Dental Chairs-Dental Suite VA256-16-AP-3044

This solicitation is hereby modified to extend the closing date to Monday, May 2, 2016, at 2:00 PM Central Time.

REFERENCE VA256-16-N-0269



Gulf Coast Veterans Health Care System

400 Veterans Avenue

Biloxi, MS 39531



STATEMENT OF WORK AND GENERAL SPECIFICATIONS FOR:

A-Dec or Equal Dental Equipment and Turn-key Installation

VA Panama City Beach Outpatient Clinic Project



COR: Tess Finnegan, Project Manager (Engineering)

Dental Designee: Christine Perrette, Administrative Office (Dental)

Biomed Designee: Austin Hampton, Biomed Chief (Engineering)



1. DESCRIPTION OF NEEDS:



Currently, the Gulf Coast Veterans Health Care System (GCVHCS) is constructing a replacement Outpatient Clinic located at 2600 Veterans Way, Panama City beach, FL 32408. Included in the project is a new dental suite outfitted with four operatories requiring a turn-key equipment installation solution. Contractor must meet the utility rough-ins in accordance with utility specifications provide herein (See Attachment B). The awarded Contractor shall provide our new Panama City Dental Clinic with the following: listed A-dec or Equal dental equipment below (see Table 1), delivery of each item, and installation/configuration of outlined equipment, as well as an equipment warranty and necessary training for VA Biomed Technicians and Dental staff. In regards to installation, the Contractor shall furnish manufacturer certified installers to perform install of all essential hardware, casework, and accessories in addition to providing necessary utility tie-ins in conformance to A-Dec Brand or Equal installation guidelines. All services shall be provided in accordance with the specifications, terms and conditions contained in this Statement of Work herein.



This is a Brand Name or Equal requirement. If an offeror intends to submit an equal product/offer, then they must adhere to the minimum salient features listed.



Table 1 - Complete Listing of A-dec equipment items to be provided to VA-Panama City Beach OPC.

Product Serial # Description Qty Unit Price Price

ADec 511 Dental Chair 4

Adec 532 Traditional Delivery System 4

Adec 1601 Doctor's Stool 4

Cascade 1622 Assistant's Stool 4

Adec 557L Track Mounted Light LED 4

Adec 5580.42 Treatment Console 4

Adec 5531.72 Accessory Console 4

Adec 5531.72 Accessory Console 4

ICV 11mm HVE 110V 77.0614.00 4

ADEC 5631.44 Wall Mount Accessory Console 4

Adec 5631.44 Wall Mount Accessory Console 4

Adec 5731.34 Wall mount insert 8

Adec 5730.29 Dispensing Unit 5

Adec 5730.29 Dispensing Unit 4

Adec 5531.30 Accessory Console 1

043.001.00 SS Tray 13.5X9.5X.75 8

0.10069734 TA-97LED Plus 21

0.10402430 RQ-24 roto quick 4

0.10002532 AM 25 Motor 21

.10400430 RQ-4 roto quick 4

.10255632 WE-56 Contra Angle 21

.10154332 HE-43 straight 21

.010114432 HP-44M proxeo prophy Handpiece 21

11.1335 HVE Valve Assembly 120

12.1258 SE Valve Assembly 120





2. ADMINISTRATIVE REQUIREMENTS:



A. Coordination: Coordinate all work and requirements outlined in this document with

the Contracting Officer's Representative (COR), Tess Finnegan (Engineering) and/or

Biomedical Designee, Austin Hampton.



B. Pre-Installation Meetings: Contractor shall conduct a pre-manufacturing and

installation meeting prior to commencing work for field verification of equipment

specifications, space, and utilities requirements with the COR and VA designees. This

meeting shall be scheduled on-site at the new Panama City Beach dental suite.



C. Shop Drawings:

1. Contractor shall provide a preliminary shop drawing with bid package to

ensure building utility requirements are satisfied.



2. Contractor shall provide a finalized shop drawing set including pages for

product layout, elevations, and the mechanical, electrical, and plumbing

requirements for all specified items in Table 1. These drawings must be

approved by COR prior to production and installation of equipment/casework.



D. Scheduling: Contractor shall schedule pre-installation meetings, delivery,

installation, testing, close-out, and training of all equipment in accordance with COR and

VA designees.



E. Certification: Contractor must provide current factory training certificates within bid

package.



4. INSTALLATION:



Contractor shall provide all installation, utility tie-in, and interface to connecting equipment other than A-Dec manufactured items such as X-Ray Units required for items requested by VA (see Table 1). Contractor must be able to tie-in with all existing utility rough-ins at the VA dental site. (See attachments A and B). Installation of all components shall be in accordance with Original Equipment Manufacturers' (OEM) instructions. Contractor shall adjust and calibrate equipment to specifications and ensure all pieces are functioning properly. Contractor shall employ field installers currently A-Dec or Equal certified in order to provide sound construction and to not void warranty. Contractor shall furnish field installers with all tools and materials necessary to perform installation and calibration work. The government will not furnish any equipment or material needed for Contractor installation requirements. Installation of all parts and pieces shall be coordinated with the COR and Dental/Biomed designees.



5. DEFINITIONS/ACRONYMS:



A. Biomedical Engineering - Supervisor or designee, a person authorized to troubleshoot and aid in answering questions on facility standards as well as approve contractor's installation.



B. CO - Contracting Officer.



C. COR - Contracting Officer's Representative.



D. FSE - Field Service Engineer. A person who is authorized by the Contractor to perform maintenance (corrective) services on the VA Medical Center premises.



E. 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.



F. Acceptance Signature - COR or Biomedical Engineer, who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR.



G. Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR.



I. NFPA - National Fire Protection Association.



J. CDRH - Center for Devices and Radiological Health.



K. VAOPC - Department of Veterans Affairs Outpatient Clinic.



L. OEM - Original Equipment Manufacturer



6. CONFORMANCE STANDARDS:



Contractor shall provide services and material to ensure that the equipment functions per VA conformance standards. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM's technical specifications. Contractor shall notify the COR of available updates and any associated cost. Additional performance specifications that exceed the OEM's specifications shall be specified in writing by the VA.



8. PARTS:



Contractor shall adjust and replace non-consumable parts as A-DEC deems necessary to keep the manufacturer's products properly performing.



9. SERVICE MANUALS:



Contractor shall provide (2) copies each of A-dec Brand or Equal User Guides and Technical Manuals: Biomed and Dental Services require these copies. Should be transmitted through COR for distribution to these parties.



10. WARRANTY:



Contractor shall provide at least a one year warranty for all equipment provided starting upon installation completion.



11. TRAINING:



Contractor shall provide both a one-day (8 business hours) clinical and biomedical training event post installation. Both training events must be scheduled and approved through COR and/or clinical and biomedical designees. Contractor shall provide a checklist for equipment competencies at time of training event(s).



12. REPORTING REQUIREMENTS:



The Contractor shall report to VA Project Manager (COR) and/or Dental designee to "check-in" upon arrival and prior to performance of work under this contract or contact the COR prior to remote access. This check-in is mandatory and can be accomplished in person or by phone contact. When the service(s) is/are completed, the FSE shall document the services rendered on a legible ESR(s). The FSE shall be required to check out with the Biomedical Engineering Department (location to be specified at time of contract award) and submit the ESR(s) to the COR. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature." If the COR is unavailable, a signed accepted copy of the ESR will be sent to the COR within 5 business days of work completion. Contractor shall provide current tuberculosis (Tb) testing documentation to COR or designee.



13. ADDITIONAL CHARGES:



There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts or installation.



14. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:



The Contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the CO 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 CO and COR with a written estimate of the cost to make necessary repairs.



15. CONDITION OF EQUIPMENT:



The Contractor accepts responsibility for the equipment described in Section B, in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract.



16. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS:



The Contractor's FSE shall wear visible identification at all times while on the premises of the VA Medical Center. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Service. The VA Medical Center will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VA Medical Centers. Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.



17. DELIVERY:



The Contractor shall deliver all materials in accordance with the manufacturer's written instructions and in manufacturer's original packaging with identification labels intact and sized to suit project need. Contractor shall direct deliver all product to Panama City project site rather than to facility warehouse on Biloxi main campus. Product should be received by VA personnel at the site by signature. Contractor shall be able to provide a signed receiving receipt if asked by COR. Contractor shall coordinate delivery through VA COR (Project Manager)listed above in order to ensure a VA representative is present at delivery for receipt signature and direction. Delivery date required based on current construction schedule will be on or before 1 June 2016.



A. Storage and Handling Requirements: Contractor shall store materials protected

from exposure to harmful weather and temperature conditions as recommended by

manufacturer.



B. Packaging Waste Management:



1. Contractor shall remove packaging materials and all shipping debris from site

and dispose of at appropriate recycling facilities.



2. Contractor shall collect and separate for disposal all paper, plastic,

polystyrene, corrugated cardboard, packaging material in appropriate binds for

recycling.



3. Contractor shall fold metal and plastic banding, flatten and place in

designated areas for recycling and/or trash as provided by Medical Center.



18. Protection of Property.



18.1------ Contractor shall protect all items from damage. The Contractor shall take precaution against damage to the building(s), grounds and furnishings. The Contractor shall repair or replace any items related to building(s) or grounds damaged accidentally or on purpose due to actions by the Contractor.



18.2------ The Contractor shall perform an inspection of the building(s) and grounds with the COR prior to commencing work. To insure that the Contractor shall be able to repair or replace any items, components, building(s) or grounds damaged due to negligence and/or actions taken by the Contractor. The source of all repairs beyond simple surface cleaning is the contractor (or appropriate subcontractor), so that building warranty is maintained. Concurrence from the VA Facilities Management POC and COR is required before the Contractor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade, and color to match adjacent existing work.



18.3------ The Contractor shall be responsible for security of the areas in which the work is being performed prior to completion.



18.4------ Contractor shall provide floor protection while working in all VA facilities. All material handling equipment shall have rubber wheels.



19. WARRANTY



19.1 -- The contractor shall provide a one year manufacturer's warranty on all parts and labor.



19.2 -- The warranty shall include all travel and shipping costs associated with any warranty repair.