J065--New Base+4 Medical Scale Svc (578)

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Questions for Solicitation 36C25224Q0629 - Multi Patient Scale Maintenance and Calibration - Base +4 - 578

1.Is there any historical data for repairs done in the past few months for repairs on the scales.

There is data from 2016 and before but no repairs were done in past few months.

2.When you say that you need 3-day response for service that is called in is that just business days. In the Statement of Work (SOW) it does state 3 Business days.

3.We were told that a biomedical tech would be with the tech when he is onsite, would it be possible to have a 2nd biomedical so we can have 2 technicians onsite to  speed up the inspection.

Depends on the availability of the techs, usually one can accompany the technician.

4. Are there any special requirements to work on site?

No special requirements, a Biomed tech will be with the tech during the work time. A service report from the work done would be needed for documentation purposes.

5. Is overtime allowed if needed? NO. This is a Firm Fixed Price Contract

6.I believe we have 30 days to complete the calibration just wanted to confirm? To be coordinated with COR upon Award.

7. Do you have a weight requirement for the scales to be calibrated? We follow the IL Weights & Measures requirements. The weight requirement is based on the Manufacturer recommendations.

8.Is there a contact person we would work with to coordinate the calibrations? The COR upon Award

9. Would this be annual or semi annual? Depends on Manufacturer s Requirement

10. Will there be a team member to assist with the location of scales on each floor? Will have a facility Bio Med Technician with the Vendor Technician.

11. It is to my understanding the repairs are asked to be included with the proposal, however that is almost impossible to do without the evaluation process first. How would that work? Repairs will be paid separately on a separate Purchase Order/Obligation(PO); PO shall be obtained prior to the commencement of work. Contractor shall submit repair quote prior to purchase order/obligation issuance.

12. Would any equipment be allowed off property if needed for any repairs etc?

If equipment is needed to be taken off property, a replacement must be provided.

13. What are your payment terms? Payment within 30 days of a properly prepared invoice and submitted properly to the Tungsten System.

14. Do you require PO#s? There will be 1 (one) PO assigned per contract year; A separate PO will be issued for each repair if needed.

15. Who is the incumbent? No Incumbent

16.We expect that calibrations/PM will take a couple of days. When the month for calibrations/PM is decided on, will the work need to be completed in consecutive days or just within the month?

Preferably consecutive days but within the month before the last day.

17.Can someone tell us how many rooms have scales that require our technician to "gown-up" or put on additional PPE prior to entering? Will our tools/calibration weight kit/etc. need to be disinfected prior to entering these rooms? Are there any areas where decontamination is required? I believe we saw at least 5 such rooms during our walk-through.  Certain services like Dialysis and Pharmacy will require PPE but depending on the scale size, they can bring it out for it be worked on. The tools will not need to be disinfected.

18.When was the last time calibrations/PM was performed at this facility? March and April of 2024.

19.Are all of the scales that were included on the list that we were sent in working order? I saw that there was a column that said "in-use", but wanted to confirm.

All scales are in use and some scales are in our Community Based Outpatient Clinic (CBOC) LaSalle, Kankakee, Hoffman, Aurora, Oaklawn, and Joliet.

20.Are there any existing parts currently stored at the facility for repairing any of the existing scales?

Typically, the facility does not store any parts.

21.I feel we can definitely provide a fixed price for calibrations/PM, but it will be difficult and likely impossible to provide a fixed price for repairs because there are quite a few makes/models of scales that have parts with varying price and varying time that it takes to fix them. SEE ANSWER TO QUESTION 11

22. Absent of any service history, an all-inclusive quote for annual repairs will not be possible. How would you like us to approach your request for repairs costs? I can provide a service call rate that would include travel/mileage and a certain amount of onsite time (during our normal hours). Parts and additional repair labor, if needed, would be provided on a time and materials basis. Would that be acceptable? SEE ANSWER TO QUESTION 11

It states: Contractor shall furnish all labor, transportation, parts, and expertise necessary to provide preventative maintenance, inspections, and corrective maintenance (unscheduled) repair of the scale s equipment at Hines VA Hospital. This includes all models of scale s equipment manufactured and any future model added to the inventory

23. I just want to clarify, you would like a all-inclusive price which includes all pm s, parts and repair labor as needed for 1 price for the entire year. SEE ANSWER TO QUESTION 11

24. The rfb states . This includes all models of scale s equipment manufactured and any future model added to the inventory When new equipment is added the vendor will be notified of the equipment and the CO or the COR will also request at that same time for a New Quote for the New Equipment.

25. This would be impossible to quote for any future added inventory since we do not know what it would be, or costs involved to service. Can this part be omitted? SEE ANSWER TO QUESTION 24