Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF MARCH 28, 2015 FBO #4872
DOCUMENT

J -- VISN 2 Howard Medical Carts Preventative Maintenance - Attachment

Notice Date

3/26/2015
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Samuel S. Stratton VA Medical Center;113 Holland Avenue (2-90NCA);Albany NY 12208-3410
 

ZIP Code

12208-3410
 

Solicitation Number

VA52815R0053
 

Response Due

4/6/2015
 

Archive Date

6/5/2015
 

Point of Contact

Nicholas Bastiani
 

E-Mail Address

nicholas.bastiani@va.gov
(nicholas.bastiani@va.gov)
 

Small Business Set-Aside

N/A
 

Description

The VISN 2 Healthcare System is issuing this sources sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for Preventative Maintenance and Unscheduled Repairs of the Howard Medical Carts located throughout VISN 2 and in accordance with the attached Statement of Work (Pages. 2 - 10). The anticipated requirement is for a base period plus four (4) option years. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 811219 with a small business size standard of $20,500,000. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. If your organization has the potential capacity to provide this service, please provide the following information: 1) Organization name, address, email address, Web site address, telephone number, and size and type of ownership for the organization; and 2) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements. The government will evaluate market information to ascertain potential market capacity to 1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated; 2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; 3) implement a successful project management plan that includes: compliance with tight program schedules; cost containment; meeting and tracking performance; hiring and retention of key personnel and risk mitigation; and 4) provide services under simplified acquisition contract. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES, PROCURED THROUGH FULL AND OPEN COMPETITION OR PROCURED ON A SOLE SOURCE BASIS. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by Monday, April 6, 2015 at 3pm EST. All responses under this Sources Sought Notice must be emailed to Nicholas Bastiani at nicholas.bastiani@va.gov. STATEMENT OF WORK 1.SCOPE 1.1.LOCATIONS Furnish all equipment, labor, materials, etc. for the Preventative Maintenance and Unscheduled Repairs of the Howard Medication Carts (649 Total) located at: "Albany VA Medical Center 113 Holland Avenue Albany, NY "Batavia VA Medical Center 222 Richmond Avenue Batavia, NY 14020 "Bath VA Medical Center 76 Veterans Avenue Bath, NY 14810 "Buffalo VA Medical Center 3495 Bailey Avenue Buffalo, NY 14215 "Canandaigua VA Medical Center 400 Fort Hill Avenue Canandaigua, NY 14424 "Syracuse VA Medical Center 800 Irving Avenue Syracuse, NY 13210 1.2.INVENTORY Current Cart Inventory for Each Location is as Follows: ALBANYBATHBATAVIABUFFALOCANANDAIGUAROCHESTERSYRACUSETOTALS HI PARADIGM66 7816 177337 HI CARE538 58121096219 HI PINNACLE 410710 31 HI SUMMIT 16 16 32 TRANSFER CARTS35 42 14 BCMA 4 37 HPIN-18-1000 (Hub) 9 9 SUBTOTALS:7463101764010276649 1.3.PERIOD OF PERFORMANCE The initial performance period for this requirement is from TBD through 30 September 2015, with the option to extend service for an additional four (4) years as follows: PERIODBEGIN DATEEND DATE Base PeriodTBD30 September 2015 Option Year 101 October 201530 September 2016 Option Year 201 October 201630 September 2017 Option Year 301 October 201730 September 2018 Option Year 401 October 201830 September 2019 2.DESCRIPTION/SPECIFICATIONS A.The contractor shall furnish all labor, transportation, parts, equipment and all required supplies necessary for continuous operation of medication carts located at facilities mentioned above. This includes full maintenance and repair services, to include preventative maintenance and inspections. These carts were manufactured with electrical parts by Howard Medical. B.Contractor shall provide onsite repair and replacement off all electronic parts of cart (original manufacturer Howard Medical). C.Cart Models Include: "HI PARADIGM "HI CARE "HI PINNACLE "HI SUMMIT "TRANSFER CARTS "BCMA "HPIN-18-1000 (Hub) D.This service agreement shall include all parts original (or modified since purchase) to cart. Example of but not limited to: "drawers "slides "lifter "work surface "keyboard "mouse "scanner "charger output, and battery working to specification "manual key override operational "auto lock, keypad "LCD display "Wireless transceiver "wheels/casters and brakes "cup insert "power supply "power cords E.Unscheduled on-site maintenance/repairs within 48 hours of notification (excluding weekends and holidays) F.Rolling Preventative Maintenance checks at each facility 2.1SCHEDULED MAINTENANCE: A.Quarterly Preventative Maintenance Inspection (PMI) on each piece of equipment per contract year. Due to the large number of carts located at each facility, the contractor shall develop a rolling schedule that allows for the physical inspection and preventative maintenance of each cart in the inventory listed in Paragraph 1.2 at least once per quarter. The contractor shall provide a copy of the schedule to the Contracting Officer or their designated representative upon request. PMI services shall include but are not limited to the following: "Reviewing operating system software diagnostics to ensure that the equipment is operating according to original manufacturers specifications. "Perform 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. "Measuring, adjusting and calibrating as necessary for optimal performance. "Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. "The contractor prior to issuance of contract shall identify parts of components that are considered consumables. "Return equipment to full operating condition in accordance with the Original Equipment Manufacturers (OEM) standards. "Provide documentation of services performed to the Contracting Officer's Representative (COR). "PMI services shall be performed in accordance with, and during the hours defined in the preventative maintenance schedule established herein. All exceptions to the PMI 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 PMI are included within this contract and its agreed upon price. B.Unlimited on-site repairs by qualified service technicians C.Unlimited telephone support Mon-Fri 7am-7pm (excluding Federal Holidays) D.Included are all service, labor, travel and parts costs E.The contractor shall furnish all documentation of all repairs and preventative maintenance to the COR, to ensure the system is performing in accordance with the OEM Standards. 2.1.1HOURS OF COVERAGE: A.Normal business hours of coverage are: Monday through Friday from 8am to 4:30pm, excluding Federal holidays as listed in paragraph 3 below. All service/repairs will be performed during normal business hours of coverage as requested and approved by the governing official at each site. Governing officials and their respective contact information will be identified to the contractor prior to the start of the contract. B.Preventative maintenance inspections will be performed at a time/date mutually acceptable to the Governing official for each site. C.Federal Holidays observed are: New Year's DayLabor Day Martin Luther King Jr. DayColumbus Day President's DayVeterans Day Memorial DayThanksgiving Day Independence DayChristmas Day Any other day specifically declared by the President of the United States to be a National holiday. 2.1.2 UPDATES Contractor shall provide all software and hardware updates at no additional cost to the Government throughout the life of the contract. Software and hardware updates are limited to those items which are commercially available from the OEM and are provided by the OEM to their customers at no cost. Hardware/software update/upgrade installations shall be scheduled at mutually agreed times by the VA and the Contractor, and performed at no additional charge to the Government. 2.1.3. BATTERIES A.Upon commencement of the contract, the contractor shall verify that all carts in the inventory contain Lithium Ion (Li-Ion) Batteries. Any carts that are found to contain other types of batteries (i.e. Sealed Lead Acid (SLA)) shall be upgraded per OEM specifications and procedures to operate with Li-Ion batteries within the first 90 days of contract performance. B.All Li-Ion batteries shall be tested on a periodic basis (at a minimum annually) to ensure continued performance. Batteries found to have voltage/amperage levels that are out of manufacturer specifications shall be replaced at no additional cost to the Government. 2.2 UNSCHEDULED MAINTENANCE: A.The Contractor shall maintain equipment in accordance with the OEM Standards. The contractor shall provide repair services to include all intervening calls necessary between regular services and calibrations. All required parts shall be furnished by the contractor. B.The Contracting Officer (CO), COR or designated alternate has the authority to approve/request a service call from the contractor. C.Response Time: The Contractor will respond to requests for service by telephone within two (2) hours of notification during normal business hours and no later than seven (7) A.M. of the next business day if called after normal business hours. If the problem cannot be corrected by telephone, the Contractor will have a Field Service Engineer commence on-site repairs within 48 hours of the initial service request (excluding weekends and holidays). 2.2.1PARTS: All parts supplied shall be compatible with existing equipment. The contract shall include all repair parts. The contractor shall use only new or remanufactured parts, approved by the Original Equipment Manufacturer (OEM), and shall not install used parts. Contractor shall ensure that the equipment functions in conformance with the Original Equipment Manufacturers (OEM) performance standards. 3. REPORTS AND DOCUMENTATION: 3.1 SERVICE MANUALS The contractor shall have on file or make available to its FSE's, all 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. 3.2MAINTENANCE SERVICE REPORTS: Each maintenance report shall at a minimum, document the following data legibly and complete detail: "Name of Contractor "Name of FSE who performed services "Contractor service maintenance number/log number "Date, time (starting and ending), equipment downtime and hours on site for service call. "VA purchase order number issued at the time of the call. "Description of the problem reported by the COTR/User "Equipment inventory ID, Manufacturer's name, device name, model number, serial number and any their manufacturer's identification numbers. "Itemized description of service performed to include labor, parts, materials and location of problem/corrective action. "Signatures of FSE performing services. "VA employee who witnessed the service described. 3.3REPORTING REQUIRED BEYOND THE SCOPE OF THE CONTRACT: The contractor shall notify the Contracting Officer and COR, in writing, of the existence or the development of any defects in, or repairs to the equipment, which are not the responsibility of the contractor under the terms of this contract, within 24 hours of discovery. 4.CONTRACT ADMINISTRATION 4.1DEFINITIONS AND ACRONYMS: A.CO: Contracting Officer. Government Agent authorized to affect contract changes/matters. B.COR: Contracting Officers Representative. Individual designated by the Contracting Officer to monitor contract performance, and coordinates performance efforts subject to authority limits designated. A designation letter identifying the COR for this contract will be issued and signed by the COR and CO within ten (10) calendar days of the contract award. C.Contractor: An individual, partnership, corporation or organization having a contractual Relationship with the Government for provisions of services. D.Preventative Maintenance Inspection (PMI) Services that are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with (IAW) its original manufacturers intended design and functional capacity, with minimal incidence of malfunction or inoperative conditions. E.FAR: Federal Acquisition Regulation F.VAAR - Veterans Administration Acquisition Regulation G.Field Service Engineer (FSE): A person who is authorized by the contractor to perform maintenance (corrective and/or preventative) services. H.Engineering Service Report (ESR): the documentation/report of services rendered for each incidence of work performance under the terms and conditions of the contract. I.Acceptance Signature: COR's signature; indicates COR accepts work status as stated in ESR. J.OEM: Original Equipment Manufacture K.ISO: Independent Service Organization L.Purchase Order (PO): The VA document that obligates funds. Include this number, as well as the contract number on all correspondence. M.VA: Veterans Administration 4.2COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A.Each offeror must have an established business with an office and full time staff. The business must be able to provide 'fully qualified' FSE and a 'fully qualified' FSE who will serve as the backup. B. 'Fully Qualified' is based upon training and experience in the field. For training, the FSE(s) shall have successfully completed a training program for the equipment listed in this SOW. Evidence of said training shall be provided with your proposal (see ADDENDUM TO FAR 52.212-1, INSTRUCTIONS TO OFFERORS, in Section E). 4.3IDENTIFICATION AND PARKING: The contractor's FSE's shall wear visible company identification at all times while on the premises of the VA. It is the responsibility of the contractor to park in the appropriate designated parking areas to avoid ticketing or towing. The contractor will coordinate with the COR at each location to determine appropriate parking areas. 4.4CONDITION OF EQUIPMENT: The contractor accepts responsibility for the equipment listed in paragraph 1.2 is 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. 4.5ADDITIONAL CHARGES: There will be no additional charges for time spent at the site awaiting the arrival of additional FSE's and/or delivery parts. 4.6EXCLUSIONS: Service does not include the following: A.Parts or service needed as a result of the VA's negligence, misuse, theft, environmental factors such as floods, fires, acts of God or any other contingency outside the control of the Contractor, unauthorized modifications or accessory items not meeting the OEM's specifications. B.Replacement of product supplies. C.Reconditioning or refurbishment of instruments not covered by this contract. 4.7CONTRACTING OFFICER: A.The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract on behalf of the Government. B.In the event the Contractor affects any change(s) at the direction of any other person other than the Contracting Officer, that change shall be considered to have been made without authority and no adjustment in price shall be made in the contract to cover any increase in charges incurred as a result thereof. C.The Contractor shall submit all requests for modification(s) of the contract and any inquiries pertaining to the administration of the contract to the Contracting Officer in writing. 4.8.DESIGNATION OF CONTRACTING OFFICER'S REPRESENTATIVE (COR): A.The COR has the following scope and limitations of authority: 1.Place orders for supplies/services not to exceed those required under this contract 2.Certify acceptance of supplies/services received in accordance with the contract requirements. 3.Furnish technical guidance and advice, and monitor services performed under this contract. 4.Report any deficiencies in performance, quality of supplies/services, safety practices and questions on contract performance or suspensions of work to the Contracting Officer. B.This delegation of authority does not include any authority to make changes in quantity, quality and delivery. The Contracting Officer acting within the scope of his/her authority will make all changes to this contract. C.This delegation of authority will expire upon completion of the contract or unless sooner revoked in writing by the Contracting Officer, but in any case will not extend beyond the contract period. Note: Offerors acknowledge the Contracting Officer's Representative delegation by signature of the solicitation document. 4.9.CONTRACTOR POINT OF CONTACT: Offerors are requested to designate a person to be contacted regarding matters pertaining to contract administration: Name: _____ ___________________________ Title: ________________ ___________________ Address: _________________ _________________________ __________________________________________________ Phone: ___________________________________ _________ Fax: ____________________________________ __________ E-mail:__________________________ __________________
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/AlVAMC500/AlVAMC500/VA52815R0053/listing.html)
 

Document(s)

Attachment
 

File Name: VA528-15-R-0053 VA528-15-R-0053.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1945126&FileName=VA528-15-R-0053-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1945126&FileName=VA528-15-R-0053-000.docx

 

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

Record

SN03680193-W 20150328/150326235419-a4f44038729b33a12e4870fb0a8f5300 (fbodaily.com)
 

Source

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

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