J066--534-20-3-2715-0033/ Specialty Refrigeration Services MRI Trailer/ Base + 4yrs Service Request (VA-20-00000031)

VHAPM Part 813.106-1/2 SAP: Soliciting Competition & Evaluation of Quotations/Offers Page 16 of 16

Original Date: 10/12/17

Revision 01 Date: 01/08/18

Page 16 of 16

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Document Type:

Combined Solicitation/Synopsis

Solicitation Number:

36C24720Q0192

Posted Date:

01/24/2020

Original Response Date:

02/03/2020

Current Response Date:

02/03/2020

Product or Service Code:

J066

Set Aside (SDVOSB/VOSB):

SDVOSB

NAICS Code:

238220

Contracting Office Address

NCO 7 Contracting Office

Department of Veterans Affairs

Ralph H. Johnson VA Medical Center

109 Bee St

Charleston, SC 29403-5799

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.

This solicitation is a Request for Quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-04.

The associated North American Industrial Classification System (NAICS) code for this procurement is 238220, with a small business size standard of $15.0M.

The HTM Department at the Ralph H Johnson VA Medical Center, 109 Bee Street, Charleston, SC is seeking to purchase preventative maintenance to MRI Trailer. This requirement is for a base year and four (4) one-year option periods. All interested companies shall provide offer(s) for each period of performance in their response and to include a grand total for base year and 4 one-year option periods.

Line Item

Description

Quantity

Unit Price

Total Price

0001

Provide maintenance and /or corrective maintenance to MRI Trailer located at the Naval Weapons Station, Charleston SC. Includes four preventive maintenance visits to be performed at three-month intervals beginning with the month April 2020. Also includes one full service preventive maintenance visit for system generator as scheduled by Biomedical Engineering Service. Includes heating, air conditioning, chiller, lift gate, roll door, lighting interior and exterior of coach, humidifier, air ride suspension, belly compartments, doors, ceilings tiles, roof and roof leaks.

4

QTR

0002

Repair Parts (NTE)

4

QTR

1001

Provide maintenance and /or corrective maintenance to MRI Trailer located at the Naval Weapons Station, Charleston SC. Includes four preventive maintenance visits to be performed at three-month intervals. Also includes one full service preventive maintenance visit for system generator as scheduled by Biomedical Engineering Service. Includes heating, air conditioning, chiller, lift gate, roll door, lighting interior and exterior of coach, humidifier, air ride suspension, belly compartments, doors, ceilings tiles, roof and roof leaks.

4

QTR

1002

Repair Parts (NTE)

4

QTR

2001

Provide maintenance and /or corrective maintenance to MRI Trailer located at the Naval Weapons Station, Charleston SC. Includes four preventive maintenance visits to be performed at three-month intervals. Also includes one full service preventive maintenance visit for system generator as scheduled by Biomedical Engineering Service. Includes heating, air conditioning, chiller, lift gate, roll door, lighting interior and exterior of coach, humidifier, air ride suspension, belly compartments, doors, ceilings tiles, roof and roof leaks.

4

QTR

2002

Repair (NTE)

4

QTR

3001

Provide maintenance and /or corrective maintenance to MRI Trailer located at the Naval Weapons Station, Charleston SC. Includes four preventive maintenance visits to be performed at three-month intervals. Also includes one full service preventive maintenance visit for system generator as scheduled by Biomedical Engineering Service. Includes heating, air conditioning, chiller, lift gate, roll door, lighting interior and exterior of coach, humidifier, air ride suspension, belly compartments, doors, ceilings tiles, roof and roof leaks.

4

QTR

3002

Repair (NTE)

4

QTR

4001

Provide maintenance and /or corrective maintenance to MRI Trailer located at the Naval Weapons Station, Charleston SC. Includes four preventive maintenance visits to be performed at three-month intervals. Also includes one full service preventive maintenance visit for system generator as scheduled by Biomedical Engineering Service. Includes heating, air conditioning, chiller, lift gate, roll door, lighting interior and exterior of coach, humidifier, air ride suspension, belly compartments, doors, ceilings tiles, roof and roof leaks.

4

QTR

4002

Repair (NTE)

QTR

Services

STATEMENT OF WORK:

MRI Coach

SERVICE CONTRACT

A. GENERAL GUIDANCE

Scope of Work: Vendor shall provide A full Service on the MRI Coach located at the US Naval Hospital at 3600 Rivers Avenue, Charleston, South Carolina 29405 when requested by the Ralph H. Johnson VA Medical Center Healthcare Technology Management Service (RHJVAMC HTM). Phone support for VA Biomedical Engineering will also be provided under contract period specified below.

Repair and Service: Travel, labor, and replacement parts for corrective maintenance and repair services will be provided. All repairs and service to heating, air conditioning, chiller, lift gate, roll door, lighting interior and exterior of coach, humidifier, air ride suspension, belly compartments and doors, ceiling tile, roof and roof leaks. Repair Service to the generator will be an additional cost. Four preventive maintenance visits per twelve (12) month term for entire unit, excluding the generator will be provided during the term of this agreement. One preventive maintenance visit per twelve (12) month term will be provided for generator will be included in contract cost. The initial preventive maintenance will be coordinated with the hospital site.

Contractor shall provide the following: Complete maintenance responsibility of the MRI Coach.

Preventative Maintenance (onsite):

Contractor shall by abide by OEM s recommended Preventative maintenance guidelines in Agreement

Contractor shall provide an electronic report of the preventative maintenance results of each device following completion. Reports shall include the Charleston VAMC asset number and equipment serial number

VA will provide work bench for contractor to perform maintenance; however, contractor must provide his own tools.

Corrective Maintenance (onsite):

Contractor shall provide travel and labor for repair services

Contractor shall provide replacement parts for repair services

Contractor to provide loaner equipment (when necessary)

24x7 Technical Support from OEM

24x7 Emergency clinical support from OEM

Preventative Maintenance Checklists:

GENERATOR

Clean the Motor and Kohler Box

Change Fuel Filter John Deere Filters

Inspect Fuel Lines and Injectors

Change Oil Filter John Deere Oil and Filters

Change Air Filter Fleet Guard

Check Hoses and Belts, Replace as Necessary

Pressure Test Radiator

Check Coolant Freeze Point and Coolant Lever

Verify Block Heater Operation

Verify Heat Tape for Fuel System

Inspect Muffler and Brackets

Verify Battery Charging Voltage

Load Test Battery and Clean Terminals

Record Hours of Run Time Since Last PM

Check and Adjust voltage on Generator

TRAILER

Test/Inspect Lift Gate

Inspect Rails/Pins

Inspect Lift Fitting and Pivot Points

Clean and Lubricate Side Rails

Verify Life Switches and Remote

Load Test Van Battery

Verify Hydraulic Fluid Level

Verify Van Battery Charger

Verify Roll Door Controls on Calumet Coach and A.K. Units

Inspect Roll Door Slide Track Rails Calumet Coach and A.K. Units

Inspect Roll Door Mounting Bolts Calumet Coach and A.K. Units

Inspect Roll Door Clutch/Hardware Calumet Coach and A.K. Units

Inspect Bay Door Shocks/Hardware

Verify Bay Light

Inspect Stair Mounts

Inspect Interior Console Lights

Verify Bay Heater Operation

Inspect Power Cable Cord End

Verify Phone Communication Lines

Inspect Landing Gear

Inspect Locking Pins

Inspect air tanks

Verify Hub Fluid Levels

Inspect Under Cargo and Frame

Inspect Shocks and Bushing

Inspect Air Bags/Air Lines/Fittings

Inspect and Grease 5th Wheel

Check List for A/C and Chiller PM s

A/C

Check All Rubber Mounts for Excessive Vibration or Cracks

Inspect/Change Filters (Filters Supplied by Others)

Inspect Accustat Bulb/Holders

Verify Heat Strip Operation

Inspect Belt Condition/Adjustment

Clean and Inspect Condenser Coils

Inspect Electrical Contactors

Verify Refrigerant Pressures

Inspect Refrigerant Piping for Abrasions

Verify Air Supply

Lubricate Fan Motor

Inspect Cover/Fasteners

Inspect Panel Water Seal

Verify Condensate Pans/Drains

Wash and Treat Evaporator Coils with Disinfectant/Deodorizer

HUMIDIFIER

Inspect Tank

Verify Humidity Control and Set Point

Fill Tank with Water

Clean Tank

Verify 12 Volt Pump

CHILLER

Inspect Electrical Contactors

Verify Refrigerant Pressure

Inspect Refrigerant Piping

Inspect Pump Seal

Lubricate Motor

Clean Aluminum Filters

Inspect Covers/Fasteners

Verify CW Supply Temp 45-75F

Inspect/Replace Glycol Filter

Clean/Inspect Condensing Coils

Verify/Adjust Glycol Level

Test Glycol Freeze Point and pH

Check Vibration Compression Mounts

EXTRAS

Check All Lights

Oil Scan

Check Exit and Emergency Light

Stationary Unit Change Oil Once a Year, Unless Otherwise Stated

2. Locations: MRI Coach is located at the US Naval Hospital; the address is as follows:

3600 Rivers Avenue

Charleston, SC 29405

B. TERMS OF AGREEMENT

1. Replacement Parts and Additional Charges. Vendor shall supply necessary parts, provided replacement of the parts is required because of normal wear and tear or otherwise deemed necessary by vendor and RHJVAMC HTM. All Parts will be new, standard parts, or used, reworked or refurbished parts that comply with applicable performance and reliability specifications.

2. Inspection. An initial inspection will be conducted to ensure the equipment is in working order prior to any work being performed. Any deficiencies discovered, or conditions listed in the specified exclusions will not be covered under the Service Warranty Policy.

3. Access to Equipment. Contractor s authorized representatives shall have full and free access to the equipment to perform maintenance service. The Contractor s Service Representative will charge for time waiting for equipment availability after a sixty (60) minute wait beyond the scheduled time.

4. Warranty. Repairs made during the term of this agreement are warranted for the period remaining on and under the conditions of this agreement or for ninety (90) days, whichever is longer.

C. GENERAL REQUIREMENTS:

1. The contractor shall provide the COR with a list of contractor employees expected to enter building. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.

2. An access badge will be given to the contractor s employee upon entrance into VA buildings. The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward) at all times in the facility. The contractor s employees must return the access badge(s) to the COR or designee when the work is complete.

3. It is the responsibility of the contractor s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility COR.

4. RHJVAMC does not validate or make reimbursement for parking violations of the contractor s personnel under any circumstance.

D. GOVERNMENT RESPONSIBILITIES:

The Government shall be responsible for making the equipment available to the Contractor during normal

business hours 8:00 am - 5:00 pm, Mon-Fri. If there is a need for work to be done after hours, the Government will make arrangements for the Contractor to have access to the equipment.

E. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS:

The contractor shall be required to comply with all security policies/requirements. All security

policies/requirements must be met and employees cleared prior to the contractor performing work under

this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to

perform work under this contract.

F. INTERFERENCE TO NORMAL FUNCTION:

Contractor may be required to interrupt their work at any time so as not to interfere with the normal

functioning of the facility, including utility services, fire protection systems, and passage of facility

patients, personnel, equipment and carts.

1. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.

2. Contractor personnel shall inform the COR or the designee of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with COR or designee.

G. CONTRACTING REQUIREMENTS

REMOTE ACCESS: If required, Vendor must comply with all VA Office of Information and Technology security requirements. Vendor must contact RHJVAMC HTM before accessing the system remotely.

REPORTING: For repairs or services that will be performed during normal working hours, the Contractor s repairman must report to the Biomedical Engineering Section, G200 or by telephone at 843-789-7396, and while on station an identification badge shall be worn at all times. During the repair process, once the problem is identified, the vendor shall notify VA Biomedical Engineering before replacement parts are installed. After all work is completed, the Contractor s repairman must again report to the Biomedical Engineering Section and provide a complete report of services or repairs performed for each item of equipment and must also include a listing of replacement parts, when applicable.

NOTE: Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the Biomedical Engineering Section as required above.

HOURS OF WORK:

The contractor shall be available during normal business hours of 8:00am 4:30pm Monday Friday excluding Federal Holidays and weekends. If it is deemed necessary that work be done outside of normal business hours due to clinic schedule, the contract will be flexible and decide with HTM staff on a time that does not impact patient care.

ADDITIONAL SERVICES: The Contractor guarantees all equipment covered in this contract shall be in optimum working condition at the contract expiration date, provided the Contractor is notified of deficiencies at least one (1) day before the contract expiration date. All changes, updates or retrofits made on any component or system shall be annotated on station equipment manuals and records. Services also include recording all routine work; corrections and repair work in the equipment log.

AUTHORIZED SERVICES: Only those services specified within the contract are authorized. Before performing any service or repair of a non-contract nature, the Contracting Officer or his/her designee must be advised of the reason for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. Contractor is cautioned that only the Contracting Officer or his/her designee may authorize additional services or repairs and reimbursement will not be made unless this prior authorization is obtained.

DISCONTINUANCE OF SERVICE: The Government reserves the right to terminate service on a particular machine meeting replacement criterion upon thirty (30) days written notice to the Contractor with payment to be prorated.

TEST EQUIPMENT: RHJVAMC will not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required within.

PERFORMANCE CONFERENCE: If appropriate, the Contracting Officer will schedule a performance conference for contract orientation purposes with the Contractor receiving award.

SPECIAL CONTRACT REQUIREMENTS: Vendor must follow all Department of Veterans Affairs, Joint Commission, OSHA, and NFPA regulations when working on VA equipment.

CONTRACTOR SUBMITTALS: Within fifteen calendar days after award date, but not later than performance of the first servicing of equipment, the Contractor will furnish two (2) copies of its preventive maintenance procedures manual which will be used during the preventive maintenance services of this contract to the Contracting Officer. These manuals are required by the Government as a condition of the facility s JCAHO accreditation and must be received before any invoice can be certified for payment.

SERVICE CONTRACTS: Bidder shall provide in the space provided below, the name, location, and telephone number of the office where service calls are to be placed:

OBSOLETE MACHINES: Services under a resulting contract will not cover obsolete machines where parts for such obsolete machines are not available under the original manufacturer s commercial price list, unless mutually agreed to by the Contracting Officer and the Contractor.

ORDERS: The Contractor s repairman will report to the office of the Contracting Officer s Technical Representative (COTR) prior to start of work and after completing the services required during that call. Services to be rendered will be directed by the COTR and any changes must receive concurrence of the Contracting Officer.

TYPE OF CONTRACT

The RHJVAMC anticipates award of a FIRM FIXED PRICE contract based on the contents of this solicitation.

-------END OF STATEMENT OF WORK------

Place of Performance

Address:

Department of Veterans Affairs

Ralph H. Johnson VA

Medical

109 Bee Street

Charleston, South Carolina

Postal Code:

29401-5799

Country:

UNITED STATES

Award shall be made to the offeror whose quotation offers the best value to the government, considering technical capability, past performance, and price. The government will evaluate information based on the following evaluation criteria: PRICE ALONE.

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

FAR 52.212-1, Instructions to Offerors Commercial Items October 2018

FAR 52.212-3, Offerors Representations and Certifications Commercial Items December 2019

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

FAR 52.212-4, Contract Terms and Conditions Commercial Items October 2018

FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders January 2020

52.217-5, Evaluation of Options July 1990, Except when it is determined in accordance with FAR 17.206(b) not to be in the Government s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s).

52.217-8, Option to Extend Services November 1999, The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

Addendum to 52.217-8, For purposes of award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be those rates in effect under the contract each time an option is exercised under this clause. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8.

52.217-9, Option to Extend the Term of the Contract (Mar 2000), a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b)If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years.

The following subparagraphs of FAR 52.212-5 are applicable: 52.204 10, 52.209-6, 52.219-6, 52.219-27, 52.219-28, 52.219-28, 52.222-3, 52.222-26, 52.222.35, 52.222-36, 52.222-37, 52.222-41, 2.222-42, 52.222-43, 52.222-55, 52.223-18, 52.225-1, 52.225-13, 52.232-33, and 52.232-34.

All offerors shall submit the following: Submitted offers shall not exceed 25 single-sided pages and any pages beyond this amount will be removed and not evaluated. Files should be sent in PDF format and no larger than 10MB or they may be automatically rejected by the server. The Government is not responsible for rejected e-mails that exceed the e-mail capacity.

All quotations submit shall include the Solicitation Number and Title in the subject line of the email.

This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:

Quote shall list exception(s) and rationale for the exception(s).

Submission shall be received not later than 4:00pm (EST) on January 30, 2020. Offerors must be submitted via email to the Contract Specialist (CS), Cassandra Miller at Cassandra.miller@va.gov . ONLY ELECTRONIC MAIL (EMAIL) OFFERS WILL BE ACCEPTED. Hand deliveries or facsimile will not be accepted. Telephone responses will NOT be accepted. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail no later than February 9, 2020 at 4:00 pm (EST) to Cassandra Miller, Contract Specialist (CS) at Cassandra.Miller@va.gov. No questions received after this date will be answered. Telephone or faxed questions will not be answered. ONLY ELECTRONIC MAIL (EMAIL) QUESTIONS WILL BE ANSWERED. The solicitation number must be identified on all submitted questions. Statements expressing opinions, sentiments, or conjectures are not considered valid inquiries and will not receive a response

Point of Contact

Cassandra Miller

Contract Specialist, NCO 7

Contracting Office (90)

Ralph H Johnson VA Medical Center

Department of Veterans Affairs

109 Bee Street

Charleston, SC 29403-5799

(843) 789-6391