PWS - Versa Trek Warranty and Maintenance Service_v2_.docx

SOURCES SOUGHT SYNOPSIS: Note that this is NOT a request for quotes or proposals; the 55th Contracting Squadron, Offutt Air Force Base, NE, is seeking information for market research purposes only for the following services listed below:

This is a Sources Sought announcement. The 55th Contracting Squadron intends to award a contract to perform scheduled maintenance/calibration inspection (preventative maintenance) and unscheduled maintenance on the following piece(s) of medical equipment, located at 2501 Capehart Road Offutt AFB, Nebraska 68113-2160. Scheduled calls will consist of Original Equipment Manufacturer (OEM) recommended preventive maintenance/calibration inspection intervals, and unscheduled calls

The designated NAICS Code is 811219 and a Size Standard of $22 million.

Your response shall include the following information:

· Size of company (i.e., large, small, 8(a), HUBZONE, WOSB, Veteran Owned, Small Disadvantaged Business, Service Disabled Veteran Owned, etc.),

· Relevant past performance on same/similar work dating back to the last three (3) years and your company’s capability to do this type of work.

· Teaming Arrangements to include relevant past performance on same/similar work dating back the last three (3) years.

Documentation of technical expertise and capability must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition (see Performance Work Statement attachment). It is imperative that business concerns responding to this Sources Sought articulate their capabilities clearly and adequately.

The information should be sent to 55 CONS preferably via e-mail to russell.mihely@us.af.mil by 2:30 p.m. Central Standard Time on 20 April 2020.

IF A SOLICITATION IS ISSUED IT WILL BE ANNOUNCED AT A LATER DATE. All interested parties must respond to that solicitation announcement separately from the responses to this announcement. No reimbursement will be made for any costs associated with providing information in response to this announcement.

Performance Work Statement

1. Warranty Type Service program: Contractor to provide all transportation, labor, parts, tools, test equipment, and service literature necessary to perform scheduled and preventive maintenance/calibration inspection and unscheduled maintenance on the following piece (s) of medical equipment.

2. Equipment to be serviced:

Versa TREK 240 Blood

3. Location of equipment:

55th Medical Group 2501 Capehart Road Offutt AFB, Nebraska 68113-2160

4. Hours of service: Ehrling Bergquist Clinic is open Monday through Friday, 0730-1630 hours excluding Federal holidays, all service calls and maintenance will be conducted at the clinic will be scheduled at these times/dates.

5. Reporting Instructions: Before beginning, and upon completion, of any scheduled or unscheduled service call, the contractor’s service representative shall sign in and out with a representative of the Biomedical Equipment Maintenance Team (BMET), located in room GG02A on the ground floor of the hospital. Access to the hospital during heightened security may be hampered. The vendor shall not hold the government responsible for delays caused by security. To access the facility, enter through the gate located on 25th street south of Capehart Road. Call 402-294-7440 for an escort, or to apply for a contractor’s badge through the 55th Security Forces squadron (recommended if the same person is accessing more than once per month).

6. Frequency of service:

6.1. Scheduled maintenance calls will consist of Original Equipment Manufacturer (OEM) recommended preventive maintenance/calibration inspection intervals. Upon award of the contract, the vendor shall submit a scheduled maintenance plan to include a one-time preventive maintenance inspection. The frequency of inspections should be similar to what is available to non-military customers in OEM standard service agreements.

6.2. Unscheduled maintenance calls are those deemed necessary to repair malfunctioning or inoperable equipment and restore equipment to manufacturers’ operational standards. Unlimited service calls shall be provided.

7. Response time:

7.1. Scheduled maintenance will be coordinated with BMETs at least three working days in advance. Phone: 402-294-7440/9432.

7.2. For unscheduled maintenance, the contractor’s representative is to arrive no later than 2 work days after a service request is originated.

FA4600-SS-20-0005

7.3. The contractor will respond only to requests placed by the Contracting Officer, their designated representative, or the 55th Medical Group Logistics Flight Chief and the Biomedical Equipment Maintenance Technicians.

8. Required services:

8.1. Scheduled maintenance: inspections shall include, but not be limited to, the following:

8.1.1. Perform operational check of all systems and correct any deficiencies noted.

8.1.2. Verify that the system’s internal and external calibrations are within manufacturer’s specifications.

8.1.3. Clean and lubricate mechanical parts in accordance with applicable manufacturer’s service manual.

8.1.4. Perform an electrical check of all instruments and accessories, and make electrical adjustments, as required, to ensure compliance with manufacturer’s specifications.

8.1.5. Replace excessively worn or defective parts. Excessively worn parts are those parts that if not replaced immediately may fail prior to the next scheduled visit.

8.1.6. Visually inspect exterior of all systems for damage and cleanliness and report any discrepancies to the Biomedical Equipment Maintenance Department.

8.1.7. Make mechanical adjustments to ensure proper operation.

8.1.8. Consult with the equipment operator regarding equipment performance.

8.2. Unscheduled maintenance: The contractor will provide on-site repair support to correct all malfunctions that may occur. All tools, test equipment, parts, and supplies necessary to return the equipment to original operating specifications will be the responsibility of the contractor. Test equipment will have a current calibration traceable to National Institute of Standards and Technology.

9. Replacement parts: The contractor shall use only new original equipment manufacturer or factory refurbished replacement parts in the performance of this contract. If required replacement parts are not immediately available to the contractor while performing scheduled or unscheduled service calls, the contractor shall notify the BMET personnel immediately. Contractor shall provide all replacement parts at no additional cost to the government. The contractor shall not remove any USAF owned equipment from 55th Medical Group for service at the contractor’s establishment without the written consent of the BMET. Should it be necessary to remove the equipment from the facility for servicing, the contractor shall provide similar equipment at no additional cost to the government.

10. Claims of Government Misuse or Abuse: If the contractor claims any service calls are the result of government abuse or misuse, the damage must immediately be identified by end user, reported to and verified by the Biomedical Equipment Maintenance before starting repairs. The Contracting Officer will resolve any responsibility disagreement.

11. Reliability: All equipment shall be maintained according to manufacturer’s specifications.

11.1. Uptime is defined as time that the system is performing according to specifications.

11.2. Downtime is defined as the state when the system is deemed not available by the BMETs. Biomedical Equipment Maintenance due to breakdown, ongoing corrective maintenance, or failure to perform according to specifications. The period of downtime shall be from the time the contractor is notified to when the equipment is presented to the government representative in full operating condition and ready to use. This shall include the wait time for loaned equipment, delivery and installation of replacement parts, and time elapsed after initial notification. Total downtime is the cumulative number of hours per month that the system is non-functional.

11.3. Scheduled routine preventive maintenance (PM) shall not be considered downtime. The contractor shall perform all preventive maintenance and calibration of components as indicated by the original equipment manufacturer’s technical/service literature and usual commercial practices. The scheduling of preventive maintenance services shall be coordinated with and approved by the Biomedical Equipment Maintenance Department.

12. Documentation:

12.1. At the completion of each scheduled or unscheduled service call, the contractor shall provide the Biomedical Equipment Maintenance Department with a legible service report at usaf.offutt.55-mdg.mbx.55-mdg-bmet@mail.mil. The government representative will countersign the report. Service reports shall include:

12.1.1. Type of service: Scheduled or unscheduled.

12.1.2. A description of all services rendered during the visit.

12.1.3. A listing of any discrepancies that may still exist with any item on the contract.

12.1.4. A complete list of parts, by part number, if replacement parts are used. Replaced parts shall be returned to the BMET at the completion of the required work (except for exchange parts). The completed service report shall be supplied to the Biomedical Equipment Maintenance Department prior to the contractor’s representative departing 55th Medical Group.

13. Payments: Made monthly or quarterly based upon contractor invoicing and service reports received by the Biomedical Equipment Maintenance Department.

14. Telephone Assistance: The contractor shall provide telephone assistance 24 hours a day for equipment covered under this contract. Telephone assistance shall be toll free to the government. The equipment operator shall be able to call and receive assistance in correcting problems with equipment operation. If the problem is not corrected by telephone assistance, telephone trouble shooting time shall be included in on site response time.

15. Equipment Updates: The contractor shall furnish and install all software updates and equipment modifications normally provided by the manufacturer. Updates and modifications shall be furnished at no additional cost under the contract and installed at the next scheduled PM after the manufacturer makes them available.

16. Safety: The contractor and contractor representatives shall comply with Air Force safety standards at all times while on government property. In accordance with Air Force Occupational Safety and Health standards (AFOSH) in 91-501, Occupational Health and Safety Agency (OSHA) standards and AFI 91-203, safe working practices shall be followed. These include, but are not limited to:

16.1. Wearing of seatbelts/shoulder harnesses at all times while driving on Offutt AFB.

16.2. Observe maximum speed limits, 25 MPH unless otherwise posted, on Offutt AFB.

16.3. Contractor personnel shall remove watches, rings, and jewelry prior to servicing electrical circuits.

16.4. If a unit is left in a non-operational state, it shall be tagged DO NOT OPERATE. The tag shall also include the name of the contracting company and the representative placing the tag on the equipment. The contractor shall comply with the Biomedical Equipment Maintenance Department’s current lock out / tag out policy, located in their shop.

16.5. Comply with the no smoking policy within 55th Medical Group.

16.6. Report to the Biomedical Equipment Maintenance Department any problems with building utilities such as blown circuit breakers and defective/broken electrical receptacles.