Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JULY 30, 2016 FBO #5363
DOCUMENT

J -- Services - Endoscopy Maintenance - Attachment

Notice Date

7/28/2016
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Network Contracting Activity 8;Commerce Building;300 E. University Ave. Ste. 180;Gainesville FL 32601-3460
 

ZIP Code

32601-3460
 

Solicitation Number

VA24816Q1400
 

Response Due

8/12/2016
 

Archive Date

9/11/2016
 

Point of Contact

Christopher Brailer
 

Small Business Set-Aside

Total Small Business
 

Description

This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only Solicitation; quotes are being requested and a written Solicitation will not be issued. Solicitation number VA248-16-Q-1400 is issued as a (Request for Quotation (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-88-1/06-15-2016. Only emailed requests received directly from the requester are acceptable. Responses should be sent to christopher.brailer@va.gov. To receive a government award, the offeror must be currently registered in System for Award Management (SAM) at www.sam.gov. Offerors are encouraged to go to the SAM database www.sam.gov and start the registration process as soon as possible to avoid possible delays should the contractor be selected as a prospective awardee. Online Representation and Certification Application (ORCA) must also be current to qualify to receive a contract award. NAICS and Set-aside: The NAICS is 811219 and the small business size standard is $20.5 million. This procurement is set aside for Small Businesses. Any firm that is not considered a small business under this NAICS code should not submit a response to this notice. Contract Type: The government anticipates awarding a Firm Fixed Price award. Award will be made to lowest price quote which conforms to the requirements within this solicitation and represents the best value to the government. The Service Contact Act, Wage Determination number 2005-2113, Rev. 18, Date 12/29/2015 is applicable to this contract. For further details, access the relevant wage determination at www.wdol.gov. Description of Services: The VHA NCO 08 - Malcom Randall VAMC, ENT clinic, Gainesville, FL requires the following services: Service contract for the period of 9/1/2016 through 8/31/2021 (base + 4) for the following government owned equipment. I.REQUIREMENTS: A.Furnish all necessary labor, equipment, tools, and parts to repair any of Gainesville's Stryker booms and lights in ORs A-K and endoscopy equipment in ORs A-K (21 Vision Pro 26' LED displays, 6 SDC Ultras, 3 SDP1000s, and 6 SIDNE Suite control systems). Additionally, the contractor will provide all necessary labor, equipment, tools, and parts to provide annual preventative maintenance on any of the above mentioned equipment in accordance with the terms and conditions of this contract. B.EQUIPMENT: Description of serviceQuantityList PriceExt. Price ProCare protection of all booms and lights88 Vision Pro 26" LED displays21 SDC ULTRA6 SDP 10003 SIDNE Suite Control System6 Total Monthly price Total annual price Any and all Stryker booms and lights located in Gainesville ORs A-K 21 Vision Pro 26" LED displays located Gainesville ORs A-K 6 SDC ULTRAs located in Gainesville ORs A-K 3 SDP 1000s located in Gainesville ORs A-K 6 SIDNE Suite Control Systems located in Gainesville ORs A-K **Note there is information stores on the endoscopy equipment. This contract does involved sensitive information and the contractor will have administrative passwords to the systems. II.DEFINITIONS/ACRONYMS: A.Biomedical Engineering- internal VA department in the Facilities Management Service responsible for the maintenance and repair of medical equipment through in-house services as well as through functioning as a COR on contracted services. B.CO - Contracting Officer. C.COR - Contracting Officer Representative. D.FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises. E.ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. F.Acceptance Signature - VA employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending as stated in ESR. G.Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. H.NFPA - National Fire Protection Association. I.CDRH - Center for Devices and Radiological Health. J.VAMC - Department of Veterans Affairs Medical Center. K.OSHA - Occupational Safety and Health Agency. L.OEM - Original Equipment Manufacturer. III.CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the latest published editions of NFPA-99, OSHA, CDRH, and all Stryker performance standards and specifications for the R11302BD2 scopes. IV.HOURS OF COVERAGE: A.Normal business hours of coverage are [Monday through Friday], [8:00am - 4:30pm], excluding federal holidays. All service/repairs will be performed during the normal business hours of coverage unless requested and approved by the COR. B.Work performed inside the normal hours of coverage will include service time, and include parts and travel time. D.All Federal Holidays are observed as are any other day specifically declared by the President of the United States to be a national holiday. IV.LABOR: A. Unlimited labor is included within the hours of coverage noted above. V.REPAIRS: A.The contractor shall repair the equipment in accordance with the Conformance Standards Section, by furnishing all necessary labor, unlimited technical support, equipment, tools, materials, shipping charges and all peripherals. B.Only, the CO, COR or designated alternate has the authority to approve/ request a service call from the contractor. C.Response Time: The Contractor's point of contact must respond with a phone call to the COR and his/her designee within one (1) hour after receipt of telephoned notification. The contractor will either immediately provide a Return Material Authorization (RMA) number so the Gainesville VAMC can ship the unit to the Stryker repair center OR the contractor will send an FSE on-site within four (4) hours after receipt of notification. The contractor is responsible for working on the equipment continually until the equipment is repaired. The contractor is responsible for repairing equipment within 3 business days of the notification of the issue OR notifying the COR in writing of a plan and timeline for the repair of the equipment. VII.PARTS: The contractor shall furnish and replace all parts covered under this agreement. If parts cannot be furnished with-in 24 hours of placing the service call, the COR must be notified. The contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. New parts shall be furnished by the contractor and guaranteed against defects and/or failure for a period of 1 year from of completion installation of the component. IX.SERVICE MANUALS The VAMC shall not provide service manuals or service diagnostic software to the contractor. They shall obtain, have on file, and make available to its FSE's all operational and technical documentation, (such as; operational and service manuals, schematics, and parts list), 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. X.DOCUMENTATION/REPORTS: Within 24 hours of a completed scheduled or unscheduled service the contractor must provide the COR with the complete documentation. This documentation will include legible detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour service) 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 as 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), E.Description of Problem Reported by COR/User. F.Identification of Equipment to be serviced: a.INV. ID#, Manufacturer's Name, Device Name, Model #, Serial #, and any other Manufacturers identification numbers. G.Itemized Description of Service a.Performed (including Cost associated with after normal working hour services), including: b.Labor and Travel, Parts (with parts #) and Materials and Circuit Location of problem/corrective action. Note: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED. XI.REPORTING REQUIREMENTS: A.The contractor shall be required to report to Biomedical Engineering to log in. B.This check in is mandatory, and each facility will designate the appropriate area to report to. When the service is completed, the FSE shall log-out with the Biomedical Engineering department and report verbally the work that was completed and the status of the equipment. Within 24 hours the FSE is required to submit to the COR the documentation listed in section X. C.The contractor is totally responsible for providing documentation 24 hours after every service completed directly to the COR. XII.PAYMENT: Payments will be made monthly in arrears upon receipt of properly prepared invoices which must show reference to the correct purchase order number issued upon the award of this contract. Contractors must use OB-10 for submission of invoices. Register at the following website, www.ob10.com/veteransaffairs. XIII.ADDITIONAL CHARGES: Any additional charges outside of this contract are to be sent in writing to the COR before the work which incurs an additional charge is started. Work which incurs an additional charge may not be started until either written approval comes from the CO or the COR provides a separate PO. XIV.REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but not later than 24 consecutive hours after discovery notify the 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. XV.QUALIFICATIONS: Offers will be considered only from offerors who are established in the business called for and whom in the judgment of the Contracting Officer (CO) are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service. All contractor employees and subcontractors under this contract or order are required to complete VA's Information Security and Privacy combined Awareness Training Course annually. Contractors must provide signed certifications of completion to the COR during each year of the contract. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s). XVI.CONDITION OF EQUIPMENT The contractor accepts responsibility for the equipment described in the schedule 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. XVII.COMPETENCY OF PERSONNEL SERVICES 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) has successfully completed a formalized training program for the equipment listed in the schedule. For field experience, the FSE(s) has a minimum of three years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment comparable the equipment covered under this contract. C.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 list of credentials of approved FSEs for each make and model the contractor services at the VAMC. 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 reserve the right to reject any of the contractor's personnel and refuse them permission to work on the VAMC equipment. D.If subcontractor(s) are used, they must be approved by the CO; the contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. XVIII.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. 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. XIX.INSURANCE: A.Worker compensation and employee's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes. B.General Liability. Contractors are required to have Bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. VA INFORMATION CUSTODIAL LANGUAGE a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). b. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. c. 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. d. Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. The options are: (1) Vendor must accept the system without the drive; (2) VA's initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or (3) VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase. (4) Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for the VA to retain the hard drive, then; (a) The equipment vendor must have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being returned physically intact; and (b) Any fixed hard drive on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recommended using VA approved and validated overwriting technologies/methods/tools. Applicable media sanitization specifications need to be pre-approved and described in the purchase order or contract. (c) A statement needs to be signed by the Director (System Owner) that states that the drive could not be removed and that (a) and (b) controls above are in place and completed. The ISO needs to maintain the documentation. TRAINING a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following 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 Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; VA Handbook 6500.6, Contract Security APPENDIX C (2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; (3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document - e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] b. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor 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. Solicitation document and incorporated provisions and clauses apply to this acquisition: FAR 52.204-7- Central Contractor Registration; 52.212-1-Instructions to Offerors-Commercial Items; 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 including subparagraphs: 52.222-26 - Equal Opportunity; 52.222-36 - Equal Opportunity for Workers with Disabilities; 52.222-37 - Employment Reports on Veterans; 52.222-41 - Service Contract Labor Standards; 52.222-50 - Combating Trafficking in Persons; 52.232-34, Payment by Electronic Funds Transfer-Other Than Central Contractor Registration. Submitting Quote: Contractor shall submit their quote on company letterhead and shall include price and quantity of each labor category proposed, price of all anticipate indirect costs, and total price; any offered discounts; name, address, and telephone number of the offeror; terms of any express warranty; completed copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document. Interested contractors must submit a copy of any relevant certifications and licenses along with their quote. Quotes must be received August 12, 2016 by 1300 EST. All quotes must be e-mailed referencing to VA248-16-Q-1400 to christopher.brailer@va.gov; Offers received after the exact time specified in the solicitation are considered late and may be considered if the action would not unduly delay the acquisition. All questions regarding this solicitation must be submitted to the Contracting Specialist in writing (email is preferred). Any prospective bidder desiring an explanation or interpretation of the solicitation must request it via e-mail to the Contract Specialist: Christopher Brailer (christopher.brailer@va.gov) No Later Than: close of business on August 8, 2016.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VANFSGHS/DVANoFSoGHS/VA24816Q1400/listing.html)
 

Document(s)

Attachment
 

File Name: VA248-16-Q-1400 VA248-16-Q-1400.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2904198&FileName=VA248-16-Q-1400-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2904198&FileName=VA248-16-Q-1400-000.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: Malcom Randall VAMC;1601 S.W. Archer Rd.;Gainesville, FL

Zip Code: 32608
 

Record

SN04200772-W 20160730/160728235704-1c495a3b4cafa1909a78f71ca250f64f (fbodaily.com)
 

Source

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

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