N0018319Q0050_Solicitation.pdf

SEE ADDENDUM

(No Collect Calls)

N0018319Q0050 01-Aug-2019

b. TELEPHONE NUMBER

757-953-5573

8. OFFER DUE DATE/LOCAL TIME

10:00 AM 12 Aug 2019

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.

N001839. ISSUED BY

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

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

PAULA M. POE

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 ORX

SMALL BUSINESS

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

NAVAL MEDICAL CENTER

MMD/CONTRACTING DIVISION

ATTN: PAULA POE

54 LEWIS MINOR STREET

PORTSMOUTH VA 23708-2297

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 N00183 16. ADMINISTERED BY

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

NAVAL MEDICAL CENTER

BIOMEDICAL ENGINEERING

54 LEWIS MINOR STREET

BLDG. 250

PORTSMOUTH VA 23708-2297

TEL: 757-953-5336 FAX:

FAX:

TEL: SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$20,500,000

NAICS:

811219

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 OF43

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.

N0018319Q0050

Section A - Solicitation/Contract Form

CONTRACT ADMINISTRATION

PLEASE READ THIS NOTICE CAREFULLY AS IT CONSTITUTES THE ONLY

NOTICE THAT WILL BE PUBLISHED.

The Department of the Navy (DoN) intends to negotiate a one-time sole source contract with LEICA MICROSYSTEMS 1700 Leider Ln Buffalo Grove, IL, 60089-6622 US, is the sole source provider for the following Medical Equipment that meets DON's requirements:

Microtome Cryostat, Microntome Rotary, IPS-Printer Slide, PELORIS- Tissue Processor.

The Government intends to negotiate with only one source under the authority of FAR 13.106 (b)(1)(i).

This notice will be distributed solely through the General Services Administration's Federal Business Opportunities (FBO) Website (www.fbo.gov). Interested parties are responsible for monitoring the FBO site to ensure they have the most up-to-date information about this acquisition. The North American Classification System Code is 811219, the size standard is 20.5M

Based on market research conducted and contacts made with knowledgeable individuals within the government it has been determined DON's requirement can only be provided by LEICA MICROSYSTEMS. as they are the sole authority authorized to provide these services.

This notice of intent is not a request for competitive quotations; however, interested parties may identify their interests and capability to respond to this requirement to this office by 10AM EST 07 August 2019 by email to the attention of Paula Poe, Contract Specialist, at paula.m.poe.civ@mail.mil. Information received will be considered solely for the purpose of determining whether or not to conduct a competitive procurement. Telephone requests will not be considered. A determination by the Government not to compete this proposed contract based upon response to this notice is solely within the discretion of the Government.

Administrative Data

VENDOR TO COMPLETE THE FOLLOWING:

COMPANY NAME: ______________________

TIN: ___________________

CAGE: ___________________

DUNS: ___________________

Vendor POC: ____________________ Phone: ____________________ Fax: ____________________ Vendor email: _________________________________

Naval Medical Center Portsmouth, VA Acquisition Office POC: Paula Poe Phone: 757-953-5573 Email: paula.m.poe.civ@mail.mil

Product/Services for: Naval Medical Center Portsmouth VA

BIOMED

POC: FV ABANO

Phone: 757-953-5764 E-mail francisco.v.abano.civ@mail.mil

Vendor to reference RFQ Number: N00183-19-Q-0050 on all inquiries.

PAYMENT INFORMATION

Payment in Arrears (Check One): Monthly Quarterly _ Semi-Annually Annually *Please ensure that quoted price matches the choice above

PROMPT PAYMENT

For Prompt Payment Act Purposes, this contract is:

Subject to the 7-calender day constructive acceptance period.

Note: Vendor will be required to provide billing electronically via the WAWF Electronic Invoicing Method. For additional information, a review of the following web sites may be required: websites: https://wawf.eb.mil or http://wawftraining Email: usn.detrick.navmedlogcomftdmd.list.nmlc-wawf@mail.mil

DISCOUNTS

The vendor's initial response to this RFQ should reflect the Vendors' best price including all allowable discounts that are available to the Federal Government. Please identify all discounts that are being offered as part of the vendor's quote submission. The government does not intend to go out for a best and final offer.

Section B - Supplies or Services and Prices

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 4 Quarter

(Time)

Maintenance Service Agreement-Silver

FFP

MFG: Leica Microsystems,Inc – Biosystems Division Location: Histology (LAB) Maintenance Service Agreement-Silver Service Coverage in accordance with the Performance Work Statement (PWS)

**Please see below for FY20-Equipment and Pricing Table** FOB: Destination

PSC CD: J065

NET AMT

BASE YEAR COST/FEE TABLE

Line Equipment Nomenclature

MFG Equipment # Mfr. Serial No. Nameplate Model

Fee/Cost

1 PRINTER, SLIDE LEICA 10476657 0692022006 IPS $

2 MICROTOME, CRYOSTAT LEICA 10632846 991082007 CM1850 $

3 MICROTOME, CRYOSTAT LEICA 10632847 0997 CM1850 $

4 MICROTOME, ROTARY LEICA 10632489 2173082007 RM2255 $

5 MICROTOME, ROTARY LEICA 10632490 2174082007 RM2255 $

6 MICROTOME, ROTARY LEICA 10632491 2175082007 RM2255 $

7 MICROTOME, ROTARY LEICA 10632492 2176 RM2255 $

8 MICROTOME, ROTARY LEICA 10632493 2177 RM2255 $

9 TISSUE PROCESSOR LEICA 10646728 0260156B PELORIS $

10 TISSUE PROCESSOR LEICA 10722181 0260238B PELORIS $

11 MICROTOME, ROTARY LEICA 10872632 3718 RM2255 $

12 MICROTOME, ROTARY LEICA 10873633 3719102009 RM2255 $

13 MICROTOME, ROTARY LEICA 10873634 3720102009 RM2255 $

TOTAL $

1001 4 Quarter

OPTION Maintenance Service Agreement-Silver

MFG: Leica Microsystems,Inc – Biosystems Division Location: Histology (LAB) Maintenance Service Agreement-Silver Service Coverage in accordance with the Performance Work Statement (PWS)

**Please see below for FY21-Equipment and Pricing Table**

OPTION YEAR 1 COST/FEE TABLE

Nomenclature

MFG Equipment # Mfr. Serial No. Nameplate Model

Fee/Cost

1 PRINTER, SLIDE LEICA 10476657 0692022006 IPS $

2 MICROTOME,

CRYOSTAT

LEICA 10632846 991082007 CM1850 $

3 MICROTOME,

CRYOSTAT

LEICA 10632847 0997 CM1850 $

4 MICROTOME,

ROTARY

LEICA 10632489 2173082007 RM2255 $

5 MICROTOME,

ROTARY

LEICA 10632490 2174082007 RM2255 $

6 MICROTOME,

ROTARY

LEICA 10632491 2175082007 RM2255 $

7 MICROTOME,

ROTARY

LEICA 10632492 2176 RM2255 $

8 MICROTOME,

ROTARY

LEICA 10632493 2177 RM2255 $

9 TISSUE PROCESSOR LEICA 10646728 0260156B PELORIS $

10 TISSUE PROCESSOR LEICA 10722181 0260238B PELORIS $

11 MICROTOME,

ROTARY

LEICA 10872632 3718 RM2255 $

12 MICROTOME,

ROTARY

LEICA 10873633 3719102009 RM2255 $

13 MICROTOME,

ROTARY

LEICA 10873634 3720102009 RM2255 $

2001 4 Quarter

OPTION Maintenance Service Agreement-Silver

MFG: Leica Microsystems,Inc – Biosystems Division Location: Histology (LAB) Maintenance Service Agreement-Silver Service Coverage in accordance with the Performance Work Statement (PWS)

**Please see below for FY22-Equipment and Pricing Table**

OPTION YEAR 2 COST/FEE TABLE

Nomenclature

MFG Equipment # Mfr. Serial No. Nameplate Model

Fee/Cost

1 PRINTER, SLIDE LEICA 10476657 0692022006 IPS $

2 MICROTOME, CRYOSTAT LEICA 10632846 991082007 CM1850 $

3 MICROTOME, CRYOSTAT LEICA 10632847 0997 CM1850 $

4 MICROTOME, ROTARY LEICA 10632489 2173082007 RM2255 $

5 MICROTOME, ROTARY LEICA 10632490 2174082007 RM2255 $

6 MICROTOME, ROTARY LEICA 10632491 2175082007 RM2255 $

7 MICROTOME, ROTARY LEICA 10632492 2176 RM2255 $

8 MICROTOME, ROTARY LEICA 10632493 2177 RM2255 $

9 TISSUE PROCESSOR LEICA 10646728 0260156B PELORIS $

10 TISSUE PROCESSOR LEICA 10722181 0260238B PELORIS $

11 MICROTOME, ROTARY LEICA 10872632 3718 RM2255 $

12 MICROTOME, ROTARY LEICA 10873633 3719102009 RM2255 $

13 MICROTOME, ROTARY LEICA 10873634 3720102009 RM2255 $

Section C - Descriptions and Specifications

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

LEICA EQUIPMENT/ MAINTENANCE SERVICES FOR

BIOMED DEPT. –NAVAL MEDICAL CENTER PORTSMOUTH

1. Summary. The following is typical equipment configuration, including operating software to be serviced/maintained under this contract shall include: Service, preventive maintenance, and repairs as may be required for medical equipment manufactured by Leica Microsystems.

Standard probes (probes supplies as part of original equipment package) is to be included in the scope of this contract. Specific models and equipment configurations shall vary by site.

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 are, 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

3. FULL MAINTENANCE SERVICE

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 (excluding consumables) items and accessories.. This contract shall provide for maintenance services which include on-site corrective repairs, normal working hour coverage (8:00 am to 4:30 pm. Monday through Friday excluding Federal holidays, Christmas Eve and day after Thanksgiving) and routine preventive maintenance services to Department of Defense owned equipment, as listed on the: DD Form 1155 “Order for Supplies or Services”. Where available, vendor is to provide after-hours support. Support can be in the form of on-line / electronic, after hours call in or other (service is requested but not required). 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. Vendor will not be required to maintain (if equipped): Cryo-jane tape systems and anti-roll plates.

3.1. 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.

3.2. General

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) in the repair of all equipment listed within this contract. Certification of the OEM must be current (within 2 years) at all times prior to contract award and throughout contract period.

Contractor and its employees 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. The Government shall maintain the right to seek proof of qualification prior to award and anytime during contract period of performance. Additionally contractor must have ready access to parts inventory of OEM replacement parts. All replacement parts must be authorized / certified for use by the

OEM.

d. All Contractor employees must be qualified / authorized by the Original Equipment Manufacturer (OEM) in the repair of all equipment listed within this contract. Certification of the OEM must be current (within 2 years) at all times prior to contract award and throughout contract period. Performance of maintenance or repair by persons that do not hold current OEM qualifications will not be allowed. Qualification includes but not limited to the certification of all repair persons / technicians and by the OEM (or OEM approved facility) as being trained / qualified to perform required repairs.

3.3. Hours of Coverage.

3.3.1. Normal hours of coverage are Monday through Friday from 8:00 am to 5:00 pm, excluding federal holidays, Christmas Eve and day after Thanksgiving. All service/repairs will be performed during normal hours of coverage unless requested or approved by the COR.

3.3.2. Response Time: Contractor’s FSE / technician / representative must make a best effort to respond with a phone call to the COR or his/her designee within two (2) hour after telephone notification, 24 hours per day. If the problem cannot be corrected by phone, the FSE will make a best effort to commence work (on-site physical response) as soon as possible with a goal of on-site response within 48 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 make a best effort to be on site at the beginning of the next coverage day. e.g. if hours of coverage are 7:00 am to 4:30 pm, with a four (4) hour response time, and a call is placed at 2:45 pm, Monday, August 10th, the FSE shall make a best effort to be on-site to service by 9:15 am, Tuesday, August 11th.

3.3.3. Not used

3.3.4. 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. Vendor will not be required to respond on Christmas Eve and day after Thanksgiving.

3.4. Scope of Work

a. The Contractor shall provide trained, experienced, English speaking personnel, labor, tools, diagnostic equipment, software, 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 manufacturers (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.

3.5 Contractor Responsibilities.

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.

3.5.1. All labor, 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.

3.5.2. 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.

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

3.5.3.1. 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 hour’s uptime in hours divided by the sum of total uptime and downtime in hours.

3.5.3.2. 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.

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

3.5.3.4. 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.

3.5.3.5. 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.

3.5.3.6. 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.

3.6. 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-250 1st floor; 757-953-5336). 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,) contractor’s log number, detailed description of the service(s) performed, replacement part(s) information (example: part number, part value, nomenclature, and whether the part is new/used/reconditioned), the completion date and time, man-hours expended, model and serial numbers, and the name of the FSE performing the service. In the event that agents / sub-contractors 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). The contractor shall attach a Government supplied tag on serviced equipment. As a minimum, the tag shall include; date of service, name of person & company performing service.

3.7. 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 Manufacturers (OEM) recommendations on a mutually agreed upon schedule between the Government and the selected vendor. Vendor will be required to contact NMCP Biomedical Engineering Dept as soon as possible after date of award to schedule preventative maintenance inspections, but no less than 2 weeks prior to inspection. As a minimum all equipment will require an annual inspection. Where applicable, vendor is to perform any required calibration of equipment during preventative maintenance inspection. The results of calibration shall be included within the field service report for the maintenance inspection.

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: (in the event that vendor cannot meet this schedule the vendor is to reschedule maintenance to a mutually accepted time; acceptable both to the Government & vendor)

(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.

3.7.1. 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:

3.7.1.1. Cleaning of equipment.

3.7.1.2. Calibrating and lubricating the equipment.

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

3.7.1.4. 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.

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

3.7.1.6. Measuring, adjusting and calibrating as necessary for optimal image quality (where applicable).

3.7.1.7. Inspecting, and replacing where indicated, all mechanical components including, but not limited to;, chains, belts, bearings and tracks, interlocks, clutches, motors, & keyboards (unless identified as consumables or added accessories).

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

3.7.1.9. Providing documentation of services performed.

3.7.1.10. Inspecting output devices, e.g. monitors, and processors. Calibrate or recommend calibration if appropriate.

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

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

COR.

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

3.7.4. Calibration of the system shall be scheduled and performed in accordance with the original equipment manufacturers 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.

3.8. Unscheduled/Corrective Maintenance.

a. Normal Working Hour Maintenance Coverage Maintenance Coverage will be Monday through Friday, between 8:00 am to 4:30 pm. A contractor Service Tech shall make a best effort to respond via telephone within 2 hours after receipt of trouble call, and will make a commercially reasonable effort to provide on-site service within 48 hours. Vendor to make a best effort to ensure equipment is operational within 48 hours.

a. 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. . 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 / authorization from the Contracting Officer, the work will be considered as service during normal coverage hours.

b. 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.

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

d. 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.

e. 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 (vendor is not responsible for consumables or added accessories)

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

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

3.8.3. 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.

3.8.4. 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. Vendor shall make a best effort to not delay by more than 24 hours waiting for delivery of parts.

3.9. 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.

3.9.1. 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. All remanufactured parts must be approved for use by the OEM.

3.9.2. Used parts, those removed from other equipment, shall not be installed without prior approval of the KO or COR

3.10 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.

f. 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.

3.11 Not used

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

3.12.1. The contractor shall have all special handling equipment for complete servicing of the systems covered.

3.12.2. 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.

3.13. 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 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.

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

3.14.1.1. Name of the contractor.

3.14.1.2. Name the servicing FSE.

3.14.1.3. Date, Time (starting and ending),. The FSE must report to the Medical Equipment Repair Shop in accordance with local guidelines.

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

3.14.1.5. Identification of Equipment to include Manufacturer, Model Number, and Serial Number.

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

3.15. Not used.

3.16 Pre-Existing Conditions

Any Instruments which have not been maintained under a Leica warranty or previous Agreement by Leica immediately prior to the date of this Agreement, must be subject to inspection, certification and acceptance by Leica, and if necessary, repaired or reconditioned such that the Instrument meets Leica’s standards for continued maintenance and support. Additional labor time, travel time, and/or parts to bring an instrument up to factory specification may be an additional charge and require a separate purchase order, at Leica’s sole discretion.

3.17. Contractor Service Personnel

3.17.Contractor 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 -be certified by Leica to service the instruments covered under this agreement.

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

3.17.3. 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.

3.18. 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.

3.19. 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.

3.20 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.

4. 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 whichever occurs first. All non-apparent / hidden discrepancies, must be identified no later than 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.

4. 1 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.

4.2. Replacement Parts. (Vendor is not responsible for consumables)

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 and that they are approved for use by the OEM. 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 90 days of release regardless of Preventative Maintenance Schedules.

4.3. 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 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. All repairs by replacement must be approved by the Government. The new replaced item must be of equal or greater technological and economic value. The Government shall retain the right to determine “equal or greater”.

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.

4.4. Equipment Modification Upgrades

The contractor 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.

4.5. Service beyond the Scope of the Contract

a. The Contractor shall make a best effort to immediately, but not later than prior to the performance of work, 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.

EQUIPMENT TABLE

EQUIPMENT TABLE FOR HISTOLOGY (LAB)

ECN MFG Equipment Nomenclature Equipment # Mfr. Serial No. Nameplate Model

066519 LEICA Printer, Slide 10476657 0692022006 IPS

076693 LEICA Microtome, Cryostat 10632846 991082007 CM1850

076694 LEICA Microtome, Cryostat 10632847 0997 CM1850

076695 LEICA Microtome, Rotary 10632489 2173082007 RM2255

076696 LEICA Microtome, Rotary 10632490 2174082007 RM2255

076697 LEICA Microtome, Rotary 10632491 2175082007 RM2255

076698 LEICA Microtome, Rotary 10632492 2176 RM2255

076699 LEICA Microtome, Rotary 10632493 2177 RM2255 106008 LEICA Microtome, Rotary 10872632 3718 RM2255

106009 LEICA Microtome, Rotary 10873633 3719102009 RM2255

106010 LEICA Microtome, Rotary 10873634 3720102009 RM2255

099116 LEICA Tissue Processor 10646728 0260156B PELORIS

100378 LEICA Tissue Processor 10722181 0260238B PELORIS

Section E - Inspection and Acceptance

INSPECTION AND ACCEPTANCE TERMS

Supplies/services will be inspected/accepted at:

CLIN INSPECT AT INSPECT BY ACCEPT AT ACCEPT BY

0001 Destination Government Destination Government 1001 Destination Government Destination Government 2001 Destination Government Destination Government

Section F - Deliveries or Performance

NMCP HOURS OF OPERATION

Naval Medical Center Portsmouth (NMCP) of Operation:

NMCP Receiving Dock is open Monday through Friday 0700 to 1600 (7:00 a.m. to 4:00 p.m.), Excluding federal holidays. Receiving personnel may be reached at 757-953-5770.

DELIVERY INFORMATION

CLIN DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC /

CAGE

0001 POP 01-OCT-2019 TO

30-SEP-2020

N/A NAVAL MEDICAL CENTER

BIOMEDICAL ENGINEERING

54 LEWIS MINOR STREET

BLDG. 250

PORTSMOUTH VA 23708-2297

757-953-5336

N00183

1001 POP 01-OCT-2020 TO

30-SEP-2021

N/A (SAME AS PREVIOUS LOCATION)

2001 POP 01-OCT-2021 TO

30-SEP-2022

N/A (SAME AS PREVIOUS LOCATION)

Section G - Contract Administration Data

CLAUSES INCORPORATED BY FULL TEXT

252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (DEC 2018)

(a) Definitions. As used in this clause—

“Department of Defense Activity Address Code (DoDAAC)” is a six position code that uniquely identifies a unit, activity, or organization.

“Document type” means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

“Local processing office (LPO)” is the office responsible for payment certification when payment certification is done external to the entitlement system.

“Payment request” and “receiving report” are defined in the clause at 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(b) Electronic invoicing. The WAWF system provides the method to electronically process vendor payment requests and receiving reports, as authorized by Defense Federal Acquisition Regulation Supplement (DFARS) 252.232- 7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall—

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.sam.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the “Web Based Training” link on the WAWF home page at https://wawf.eb.mil/.

(e) WAWF methods of document submission. Document submissions may be via web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor shall use the following information when submitting payment requests and receiving reports in WAWF for this contract or task or delivery order:

(1) Document type. The Contractor shall submit payment requests using the following document type(s):

(i) For cost-type line items, including labor-hour or time-and-materials, submit a cost voucher.

(ii) For fixed price line items—

(A) That require shipment of a deliverable, submit the invoice and receiving report specified by the Contracting Officer.

(B) For services that do not require shipment of a deliverable, submit either the Invoice 2in1, which meets the requirements for the invoice and receiving report, or the applicable invoice and receiving report, as specified by the Contracting Officer.

____________Invoice_2 in 1 Service ______________________________________________

(iii) For customary progress payments based on costs incurred, submit a progress payment request.

(iv) For performance based payments, submit a performance based payment request.

(v) For commercial item financing, submit a commercial item financing request.

(2) Fast Pay requests are only permitted when Federal Acquisition Regulation (FAR) 52.213-1 is included in the contract.

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table*

Field Name in WAWF Data to be entered in WAWF

Pay Official DoDAAC HQ0248

Issue By DoDAAC N00183

Admin DoDAAC** N00183

Inspect By DoDAAC N/A

Ship To Code N/A

Ship From Code N/A

Mark For Code N/A

Service Approver (DoDAAC) N/A

Service Acceptor (DoDAAC) N00183

Accept at Other DoDAAC N/A

LPO DoDAAC N00183

DCAA Auditor DoDAAC N/A

Other DoDAAC(s) N/A

(4) Payment request. The Contractor shall ensure a payment request includes documentation appropriate to the type of payment request in accordance with the payment clause, contract financing clause, or Federal Acquisition Regulation 52.216-7, Allowable Cost and Payment, as applicable.

(5) Receiving report. The Contractor shall ensure a receiving report meets the requirements of DFARS Appendix F.

(g) WAWF point of contact.

(1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity’s WAWF point of contact.

_USN.DETRICK.NAVMEDLOGCOMFTDMD.LIST.NMLC-WAWF@MAI.MIL___

(Contracting Officer: Insert applicable information or “Not applicable.”)

(2) Contact the WAWF helpdesk at 866-618-5988, if assistance is needed.

(End of clause)

Section H - Special Contract Requirements

NMCP SPECIAL CLAUSES

NMCARS-5237.102-90 ENTERPRISE-WIDE CONTRACTOR MANPOWER REPORTING

APPLICATION (ECMRA)

The contractor shall report contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for Naval Medical Center, Portsmouth via a secure data collection site.

Contracted services excluded from reporting are based on…