N00183-12-T-0236.doc

Section A - Solicitation/Contract Form

CONTRACTOR SHALL PROVIDE THE FOLLOWING:

1. A copy of your service or supply price sheet for all items quoted in Section B.

2. If the items/service you are quoting are on your GSA/FSS contract, please provide the following information:

GSA Contract #:

FSS Group/Class/Part: ______________________________

FSS SIN:

Single or Multiple Award Contract ______________________

Expiration Date:

Contract Minimum Dollar Amount:

Contract Maximum Dollar Amount:

3. Contractor identification and point of contact information:

CAGE CODE:

DUNS:

TIN:

Vendor Point of Contact:

Phone:

Vendor E-Mail:

Fax:

4. Contractor’s preferred invoice for payment schedule. Note that payment will be in arrears. Example: if you select “Annually” you will not receive payment until the end of the period of performance date.

(Please “x” one) Payment in Arrears: __Monthly __Quarterly __Semi-Annually __Annually

(Subscriptions: Software/Publications ONLY) Payment in Advance: ___Yes ___No

SOLICITATION EVALUATION AND AWARD INFORMATION:

Contractor shall be required to provide billing electronically via the WAWF Electronic Invoicing Method per Section G of this RFQ. For additional information, visit the following web sites: https://wawf.eb.mil http://wawftraining and/or Email: wawf@nmlc.med.navy.mil Prompt Payment: For Prompt Payment Act purposes, this contract is subject to the 7 calendar-day constructive acceptance period.

EVALUATION: Based on total price and best value for the Government.

NOTE: The Government reserves the right to make an award based on “All or None”. A multiple award contract may be issued for order for supplies.

Section B - Supplies or Services and Prices

Maintenance and Repair Services - FY12

FFP

Contractor shall provide maintenance and repair services in accordance with Section C, Statement of Work, for Philips Healthcare and Canon equipment located at the Naval Hospital, Camp Lejeune, NC. Quoted price shall be inclusive of all cost including labor, material, repair parts, preventive maintenance annually for each piece of equipment, replacement of any worn items, transportation, travel, shipping and Unlimited Glassware.

Equipment to be covered: Philips Radiographic System (Generator Serial# 06-0949, Model# 9890-010-02001, Site# 543703) with floor mounted tube stand, elevated table and wall stand. Unit modified to include Canon Digital Radiographic Panel (Model# 40EC, Serial# 150123), Canon Portable Digital Radiographic Panel and computer (Model# 55C, Serial# 100220).

POP: 15 May 2012 – 30 Sep 2012

FOB: Destination

MILSTRIP: N6809312RQ00195

PURCHASE REQUEST NUMBER: N6809312RQ00195

NET AMT

FFP

Contractor shall provide maintenance and repair services in accordance with Section C, Statement of Work, for Philips Healthcare and Canon equipment located at the Naval Hospital, Camp Lejeune, NC. Quoted price shall be inclusive of all cost including labor, material, repair parts, preventive maintenance annually for each piece of equipment, replacement of any worn items, transportation, travel, shipping and Unlimited Glassware.

Equipment to be covered: Philips Radiographic System (Generator Serial# 06-0949, Model# 9890-010-02001, Site# 543703) with floor mounted tube stand, elevated table and wall stand. Unit modified to include Canon Digital Radiographic Panel (Model# 40EC, Serial# 150123), Canon Portable Digital Radiographic Panel and computer (Model# 55C, Serial# 100220).

POP: 01 Oct 2012 – 30 Sep 2013

FOB: Destination

NET AMT

FFP

Contractor shall provide maintenance and repair services in accordance with Section C, Statement of Work, for Philips Healthcare and Canon equipment located at the Naval Hospital, Camp Lejeune, NC. Quoted price shall be inclusive of all cost including labor, material, repair parts, preventive maintenance annually for each piece of equipment, replacement of any worn items, transportation, travel and shipping.

Equipment to be covered: Philips Radiographic System (Generator Serial# 06-0949, Model# 9890-010-02001, Site# 543703) with floor mounted tube stand, elevated table and wall stand. Unit modified to include Canon Digital Radiographic Panel (Model# 40EC, Serial# 150123), Canon Portable Digital Radiographic Panel and computer (Model# 55C, Serial# 100220).

POP: 01 Oct 2013 – 30 Sep 2014

NET AMT

FFP

Contractor shall provide maintenance and repair services in accordance with Section C, Statement of Work, for Philips Healthcare and Canon equipment located at the Naval Hospital, Camp Lejeune, NC. Quoted price shall be inclusive of all cost including labor, material, repair parts, preventive maintenance annually for each piece of equipment, replacement of any worn items, transportation, travel and shipping.

Equipment to be covered: Philips Radiographic System (Generator Serial# 06-0949, Model# 9890-010-02001, Site# 543703) with floor mounted tube stand, elevated table and wall stand. Unit modified to include Canon Digital Radiographic Panel (Model# 40EC, Serial# 150123), Canon Portable Digital Radiographic Panel and computer (Model# 55C, Serial# 100220).

POP: 01 Oct 2014 – 30 Sep 2015

NET AMT

FFP

Contractor shall provide maintenance and repair services in accordance with Section C, Statement of Work, for Philips Healthcare and Canon equipment located at the Naval Hospital, Camp Lejeune, NC. Quoted price shall be inclusive of all cost including labor, material, repair parts, preventive maintenance annually for each piece of equipment, replacement of any worn items, transportation, travel and shipping.

Equipment to be covered: Philips Radiographic System (Generator Serial# 06-0949, Model# 9890-010-02001, Site# 543703) with floor mounted tube stand, elevated table and wall stand. Unit modified to include Canon Digital Radiographic Panel (Model# 40EC, Serial# 150123), Canon Portable Digital Radiographic Panel and computer (Model# 55C, Serial# 100220).

POP: 01 Oct 2015 – 30 Sep 2016

NET AMT

Section C - Descriptions and Specifications

DESCRIPTION/SPECIFICATION/WORK STATEMENT

Statement of Work

SERVICE/MAINTENANCE OF RADIOGRAPHIC EQUIPMENT

1. Summary. The following is typical equipment configuration, including all interconnections, cabling interfaces, and operating software to be serviced/maintained under this contract shall include: Service, preventive maintenance, and repairs as may be required for diagnostic radiological medical equipment. Replacement glassware shall be included in the scope of this contract.

2. Definitions/Acronyms.

2.1. KO - Contracting Officer.

2.2. COR - Contracting Officers Representative. Local technical representative of contracting officer. COR is the main government point of contact for day to day interaction and execution of the services under this contract. Although this specification lists the COR as the primary authority for requesting and approving service, a formal list of authorized persons will be provided at the time of contract award.

2.3. PM/PMI - Preventive maintenance/Preventive maintenance inspection. Services, which are periodic in nature and required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal evidence of malfunction or inoperative conditions.

2.4. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on behalf of the contractor on the equipment listed in Section B of this contract.

2.5. NFPA - National Fire Protection Association.

2.6. OSHA - Occupational Health and Safety Administration.

2.7. CDRH - Center for Devices and Radiological Health.

2.8. JCAHO - Joint Commission for the Accreditation of Healthcare Organizations

2.9. FDA – Food and Drug Administration

2.10. Glassware – X-ray tubes, image intensifier tubes, cathode ray tubes, closed circuit television systems, or any other part of a radiographic imaging system, which actually produces ionizing radiation or a radiographic image.

2.11 Operational Uptime. Operational uptime is defined as the state when the system is working according to the performance specifications of the original equipment manufacturer and available for use 24 hrs a day, 7 days a week. Percentage uptime is calculated as total hours uptime in hours divided by the sum of total uptime and downtime in hours.

2.12. Downtime. Downtime is defined as the state when the system is not operable or available for routine clinical use (during coverage time). The start of a downtime will be the time the contractor is notified by the designated government representative.

3. General.

Selected vendor must be able to provide full contract support immediately upon award of a resulting order. Vendor will provide full maintenance support for the items listed in Section B and all support items / components. This contract shall provide for maintenance services which include on-site corrective repairs, normal working hour coverage (8:00 A.M. to 5:00 P.M. Monday through Friday excluding Federal holidays) and 24-hour emergency service and routine preventive maintenance services to the Department of Defense owned equipment as listed on the DD Form 1155 “Order for Supplies or Services”. It shall include all systems, subsystem components, and assemblies, (i.e.: contractor responsible for total maintenance of entire system). All maintenance provisions shall apply to hardware, firmware, and software, as appropriate, unless otherwise stated.

a. The Contractor shall comply with Federal, State, and Local Laws, plus any Federal Regulations as applicable to the performance of this contract.

b. The Contractor shall not accept any instructions issued by any person employed by the U. S. Government, other than: the Contracting Officer (KO), or Biomedical Engineering Division (BME), all acting within the limits of their authority.

c. The Contractor shall be qualified / authorized by the Original Equipment Manufacturer (OEM), with at least 20 hours of certified training in the repair of all equipment listed within Section B. Contractor shall maintain qualifications throughout entire contract period. Qualification includes but not limited to the certification of all repair persons and repair facilities by the OEM as being trained / qualified to perform required repairs. Qualifications must be current (within 2 years) The Government shall maintain the right to seek proof of qualification prior to award and anytime during contract period of performance.

IN ORDER TO BE CONSIDERED FOR CONTRACT AWARD, CONTRACTOR SHALL PROVIDE CURRENT (WITHIN 2 YEARS) CERTIFIED TRAINING CERTIFICATE(S) WITH YOUR QUOTE ON OR BEFORE THE REQUEST FOR QUOTATION CLOSE DATE. CERTIFICATE SHALL STATE THE NUMBER OF TRANING HOURS/DAYS. THIS REQUIREMENT MAY BE WAIVED IF YOUR COMPANY PREVIOUSLY PROVIDED MAINTENANCE SERVICES FOR THE EQUIPMENT LISTED IN SECTION B (WITHIN THE PAST 2 YEARS) AND RECEIVED A FAVORABLE PAST PERFORMANCE EVALUATION (PPE) FOR SERVICES RENDERED. CONTRACTOR SHALL PROVIDE REQUESTED CERTIFICATES OR REQUEST A WAIVER BEFORE RFQ CLOSE DATE IN ORDER TO BE CONSIDERED FOR CONTRACT AWARD.

d. Conformance Standards. The contractor shall keep the systems in good operating condition, meeting all equipment and performance requirements published by the original equipment manufacturer. The contractor also assumes responsibility for system conformance with the latest published edition of NFPA-99, OSHA, FDA, and CDRH. Uptime shall be a minimum of 97%.

4. Scope of Work.

a. The Contractor shall provide trained, experienced, English speaking personnel, labor, tools, diagnostic equipment, software, test phantoms, material, supplies, transportation, parts and equipment necessary to perform Preventive Maintenance (PM), Calibration (CAL), Safety testing (ST) and corrective maintenance.

b. The Contractor shall provide telephonic communications with the Government to discuss technical matters relating to the performance of this contract. A systems operator will be made available to answer technical questions regarding system operations and applications.

c. Equipment listed in this contract will be maintained to meet the original equipment manufacturer’s (OEM’s) specifications.

d. Equipment and associated components shall be serviced as listed on: DD Form 1155, “Order for Supplies or Services”.

e. 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, and to be responsible for the coordination of the contract with the Government.

f. Equipment to be covered: Philips Radiographic System (Generator Serial# 06-0949, Model# 9890-010-02001, Site# 543703) with floor mounted tube stand, elevated table and wall stand. Unit modified to include Canon Digital Radiographic Panel (Model# 40EC, Serial# 150123), Canon Portable Digital Radiographic Panel and computer (Model# 55C, Serial# 100220).

5. Hours of Coverage.

Normal hours of coverage are Monday through Friday from 8:00 am to 4:30 pm, excluding federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the COR.

Response Time: Contractor’s FSE must respond with a phone call to the COR or his/her designee within one (1) hour after telephone notification, 24 hours per day. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within four (4) hours after contractors’ initial receipt of notification and will proceed progressively to completion without undue delay. For example, if a call is placed during coverage hours and no sufficient prescribed coverage hours are remaining in the day, the FSE should be on site at the beginning of the next coverage day. e.g. if hours of coverage are 8:00 am to 5:00 pm, with a four (4) hour response time, and a call is placed at 4:45 pm, Monday, August 10th, the FSE must be on-site to service by 8:00 am, Tuesday, August 11th.

Work performed outside the normal hours of coverage at the request of the COR will be billed at the contractor’s standard hourly rate. Billing will include service time plus one (1) hour travel time. Parts and special shipping that may be needed for equipment worked on outside of normal hours shall be included in the price of the appropriate CLIN for each piece of equipment. If work is performed outside coverage hours, without the proper request from the COR or designee, the work will be considered as service during normal coverage hours.

Federal holidays observed by the DoD include New Years Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day

6. Government furnished property, Materials and Services.

a. The Contractor representative(s) at each site is encouraged to request a pre-maintenance inspection prior to the onset of the contract. As all apparent discrepancies must be identified upon submittal of quote, any and all claims must be received within 30 days of contract award or prior to contract start which ever occurs first. All non-apparent / hidden discrepancies must be identified no later that the first scheduled preventative maintenance. Any claims resulting from hidden defects must be received within 30 days of first scheduled preventative maintenance. Any equipment found to be inoperable during this pre-maintenance inspection would be repaired using a separate purchase order. The cost of repairs shall not exceed contractor’s normal retail rate for required repairs. The government certifies that the equipment to be maintained under this contract will be in good operating condition on the effective date of this contract. For the purpose of this contract, the clause, “good operating condition” means the conditions necessary for the equipment to function as intended without corrective maintenance. The Contractor agrees to leave the equipment in good operating condition at the expiration of this contract. During the final week of this contract, the Government will make final inspection of the equipment. Any correction of deficiencies noted during this inspection shall be resolved prior to contract end. The Government reserves the right to request the repair (at no additional cost to the Government) of items identified with latten defects after contract termination, when it has been determined that defects either are a result of contractor’s performance or should have been discovered during normal performance of work under this contract.

b. The government will be responsible for maintaining the proper environment, including utilities and site requirements necessary for the system to function properly as specified by the OEM.

c. The Government will operate the system in accordance with the instruction manual provided by the OEM.

d. The Government will not be responsible for the damage or loss due to fire, theft, accident, or other disaster of Contractor supplies, materials, or for the personal belongings brought onto Government property by Contractor’s personnel.

7. Contractor Furnished Property and Material.

a. The Contractor shall provide all service literature, reference publications, laptop computers and diagnostic software to be used by the contractor service technicians and as required for the completion of the services in accordance with this contract.

8. Replacement Parts.

a. The Contractor shall have ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with the existing system. In the event that replacements parts are required to be shipped. Shipping shall be performed in the fastest reasonable means possible (i.e., next day air) at no additional cost to the Government.

b. The Contractor shall at their expense; replace all worn or defective parts necessary to restore the equipment to 100% operational condition as specified by the OEM.

c. Contractor installed replacement parts shall become the property of the Government and the replaced malfunctioning part shall become the property of the Contractor. Replaced items shall be properly disposed of at no additional cost to the Government (contractor to pay all “environmental fees” where required).

d. 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.

e. All replacement parts shall be new and certified as OEM replacement parts. In the event that new parts are not available, rebuilt parts and sub-assemblies are allowed provided that they are warranted to be free of defects for a period of time that meets or exceeds warranties of similar replacement parts. The contractor shall specifically annotate on the final Field Service report the use and identification of rebuilt parts and the period of warranty. When discrepancies occur, the Government will make the final determination on whether a replacement part is of equal or better quality.

f. The Contractor must include software revisions and updates (field service changes), which are required due to FDA, or manufacturer announced safety-hazard recall, to include FDA Year 2000 Compliance Directive, as part of the contract at no additional cost to the Government. Updates shall be performed as soon as possible after release, but no later than the first scheduled Preventative Maintenance Inspection after release. For any updates that have been identified as critical, or required for the proper operation of equipment by the OEM, contractor shall provide installation within 30 days of release regardless of Preventative Maintenance Schedules.

Specific Tasks.

9. Contractor Report Requirements.

a. During normal duty hours, Contracted Field Service Engineer (FSE) personnel shall check-in with the Biomedical Engineering Division upon arrival at the Government site and again prior to departure. (Biomedical Engineering located in Build-NH-100 1st floor; 910-450-4944). The Contractor FSEs shall personally notify Biomedical Engineering (BME) of problems that result in the equipment being left disabled upon their departure. After normal duty hours, Contractor FSE’s shall notify the Officer of the Day Desk (Bldg 2, 2nd Floor) and the systems operator designated by BME.

b. The Contractor shall provide to BME a full service report within two (2) days after completion of all service performed. The service report shall include, but not be limited to: contract number, equipment description (model, serial number, equipment control number) contractor’s log number, detailed description of the service(s) performed, replacement part(s) information (part number, part value, nomenclature, unit price, manufacturer, if not OEM, and whether the part is new/used/reconditioned), the completion date and time, man-hours expended and the hourly rate normally charged for the type of service performed, model and serial numbers, and the name of the FSE performing the service. In the event that agents / sub-contractor’s are used in the performance of repairs, said agent shall be identified on the service report by company name and contact information (i.e., telephone number). Additionally contractor will be required to affix a tag on equipment upon the completion of a preventative maintenance inspection. Tag may either be a “sticker” or “hanging tag”. As a minimum the tag shall contain: the name of the contractor, technician performing inspection and date of inspection legibly printed.

10. Contractor Responsibility.

a. The Contractor shall be responsible for the repair/replacement of damaged Government owned equipment and property due to the negligence of the Contractor or his representatives. All such replacement or repair shall be at the Contractor’s expense and shall be inspected to the satisfaction of the KO or appointed representative.

10.1. All labor, including installation and calibration of contractor furnished x-ray tubes, all service, materials, transportation, travel time, and replacement parts shall be included to maintain the Covered Medical Systems and ancillary equipment listed herein to the required uptime.

10.2. Point of contact. The contractor shall provide a single point of contact to the KO for any maintenance service required under this contract. This information shall include name, title, address, and telephone number.

10.3. Maintenance Service Support. The contractor shall furnish maintenance service support to include corrective and preventive maintenance for the system to ensure a minimum uptime of 98%.

10.3.3. Scheduled routine preventive maintenance shall not be considered in downtime calculation.

10.3.4. Minor system failures of ancillary components which do not affect system clinical use and availability will not be considered in down-time calculation, except if the FSE needs to preempt use of the system to accomplish the repair. Downtime will then start once the FSE makes the equipment unavailable for use. Corrective service for these system failures is however, subject to the remainder of the provisions of this specification.

10.3.5. The contractor must be able to communicate and perform necessary repairs if applicable to equipment under this contract via remote access 24 hours per day, seven days a week.

10.3.6. Telephone Assistance. The contractor shall provide telephone assistance 24 hours per day for equipment covered under this contract. Telephone assistance shall be toll free to the government. The COR or designated representative shall be able to call and receive assistance in correcting problems with equipment operation or the contractor will have the ability to dial directly into the equipment and remotely assess or repair the problem with the equipment.

10.3.7. Updates. The contractor is responsible for providing and installing manufacturer designed and issued field modifications, safety corrections and revisions for correcting software and equipment deficiencies at no additional cost to the Government.

11. Preventive Maintenance/Calibration.

a. In accordance with Naval Medical Logistics Command (NAVMEDLOGCOM) Risk Assessment Criteria, preventive maintenance shall be performed in accordance with the Original Equipment Manufactures (OEM) recommendations on a mutually agreed upon schedule between the Government and the selected vendor. At a minimum, equipment under this contract will require one (1) PM visit per year. Vendor will be required to contact Biomedical Engineering Dept within 30 days of award to schedule preventative maintenance inspections. .

b. The Government shall select the months in which preventive maintenance services are to be performed. The preventive maintenance visits shall be performed during the following months: Per a mutually agree upon schedule between the vendor & Government (The Government Fiscal Year runs: October through September). The Contractor shall schedule and complete preventive maintenance services prior to the 15th of the selected month.

c. All test equipment used in the performance of this contract must be calibrated (if required / as required by manufacture of test equipment) and shall be in compliance with Joint Commission on Accreditation of Healthcare Organizations (JCAHO), Original Equipment Manufacturer (OEM) and Federal Drug Administration (FDA) standards as required.

11.1. The contractor shall perform PM Service to ensure that the equipment listed under this contract performs in accordance with Conformance Standards. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) and provide them to the COR or his designated representative at the completion of the PM. The contractor shall schedule PM services with the COR at least 48 hours prior to conducting the services. PM services shall, at minimum, include the system services at the frequencies recommended by the original equipment manufacturer. These services must include, but need not be limited to:

11.1.1. Cleaning of equipment.

11.1.2. Calibrating and lubricating the equipment.

11.1.3. Performing remedial maintenance of a non-emergency nature.

11.1.4 Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail, or become worn before the next PM, except glassware.

11.1.5. Inspecting for wear and fraying, and replacing where necessary, electrical wiring, cables, high Voltage cables, bushings and dielectric as necessary.

11.1.6. Measuring, adjusting and calibrating as necessary for optimal image quality.

11.1.7. Inspecting, and replacing where indicated, all mechanical components including, but not limited to; X-ray tube mounting hardware, patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance.

11.1.8. Returning the equipment to the operating condition defined in the OEM’s Conformance Standards.

11.1.9. Providing documentation of services performed.

11.1.10. Inspecting output devices, e.g. monitors, laser imagers, cameras and processors. Calibrate or recommend calibration if appropriate.

11.1.11. Consult with the equipment operator(s) regarding equipment performance.

11.2. All exceptions to the PM schedule must be arranged and approved in advance with the COR.

11.3. Any charges for parts, services, manuals, tools, instrumentation, or software required to successfully complete scheduled PM are included within the price of each CLIN.

11.4. Calibration of the system shall be scheduled and performed in accordance with the original equipment manufacturer's recommended schedule unless required more frequently because of a remedial service call which required a major component change such as a tube replacement. The contractor shall complete and affix the Medical Equipment Verification-Certification Label (DD Form 2164) to each system or subsystem upon completion of the scheduled service inspection (PMI or Calibration). All forms needed by the contractor will be furnished by the COR prior to the first scheduled service inspection.

11.5. The contractor shall furnish documentation, including photographs, radiation dose measurements, and all applicable x-ray film exposures, of all measurements and calibration to ensure that the system is performing in accordance with FDA/CDRH regulations, as applicable, based upon the date of system manufacture or remanufacture.

11.6 The contractor shall furnish all backup documentation, including photographs and all applicable x-ray film exposures of all measurements and calibrations, to ensure that the system is performing in accordance with the Conformance Standards. As a minimum, the following specific system operation parameters shall be surveyed and documentation provided to the COR:

12. Unscheduled/Corrective Maintenance.

a. Normal Working Hour Maintenance Coverage

Maintenance Coverage will be Monday through Friday, between 8:00 A.M. to 5:00 P.M. A contractor Service Tech shall respond via telephone within 2 hours after receipt of trouble call, and provide on-site service no later than the close of business (4:30 pm) on the next business day. Equipment shall be operational within 48 hours. The Government reserves the right to deduct from the Contractor’s payment an amount not to exceed the hourly rate of $50.00 per hour for each hour the Contractor fails to respond, as specified in the contract.

b. In the event that emergency service outside the normal working hours are required by the Government, additional work shall be billable to the Government at published commercial rates, and negotiated and approved by a Contracting Officer prior to services rendered.

c. Government request for corrective maintenance will be placed by BME, to the Contractor’s POC. Corrective Maintenance shall be completed during the hours specified in the contract.

d. The Contractor shall assign a unique Log/Reference Number to each Government request for corrective Maintenance.

e. Contractor’s response to requests for service may include telephone consultation with the equipment user/operator and a Contractor FSE. Telephone consultation shall: 1) provide instruction in determining operator error; 2) to determine the most likely cause of the problem; 3) to determine if resolution of the problem requires the dispatch of a FSE; and 4) to identify replacement parts likely to be required in order to return the equipment to 100% operational condition as specified by the OEM.

f. Contractor’s pricing shall be inclusive of all cost including parts, labor, travel and shipping, unless otherwise indicated. Any/all exclusions are listed as follows:

No Exclusions

12.1. Contractor shall respond to all intervening service calls necessary between scheduled PM's and calibrations.

12.2. All required parts (including shipping) and service shall be furnished as part of this contract without additional cost to the government.

12.3. The KO, COR, or designee alternate has the authority to place a service call with the contractor. A complete list of authorized personnel will be furnished at the time of contract award.

12.4. Maintenance actions. Once a maintenance action is initiated, it shall be continuous until the task is complete. Compliance shall be manifest by continuous presence of the FSE(s) on the job site, unless waiting for delivery of replacement parts. Under no circumstances however, shall maintenance actions be delayed by more than 24 hours waiting for delivery of parts.

13. Parts. The contractor shall be able to furnish and replace parts to meet uptime requirements. The following requirements apply to parts provided under this contract.

13.1. All parts used for service of this system shall be new or remanufactured. If remanufactured parts are used, maintenance records must indicate date of refurbishment or remanufacture and the name and location of the company that provided the part. For CT and MRI systems, only new or OEM remanufactured parts shall be used.

13.2. Used parts, those removed from other equipment, shall not be installed without prior approval of the KO or COR in consultation with the command’s Chief Medical Physicist.

14. Equipment Modifications

a. The Contractor shall only incorporate OEM specified modifications, alterations and upgrades. Approval shall be obtained from BME prior to the Contractor installation of any modification, alteration, or upgrades.

b. The Contractor shall maintain contact with the OEM to determine the requirement for field modifications and to ensure accomplishment of these modifications in accordance with the time schedule set forth by the OEM.

c. The Government shall not alter the system without prior notification to the Contractor.

d. The contractor at no additional cost shall provide software updates to the Government. Installation of updates will be left to the discretion of the Government. All supplied software is to be warranted free of defects, including viruses.

e. The Contractor shall have his/her own service manuals, specifications, schematic diagrams, and parts lists to assist in the evaluation/repair of all equipment included in this contract.

15. X-ray Tubes.

15.1 If the requirement for a replacement x-ray tube exists, it will be provided by the Contractor under the appropriate line item number of this contract. The replacement of an x-ray tube shall include, de-installation of the faulty tube, reinstallation and recalibration of the replacement x-ray tube. Tube replacement must be accomplished within eight (8) hours.

15.2. The replacement of x-ray tubes shall be included in the cost of this contract. The contractor is responsible for completing and submitting all applicable reports to the FDA and the COR.

15.3. X-ray tubes provided under this contract must meet or exceed the performance specifications of the x-ray tube recommended by the original equipment manufacturer.

15.4. Contractor must provide any modifications required installing or operating the tube (mounting brackets, trunions, or calibration proms). Any modifications made must not be permanent and must allow installation of OEM tube at a later date.

16. Special Tools, Diagnostic Software, Test Equipment and Technical Documentation.

16.1. The contractor shall have all special handling equipment for complete servicing of the systems covered, including the replacement of x-ray tubeheads and MRI coils, and ramping MRI systems up and down.

16.2. The government will not provide service manuals or service diagnostic software to the contractor. The contractor will be responsible for providing all service manuals, operational manuals, schematics, and diagnostic software to the FSE(s) necessary to maintain the required system uptime.

17. Documentation and Reports. The contractor shall furnish a signed System Maintenance Record to the COR or his designee at the completion of each PMI or corrective service call. The COR or his designee will countersign the report to certify that the services were rendered. The government will not recognize any maintenance actions that have not been signed by the designated government representative. All maintenance documents will be prepared and validated in duplicate. One (1) copy will remain with the imaging system and one (1) copy shall be provided to the COR or his designee. Documentation and reporting shall be in compliance with JCAHO and FDA standards.

17.1. The System Maintenance Record for each PMI or service call will include at minimum:

17.1.1. Name of the contractor.

17.1.2. Name the servicing FSE.

17.1.3. Date, Time (starting and ending), Equipment Downtime, and Hours On Site.

The FSE must report to the Medical Equipment Repair Shop in accordance with local guidelines.

17.1.4. Description of the problem reported by the COR/User and an itemized description of Service Performed (including labor, parts, and corrective action taken).

17.1.5. Identification of Equipment to include Index Number, Manufacturer, Device, Model Number, and Serial Number.

17.1.6. Contractor must complete DD Form 2164 when accomplishing PMI and/or calibration.

18. Assessment for Failure to Maintain 97% Uptime Requirements.

18.1. Contract payments for the base period cost invoiced at the end of the quarter in which the contract expires.

18.2. Failure to meet the reliability standards of 97% uptime during any month will result in a corresponding percentage reduction in that quarter's payment, calculated as follows:

Hm = Minimum number available hours/quarter allowed

(98% of total)

Ha = Actual hours available

Pt = Total payment invoiced for the quarter

%Assessment = (1 - Ha/Hm) * 100%

Payment Reduction = Pt * %Assessment

18.3 Condition of Existing Equipment. Failure to inspect the equipment prior to award of the contract will not relieve the contractor from performance of the requirements of this contract. The contractor accepts responsibility for the equipment in "as is" condition at time of award.

19. Contractor Service Personnel 19.1Contractor service personnel (FSEs) shall be English speaking and be required to provide documentation of current professional formal factory training on the equipment to be serviced and annual continuing education, per JCAHO section PL.3.2.1.2. The FSEs provided under this contract shall have at least an Associate’s degree or equivalent training in Biomedical or Electrical Engineering.

19.2. The COR may at any time request verification of service personnel credentials who are servicing the equipment.

19.3. If subcontractor(s) are used, the KO must approve them; contractor must submit any proposed changes in the subcontractor(s) to the KO for approval/disapproval.

20. 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 shown on the System Maintenance Record and verified by the COR and approved by the KO before repairs are made. The KO will resolve disagreements as to responsibility.

21. Reporting Required Services beyond the Contract Scope. The contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the KO and COR, (in writing), of the existence or the development of any defects in, or repairs required to the scheduled equipment which the contractor considers he/she is not responsible for under the terms of the contract. The contractor shall furnish the KO and COR with a written estimate of the cost to make necessary repairs, and a full technical description.

22. Additional Charges. There will be no additional charge for time spent at the site awaiting the arrival of additional FSE(s) and/or delivery of parts.

23. Removal of Government Property.

a. Whenever the repair of equipment cannot be performed at the Government site as determined by the Contractor, the Contractor shall notify BME who will make arrangements for the Contractor to remove the item from Naval Hospital Camp Lejeune (i.e. obtain property pass for material) to the Contractor’s designated site. The Contractor may be required to sign a Government form accepting responsibility for the Government equipment. The Contractor shall provide a detailed description of removed items. For associated items / accessories, contractor to provide a detailed description and quantities of items to be removed. Description to include as a minimum manufacturers 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 upon return of repaired components.

b. 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.

24. Equipment Modification Upgrades.

a. The Contractor shall only incorporate OEM specified modifications, alterations and upgrades. Approval shall be obtained from BME prior to the Contractor installation of any modification, alteration, or upgrades.

b. The Contractor shall maintain contact with the OEM to determine the requirement for field modifications and to ensure accomplishment of these modifications in accordance with the time schedule set forth by the OEM.

c. The Government shall not alter the system without prior notification to the Contractor.

d. The contractor at no additional cost shall provide software updates to the Government. Installation of updates will be left to the discretion of the Government. All supplied software is to be warranted current and free of defects such as viruses.

25. Service Beyond the Scope of the Contract.

a. The Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify BME, in writing, of the existence or the development of any defects in, or repair required to the scheduled equipment, which the Contractor considers they are not responsible for under the terms of this contract.

b. At the same time of the notification, the Contractor shall furnish BME with written estimate of the cost to make the necessary repairs. Repairs considered by the Contracting Officer to be outside the scope of this contract shall not be covered under this contract, but shall be ordered under a separate purchase order.

Section E - Inspection and Acceptance

INSPECTION AND ACCEPTANCE TERMS

Supplies/services will be inspected/accepted at:

Section F - Deliveries or Performance

DELIVERY INFORMATION

30-SEP-2012

SUPPLY OFFICER

100 BREWSTER BOULEVARD

CAMP LEJEUNE NC 28547

910-450-4836

N68093

30-SEP-2013

N68093

30-SEP-2014

N68093

30-SEP-2015

N68093

30-SEP-2016

N68093

CLAUSES INCORPORATED BY REFERENCE

Section G - Contract Administration Data

WAWF - INVOICE INSTRUCTIONS AND PAYMENT INFORMATION FOR SERVICES

Invoices rendered under this Contract shall be submitted electronically through Wide Area Work Flow – Receipt and Acceptance (WAWF):

The vendor shall self-register at the web site https://wawf.eb.mil. Vendor training is available on the internet at http://wawftraining.com.

Select the 2-in-1 Invoice within WAWF as the invoice type. The 2-in-1 Invoice prepares the Material Inspection and Receiving Report, DD Form 250, and invoice in one document.

Back up documentation (such as service tickets, etc.) can be included and attached to the invoice in WAWF.

Attachments created in any Microsoft Office product are attachable to the invoice in WAWF.

The following information regarding Naval Medical Center Portsmouth and Naval Hospital Camp Lejeune is provided for completion of the invoice in WAWF:

Issuing Office DODAAC: N00183 Admin DODAAC: N00183 Acceptor DODAAC: N68093

LPO DODAAC: N68093

Pay DODAAC: HQ0248 The contractor shall submit invoices for payment per contract terms.

The Government shall process invoices for payment per contract terms.

For more information on Wide Area Workflow, please contact the Wide Area Workflow Implementation Team at wawf@med.navy.mil.

Section H - Special Contract Requirements

BUSINESS ACCESS SECURITY REQUIREMENTS

NOTE: A NEW BASE ORDER (CAMP LEJEUNE BASE ORDER 5512.1C), REGARDING CONTRACTORS ACCESS TO MARINE CORPS BASE CAMP LEJEUNE, AND MARINE CORPS AIR STATION NEW RIVER, BECAME EFFECTIVE 21 FEBRUARY 2006. IN ORDER TO GAIN ACCESS TO PERFORM CONTRACT FUNCTIONS ABOARD THE BASE OR THE AIR STATION, YOU COMPLY WITH THE REQUIREMENTS BELOW.

1 BUSINESS ACCESS SECURITY REQUIREMENTS.

1.1 BUSINESS ACCESS DEFINITION. Contractor/subcontractor employees requiring installation access for periods from one day to one year to MCB, Camp Lejeune or MCAS New River, NC, must obtain a Business Access Identification Badge for that particular installation. Regularly scheduled delivery personnel, to include FEDEX, UPS, Pick-up and deliveries, should also follow the Business Access guidelines described below. Personnel requiring Business Access Identification Badges shall submit all documentation listed below. Badges are not required if the contracted position requires the employee to obtain a Common Access Card (CAE) which will be identified separately within the Government contract.

1.2 INSTALLATION SECURITY ACCESS REQUIREMENTS. Contractor shall accomplish the security requirements below within 10 days after award or prior to performance under the contract.

1.3 BUSINESS ACCESS IDENTIFICATION BADGE REQUIREMENT. The US Government will issue badges to contractor personnel without charge. Badges will be issued for one year or duration of contract whichever is less. In order to obtain a Business Access Identification Badge and access to MCB, Camp Lejeune, and satellite activities, or MCAS New River, all personnel providing services under this contract shall be required to present the documentation below to the following offices, as applicable:

MCB, Camp Lejeune, NC and its satellite activities. Report as follows:

1. Identification Card Center, 59 Molly Pitcher Road for badge (910-451-2727).

2. Vehicle Registration Office, 60 Molly Pitcher Road for vehicle decal (910-451-1158).

MCAS New River, NC. Report as follows:

1. S-4 (Facilities Office), Bldg AS-211 (l"1Deck) for registration on contractor's list (910-449-6310).

2. Pass and Identification Office, Bldg AS-211 (lst Deck) for badge and vehicle decal (910-449-5427/5428).

1.3.1 Photo ID. Valid state or federal issued picture identification card. Acceptable documents include state drivers license, DMV issued photo identification, or alien registration card.

1.3.2 Proof of Employee Citizenship or Legal Alien Status. Acceptable documents include birth certificate, Social Security Card, Immigration and Naturalization Service (INS) forms and passports.

1.3.3 Proof of Criminal Records Check. Proof of a criminal records check from the county or state where the employee has resided for the previous two years (or length of legal residence for foreign nationals in the U.S. for less than two years). Acceptable sources for criminal records checks include: County Courthouse; Defense Security Service (www.dss.mil); and Inforlink Screening Services, Inc. (www.infolinkscreening.com).Criminal records check shall be conducted annually prior to renewal of badges for reevaluation.

1.3.4 Denial of Access. Installation access shall be denied if it is determined that an employee:

a. Is on the National Terrorist Watch List.

b. Is illegally present in the United States.

c. Is subject to an outstanding warrant.

d. Has knowingly submitted an employment questionnaire with false or fraudulent information.

e. Has been issued a debarment order and is currently banned from military installations.

f. Is a Registered Sexual Offender and Convicted Felon (within the past 15 years); has a conviction of a drug crime within the past 5 years; and DUI within the last year.

1.3.5 Appeal Process. All appeals should be directed to the Base Inspector's Office for any individual that has been denied access to the Base.

1.3.6 Display and Disposition of Badges. Contractor employees shall prominently display their badges on their person at all times. Upon completion or termination of a contract or an individual's employment, the Contractor shall collect and turn in badges to the Pass and ill Office from which it was issued. If the Contractor is unable to obtain the employee's badge for whatever reason, the cognizant Pass and ill Office will be notified within 24 hours. During the contract performance period contractors will immediately report instances of lost or stolen badges to the issuing Pass and Identification Office.

1.3.7 Proof of Valid Government Contract. The Contracting Department shall submit a letter [on department letterhead] from the Contracting Officer to the Pass and Identification Office indicating location of contract work, contract period, and name of prime contractor. For subcontractors, the prime contractor will provide proof of employment on a valid Government contract (e.g., a letter [on company letterhead]) to include contract number and term.

1.4 CONTRACTOR SECURITY REQUIREMENT BUSINESS ACCESS VERIFICATION FORM.

Upon completion of the above process, Contractor shall submit to the Contracting Office the Contractor Security Requirement Business Access Verification form (Attachment #1) filled out in its entirety.

1.5 CONTRACTOR AND SUBCONTRACTOR VEHICLE REQUIREMENTS. Each vehicle to be used in contract performance shall show the Contractor's or subcontractor's name so that it is clearly visible and shall always display a valid state license plate and safety inspection sticker. To obtain a vehicle decal, which will be valid for one year or contract period, whichever is shorter, Contractor or subcontractor vehicle operators shall provide:

a. A copy of the Contracting Officer's authorization letter w/cc to PMO;

b. A valid form of Federal or state government I.D.;

c. If driving a motor vehicle, a valid driver's license, vehicle registration and proof of insurance.

Upon…