Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JULY 14, 2016 FBO #5347
DOCUMENT

J -- DX-D 100 Maintenance - Attachment

Notice Date

7/12/2016
 

Notice Type

Attachment
 

NAICS

811310 — Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Gulf Coast Veterans Health Care System;Network Contracting Office 16;400 Veterans Avenue;Biloxi MS 39531
 

ZIP Code

39531
 

Solicitation Number

VA25616Q0987
 

Response Due

7/19/2016
 

Archive Date

9/17/2016
 

Point of Contact

Tina Harris
 

E-Mail Address

cting
 

Small Business Set-Aside

N/A
 

Description

This is a SOURCES SOUGHT NOTICE only. Response to this notice will be used for information and planning purposes. No proposals or quotes are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS or QUOTES and NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall NOT be construed as solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). Responses to this sources sought is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. The Gulf Coast Veterans Health Care System Biloxi (GCVHCS) is seeking businesses capable of maintenance and repair of the DX-D 100 mobile imaging equipment located at 400 Veterans Avenue, Biloxi MS, 39531. The VA is looking to award one firm-fixed contract for a base year and four (4) one-year option periods. The Contractor SHALL PROVIDE ALL TOOLS, LABOR, TRANSPORTATION, SUPERVISION, AND PARTS NECESSARY TO PROVIDE FULL MAINTENANCE AND REPAIR SERVICES INCLUDING PREVENTIVE MAINTENANCE INSPECTIONS (Includes Telephone & On-Site Service), FOR AGFA DXD-100 portable x-ray unit -, LOCATED AT The Gulf Coast Veterans Healthcare System; 400 Veterans Av.; Biloxi, MS 39531. PROPOSALS SHALL BE DONE ON AN ALL OR NONE BASIS. Operator/applications phone support for users required. Equipment to be serviced/repaired/maintained includes: BrandModelSerial #LocationPM# AGFADXD-100A54110000252B134-3-BXD53726 Note: This SOW requires contract pricing on a base year with four option years. 2.DEFINITIONS/ACRONYMS: A.Biomedical Engineering - Supervisor or designee, Bldg 1 Rm 2B112, phone (228) 523-5720. B.CO - Contracting Officer. Government Agent authorized to affect contract, contract changes, and issue direction. C.COR - Contracting Officer Technical 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 project will be issued and s signed by all parties prior to issuance of the NTP, or within ten (10) calendar days of contract award. D.PMI - Preventive Maintenance Inspection. 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.FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services. F.ESR - Vendor Engineering Service Report. The documentation/report of services rendered for each incidence of work performance under the terms and condition of the contract. G.Acceptance Signature - Authorized Department of Veterans Affairs (DVA) 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.OEM- Original Equipment Manufacturer. K.ISO- Independent Service Organization. L.PO- Purchase Order. The VA document that obligates funds. Include this number, as well as the contract number, on all correspondence. M.GCVHCS- Gulf Coast Veterans Health Care System 3.CONFORMANCE STANDARDS: Contractor shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, and the original equipment manufacturer's performance standards and specifications. 4.HOURS OF COVERAGE: A.Normal business hours of coverage are Monday through Friday from 7:00 a.m. to 4;30 p.m., excluding Federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the COR. Contractor's representative shall check in with Biomedical Engineering upon entering the facility, and shall sign in and out of the facility with Biomedical Engineering. B.Preventive maintenance inspections will be performed annually during the month of November (adjusted for the basic year, depending on DOA). Coordinate with COR). Inspections will be scheduled two weeks in advance with Biomedical Engineering. C.Work performed outside the normal hours of coverage at the request of COR shall be billed at the prices listed in the schedule. Billing shall include service time plus travel, and exclude parts as they are included in the contract. Work performed outside normal hours of coverage at the request of FSE shall be considered service during normal hours of coverage. D.Federal Holidays observed by the GCVHCS are: New Years DayLabor Day Martin Luther King DayColumbus Day President's DayVeterans Day Memorial DayThanksgiving Day Independence DayChristmas Day Or any other day specifically declared by the President of the United States to be a national holiday 5.UNSCHEDULED MAINTENANCE: A.Contractor shall maintain the equipment in accordance with the Conformance Standards Section. The contractor shall provide repair services, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, etc., and maintaining the equipment including all intervening calls necessary between regular services and calibrations. All required parts should be furnished. B.The CO, COR or designated alternate has the authority to approve/request a service call from the contractor. C.Response Time: Contractor's FSE shall respond to the OVAHC's initial service request call, with a phone call to the COR and/or his/her designee within one (1) hour after receipt of initial telephoned notification 24 hours per day. If the problem cannot be corrected by phone, the FSE shall commence work (on-site physical response) within eight (8)normal duty hours after receipt of initial notification/service request, and shall proceed progressively to restore equipment to full operating performance IAW the conformance standards, within 48 hours of initial service request. 6.PARTS: The contractor has ready access to unique and/or high mortality replacement repair parts. All parts supplied shall be compatible with existing equipment. The contract shall include all repair parts, which includes glassware and x-ray tubes. The contractor shall use only new or rebuilt parts, approved by the OEM, and shall not install used parts; those removed from another system without written COR approval. 7.UPDATES: Contractor shall provide all software and hardware updates upon release 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 (i.e. to ISOs) from the OEM and are provided by the OEM to their customers at no cost. Hardware/software update/upgrade installations shall be scheduled and performed at no additional charge to the Government. 8.SERVICE MANUALS: The GCVHCS shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE's all operational and service manuals, schematics, parts list, etc., 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. 9.DOCUMENTATION/REPORTS: The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices, 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 shall at a minimum document the following data legibly and in complete detail: A.Name of Contractor B.Name of FSE who performed services C.Contractor Service ESR Number/Log Number D.Date, Time (starting and ending), Equipment Downtime and Hours on Site for service call. E.GCVHCS PO#(s) covering the call, if outside normal working hours. F.Description of Problem Reported by COR/User. G.Identification of Equipment to be serviced: Equipment Inventory ID#, Manufacturer's Name, Device Name, Model #, Serial #, and any other Manufacturer's identification #s. H.Itemized Description of Service Performed (including costs associated with after normal business working hours service), including: Labor and Travel, Parts (with part #s), Materials and Circuit Location of problem/corrective action. I.Total cost to be billed. J.Signatures: 1.FSE performing services described. 2.DVA Employee who witnessed service described. K.Equipment downtime. NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED. 10.REPORTING REQUIREMENTS: For all on-site service, the contractor shall be required to report to Biomedical Engineering to log in during normal business hours, Monday through Friday. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(S). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(S) to the COR. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature". If the COR is unavailable, a signed, authorized copy of the ESR shall be sent to the contractor after the work can be reviewed (if requested or noted on the ESR.) 11.PAYMENT: Invoices shall be submitted quarterly in arrears to Gulf Coast Veterans Health Care System, Fiscal (04), 400 Veterans Av.; Biloxi, MS 39531. Invoice shall have contract number and purchase order identified as well as period of services. Any hourly rate charges shall be itemized as a separate line item with total cost, on the invoice. Failure to submit a proper invoice shall cause payment delay. Each invoice must be provided in triplicate. Invoices shall be submitted via electronic system: Vendor Electronic Invoice Submission Methods Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below: 1.VA's Electronic Invoice Presentment and Payment System - The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge. 2.A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI).The X12 EDI Web site http://www.x12.org Customer support: 1-877-752-0900 or 1-877489-6135 12.ADDITIONAL CHARGES: There will be no additional charge for time spent at 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 the necessary repairs. This contract does not include labor or materials for service lines and fittings, equipment not set forth on this schedule, or operating problems related to environmental conditions, e.g. electrical, steam, water, and/or ventilation that does not comply with equipment specifications. This also applies to improper operation of the equipment by operating personnel. Repairs made by the contractor, which are the result of neglect or improper operation of the equipment by the medical center, will result in issuance of a separate purchase order by the Government. Contractor must obtain a purchase order in this respect prior to effecting such repairs. Contractor must notify the Biomedical Program Manager and/or his representative prior to this type of repair and secure a purchase order before proceeding further. 14.CONDITION OF EQUIPMENT: The contractor accepts responsibility for the equipment listed in an "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: A.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. B."Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) shall have successfully completed a training program, for the equipment listed in this SOW. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on the equipment listed in this SOW, or comparable to similar equipment. Evidence of said training shall be provided with your proposal (see PROPOSAL PREPARATION ADDENDUM). 16.TEST EQUIPMENT: Prior to commencement of work on this contract, the contract awardee shall provide the GCVHCS with a copy of the current calibration certification of all test equipment that is to be used by the contractor on GCVHCS's equipment, not later than ten (10) calendar days after contract award. 17.IDENTIFICATION & PARKING: The contractor's FSE's shall wear visible company identification at all times while on the premises of the GCVHCS. It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing. Information on parking is available from the GCVHCS Police & Security Section. 18.SECURITY CLAUSES: SUBPART 839.2 - INFORMATION AND INFORMATION TECHNOLOGY SECURITY REQUIREMENTS 839.201 Contract clause for Information and Information Technology Security: a. Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media). b. In solicitations and contracts where VA Sensitive Information or Information Technology will be accessed or utilized, the CO shall insert the clause found at 852.273-75, Security Requirements for Unclassified Information Technology Resources. 852.273-75 - SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES (INTERIM- OCTOBER 2008) As prescribed in 839.201, insert the following clause: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding. Offeror's response to this Notice shall be limited to 5 pages and shall include the following information: oOfferor's company name, DUNS, Federal Tax ID, address, point of contact, title, phone number, and email address oOfferor's interest in bidding on the solicitation when it is issued to www.fbo.gov. oOfferor's capability to meet this requirement including any current contracts (Civilian or Government). Response must show clear and convincing evidence that your company has the capabilities and qualifications to provide this service to be considered as a source. SDVOSB and VOSB shall also show evidence that they will perform 51% of the work (additional 5 pages allowed). All parties are asked to identify any subcontractors that shall also be utilized. oOfferor's type of business (small or large) and socioeconomic status whether Service Disable Veteran Owned, Veteran Owned, Hubzone, 8(a), Woman Owned, Small Disadvantaged, etc. If applicable, Service-Disabled Veteran-Owned Small Business (SDVOSB) or Veteran-Owned (VOSB) must be verified with the seal in VetBiz to be considered as a source. Same for/with subcontractor The NAICS code811310, Maintenance and Repair of Medical, Dental and Veterinary, applies and the Size Standard is $7.5 million. Responses must be received by no later than 12 pm Central, July 19, 2016. Responses shall be emailed to tina.harris3@va.gov using "sources sought number VA256-16-Q-0987" in the subject line. Facsimile or Telephonic responses will not be accepted. Simply responding as an "interested party" in www.fbo.gov doesn't constitute your company as a source. Offeror must provide the above requested information by the time and date specified to be considered a source. After review of the responses to this sources sought notice, a solicitation announcement may be published on the FBO website in the near future. Responses to this sources sought notice are not considered adequate responses to the solicitation announcement. All interested offerors will have to respond to the solicitation announcement in addition to responding to this sources sought notice. All interested parties are reminded to be registered with Sam https://www.sam.gov/portal/public/SAM/ in order to be eligible for award of Government contracts.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BiVAMC/VAMCCO80220/VA25616Q0987/listing.html)
 

Document(s)

Attachment
 

File Name: VA256-16-Q-0987 VA256-16-Q-0987.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2866241&FileName=VA256-16-Q-0987-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2866241&FileName=VA256-16-Q-0987-000.docx

 

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

Record

SN04178912-W 20160714/160712234453-e1f0ed1546e06c251c650ba49f335d33 (fbodaily.com)
 

Source

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

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