Questions and Answers - Amendment 1.pdf

Solicitation No. 75H71526Q00005

Biomedical Equipment PM Services – MATHC – Questions and Answers

1. Scope of 100 Annual Hours

Q1.1: Does the estimated 100 hours per contract year include both preventative maintenance (PM) AND corrective maintenance/repair services, or is the 100 hours allocated solely for scheduled PM services?

A1.1: The 100 hours is for PM services and repair services included as part of the PM agreement. Services outside of the PM agreement are not included.

Q1.2: If corrective maintenance and repairs (as described in PWS Section 2.6) are NOT included in the 100 hours, should these services be priced separately on a time-and-materials basis or as additional line items?

A1.2: Services outside of the PM agreement are not included in this requirement. The contractor must notify the COR if they recommend services are needed outside of the PM agreement and those needs will be addressed as they arise. They may or may not be authorized by another means.

2. Additional Equipment (PWS Section 1.3.12-1.3.20)

Q2.1: For the additional equipment listed in sections 1.3.12 through 1.3.20 (wall vital monitors, sterilization equipment, pharmacy refrigerators/freezers, lab equipment, panoramic X-ray, wall-mounted X-ray, hand-held X-ray, bladder scanner, and field vision screener):

• Should offerors include projected PM service costs for this equipment in our base year and option year pricing?

A2.1: Pricing for all equipment must be a fixed rate per hour for the estimated 100 hours of service

• Or will these items be added via separate task/delivery orders with pricing negotiated at the time of addition?

A2.1: Pricing for all equipment must be a fixed rate per hour for the estimated 100 hours of service.

Q2.2: Does the Government have estimated quantities for the additional equipment types listed in 1.3.12-1.3.20, or should offerors make assumptions based on typical clinic configurations?

A2.2: We do not have estimated quantities. PM services must be provided for all equipment at a fixed rate per hour for the estimated 100 hours of service.

3. Parts and Materials

Q3.1: PWS Section 2.1 states the contractor shall provide "all materials, tools, test equipment, parts and manpower" for PM services. Are OEM parts for routine PM (filters, belts, bulbs, batteries, etc.) included in the fixed-price per hour, or should these be priced separately?

A3.1: All parts included as part of the PM agreement must be included in the fixed rate per hour.

Q3.2: For corrective maintenance requiring parts "excluded from the OEM preventative maintenance replacement list" (PWS 2.6.1), should offerors provide a standard markup percentage for parts, or will parts be invoiced at cost-plus with COR approval?

A3.2: Parts outside of the PM agreement are not included in this requirement. The contractor must notify the COR if they recommend parts are needed outside of the PM agreement and those needs will be addressed as they arise. They may or may not be authorized by another means.

4. Pricing Structure

Q4.1: Should the firm fixed price be quoted as a dollar amount per hour for the estimated 100 hours annually, or does the Government prefer a total annual fixed price with an hourly breakdown?

A4.1 Per hour

Q4.2: Should travel costs (mileage, technician travel time to/from Charles City, VA) be included in the hourly rate or listed as a separate line item?

A4.2: Included in the hourly rate

5. Response Time and Emergency Service

Q5.1: PWS Section 2.6 requires 72-hour onsite response for corrective maintenance.

Does this 72-hour requirement apply to all service requests, or only to emergency/critical equipment failures?

A5.1: Critical equipment failures

Q5.2: Are there any after-hours or weekend emergency service requirements, or will all service calls be scheduled during normal business hours (M-F, 8:00am-4:30pm)?

A5.2: Normal business hours. After hours and emergency services are not included in this requirement.

6. Equipment Inventory and Baseline

Q6.1: Will the Government provide complete equipment serial numbers, model numbers, and current service history for the equipment listed in sections 1.3.1-1.3.11 to assist with accurate pricing?

A6.1: No, that information will not be provided.

Q6.2: Has any of the equipment listed in 1.3.1-1.3.11 been previously serviced, or is this the first PM cycle for all equipment?

A6.2: For some, they have been recently PM’d. We are still receiving more equipment that require PM.

7. Performance Requirements

Q7.1: Section 1.5 indicates the contract will start "within 30 days of award" with an estimated base year start date of December 1, 2025. Does this mean the contractor must be prepared to begin services as early as December 1, 2025, or is there flexibility in the start date?

A7.1: December 1, 2025 is an estimated start date. This is flexible dependent on when the contract is awarded. Once awarded, the contractor must begin providing services within 30 days from the award date.