Carl Zeiss Eye Equipment Maintenance and Repair

1. Scope of Work:
1.1. To provide repair and preventive maintenance services to the Zeiss eye equipment listed in line 3.1 below at the VA Central Iowa Health Care System (VACIHCS) in Des Moines, Iowa.
1.2. Work includes, but is not limited to, perform periodic preventive maintenance, performing repairs, and replacing parts of the Histology lab equipment and keeping existing system current with manufacturers recommendations. Annual PM is due in June of each calendar year for all equipment listed on line 3.1, with a PM completion window by vendor starting May 15th and ending on June 30th.
1.3. Normal service requirements under this contract consist of scheduled preventive maintenance inspections, adjustments and repairs in response to service calls made by VA Central Iowa Health Care System to the contractor due to a partial or complete system failure which requires the contractor to respond within a specified time frame to make needed repairs/adjustments to the system.
2. QUALIFICATIONS:
2.1. To be considered eligible for consideration, bidders must have a field service representative trained by the Original Equipment Manufacturer (OEM) on the specific model of equipment he/she is being asked to work on. Bidders must provide, upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. All parts used shall be OEM parts only. Reverse engineered and/or refurbished parts shall not be utilized under the terms of this contract without explicit permission, in writing, from the Contracting Officer.
3. Equipment:
3.1. The equipment to be serviced/maintained includes:
Manufacturer Equipment Model Serial Number
Carl Zeiss Meditec Inc. HD-OCT CIRRUS 5000 5000-18384
Carl Zeiss Meditec Inc. HD-OCT CIRRUS 5000 5000-25072
Carl Zeiss Meditec Inc. Corneal Topography System ATLAS 9000 9000-16632
Carl Zeiss Meditec Inc. Corneal Topography System ATLAS 500 9801120082
Carl Zeiss Meditec Inc. Optical Biometer IOLMASTER 700 1183237
Carl Zeiss Meditec Inc. Visual Field Analyzer HFA3 860 860-16632
Carl Zeiss Meditec Inc. Visual Field Analyzer HFA3 860 860-21865
Carl Zeiss Meditec Inc. Microscope LUMERA 700 6634144530
4. Definitions/Acronyms:
4.1. VACIHCS – VA Central Iowa Health Care System
4.2. CO – Contracting Officer
4.3. COR – Contracting Officer’s Representative.
4.4. IAW – In Accordance With
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4.5. PM – Preventive Maintenance. 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 incidence of malfunction or inoperative conditions.
4.6. FSE – Field Service Engineer. A person who is authorized by the contractor
4.7. ESR – Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.
4.8. BESS — Biomedical Equipment Support Specialist. VA employee responsible vendor coordination of maintenance for VA owned medical equipment.
5. Conformance Standards:
5.1. Contractor shall ensure that the equipment/system functions in conformance with OEM documentation, System upgrades/updates shall be installed in strict accordance with manufacturer’s specifications and must operate within manufacturer's specifications and parameters.
6. Hours of Coverage:
6.1. The contractor shall respond to phone calls within 4 hours during normal business hours (M-F 7:30AM to 4PM (CST))
6.2. All scheduled service/repairs shall be performed during these normal hours of coverage unless the following condition exists:
6.2.1 The contractor wishes to perform such maintenance at a time that is outside of the normal hours of coverage, at no additional cost to the Government, and the contractor submits a request to the COR prior to the proposed start of the maintenance and the request is approved by the COR before work is begun.
6.3. Scheduled maintenance shall be performed in accordance at the manufacturer’s recommended intervals and should be scheduled/completed during the month the VA requests. Changes in this periodicity will occur only when approval is granted by the COR.
6.4. Scheduling for unscheduled maintenance requirements outside of normal hours shall be coordinated with and require the approval of the COR.
6.5. Federal holidays observed by VA Central Iowa Health Care System are: and any other day specifically designated by the President of the United States and can be found on https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#content.
7. Unscheduled Maintenance:
7.1. Contractor shall maintain the equipment in accordance with Conformance Standards in line 5.1.
7.2. The contractor shall provide repair service, which may consist of calibration, adjustments, replacing and installing parts.
7.3. All travel, labor and parts will be covered in this agreement.
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7.4. The Contracting Officer, COR, BESS have the authority to approve/request a service call from the contractor.
7.5. Contractor shall provide a 24-hour on site response time.
7.5.1. If the problem cannot be corrected by phone the contractor will dispatch a technician to arrive not later than the next business day after the call is placed.
8. Scheduled Maintenance:
8.1. Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with the manufacturers as published in the Manufacturer’s Maintenance Manuals for the system.
8.1.2. Scheduled maintenance shall be performed in accordance at the manufacturer’s recommended intervals and should be scheduled/completed during the window of May 15th to June 30th to meet VA PM schedule requirements. Changes in this periodicity will occur only when approval is granted by the COR.
8.2. Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM.
9. Parts:
9.1 The Contractor will provide all replacement parts needed to keep the system in operating condition as originally designed by the manufacturer.
10. Documentation/Reports:
10.1. Documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices required to maintain the equipment in accordance with performance requirements.
11. Reporting Requirements:
11.1. Upon arrival at VA Central Iowa Health Care System the contractor shall be required to notify Biomedical Engineering of their arrival and check in with the VA Police office and receive a visitors badge.
11.2. When service is completed, the FSE shall document services rendered on a legible ESR(s) and submit to the BESS who set-up the service. The ESR can be submitted by paper copy when logging out with Biomed, or e-mail. ESRs should be submitted not later than 5 business days after service is complete.
11.3. In those cases, hen after-hours work is necessary, contractor personnel shall check in with the VA Police and receive a vistors badge. They will then check in with Lab personnel for access to Histology. All after-hours work shall be pre-arranged with the COR or designee.
13. Contractor Qualifications:
13.1. Contractor must have full time staff that is “fully qualified” FSE and a “fully qualified” FSE who will serve as the backup for the equipment identified in 3.1 of this solicitation.
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13.1.1. “Fully qualified” is based upon training for equipment listed in line 3.1. For training, the FSE(s) has successfully completed a formalized training program for the equipment identified in this solicitation as required by the manufacturer.