36C25620Q0398-000.docx

PREVENTIVE MAINTENANCE INSPECTION AND SERVICE CHECKLIST

CHECKLIST NUMBER FREQUENCY SERVICE:

ELEVATOR/DUMBWAITER

Checkpoint

PREVENTIVE MAINTENANCE INSPECTION AND SERVICE CHECKLIST

CHECKLIST NUMBER FREQUENCY SERVICE:

ELEVATOR/DUMBWAITER

Checkpoint 36C25620Q0398 Attachment 1

Contract Opportunity Special Notice

CLASSIFICATION CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION

See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

GENERAL INFORMATION

ADDITIONAL INFORMATION

* = Required Field Contract Opportunity Special Notice J099

RADIO PAGING SYSTEM (NURSE CALL) MAINTENANCE AND REPAIR

72703 36C25620Q0398 N 811213 Department of Veterans Affairs Veterans Health Administration Network Contracting Office 16 2575 Keystone Crossing Fayetteville AR 72703 Surella Tracy Contract Specialist 479-444-4007 surella.tracy@va.gov Contract Specialist

PLEASE READ THIS NOTICE CAREFULLY AS IT CONSTITUTES THE ONLY NOTICE THAT WILL BE PUBLISHED.

The Department of Veterans Affairs (VA) Veterans Health Administration (VHA) intends to award a sole source contract to IWA Technical Services, Inc for providing maintenance and repair services on RComm Systems Model PT2025 equipment. This procurement is being conducted under Federal Acquisition Regulation (FAR) Parts 12 and 13.

The Central Arkansas Veterans Healthcare System (CAVHS) located in Little Rock and North Little Rock, Arkansas has a requirement for a contractor to provide all labor, tools, materials, equipment, supplies, incidental engineering, transportation, supervision and management necessary to complete all work associated with performing maintenance, component replacement and repair services for Radio Paging System (RPS) equipment.

Based on market research, it has been determined that IWA Technical Services, Inc. is the only vendor capable of providing all the required maintenance and repair services in accordance with original equipment manufacturer requirements.

This notice will be distributed solely through the General Services Administration's Federal Business Opportunities (FBO) Website (www.fedbizopps.gov). Interested parties are responsible for monitoring the FBO site to ensure they have the most up-to-date information about this acquisition. The North American Classification System Code is 811219, Other Electronic and Precision Equipment Repair and Maintenance.

The Government intends to negotiate with only one source under the authority of FAR 6.302-1. Interested parties may identify their interests and capability to respond to this requirement to the attention of: Surella Tracy, email address: surella.tracy@va.gov, no later than Friday, March 20, at 10:00am (Central Time). Only emailed responses will be considered. Information received will be utilized solely for determining whether to conduct a competitive procurement. A determination not to compete this proposed acquisition based upon responses to this notice is at the sole discretion of the Government.

STATEMENT OF WORK (SOW)

Radio Paging System (Nurse Call) Maintenance and Repair Central Arkansas Veterans Healthcare System (CAVHS)

1.0 BACKGROUND

The RComm Model PT2025 Radio Paging System (RPS) is a vital part of CAVHS’s communication processes. It includes Code Blue, Stroke, Walk of Honor, Emergency Management, Respiratory, Operating Room (OR) doctors/nurses, Emergency Department (ED) personnel, etc. in accordance with this contract and all attachments. It is always imperative that the RPS be maintained and fully functional.

2.0 SCOPE

The Contractor shall furnish all labor, transportation, equipment, materials, tools, supplies, services, supervision, incidental engineering, and management required to perform the maintenance, repair, and component replacement as required to maintain the RComm Model PT2025 Radio Paging System (RPS) components located at the Department of Veterans Affairs, Central Arkansas Veterans Healthcare System (CAVHS) in Little Rock and North Little Rock, AR.

2.1 The Components below are in 3 separate areas of CAVHS: North Little Rock Building 58 (Main Distribution Facility/MDF Room 30) and Building 170 (main hospital) Penthouse level/Radio Room (no official room number) as well as Little Rock Hospital - Penthouse level/Radio Room (no official room number).

· Main RComm PT2025 radio paging terminal

· Backup RComm PT2025 radio paging terminal

· Paging encoders

· Paging tone remote interface boards

· Main high-power Bluewave Broadband Neptune series paging amplifier/transmitter

· Backup high power paging amplifier/transmitter

· Main paging antenna

· Main antenna transmission line

· Backup paging antenna

· Backup antenna transmission line

· NOTE: The RPS is a dual/redundant system. If the main RPS has a failure, the backup RPS should be available to ensure CAVHS is never without paging communications.

3.0 TASKS - SERVICE CONTRACT REQUIREMENTS

3.1 Vendor shall perform periodic/routine inspections and 24/7 maintenance on all equipment associated with CAVHS’s Radio Paging System (RPS)

3.2 Vendor shall perform to include but not limited to: calibrating, adjusting, and replacement of worn or defective parts, and troubleshooting as necessary to ensure continual operation.

3.3 Vendor to provide any and all necessary hardware (HW) and software (SW) upgrades to the RPS terminal software. Critical HW and SW upgrades within one business day of release.

3.4 Vendor to provide Non-critical HW and SW upgrades within one month of release.

3.7 Vendor to perform at a minimum annual on-site visit, to ensure proper operations of ALL components, system performance and any newly required training/refresher training.

3.8 Vendor shall be available 24 hours a day/seven days a week to include any and all holidays to receive emergency/trouble calls as required and deemed necessary by CAVHS ET personnel.

3.9 Vendor shall respond within 15 minutes at the time a call is placed and message left.

3.10 Vendor to provide immediate replacement (within four hours) of any and all defective components of the RPS.

3.11 Vendor to provide immediate Replacement is identified as contractor must be on site with new components/parts within 24 hours after the component/part has been brought to the attention of the contractor.

3.12 Vendor shall furnish all qualified/certified personnel, to include travel and living expenses to perform the scope of work.

4.2 Vendor shall provide certificates for certified training

4.3 Vendor shall be equipped with all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. Tools, equipment, and PPE shall comply with the requirements of OSHA Standard 29 CFR 1910, Subpart I, and NFPA 70E.

4.4 Vendor shall be certified to maintain and repair the R-Comm paging equipment as described within this agreement. Evidence of all required licenses, as well as documentation of the qualifications of personnel, shall be provided to the COR prior to award of the contract.

4.5 Vendor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VAMC facility or personnel. The Contractor is fully responsible for the performance and conduct of his/her employees always. The Contractor shall not allow any employee to perform work under this Contract while under the influence of alcohol, drugs, or any other incapacitating agent.

4.6 Department of Veterans Affairs requires all Contractor employees to have a CAVHS issued Identification Badge and or equivalent and wear it always while at the CAVHS facilities. This ID badge shall be issued by the CAVHS security office under its rule for issuance unless the current badge being utilized by the contractor meets or exceeds the security offices requirements.

4.10 Emergency Service Calls: Service calls will be classified as emergency at the discretion of the COR. Generally, calls will be classified as emergency when the main RPS and back-up RPS are both unavailable and not working.

4.11 Work Schedule: The Contractor shall schedule and arrange work to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall make every effort to minimize the impact of the interference, inconvenience, equipment downtime, interrupted service, customer discomfort, etc. Normal work hours are from 7:30am to 4:00pm (8:00am to 4:30pm also acceptable) Monday through Friday, Excluding Federal Holidays.

5.0 TYPE OF CONTRACT: Firm-Fixed-Price

8.1 The Contracting Officer (CO) is the only individual authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. The Contracting Officer’s Representative (COR) is designated to represent the CO in furnishing technical guidance and advice regarding the work being performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the CO. Only the CO is authorized to make commitments or issue changes affecting price, quantity or performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the CO, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in cost incurred as a result thereof.

10.0 CONFIDENTIALITY AND NONDISCLOSURE

The Contractor understands and agrees that confidential information (patients, employee, or facility) must always be secured and protected. The Contractor and its personnel shall be held liable in the event a breach of confidentiality occurs as a result of the Contractor or its employees. Each contract employee will be required to read and sign the Contractor Rules of Behavior and provide the original signature page to the COR.

11.0 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

Base on the VHA Procurement and Logistics Standard Operating Procedures dated February 25, 2011 (Acquisition Security Requirements) under Procedures item c. (Special Agreement Check (SAC) Requirements and Exemptions) states the following:

11.1 If it is determined that an exemption to a background investigation applies, the CO and COR shall determine whether a SAC is required. All contract personnel who are exempt from a background investigation and who provide direct and/or ancillary health care services at VA facilities or have access to VA information systems or sensitive information must have a SAC competed unless an exemption applies. The Deputy Under Secretary for Health for Operations and Management (10N) Memorandum dated May 18, 2010, VAAR Security Clause in Contracts, specifies that the following low risk or non-sensitive contractor positions are exempt from the requirement to have a background screening (SAC):

11.2 Contract personnel not accessing VA information resources such as personnel hired to maintain medical facility grounds, construction contractors, utility system contractors, etc.

The contractor will not have access to VA Desktop computers, and nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

a. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

b. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

c. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

d. Central Arkansas Veterans Healthcare system and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Central Arkansas Veterans Healthcare system or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Central Arkansas Veterans Healthcare system. The agency must report promptly to NARA in accordance with 36 CFR 1230.

e. The Contractor shall immediately notify the appropriate Contracting Officer Representative/Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Central Arkansas Veterans Healthcare system control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

f. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Central Arkansas Veterans Healthcare system guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

g. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Central Arkansas Veterans Healthcare system policy.

h. The Contractor shall not create or maintain any records containing any non-public Central Arkansas Veterans Healthcare system information that are not specifically tied to or authorized by the contract.

i. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

j. The Central Arkansas Veterans Healthcare system owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Central Arkansas Veterans Healthcare system shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

k. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take Central Arkansas Veterans Healthcare system provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

13.0 GOVERNMENT OBSERVED HOLIDAYS: The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

· New Year's Day

· Martin Luther King's Birthday

· President's Birthday

· Memorial Day

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving Day

· Christmas In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President’s Proclamation

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