HT940624Q0051.pdf

SEE ADDENDUM

(No Collect Calls)

HT940624Q0051 13-May-2024

b. TELEPHONE NUMBER

726-203-0132

8. OFFER DUE DATE/LOCAL TIME

12:00 PM 17 May 2024

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

HT94069. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

MONIKA JARVIS

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

0 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED OR X

SMALL BUSINESSX

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

DHA CONTRACTING OFFICE TIDEWATER HT9406

7700 ARLINGTON BLVD

FALLS CHURCH VA 22042

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE HT0311 16. ADMINISTERED BY

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

NAS JACKSONVILLE FL

NAS JACKSONVILLE FL

2080 CHILD STREET BLDG

JACKSONVILLE FL 32212

TEL: FAX:

FAX:

TEL: SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$34,000,000

NAICS:

811210

X

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF35

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

HT940624Q0051

Section SF 1449 - CONTINUATION SHEET

SOLICITATION

Solicitation HT940624Q0051

This is a combined synopsis/solicitation for commercial items/services prepared in accordance with FAR 12.6, Streamlined Procedures for Commercial Items, and FAR 13.5 Simplified procedures for certain commercial items. This announcement constitutes the only solicitation. The solicitation number is HT940624Q0051. The solicitation is issued as a Request for Quote (RFQ). It is the contractor’s responsibility to be familiar with the applicable clauses and provisions. The clauses may be accessed in full text at these addresses: http://acquisition.gov/far .

The NAICS code is 811210 Electronic and Precision Equipment Repair and Maintenance, with a small business size of $34 mil. The services will be posted on the GPE as a 100% Small Business Set Aside requirement. This is a solicitation for quotes.

PERFORMANCE WORK STATEMENT

Department of Defense Defense Health Agency

Performance Work Statement

Government-owned Drager Anesthesia Machines Preventive Maintenance and Corrective Maintenance Service

Solicitation Number: HT940624Q0051

Version Number: 1 Date: 03 May 2024

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide: Maintenance on designated government owned Drager Anesthesia Machines.

1.1.1 Description of services/introduction: The Contractor shall provide preventive maintenance and corrective maintenance services on the Drager Anesthesia Machines. The Contractor shall maintain the equipment within the original equipment manufacturer’s (OEM) specifications, in accordance with the newest US, State, and Local law and regulations, Defense Health Agency (DHA) regulations, and The Joint Commission (TJC) requirements.

1.1.2 Background:

This acquisition is a follow-on to the expired Firm-Fixed Price (FFP) United States Navy (USN) contract N68909-18-P-0136 for medical device maintenance and service in support of the Naval Hospital Jacksonville (NHJAX), Florida.

1.1.3 Scope: The contractor shall provide preventive maintenance and corrective maintenance on designated Government-owned medical equipment. Services shall be performed on the designated medical equipment for the Drager Anesthesia Machines. Technical Exhibit 1 references the full list of Government-owned medical equipment. The Contractor shall provide preventive maintenance to include regularly scheduled preventive maintenance and inspections every six (6) months or annually as per manufactures recommendations. Corrective maintenance, as required, to include, repair, adjustment, calibration, software manipulation and upgrades or other action taken to return a piece of equipment to original manufacturers specifications following a failure, damage, or other incident that causes the product to no longer perform within the original specifications.

1.1.3.1 The contractor shall maintain the equipment within the original equipment manufacturer’s (OEM) specifications, in accordance with the newest United States, State, and Local law and regulations, DHA regulations, instructions and The Joint Commission (TJC) requirements. The Joint Commission’s requirements are specified in its Comprehensive Accreditation Manual for Hospitals (CAMH), readily found on https://www.jointcommission.org/. DHA regulations and instructions will be available upon request to maintain equipment within OEM specifications

1.1.3.2 The contractor shall provide unlimited telephone support between the hours of 0800 and 1700, Eastern Standard Time, Monday through Friday, preventive maintenance and inspections, corrective maintenance tasks, and unlimited emergency responses by the Contractor’s Field Service Engineers for all medical devices listed in the PWS, to include Technical Exhibit 1. All maintenance standards shall apply to hardware, firmware, and software, as appropriate, unless otherwise stated.

1.1.3.3 When product recalls, updates, or upgrades are necessary to maintain the contractual equipment inventory within the OEM’s specifications, the Contractor shall obtain and install same.

1.1.3.4 The aggregate amount of equipment covered under the contract shall fluctuate over time, as hardware and software eclipse useful life and as new equipment comes off warranty. Any changes to the equipment list will be executed through an official contract modification.

1.1.3.5 The contractor shall provide phone and online support/service coverage between the hours of 0800 and 1700 (Eastern Standard Time), Monday through Friday.

1.1.4 Period of Performance (PoP): The period of performance consists of one base period of 12 months and 4 option periods of 12 months each as follows:

Base Period: 01 June 2024 – 31 May 2025 Option Period 1: 01 June 2025 – 31 May 2026 Option Period 2: 01 June 2026 – 31 May 2027 Option Period 3: 01 June 2027 – 31 May 2028

Option Period 4: 01 June 2028 – 31 May 2029

1.2 Administrative Specifications

1.2.1 Place of Performance: The work shall be performed at Naval Hospital Jacksonville, Navy Medicine Readiness and Training Command (NMRTC) Jacksonville, located at 2080 Child Street, Jacksonville, Florida, 32214.

1.2.2 Recognized Federal Holidays: Not required to work

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Day Christmas Day Independence Day

1.2.3 Hours of Operation: The contractor is responsible for conducting business from 8am- 5pm, Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.3 Contractor Identification

1.3.1 Contractor personnel performing services in a contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the Government understands that the person is contractor support personnel.

2.0 SPECIFIC TASKS

2.1 The contractor shall provide regularly scheduled preventive and corrective maintenance on all equipment listed in the PWS, to include Technical Exhibit 1. The contractor shall complete manufacture required preventive maintenance semi-annually as identified in Technical Exhibit 1 and as recommended by manufacturer. Maintenance shall include replacing manufacturer recommended replacements parts, installation kits or any other items, as required to maintain the equipment within the original equipment manufacturer’s (OEM) specifications. The contractor shall obtain and install product recalls, updates, or upgrades necessary to maintain the contractual equipment inventory within the OEM’s specifications.

2.1.1 Quarterly: N/A .

2.1.2 Scheduling Maintenance: Preventive maintenance visits shall be scheduled at the minimum one week in advance of the scheduled month of service. If the routine scheduling for the equipment items is greater than one 1 week in advance, then the preventive and/or corrective maintenance visits must be coordinated at least that far in advance to prevent the rescheduling of patient care. The Government’s Point of Contract (POC) for preventive and/or corrective maintenance is Mr. Steven Rath, steven.j.rath.civ@health.mil, (904) 542-9053.

2.1.3 Reporting: The contractor shall provide equipment maintenance services to include all periodic planned maintenance and unscheduled repairs, in accordance with OEM specifications and in compliance with ISO 9001 standards, to include repairs necessitated by operator error.

Upon completion of each preventive maintenance visit and each corrective maintenance service, Field Service Engineers must submit a signed field service report (FSR), in English, to officially record all instances of contracted troubleshooting, work, and services conducted on equipment within three (3) working days to the COR and Biomedical Equipment Technician (BMET), Technician Liaison (TL), and Biomedical Department for data entry into DMLSS. The contractor shall report to BMET to sign into and out of the visitors logbook with every service provided.

The FSR shall include all information outlined below:

Service Event Documentation: Upon completion of each preventive maintenance visit and each corrective maintenance visit, Field Service Engineers must submit a signed Field Service Report (FSR) to BIOMED. The service report shall indicate all problems addressed, devices checked, parts replaced/repaired, parts ordered, and problem resolution or pending action. Each service report must at a minimum document the following data legibly, in English, and in complete detail:

1. Name of Contractor

2. Name of Contractor personnel performing service

3. Contractor personnel log/control number

4. Equipment identification factors to include: Manufacturer, make, model, serial number and Facility Equipment Control Number (ECN)

5. Description of problem reported by user

6. Date & time of initial trouble call

7. Date & time, beginning and ending, of hours on-site for service call

8. Itemized description of service performed to include, but not be limited to: parts used, problem found, corrective action(s) taken or recommended, communications had with Medical Treatment Facility (MTF) personnel

9. Resolution and/or pending action(s)

10. Signatures:

a. Contractor performing service

b. BMET verifying service rendered

2.1.3.1.1 Test Equipment: The Contractor shall ensure that all test equipment and calibration standards, which are to be used in the performance of this contract, are traceable and certified in accordance with National Institute of Standards and Technology (NIST). Any efforts conducted without equipment within the calibration intervals is not NIST Standards in accordance with this contract. Upon request by COR, the Contractor and service vendors shall provide a copy of the current calibration certification of all test equipment to be used, or which has been used, on MTF equipment. In the event the test equipment and calibration standards are calibrated/certified throughout the course of this contract, the latest calibration/certification documentation must be submitted to BIOMED.

2.1.3.1.2 Removal Report: The Contractor shall provide a detailed description of removed items in writing on the Contractor’s company letterhead. For associated items/accessories, Contractor shall provide a detailed written description and quantities of items to be removed. The description shall include, at a minimum, manufacturer’s serial numbers and equipment control number (ECN) of all equipment / items removed. In the event that items/sub-assemblies/accessories are repaired via “Repair by Replacement”, a detailed description of replaced items is to be included on the service report sent electronically to the BIOMED department upon return of repaired components .

2.2 Repair Response Time: Within two (2) hour of the repair request notification, contract personnel shall respond by telephone to BIOMED If the equipment can not be restored to the operating condition via telephone, Contractor shall send a repair technician onsite within one (1) business day (Next Business Day) to repair the unit. The onsite response time is measured from the time the Contractor is originally called, not from the time the contractor returns the call.

2.2.1 Coverage: Maintenance includes regularly scheduled preventive maintenance and inspections, any needed unscheduled repairs to maintain the equipment operational per OEM specifications between 8AM to 5PM.

2.2.2 Loaner Equipment: Not required.

2.2.3 Uptime: Uptime is defined as that time, during the clinical areas’ normal business hours, when the equipment is available for clinical use without restrictions to the quality of the results, and without safety hazards to the patient, staff, or visitors.

2.2.4 Documentation: Upon completion of each preventive maintenance visit and each corrective maintenance visit, field service personnel must submit a signed service report to the COR within three (3) working days. The service report shall indicate all problems addressed, devices checked, parts replaced/repaired, parts ordered, and problem resolution or pending action.

2.3 Replacement Parts: Contractor shall use only manufacture recommended replacements parts, preventative maintenance kits, batteries, o-rings, seals, tubing or any other items needed to maintain the equipment within the original equipment manufacturer’s (OEM) specifications.

2.3.1 Repair Parts: Contractor shall identify and replace any parts as needed to maintain the equipment within the OEM’s specifications.

2.3.2 Removal of Equipment From Site: No equipment shall be removed from the Naval Hospital Jacksonville Florida without the approval of the COR or Biomedical Repair. Security passes for equipment removal must be obtained by service personnel. Any failure to obtain such passes which results in detainment or prosecution of service vendor personnel are the sole responsibility of the service vendor personnel. No additional charge is allowed for work performed off-site, or any additional time required. The Contractor shall be responsible for damage to or loss of Naval Hospital Jacksonville Florida equipment while in Contractor or service vendor custody.

2.4. DEFINITIONS. As used throughout this work statement, the following terms shall have the meaning set forth below:

2.4.1 Calibration: This activity should be the procedures for the mechanical adjustments of the device to ensure consistent, standardized performance or output as per the original equipment manufacturer recommendations.

2.4.2 Contracting Officer (KO): A warranted representative of the federal Government who has the express authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The KO is the only person authorized to approve changes to any terms, conditions, or requirements of the contract.

2.4.3 Contracting Officer’s Representative (COR): A Government employee appointed by the KO and responsible for the inspection, evaluation, and acceptance of products and services provided in accordance with the terms and conditions of the contract.

2.4.4 Contractor Performance Assessment Reporting System (CPARS): Web enabled application that collects and manages the library of automated CPAR’s.

2.4.5 Corrective Maintenance: Repair, adjustment, calibration, software manipulation and upgrades or other action taken to return a piece of equipment to original manufacturers specifications following a failure, damage, or other incident that causes the product to no longer perform within the original specifications.

2.4.6 Defense Medical Logistics Standard Support (DMLSS): The automated procurement, maintenance, and supply system utilized to document various material management functions within the command, and throughout the Department of Defense.

2.4.7 Field Service Report (FSR): Documentation completed by vendor personnel to officially record all instances of contracted troubleshooting, work, and services conducted on equipment.

Specifics on required reporting details can be seen in Section 3.9.2.

2.4.8 Inspections: The activity of doing functional testing and safety inspections of a medical device at regular intervals to ensure that the equipment is safe for use in accordance with manufacturer’s recommended procedures.

2.4.9 ISO 9001: The ISO 9000 series is a set of five individual, but related, international standards on quality management and assurance. These standards were developed to effectively document the quality system elements to be implemented in order to maintain an efficient quality system in a company. ISO 9001 is the most comprehensive standard covering design, manufacturing, installation, and servicing systems.

2.4.10 Medical Treatment Facility (MTF) or Patient Care Facility: All gross square footage for building with a primary function of delivering Government health care services. (i.e. hospital or clinic, including all activities providing outpatient and/or inpatient health services for authorized patient care)

2.4.11 Original Equipment Manufacturer (OEM): The company which has created a specific model of product/device.

2.4.12 Preventive Maintenance: Preventive maintenance is used to describe those periodic and services necessary to maintain equipment in an operating condition which minimizes corrective maintenance, including but not limited to calibration, adjustment, lubrication, updating software for security, safety or system functionality issues, as well as that testing required to maintain a safe environment of care which includes electrical safety testing, output testing, replacement of batteries and other shelf life components on a scheduled basis (which becomes corrective maintenance if the component fails due to lack of preventive maintenance).

2.4.13 Quality Assurance (QA): Actions, including inspections, performed by the Government to determine whether products and services conform to contract requirements.

2.4.14 Quality Assurance Evaluator (QAE): A Government employee responsible for performing quality assurance functions for a contracted service.

2.4.15 Quality Control (QC): Actions, including inspections and preparation of inspection records, performed by the Contractor to ensure that products and services conform to contract requirements.

2.4.16 Scheduled Parts Replacement (SPR): This is the activity of listing of parts that need replacing at certain intervals. This may be either hour-based or date-based, in accordance with manufacturer’s specifications.

2.4.17 Uptime: Uptime is defined as that time, during the clinical areas’ normal business hours, when the equipment is available for clinical use without restrictions to the quality of the results, and without safety hazards to the patient, staff, or visitors.

3.0 Qualifications/Considerations

3.1 Special Qualifications/Considerations: The contractor must be an OEM-certified service provider. Contractor must verify that an individual whom they plan to employ or continue to employ in the United States is authorized to accept employment in the United States. Individuals such as those who have been admitted as permanent residents, granted asylum or refugee status, or admitted in work-related nonimmigrant classifications may have employment authorization, as direct result of their immigration status. Contractor Service personnel shall have sufficient experience to demonstrate proficiency in maintenance of the product.

3.1.1 Field Service Engineers (Engineers) shall be authorized by the OEM-certified service vendor to perform the required maintenance services. The Contractor shall ensure that all field engineers possess current OEM-certification level training on all devices encompassed in the equipment list. Field Service Engineers shall have sufficient experience to demonstrate proficiency in maintenance of the Government-owned product(s).

3.1.1.1 Experience of at least three (3) years working on a class of equipment, or over one (1) year on the specific make and model is sufficient to indicate experience.

3.1.1.2 Service vendors shall provide, to the COR, written assurance of the competency of their personnel as well as a list of credentials of approved Field Service Engineers. The KO and/or COR may authenticate the training requirements and request training certificates or credentials from the service vendors at any time.

3.1.1.3 Government Right of Refusal: NH JAX reserves the right to reject any of the service vendor’s personnel and refuse them permission to enter the premises or work on NH JAX equipment. This right may be exercised at any time. The reasons for rejections may include: lack of training and experience, but may also include, but not be limited to: behavior, attire, security concerns, and immigration status.

3.1.1.4 Field engineers shall provide all parts, labor, materials, travel, personnel, supervision, and freight shipping necessary to complete repairs and preventive maintenance on all equipment listed within this contract.

3.1.1.5 Field engineers shall provide services in accordance with the performance requirements specified in this performance work statement.

3.1.2 Technician Documentation: The Contractor shall obtain, have on file, and make available to its Field Service Engineers all operational and technical documentation, which is required to meet the performance requirements of this contract. This documentation shall include any software needed or beneficial in speeding the diagnosis, repair, or calibration of the equipment, equivalent to that used by the OEM to perform the same work. The Contractor shall ensure that all Field Service Engineers possess the ability to perform corrective software updates/upgrades and OEM or FDA recall notices, and are in possession of legally licensed diagnostic software necessary for rapid, efficient, and effective maintenance. NOTE: Software and/or hardware must be an approved product by the Defense Health Agency (DHA), and authorized to be used on the DHA Network. The contractor shall be an Original Equipment Manufacturer (OEM) authorized dealer, authorized distributor, or authorized reseller for the proposed equipment/system such that OEM warranty and service are provided and maintained by the OEM. All software licensing, warranty, and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

3.1.3 Tools: The Contractor will provide suitable, OEM-recommended repair equipment or tools required for the satisfactory execution of all repairs made on Government-owned equipment.

3.1.4 In order to travel freely onto and off of the military installation at NH J and BHCs, Field Service Engineers may have to undergo background checks, the Rapid Gate process, the Defense Biometric Identification System (DBIDS) process, or a similar process.

3.1.5 The Contractor Point of Contact (POC): The Contractor shall provide, in writing, the name and telephone number of a primary and alternate, English-speaking, individual to act as their representative for the scheduling and coordination of service calls.

3.2 Preventive Maintenance: Contractor shall insure that 100% of all periodic maintenance is performed within thirty (30) days of due date. Preventive maintenance visits shall include complete inspection and testing of the equipment in accordance with DMLSS maintenance procedures and/or manufacturer’s recommended guidelines.

3.2.1 Equipment in Use: If, for reasons beyond the Contractor’s control, equipment is not made available for maintenance for the entire thirty (30) days before the maintenance due date, the Contractor shall immediately notify the COR.

3.2.2 Equipment Unable to Locate (UTL): If the Contractor is unable to locate an item within the maintenance window specified, the Contractor shall immediately notify the COR. Contractor shall arrange the performance via coordination with the Technical Liaison (TL) during circumstances of unexpected delays (i.e. non-availability of the patient care areas due to room occupancy, etc.). The COR may determine that the property has been disposed of or is otherwise inactive or unavailable for use and adjust Technical Exhibit 1, accordingly.

3.2.3 Preventive Maintenance Scheduling: The Contractor shall schedule service vendor preventive maintenance visits as specified for each equipment item. For all equipment listed in Technical Exhibit 1, the frequency of preventive maintenance will be determined by the DMLSS property database, dependent on device codes, unless the OEM PM (preventive maintenance) periodicity is more frequent. The Contractor shall coordinate with BIOMED and/or the TL to ensure the preventive maintenance completion month(s) are aligned with the due date(s) for each device set forth in DMLSS. The schedule is to be documented at the beginning of the contract period with a copy provided to the Contractor, COR, TL, and BIOMED.

3.2.3.1 Preventive maintenance visits shall be scheduled with the NH JAX Biomedical Engineering Department (BIOMED) at least one month in advance. If the routine procedural scheduling for clinical use of equipment items is in excess of 1 month in advance, then the preventive maintenance visits must be coordinated at least that far in advance, so as to not require rescheduling patients. Recommended annual preventive maintenance frequencies for each device, based upon device code and/or ECRI classification, are listed in Technical Exhibit 1.

3.2.4 100% Preventive Maintenance: Under the circumstances of 3.2.1 or 3.2.2, the Contractor shall arrange a means of complying with the requirements for preventive maintenance.

Equipment determined by the TL to be missing, lost, or stolen shall be removed from Technical Exhibit 1 via official contract modification. Upon completion of PMs, the contractor shall affix a PM completion sticker to the serviced device. This PM sticker shall include the name of Field

Engineer completing the PM, Field Engineer ID number (if applicable), PM completion date, and due date of next PM. This sticker shall withstand normal wear and tear and application of hospital-grade cleaning products.

3.3 Corrective Maintenance: The Contractor shall provide for any corrective maintenance services necessary to maintain equipment within the original manufacturer’s specifications, and in accordance with any applicable FDA and/or Joint Commission requirements. Corrective maintenance shall include repairs for all listed equipment to include problems resulting from, but not limited to, unintentional damage, operator error, normal wear and tear, component part failures, environmental issues (e.g., water damage), etc.

3.3.1 The Contractor will not accept any trouble calls other than through BIOMED. Contractor trouble call intake from BIOMED shall include a work order number, indicating that the equipment failure and service needed is properly recorded and included in the equipment’s maintenance history.

3.3.2 Modifications: The Contractor shall maintain equipment within the original manufacturer’s specifications, and shall make no modifications to the original design.

3.3.3 Repair by Exchange: All “repair by exchange” shall be approved in advance by the COR and/or TL. Replacement(s) shall be sent to NH JAX within 24 hours of malfunction/damage disposition. Replacement(s) must be the exact same part/model number, generation, and quality of equipment as the previous system prior to its damage.

3.3.4 Response Time: Within one (1) hour of notification by the NH JAX BIOMED, Contractor technical personnel shall respond by telephone. If the equipment cannot be restored to the operating condition via telephone technical support, the contractor personnel shall arrive onsite within one working day to complete the requested service or repair. The onsite response time is measured from the time the Contractor is originally called, not from the time the contractor returns the call. On-site responses will only be rendered under this contract during the 0800-1700 EST support hours.

3.3.5 Telephone Support: Telephone consultation shall provide instruction in determining operator error, determine the most likely cause of the problem, determine if resolution of the problem requires the dispatch of a FSE, and identify replacement parts likely to be required in order to return the equipment to 100% operational condition, as specified by the OEM.

3.3.6 Software maintenance is within the scope of the contract, including updates and patches as OEM required. The contractor shall provide software revisions and updates, via field service changes, as required by the FDA or manufacturer announced safety-hazard recalls. Updates shall be performed as soon as possible after release, no later than the first scheduled Preventive Maintenance Inspection following release. Any updates that have been identified as critical, or required for the proper operation of equipment, shall be installed within thirty (30) calendar days of release.

3.4 Overtime: No overtime services shall be completed.

3.5 Recalls and Updates: For all equipment covered under this contract, the contractor shall resolve all FDA recalls, manufacturer recalls, and other mandatory updates within thirty (30) calendar days of the OEM’s public notification. The contractor shall provide documentation to Biomed upon completion of such installation and mandatory updates.

3.6 Parts: The contractor shall provide maintenance for all repair and replacement parts necessary to maintain the equipment, listed in Technical Exhibit 1, within the parameters of the original manufacturer’s specifications. The Contractor shall supply new, non-refurbished OEM parts, lubricants, and lubricant wear points for all repairs. contractor installed replacement parts shall become the property of the Government. The contractor shall extend to the Government all commercial warranties on replacement parts, consistent with standard industry practices.

Replaced items shall be properly disposed and the place of work returned to a clean work station.

. Replacement parts shall be furnished within one (1) business day of initial request or next day by 10:30 AM (local time), whichever is quicker. Freight, postage, and storage charges associated with shipment and receipt of replacement parts, and the return of parts, shall be the responsibility of the Contractor.

3.7 BMET Training: The contractor shall provide one initial on-site training session for the all MTF BIOMED personnel available on the procedures and processes of the contractor’s maintenance program, immediately upon contract award. This training shall provide the BMETs with insight into the OEM specified procedures for preventive maintenance and frequently observed issues that require corrective maintenance.

3.8 Service Events: Upon arrival on-site, prior to performing any work, Field Service Engineers shall physically sign in with BIOMED during normal working hours. On holidays, the duty BMET shall be contacted. The COR, TL, and any BIOMED Personnel may accompany the field service person as an observer during any work performed on-site.

3.8.1 Lock Out/Tag Out: The contractor shall personally notify BIOMED, via FSR, of problems that result in the equipment being left disabled upon their departure. If equipment is left disabled, a method of physical use prevention of the disabled equipment (i.e., Lockout, removal to BIOMED) shall be implemented in compliance with Occupational Safety and Health Administration (OSHA) and DHA regulations, specifically Title 1910.147 of the Code of Federal Regulations, to prevent any patient, staff, or visitor hazards. Where lockout procedures are not possible, tag-out procedures shall be followed in accordance with the above regulations.

Additionally, a label shall be adhered to the disabled equipment specifying the equipment is not serviceable. Reference (i) is available at: http://www.osha.gov/laws-regs/regulations/standardnumber/1910/1910.147

3.8.2 Off-site Repairs: No additional charge shall be allowed for work performed off-site, or any additional time required. All charges resulting from a Contractor determined requirement to transport Government-owned property, covered by this contract, to and from an alternate repair location shall be the responsibility of the Contractor. The Contractor shall provide insurance coverage for damage to or loss of equipment while in Contractor or service Contractor’s custody.

The Contractor shall provide alternate, interim loaned unit(s) for any equipment requiring repairs outside of the Materials Management Department, BIOMED, NHJAX.

3.8.3 Hard Disk and Solid State Drives (HDD & SSD): In regards to patient information confidentiality and privacy, all Contractors and service Contractors shall not remove equipment containing patient information from the NHJAX. HDD nor SSD shall ever be removed from the MTF, by the Contractor under this maintenance agreement. Removal of protected health information (PHI) and personally identifiable information (PII) from the equipment prior to removal from site must be properly coordinated with the COR and Command Equipment Manager.

3.8.4 Return of Government-owned Property: Upon completion of any and all regularly scheduled preventive or unscheduled corrective maintenance, the Contractor shall return all equipment owned by the United States Government.

3.9 Uptime: Equipment shall be returned to operational condition within 48 hours after telephone notification from BIOMED.

3.9.1 Uptime Rate: The Contractor shall maintain an overall uptime rate of 95% or better for all equipment listed in Technical Exhibit 1. Uptime is equal to equipment availability minus down time. Uptime and down time are values used to calculate the mean time between failures

(MBTF).

3.9.2 Uptime Calculation: Uptime is calculated on a rolling 6 month basis. Until the Contractor has at least 6 months of performance experience at NHJAX, the uptime shall be calculated cumulatively for the entire duration of the contract. The downtime indicator in DMLSS or manual calculations may be used to compute these metrics.

Variables Definitions:

U= Possible Equipment Uptime (100%) H= Hours of Coverage per day H1= Begin Coverage Time during each day H2= End Coverage Time during each day A= # of covered days of the week W = Weeks of Coverage in a Year C= Uptime Commitment (per Section 3.13.1.)

Known (for this contract, per Section 1.1.3.5. & 3.13.1.):

H1= 0730 hours H2= 1600 hours A= 5 days per week W= 52 weeks per year C = 95%

Calculations:

H = 𝐻2 – 𝐻1 = 1600 – 0730 = 8.7 Hours of Coverage per day 100 100

𝑈 = 𝐻 ∗ 𝐴 ∗ 𝑊 = 8.7 ∗ 5 ∗ 52 = 2,262 𝐻𝑜𝑢𝑟𝑠 𝑜𝑓 𝑃𝑜𝑠𝑠𝑖𝑏𝑙𝑒 𝐸𝑞𝑢𝑖𝑝𝑚𝑒𝑛𝑡 𝑈𝑝𝑡𝑖𝑚𝑒

D = Hours of Calculated Downtime (Unknown) T = Total Actual Uptime Percentage (Unknown) Δ = % difference from Uptime Commitment (Unknown)

T = U – D = 2262 – D U 2262

Δ = (𝐶 − 𝑇) ∗ 100 = (.95 − 𝑇) ∗ 100

*Note* - Downtime hours shall fall within the Contractor’s hours of coverage listed in Section

1.1.3.5. Downtime hours outside of the coverage timeframe listed in Section 1.1.3.5. shall not be calculated as a metric of vendor performance. Downtime ends once the system is available for full clinical use.

3.10 End of Service Life: For all equipment, hardware, software, and accessories, covered under the terms and conditions of this contract, the vendor shall notify the COR, NHJAX, and Contracting Officer prior to this equipment’s commercial end of service life (EOSL). This notice shall be delivered one (1) year prior to the EOSL , in writing on the Vendor’s letterhead, via email to at least the following address: usn.jacksonville.navhospjaxfl.list.biomedical-repair@health.mil.

3.10.1 This specific contract deliverable shall supplement, but not supersede, any existing, external ‘End of Service Life Notification’ requirements, as set forth by other Government agencies, such as the Food & Drug Administration (FDA) or the Joint Commission.

3.10.2 Delivery of this letter shall not immediately remove the vendor’s liability of covering the equipment under the terms and conditions of this contract. Its delivery shall simply be a means to start a dialogue with the COR and DHA about the parameters associated with the commercial EOSL for the specific make/model of medical equipment.

4.0 Points of Contact

4.1 Contracting Officer’s Representative (COR): The following individual is designated as the COR for this Contract:

Name of Primary COR: Steve Rath Primary COR Email Address: steven.j.rath.civ@health.mil Primary COR Telephone Number: 904-542-9053

Contracting Officer: The following individual is the KO for this TO:

Name of KO: Andrea Giuliano Email Address: andrea.l.giuliano.civ@health.mil

Contract Specialist Monika Jarvis monika.a.jarvis.civ@health.mil

BIOMED Email Mailbox usn.jacksonville.navhospjaxfl.list.biomedical-repair@health.mil

TECHNICAL EXHIBIT 1

EQUIPMENT INVENTORY LISTING

DEPARTMENT ECN MFR. NOMENCLATURE MODEL SERIAL # SUPPORT

COVERAGE

SEMI-

ANNUAL

PMS

ANESTHESIA 117958 DRAEGER ANESTHESIA UNIT APOLLO ASNL-0024 FULL SERVICE

M-F 0800-1700

JAN / JUL

ANESTHESIA 117957 DRAEGER ANESTHESIA UNIT APOLLO ASNL-0023 FULL SERVICE

M-F 0800-1700

JAN / JUL

ANESTHESIA 117961 DRAEGER ANESTHESIA UNIT APOLLO ASNL-0027 FULL SERVICE

M-F 0800-1700

JAN / JUL

ANESTHESIA 117962 DRAEGER ANESTHESIA UNIT APOLLO ASNL-0028 FULL SERVICE

M-F 0800-1700

JAN / JUL

ANESTHESIA 117960 DRAEGER ANESTHESIA UNIT APOLLO ASNL-0026 FULL SERVICE

M-F 0800-1700

JAN / JUL

ANESTHESIA 117959 DRAEGER ANESTHESIA UNIT APOLLO ASNL-0025 FULL SERVICE

M-F 0800-1700

JAN / JUL

ANESTHESIA 117963 DRAEGER ANESTHESIA UNIT APOLLO ASNL-00029 FULL SERVICE

M-F 0800-1700

JAN / JUL

ANESTHESIA 117955 DRAEGER ANESTHESIA UNIT APOLLO ASNL-0021 FULL SERVICE

M-F 0800-1700

JAN / JUL

ANESTHESIA 117956 DRAEGER ANESTHESIA UNIT APOLLO ASNL-0022 FULL SERVICE

M-F 0800-1700

JAN / JUL

ANESTHESIA 101687 DRAEGER ANESTHESIA UNIT FABIUS

TIO

ASBE-0010 FULL SERVICE

M-F 0800-1700

JAN / JUL

INSTRUCTIONS TO OFFERORS

INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS – QUOTATION PREPARATION

INSTRUCTIONS

A. Offerors shall clearly demonstrate their ability to meet the requirements and deliverable schedule as outlined in the associated solicitation.

B. As set forth in FAR 52.212-1 (g), Contract award, the Government intends to evaluate quotations and award one contract without discussions with offerors. The offeror’s initial quotation should contain the offerors best terms from a price and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines it necessary.

C. SYSTEM FOR AWARD MANAGEMENT (SAM) REGISTRATION

In accordance with FAR Clause 52.204-7, the awardee must be registered in System for Award Management (www.sam.gov) prior to award.

D. Please Reference the Request for Quotation (RFQ) number HT940624Q0051 in the subject line of email communications. Offerors quotations shall not be deemed received by the Government until the quotation is entered in the Contracting Officer’s e-mail inbox: andrea.l.giuliano.civ@health.mil.

E. Any questions must be addressed to Monika.a.jarvis.civ@health.mil by email only no later than 2:00 PM Eastern time on May 14, 2024. No phone calls accepted. Answers to questions will be addressed via email to offerors, as soon as possible after the deadline for questions has closed. In the event multiple questions address the same issue, the Government reserves the right to answer a representative question that best exemplifies the issue. Please submit only one set of questions per company.

F. SUBMITTAL INSTRUCTIONS

1. SUBMIT ONE QUOTE VIA EMAIL. The quote shall be organized, concise, and tabbed. Each factor shall be described in a separate tabbed section. Those Offerors that meet the requirement described in this announcement and wish to be considered must submit (1) electronic email with the RFQ response no later than 12:00 PM, EST, May 17, 2024.

2. Each submittal shall contain the following information:

a. Cover page and title

b. Offeror’s name, address, and Point of Contract (POC) for Contractual Authority

c. RFQ number

3. Proposal Expenses and Pre-Contract Costs

d. The RFQ solicitation does not commit the Government to pay any costs incurred in the preparation and submission of a quote or for any other costs incurred by any offeror submitting a quote in response to this solicitation.

e. The Government will not make assumptions concerning intent, capabilities, or experiences. Clear identification of proposal details shall be the sole responsibility of the offeror.

f. Failure to clearly address all submittal requirements, evaluation criteria and information requirements of the RFQ above may result in rejection of the submission.

III. ADDENDUM TO FAR 52.212-2, EVALUATION -- COMMERCIAL ITEMS - EVALUATION

CRITERIA AND BASIS FOR AWARD

A. The Government intends to evaluate quotations and issue a firm fixed price contract based on the initial quotations received, utilizing FAR SUBPART 12.6- STREAMLINED PROCEDURES

FOR EVALUATION AND SOLICITATION FOR COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES. The Government will evaluate quotes utilizing the procedures found at FAR 12.602 Streamlined Evaluation of Offers. The Government reserves the right to request revised quotations from, or negotiate final contract terms with, one or more, but not all, Offerors if later determined by the Contracting Officer to be necessary. The Government may reject any or all quotations if such action is in the public interest and issue a contract to other than the Offeror with the lowest priced quotation.

B. Incomplete quotations may be considered non-responsive and removed from further consideration.

Quotations shall be clearly and concisely written as well as being neat, indexed (cross-indexed as appropriate) and logically assembled. All pages of each part shall be appropriately numbered and identified with the name of the offeror, the date, and the solicitation number.

C. BASIS FOR AWARD

The Government will consider price and technical nonprice factors to determine the quotation that is most advantageous and represents the best value to the government. The Government will not use the formal source selection procedures described in FAR part 15. The Government will evaluate quotations utilizing the procedures of FAR 12.602 Streamlined Evaluation of Offers. This will be a firm fixed price contract.

EVALUATION CRITERIA. Evaluation of Technical Capability will be based on the information provided in the quotation. Documentation submitted in the quotation shall be evaluated to determine that the proposed service meets or exceeds the Governments minimum required specifications. Failure to clearly and unambiguously demonstrate this will result in an “unacceptable” rating.

FACTORS FOR AWARD:

There are three evaluation factors for award consisting of the following:

FACTOR 1: TECHNICAL

FACTOR 2: PAST PERFORMANCE

FACTOR 3: PRICE

FACTOR 1: TECHNICAL APPROACH

1. The TECHNICAL (capabilities) is defined as the vendor’s proposed solution(s) to successfully fulfill the contract requirements.

2. SUBMITTAL REQUIREMENTS.

The vendor shall submit technical approach and capability documentation which may include a narrative, charts, graphs, tables, drawings, product / service literature, and demonstrated authority to provide the necessary items and perform the required services identified in the performance work statement. The documentation shall clearly describe, in sufficient detail, the vendor's authority, proposed items, resources and methods to successfully fulfill the requirements including specifications, performance capability requirements, delivery schedules, warranties and all service requirements per the Request for Quotations.

3. BASIS OF EVALUATION

Evaluation of this factor is an evaluation of the vendor's demonstrated resources, capability and methods to meet all requirements. This factor will be evaluated on an Acceptable / Unacceptable basis. The vendor’s submittals will be evaluated to determine whether the proposed technical approach demonstrates a clear and unambiguous understanding and a demonstrated ability to meet the minimum requirements. Failure to demonstrate a clear and unambiguous technical approach to meeting the requirements will result in an “Unacceptable” rating for this factor.

Vendors with an Unacceptable rating may be determined ineligible for award.

FACTOR 2 - PAST PERFORMANCE

1. Offerors are required to submit examples of past performance of similar scope and complexity with their quote.

Only recent (within the last 36 months) and relevant past performance will be considered. Relevance, for the purposes of this procurement, is defined as substantially similar to the current requirement in terms of effort, complexity, dollar value, contract type. Offerors shall submit no more than three examples of past performance.

Past performance ratings will be assigned in accordance with the following chart.

Past Performance Evaluation Ratings Rating Definition Acceptable Based on the offeror’s performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror’s performance record is unknown.

Unacceptable Based on the offeror’s performance record, the Government has no reasonable expectation that the offeror will be able to successfully perform the required effort.

Unknown Vendors with no past performance cannot be rated favorably or unfavorably.

For this reason, vendors with no past performance will receive a rating on Unknown.

In addition to the above, the Government may review any other sources of information for evaluating past performance. Other sources may include, but are not limited to, past performance information retrieved through CPARS, Federal Awardee Performance and Integrity Information System (FAPIIS) using all CAGE / Unique

Identification number of vendor. The Government reserves the right to contact any other source of information that may have knowledge or information on a vendor’s relevant past performance history.

FACTOR 3 - PRICE

1. SUBMITTAL REQUIREMENTS

Offeror’s shall submit a quotation which will be evaluated for price reasonableness. The offeror shall submit an electronic copy of the completed price proposal to the Contracting Officer. The offeror shall propose a separate firm-fixed-price for each CLIN and for each option period (Base Period of 12 months, plus four Option Periods of 12 months each. The total price of the base period and all option periods if exercised shall be clearly indicated. In addition, this solicitation contains FAR Clause 52.217-8 Option to Extend Services. Offeror’s shall price out an additional 6 months of services. This additional 6 months of pricing must be evaluated prior to award. A total amount for services for the base period, all option periods and the additional 6 months of services must clearly be identified in the quote. Price quote shall remain valid for a period of 45 calendar days from the date quotations are due.

2. BASIS OF EVALUATION

The quoted price will be evaluated for reasonableness in relation to the…