet or exceed factory specifications to maintain compatibility with systems presently in place and with future performance/reliability upgrades. "Parts removed (replaced) by the contractor become the property of the contractor and must be removed from the site prior to completion of the visit. "Parts ordered by the contractor may be received at the VA loading dock or Warehouse if approved by the COR. C. Scheduled Maintenance - 1. The contract will include two (2) comprehensive scheduled maintenance inspections (preventive maintenance) on most items. Quarterly (4) inspections are required on Reliance endoscope processors, Reliance 444 washers, and steam sterilizers. A mutually agreeable time for the inspections will be scheduled through the COR. 2. The contractor will: "Perform PM Service to ensure that equipment listed below functions in conformance with the latest published editions of NFPA-99, OSHA, CDRH, CAP. "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. "PM services shall include but need not be limited to the following: oCleaning of equipment; oReviewing operating system diagnostics to ensure that the system is operating to the manufacturer's specifications; oCalibrating and lubricating the equipment; oPerforming remedial maintenance of non-emergent nature; oTesting and replacing faulty or worn parts and/or parts which are likely to become faulty, fail, or become worn; oInspecting all cables and bushings and replacement as necessary; oMeasuring, adjusting, aligning, and calibrating as necessary for optimal performance; oInspecting and replacing where indicated electrical wiring and cables for wear and fraying; oInspecting and replacing where indicated all mechanical components including but not limited to devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, and keyboards for mechanical integrity, safety, and performance; oReturning the equipment to full and proper operating condition; oProviding documentation of service performed. oParts and assemblies will be repaired or replaced as necessary. oAn electrical safety inspection will be done at the time of the preventive maintenance and results will be documented. 2. Special Instructions: A. Contractor Check-in - The contractor's representative will report to Biomedical Engineering/Electronics, D023-01, prior to performance of service. On approved overtime, contractor will report to Hospital Police, E.R. Lobby. The contractor will inform the COR of the status of the equipment prior to leaving the facility. If the work is not complete an estimated completion shall be provided. B. Documentation - At the conclusion of each repair or scheduled maintenance visit, the contractor will provide: "A written service report indicating the date of service, "The Bar Code Number (EE#), the model, serial number, and location of the equipment serviced, "The name of the service representative, the hours worked, "National Institute of Standards and Technology (NIST) traceable information where required, and the services performed and parts replaced. "The reports will be delivered to Biomedical Engineering for signature when work is complete. "During non-standard hours, report will be taken to Hospital Police for signature. "Any machine printouts shall be included with the provided service documentation at the conclusion of the service. These printouts shall include the FSE signature and an indication of "test cycle." C. Appropriate Dress - Contractors shall comply with the dress requirements of the area in which the equipment resides. In certain areas this requirement includes coveralls, shoe covers, hair covering for example. Area representatives can provide specific information for the areas if the requirements are not posted. D. Clean Up - The work area and area surrounding equipment shall be free of wires, tools, debris, parts, and chemicals or lubricants at the conclusion of each maintenance visit. All work areas shall remain free of hazards and obstructions during maintenance to provide a safe environment for staff and maintenance workers. 3. Terms and Conditions: A.. Inspection of Equipment - Any site visits will be coordinated in advance with COR, Biomedical Engineering, (813) 978-5924. D. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO (or designee) shall be borne by the contractor. E. GOVERNMENT RESPONSIBILITIES The government will make the equipment available in accordance with the established schedule for the work. F. CONTRACTOR EXPERIENCE REQUIREMENTS Each respondent must have an established business, with an office and full time staff to include a "fully qualified" field service engineer (FSE) and a "fully qualified" FSE who will serve as 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 of the equipment identified below. For field experience, the FSE(s) has a minimum of two years experience with respect to scheduled and unscheduled preventive and remedial maintenance of sterilization equipment including steam, ETO, plasma, washers, and disinfectors at a minimum. The FSE(s) shall be authorized by the contractor to perform the maintenance services. All work shall be performed by "fully qualified" competent FSE(s). The contractor shall provide written assurance to the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at the VA. The Contracting Officer (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 VA equipment. The CO and/or Contracting Officer's Representative (COR) specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VA equipment. If subcontractors are used, they must be approved in advance by the CO; the contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. 4. All removable media materials (laptop, DVD/CD, USB drive, etc.) will need to be scanned on site with approved anti-virus by OI&T or Biomedical staff and approved for use prior to the start of any work. 5. The contractor will use remote alarms and diagnostics to provide more expeditious troubleshooting of critical covered equipment to include steam, plasma, and ethylene oxide units as well as the tunnel washer. Contractor must follow established VA rules and regulations for remote equipment access. B. Parts - All replacement parts, except exclusions listed below, required to keep equipment performing within the manufacturer's specifications will be provided by the contractor. All parts must meet or exceed factory specifications to maintain compatibility with systems presently in place and with future performance/reliability upgrades. Parts removed (replaced) by the contractor become the property of the contractor and must be removed from the site prior to completion of the visit. Parts ordered by the contractor may be received at the VA loading dock or Warehouse if approved by the COR. C. Scheduled Maintenance - 1. The contract will include two (2) comprehensive scheduled maintenance inspections (preventive maintenance) on most items. Quarterly (4) inspections are required on Reliance endoscope processors, Reliance 444 washers, and steam sterilizers. A mutually agreeable time for the inspections will be scheduled through the COR. 2. The contractor will perform PM service to ensure that equipment listed below functions in conformance with the latest published editions of NFPA-99, OSHA, CDRH, CAP. 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. Preventive maintenance procedures will be submitted to COR for approval prior to initiation of this service contract. PM services shall include but need not be limited to the following: Cleaning of equipment; Reviewing operating system 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 or worn parts and/or parts which are likely to become faulty, fail, or become worn; Inspecting all cables and bushings and replacement as necessary; Measuring, adjusting, aligning, and calibrating as necessary for optimal performance; 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 devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, and keyboards for mechanical integrity, safety, and performance; Returning the equipment to full and proper operating condition; Providing documentation of service performed. Parts and assemblies will be repaired or replaced as necessary. An electrical safety inspection will be done at the time of the preventive maintenance and results will be documented. 2. Special Instructions: A. Contractor Check-in - The contractor's representative will report to Biomedical Engineering/Electronics, D023-01, prior to performance of service. On approved overtime, contractor will report to Hospital Police, E.R. Lobby. The contractor will inform the COR of the status of the equipment prior to leaving the facility. If the work is not complete an estimated completion shall be provided. B. Documentation - At the conclusion of each repair or scheduled maintenance visit, the contractor will provide a written service report indicating the date of service, the Bar Code Number (EE#), the model, serial number, and location of the equipment serviced, the name of the service representative, the hours worked, National Institute of Standards and Technology (NIST) traceable information where required, and the services performed and parts replaced. The reports will be delivered to Biomedical Engineering for signature when work is complete. During non-standard hours, report will be taken to Hospital Police for signature. Any machine printouts shall be included with the provided service documentation at the conclusion of the service. These printouts shall include the FSE signature and an indication of "test cycle." C. Appropriate Dress - Contractors shall comply with the dress requirements of the area in which the equipment resides. In certain areas this requirement includes coveralls, shoe covers, hair covering for example. Area representatives can provide specific information for the areas if the requirements are not posted. D. Clean Up - The work area and area surrounding equipment shall be free of wires, tools, debris, parts, and chemicals or lubricants at the conclusion of each maintenance visit. All work areas shall remain free of hazards and obstructions during maintenance to provide a safe environment for staff and maintenance workers. 3. Terms and Conditions: A. Exclusions - Consumable parts and supplies are not covered under this contract. B. Inspection of Equipment - Any site visits will be coordinated in advance with COR, Biomedical Engineering, (813) 978-5924. D. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. E. GOVERNMENT RESPONSIBILITIES The government will make the equipment available in accordance with the established schedule for the work. F. CONTRACTOR EXPERIENCE REQUIREMENTS Each respondent must have an established business, with an office and full time staff to include a "fully qualified" field service engineer (FSE) and a "fully qualified" FSE who will serve as 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 of the equipment identified below. For field experience, the FSE(s) has a minimum of two years experience with respect to scheduled and unscheduled preventive and remedial maintenance of sterilization equipment including steam, ETO, plasma, washers, and disinfectors at a minimum. The FSE(s) shall be authorized by the contractor to perform the maintenance services. All work shall be performed by "fully qualified" competent FSE(s). The contractor shall provide written assurance to the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at the VA. The Contracting Officer (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 VA equipment. The CO and/or Contracting Officer's Representative (COR) specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VA equipment. If subcontractors are used, they must be approved in advance by the CO; the contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. G. EQUIPMENT COVERED BRANDMODEL SERIAL NUMBERID# LOCATION AAMSCO WARMERQDJ0440869600627719D226-01 BSTERIS GRAVITY STEAM STERILIZER3021R81301040353784138-02 CAMSCO BLANKET WARMERM70WCEL42928704314816SICU D252T-01 DAMSCO STEAM STERILIZERCENTURY G-1160123901-0142276D246-01 ERELIANCE444 WASHER361060200244526A029-01 FAMSCO CENTURY STEAM STERILIZER [UNIT CURRENTLY IN STORAGE, BUT WILL BE RE-INSTALLED AFTER CONSTRUCTION IS COMPLETE] G-116 1212040552038,D246-01 GAMSCO EAGLE EO STERILIZER301701066061367607SPS HAMSCO EAGLE EO STERILIZER301701066061367608SPS IAMSCO EAGLE EO STERILIZER301701072060467609SPS JAMSCO EAGLE EO STERILIZER301701053060967610SPS KSTERIS CENTURY STEAM STERILIZER V-11603085072170344D274-01 LSTERIS STEAM STERILIZERV-160H03330070173026SPS MSTERIS STEAM STERILIZERV-160H03312070373042SPS NSTERIS WARMING CABINET DJ06012133042140709271159D246-01 OSTERIS WARMING CABINET DJ06012133042140709371158D246-01 PSTERIS WARMING CABINET DJ06012133042140708971157D277-01 QSTERIS WARMING CABINET DJ06012133042140709471167D276-01 RSTERIS CAVIWAVE SONIC/ ULTRASOUND CLEANER/WASHER CAVI-20-WRD-E0807-C-01-4572836SPS SCENTURY IN VAC STEAM STERILIZERSV-148H 48 03138074770686LAB TRELIANCE VISION (SC) 360700901181050EYE CLINIC USTERIS CAVIWAVE SONIC CLEANER, 20 GALLON 1108C042781041EYE CLINIC VRELIANCE VISION MC TUNNEL WASHER SFDA 20082572470360700800577466SPS (A029-01) WSTERIS CENTURY STEAM STERILIZERV-1160308607-0970343A029A-01 XSTERIS CENTURY STEAM STERILIZERV-12033520801981040EYE CLINIC (146-811) YRELIANCE EPS ENDOSCOPE PROCESSORMB3-0001 362360900582553A301-01 ZRELIANCE EPS ENDOSCOPE PROCESSORMB3-0001 362360906682554A301-01 AARELIANCE EPS ENDOSCOPE PROCESSORMB3-0001 36131100692557A301-01 BBRELIANCE EPS ENDOSCOPE PROCESSORMB3-0001 360121100892558A301-01 CCSTERIS STERILIZER ADD WHEN WARRANTY EXPIRES JULY 17, 2015V-PRO MAX 0318112-0198336A029A-01 With No Sensitive Data but Requires Training VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE VA INFORMATION CUSTODIAL LANGUAGE: a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. b. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. c. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. d. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. SECURITY INCIDENT INVESTIGATION: a. The term "security incident" means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. b. To the extent known by the contractor/subcontractor, the contractor/subcontractor's notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. LIQUIDATED DAMAGES FOR DATA BREACH: a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. b. The contractor/subcontractor shall provide notice to VA of a "security incident" as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. SECURITY CONTROLS COMPLIANCE TESTING : On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-day's notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time. TRAINING: a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training before being granted access to VA information and its systems. (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems. b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required for this SOW.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/TaVAMC673/TaVAMC673/VA24815Q0065/listing.html)
 

Document(s)

Attachment
 

File Name: VA248-15-Q-0065 VA248-15-Q-0065.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1821879&FileName=VA248-15-Q-0065-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1821879&FileName=VA248-15-Q-0065-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN03621508-W 20150123/150121235420-f88d29f5a2a936e3aa39e0579a6981f4 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
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