36C24122Q0613.docx

Special Notice Special Notice

GENERAL INFORMATION

Network Contracting Office 1

421 North Main Street Leeds MA 01053-9764

POINT OF CONTACT*

Contracting Office Chelsea Smith chelsea.smith2@va.gov 413-584-4040

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

Special notice for notice of intent to award a sole source contact. This is not a solicitation. The Department of Veterans Affairs intends to negotiate a sole source contract for a 12 month with Advanced Sterilization Products Services Inc. 33 Technology Dr., Irvine, CA 92618-2346 to provide preventative maintenance per manufacturer specifications for all Sterilization Unit Plasma Sterrad NX Machines located at the VA Boston Healthcare System. Ethicon Inc., doing business as Advanced Sterilization Products Division (ASP) is the original equipment manufacturer of the Sterrad NX equipment and the only vendor with access to Sterrad parts. Proprietary parts are required to service the STERRAD system. Additionally, Sterrad does not have any authorized service providers outside of ASP and anyone who works on this equipment requires ASP specific service training, which is only offered to its employees. Service attempted or performed by unauthorized persons will void ASP warranties and/or service agreements for the specific system in accordance with the provisions of ASP’s product warranty policy and service agreements. In addition, approved and proprietary parts are necessary to service all ASP systems. These parts are only available to ASP authorized personnel as detailed above. The applicable NAICS code is 811219 with a $22.0 million size standard. The PSC is J065. The authority for this action is FAR 6.302.1-1 Only One Responsible source and no other supplies or services will satisfy agency requirements.

Interested persons may contact the Contracting Officer via email Chelsea.smith2@va.gov regarding this procurement. The determination to conduct a competitive procurement based on responses to this notice is solely within the discretion of the Contracting Officer.

PERFORMANCE WORK STATEMENT

Plasma Gas Sterilization Equipment – VA Boston Healthcare System The VA Boston Healthcare System, West Roxbury and Jamaica Plain Campuses, has a requirement for a full-service on-site maintenance contract. Contractor shall furnish all parts, labor, equipment, materials, travel, and transportation to perform all scheduled and unscheduled maintenance for the equipment listed below.

1. CONTRACTOR REQUIREMENTS:

1.1 Contractor will provide only technically qualified technicians who are formally trained on the above equipment. Service personnel must have a good working knowledge of the equipment.

1.2 Contractor provides a plan for service coverage if less than two (2) personnel are trained on the equipment. The plan describes and ensures the Government is hot without service support for more than one day.

1.3 Contractor shall obtain the most current legal editions of the original equipment manufacturer (OEM) literature or approved copies.

1.4 Contractor shall furnish and install only OEM repair parts and OEM recommended substitution/ modifications, as required ensuring proper and safe operation of the equipment.

1.5 Contractor shall have knowledge of, furnish and install all OEM sponsored modifications at no additional charge. This includes all the OEM published Equipment Changed Orders (ECO) and (Field) Change Orders (FCO). Mandatory modifications include equipment upgrades or enhancements to equipment design and changes necessary for operator and patient safety.

Manufacturer sponsored modifications are made as hardware/software updates/ corrections becoming available from the manufacturer. In addition, the Government may request the Contractor to install said OEM sponsored modification if the Government obtained knowledge of ECO or FCO before the contractor. Contractor will make all ECO and FCO modifications in a timely manner, but in no case shall it exceed sixty (60) calendar days after ECO or FCO is announced by the OEM. All such modifications shall be made so as not to interfere with the Government's operation. If such modification is not possible during normal duty hours, the Contractor will do the modifications outside of normal duty hours (overtime) at no additional cost the Government.

2. MAINTENANCE TIME FRAMES:

The Contractor shall provide scheduled preventive maintenance (PM) (l) annual calibration verification check (CVC) and unscheduled service as required. The Contractor shall perform CVC in conjunction with the preventive maintenance services. Services during the time frame will include one (1) electrical safety current leakage test to determine the amount of electrical current leakage to the case of the unit. All services performed are documented and indicated on the service ticket upon completion of services as follows:

(a) Calibration: CA with the time spent

(b) Preventive Maintenance INSP is inspection with the time spent, the electrical safety test is part of the is process.

(c) Scheduled Parts Replacement SPR with the time, name, and part numbers with cost of parts replaced.

3. SCHEDULED SERVICES:

3.1 The Contractor shall perform the schedule preventive maintenance (PM) inspection within the contract period.

3.2 The Contractor shall complete all required scheduled services within 1 working day after starting each scheduled service.

3.3 The Contractor shall coordinate with the Contracting Officer's Technical Representative (COTR) or his designee, to ensure access to the equipment to be serviced.

4. UNSCHEDULED SERVICES:

4.1 All repairs must be accomplished and the unit fully operational within 1 working day of telephonic notification of a malfunction. These days are Monday through Friday, excluding all Government holidays. All equipment is repaired to meet manufacturers specifications at all times.

4.2 The Contractor shall respond telephonically within four (4) hours during normal duty hours days and within six (6) hours after normal duty hours/or weekends/holidays.

4.3 Delays caused by the Government must be immediately communicated to the COTR.

4.4 If parts are required and are not in stock with the original equipment manufacturer, authorized sales representative, or repair parts supply outlets, an allowable delay will be determined by the COTR and subsequent ship time will not exceed two days.

4.5 The Contractor shall provide for all replacements of worn and/or defective parts necessary to restore the equipment to 100% operational condition as specified by the OEM.

4.6 HOURS OF OPERATION: Jamaica Plain Campus 0700-1830 Mon thru Friday West Roxbury Campus -0700-2300 Mon thru Friday

5. SERVICE REPORTS:

Upon completion of services, a service report shall be provided electronically to the COTR or his designee. This report is initiated by the Contractor at the completion of each repair and at the minimum will include:

(1) Contractor' s name

(2) Contract number

(3) Name of technician performing the repair (full printed and signed name)

(4) Number of hours expended on each piece that is serviced.

(5) Part number and listed cost of each repair part used

(6) Equipment Control Number and serial number of equipment being repaired.

6. GOVERNMENT FURNISHED PROPERTY AND MATERIALS:

The COTR or his designee will provide the contractor access to the equipment covered under the contract.

7. CONTRACTOR FURNISHED PROPERTY:

71. All materials required in the performance of this contract shall be furnished by the Contractor.

7.2 Availability of manufacturer's service literature needed in the performance of the contract will be Contractor's responsibility and will remain Contractor owned at the termination of the contract.

7.3 Equipment maintenance performance under the contract includes the unlimited replacement of defective repair parts.

7.4 Contractor shall notify the COTR immediately when parts required to accomplish a maintenance service are not available from the original manufacturer, authorized sales representative, or other repair parts supply outlets.

7.5 The Government shall not be responsible for any damages or loss of Contractor supplies, materials, or equipment.

7.6 The Government shall not be responsible for any damages or loss of the Contractor's personal belongings, or those of the Contractor's employees, due to fire, theft, accidents or other causes

8. PERSONS AUTHORIZED TO PLACE SERVICE CALLS

The Government's COTR or his/her designee.

9. SCOPE OF WORK

9.1 Qualified Technician shall report to each site as required. When departing the technician must provide the service report with applicable information.

9.2 The performance of all services shall meet or exceed the specifications of the original equipment manufacturer.

9.3 The Contractor is not responsible for the maintenance of equipment listed when damage resulted from act of God, or Government neglect/misuse/abuse, or when services from other than the Contractor's personnel have been performed.

9.4 The Contractor shall provide unlimited unscheduled maintenance services for the equipment covered under the contract.

9.S The Contractor shall perform scheduled and unscheduled maintenance, inspection calibration /verification/certification as needed or required by OEM specification.

9.6 The Contractor shall establish and follow a procedural checklist when performing scheduled services. Any updates shall be supplied to the COTR.

9.7 The Contractor shall comply with applicable federal, state, and local laws and regulations.

9.8 The Contractor shall ensure that all maintenance services meet or exceed accreditation requirements/standards of the Joint Commission on Accreditation of Healthcare Organizations.

9.9 The Contractor shall provide certificate indicating the manufacturer, model, serial number, and date of calibration.

9.10 When CVC services are complete, the Contractor shall affix certificate to the equipment.

9.11 Upon completion of each repair or service, the Contractor shall provide the COTR or his designee with a Service Report for all services prior to departure.

9.12 The Contractor shall have available or have reasonable access to all repair parts to maintain the equipment. At no time during the contract period shall the equipment remain inoperative more than 24 hours following initial on-site visit. Delays caused by Government will not be counted as contractor "down time" for the purpose of this requirement.

9.13 Repair services shall continue uninterrupted until the equipment is fully operational. If the Contractor determines that additional parts are required, services will resume as soon as parts become available.

9.14 Verification/Certification Worksheet wi11 be completed and returned to the COTR.

9.15 When it is questionable as to whether a malfunction exists with the Contractor maintained equipment or the Government's utilities (i.e., water, air, electricity). The COTR shall notify the Government's maintenance representative and establish an arrival time for said representative will arrive at the job site within 30 minutes or less upon notification by COTR. The Contractor's maintenance representative shall remain at the site, if not, the Contractor's maintenance representative is allowed to depart the site and return at a time which coincides with the arrival of the Government's maintenance representative. The utilities will be tested; it will then be determined what failed (the utility or the equipment). Should it be determined that the Contractor maintained equipment malfunctioned, the Government shall be reimbursed by the Contractor for the added costs for chargeable maintenance time spent testing utilities.

10. REPLACEMENT REPAIR PARTS:

1 0.1 The Contractor shall have and maintain an adequate inventory of repair parts to service the equipment listed herein and satisfactory sources of supply for such parts as may be needed in the performance of this contract. Inventory of available parts shall be readily available and be verifiable by the Government if so desired at any time. The Contractor shall ensure a backup inventory of spare parts so that any spare parts can be delivered to the site within the time frames established, if the spare part is not available from the local contractor inventory

10.2 Repair parts used in the performance of this contract shall be new under this contract.

10.3 Parts which have been replaced with Contractor furnished parts shall become the property of the Contractor. Parts once placed in a system or sub-system becomes the property of the Government.

10.4 The Contractor shall replace all worn, failed, or doubtful components and parts at no further cost or charge to the Government. Replacement parts shall be of like or current design to minimize system depreciation and obsolescence. Where statistical data of the manufacturer indicates the failure point is approaching for any component, such component, such component may be repaired or replaced in advance to prevent a system failure.

11. CONTRACTOR PERSONNEL:

11.1 The Contractor shall provide technically qualified technicians to accomplish all maintenance services required by the contract. Repair technician must have received formal training presented by the original equipment manufacturer.

11.2 The Contractor shall designate a Point of Contact (POC) for the contract. The Contractor's POC shall be authorized to discuss with the COTR, all maintenance services required by the contract and ensure response to requests for performance of the contract. The POC shall have the authority to make decision for the Contractor. The Contracting Officer or the COTR shall be notified immediately whenever the POC changes. Contractor's POC shall be submitted no later than 10 days after award of contract, and shall include, as a minimum, name, title, and telephone number.

11.3 The Contractor shall not hire off-duty Government employees who serve as inspector or COTR's in their Government position, or any other persons whose employment would result in a conflict of interest.

1 1.4 The Contractor shall provide each employee an identification badge which shall be displayed on their outer garment at all time when on duty. The badge shall include, as a minimum, the employee's name, current picture, the Contractor's name, and title identification.

12. SAFETY:

12.1 When the Contractor leaves on-site location where maintenance services are being performed, the site shall be lift in a clean, neat, and orderly condition ensuring the hospital staff and patients are not subjected to any safety hazards, including but not limited to expose wiring, open circuit panels, or tripping hazards.

12.2 Equipment which is left unserviceable at the end of normal duty hours or until performance can be resumed, will be identified by the Contractor attaching appropriate Lockout/Tagout to the equipment in plain view of hospital staff The COTR or his designee will be informed personally or in writing of the equipment status prior to the Contractor leaving the work site.

Special Notice