Quarterly Maintenance Services - Oshkosh Mobile MRI Semi-Trailer

THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS IS NOT A REQUEST FOR A PROPOSAL OR QUOTE. THE VA IS NOT SEEKING PRICING OR OFFERS.

This is a Request for Information (RFI)/Sources Sought Notice, issued in accordance with FAR 15.201(e), to conduct market research. This RFI/Sources Sought Notice is issued solely for information and planning purposes. It does not constitute either a Request for Quotation (RFQ) or a Request for Proposal (RFP); nor is it a promise to issue a RFQ/RFP in the future. This RFI/Sources Sought Notice does not commit the Government to contract for any supply or service whatsoever. The Department of Veterans Affairs (VA) is not seeking proposals at this time, and will not accept any unsolicited proposals. Responders, and not the Government, will pay for any costs incurred while responding to this RFI/Sources Sought Notice. Vendors who don t respond to this RFI/Sources Sought Notice may still participate in any future RFQ/RFP. Information submitted in response to this RFI/Sources Sought Notice is strictly voluntary and becomes the property of the Government. The Government may modify this announcement in the future, as information changes.

The Government is not soliciting offers at this time, and it will be the Contracting Officer who will determine which suggested changes are accepted. This is a RFI/Sources Sought Notice only, to gain knowledge of potential qualified sources. A solicitation is not currently available.

Responses to this request will be considered for the purpose of determining how the requirements will be stated and how the procurement will be conducted. This RFI/Sources Sought Notice is not to be construed as a commitment by the Government, implied or otherwise, to issue a solicitation or to award a contract. No reimbursement will be made for any costs associated with providing information in response to this synopsis or any follow-up information requests.

This RFI/Sources Sought Notice is market research to help the Department of Veterans Affairs make acquisition decisions. The VA Heartland Network Contracting Office (NCO) 15 is looking for small-business concerns registered under the NAICS code 811310 (Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance), in https://www.sam.gov/, that are capable of performing the service in accordance with the below Statement of Work and Oshkosh Preventive Maintenance Checklist.

If you are interested and can provide the required services, please complete the below sources sought questionnaire and email it to Bruce.Kidder@va.gov no later than 5:00 PM CST on Thursday, December 7, 2017.







STATEMENT OF WORK

General

The Dwight D. Eisenhower VA Medical Center, located at 4101 South 4th Street, Leavenworth, KS 66048 has a requirement to perform quarterly preventive maintenance checks and services on an Oshkosh Coach semi-trailer which supports a mobile MRI imaging machine, with servicing technicians that are currently certified by Oshkosh as authorized service providers, in accordance with the following Statement of Work and Oshkosh Preventive Maintenance Checklist.

Required Services

The contractor shall provide full corrective and preventative maintenance on site, in accordance with the Oshkosh Preventive Maintenance Checklist (pages 5-8), to include all replacement parts, labor, travel expenses, tools, test equipment and other incidentals necessary to maintain or restore the listed equipment (Paragraph i) to operating specifications which meet or exceed the manufacturers specifications. Any parts used must be new or factory rebuilt for that model and type of device. For this Oshkosh Coach Trailer, the contractor must cover, at a minimum, HVAC Systems, Generator, DOT Inspection items, Humidifier, Hydraulic Lift, Hand Held Fire Extinguishers and other Fire Safety systems, and Air-Ride Suspension Systems.

All services provided under this contract must meet or exceed manufacturers performance and technical specifications, Federal regulations, and DOT Regulations. Additionally, contractor must adhere to other related specifications that may apply such as National Electric Code (NEC), Life Safety Code (LSC), National Fire Protection Association (NFPA) Regulations, Joint Commission (JC) Standards, and VA Regulations. Finally, contractor servicing technicians must be certified by Oshkosh, as manufacturer service providers.

Contractor shall not perform any service that will result in additional charges without prior approval from the VA Contracting Officer. Contractor shall include all hardware and upgrade revisions, to MRI trailer and customized trailer support equipment, as appropriate, at no additional charge to the VA EKHCS.

All contractor personnel must report to the COR (see contact information at Para. 3 below) to sign in before any work is performed on the premises of the VA EKHCS, and to sign out after completion of assignment. At the completion of each service, the contractor must provide a detailed field service report to the COR or his designee, showing work completed. This report shall be delivered to Biomedical Engineering as the contractor signs out and leaves the facility or via email to _______________. If service is completed after 4:30 pm, sign out and fax the report to the Biomedical Engineering Department, (FAX # _____________). Service reports will be used to verify work. Payment will not be made without service reports to document work completed. The service report from the contractor must clearly state, at a minimum, the following information:

Date and time of the contractor s arrival on station, and departure.

Name of the field technician who performed the service.

Type, model, and serial number(s) of all equipment on which maintenance was performed.

Type of service performed.

Total time spent performing maintenance, excluding travel time.

Detailed narrative description of the services performed.

Complete list of parts replaced.

Detailed narrative description of any malfunction encountered.

Comments as to the cause of the malfunction, when applicable.

Date and time the actual service or software upgrade was started and completed.

There is a potential for exposure to blood borne or other infectious material with equipment throughout the hospital. All maintenance persons must use the Universal Precautions (i.e. decontamination of medical equipment, wearing protective gloves, aprons, and goggles) during cleaning and maintenance/service procedures required by this contract.

Preventive maintenance inspections shall be performed in accordance with manufacturer s literature on a quarterly basis (See Oshkosh Preventive Maintenance Checklist at pages 5-8) and must be prescheduled to avoid equipment access conflicts. Preventive maintenance inspections shall be performed in a manner which clearly demonstrates that all equipment meet or exceed all manufacturers technical performance specifications for preventive maintenance. Each preventive maintenance inspection shall include all items outlined in the manufacturers manual.

Equipment Covered by the contract includes:

Oshkosh Coach Trailer, Unit Number AM409, VA ID# 589 EE94115

Contracting Officer s Representative (COR)

The contractor's representative will schedule all work with the COR prior to performance of services. The contractor shall report all issues to the COR. The contractor shall ONLY respond to service calls placed from the COR or alternate.

Place of Performance

The mobile MRI semi-trailer travels between Dwight D. Eisenhower VA Medical Center, 4101 4th Street, Leavenworth, KS 66048 and Munson Army Health Center, 550 Pope Ave, Fort Leavenworth, KS 66027, and may require service at either location.

Period of Performance

See B.3 Schedule of Delivery and Price. For planning, the initial quarterly service will be performed approximately 30-days after contract award.

Contract Administration Data

All contract administration functions will be retained by the Department of Veterans Affairs. The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized and no adjustment will be made in the contract price to cover any increase in costs incurred because of the change.

Acronyms and Definitions

CDR: Contract Discrepancy Report. Report issued by the Government to the contractor to document a supply or service found to be unacceptable during contract performance.

CLIN: Contract Line Item Number. Unit of work (or service) to be performed (or delivered) by the contractor as a pay item.

CO: Contracting Officer. A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

COR: Contracting Officer s Representative. An individual, including a Contracting Officer s Representative (COR), designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

QA: Quality Assurance. Actions taken by the government to assure contracted services meet SOW requirements.

QASP: Quality Assurance Surveillance Plan. A written document specifying the method used for surveillance of contractor performance.

Personnel

Non-Personal Services. This is a non-personal services contract. Personnel rendering services under this contract are not subject either by the contract s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. The Government shall not exercise any supervision or control over the contract service providers performing services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

Contractor Compliance with the Immigration and Nationality Act of 1952. The Contractor shall comply with all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals.

Hours of Operations

Business hours: Monday through Friday, 8:00 a.m. - 4:30 p.m.

Off-duty hours: Friday through Monday, 4:30 pm 8:00am; Monday through Thursday, 4:30 pm 8:00am.

National Holidays: The 10 holidays observed by the Federal Government are:

New Year s Day;

Martin Luther King s Birthday;

Presidents Day;

Memorial Day;

Independence Day;

Labor Day;

Columbus Day;

Veterans Day;

Thanksgiving;

Christmas; and

any other day specifically declared by the President of the United States to be a national holiday.

Quality Control

CONTRACT PERFORMANCE MONITORING. The COR may perform surveillance of services by any of the methods listed below:

Observing actual performance;

Inspecting the services to determine whether the performance meets the performance standards; and

Review of any other appropriate records.

When unacceptable performance occurs, the COR shall inform the Contractor and the Contracting Officer. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file. When the COR determines that formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor program manager. The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor must present this corrective action plan to the COR. The Government shall review the Contractor corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the Contracting Officer.

Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer representative(s); The Government shall periodically evaluate the Contractor performance by appointing a Contracting Officers Representative (COR) to monitor performance to ensure services are received. The Government representative(s) shall evaluate the Contractor performance through inspections of observations, inspection of services or any other form of documentation and all complaints from VA personnel. The Government may inspect as each task is completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. The Government Contracting Officer shall make final determination of the validity of customer complaint(s).

If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may require the Contractor to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the Government.

Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the Government.

Contract Security

The C&A requirements do not apply and a Security Accreditation Package is not required. Also, no BAA required.





PREVENTIVE MAINTENANCE CHECKLIST

Company Performing Preventive Maintenance:



Service Technician:



Trailer ID # :

Date

Date

Date

Date













HVAC

3M

6M

9M

12M

Comments

Inspect/change filters











Inspect Thermostats











Verify heat strip operation











Inspect/clean evaporator coil











Clean/inspect condenser coils











Inspect electrical contactors











Verify refrigerant pressures











Inspect refrigeration piping abrasion











Lubricate fan motors if applicable











Inspect covers/fasteners











Verify compressor amp draw











Verify condensate pans/drains











Verify Condenser motor operation















Chiller

3M

6M

9M

12M

Comments

Inspect electrical contactors











Verify refrigerant pressures











Inspect refrigeration piping abrasion











Inspect pump seal











Lubricate motors











Clean/replace aluminum filters











Inspect covers/fasteners











Verify operating/alarm controls











Verify CW supply temp 45-75 F











Inspect/replace glycol filter











Clean/ inspect condensing coils











Verify/adjust glycol level











Verify Condenser motor operation











Trailer

3M

6M

9M

12M

Comments

Test/inspect lift gate











Inspect rails/ pins











Inspect lift fittings/pivot points











Clean / lubricate slide rails











Verify lift switches and remote











Load test van battery (lift)











Verify hydraulic fluid level











Verify van battery charger











Verify roll door controls











Inspect roll door mounting bolts











Inspect roll door clutch/hardware











Inspect roll door side track rails











Inspect roll door key way











Clean and lubricate roll door rails and chains











Inspect awning











Inspect bay door shocks/hardware











Verify bay light operation











Inspect clean and RF door gasket. Verify RF door operation











Verify RF door lock and the handle operate correctly











Check RF door for binding and loose hardware.











Check door hinges/stops/latches











Inspect Slide outs for operation











Inspect Slide out compressor











Empty compressor drain and verify Y-strainer is cleaned out











Check Fire System Last











Inspect stair mounts











Inspect interior flooring











Verify bay heater operation











Inspect cabinet latches and hinges













Trailer

3M

6M

9M

12M

Comments

Verify phone/communication lines











Inspect landing gear











Inspect locking pins











Inspect air drive or air/hydraulic











Inspect air tanks











Verify hub fluid levels











Inspect undercarriage/frame











Inspect airbags/airlines/fittings











Inspect shocks/bushings











Inspect Tires / Rotate as needed











Note hub meter mileage













Generator

3M

6M

9M

12M

Comments

Clean fuel/water separator & replace filter











Lamp test on control panel











Inspect fuel lines & injectors











Change oil/filters- 250 hrs.











Check crankcase breather











Check hoses/belts











Verify radiator coolant level











Verify coolant freeze point & pH











Verify block heater operation











Inspect housing mounting bolts











Inspect muffler/brackets











Verify battery charging voltage











Load test battery/clean terminals











Verify voltage & hertz output











Record hours run since last P.M. ( ) Recorded Generator Hours











Ground Continuity Test and record the results (Very Important)











Electrical

3M

6M

9M

12M

Comments

Inspect breakers and panels











Inspect lighting and bulbs











Inspect power cord and plug, tighten any loose connections to the plug wire











Inspect 110 volt outlets















Humidifier

3M

6M

9M

12M

Comments

Inspect/replace steam tank











Verify humid control set point











Inspect/fill water reservoir











Clean fill and drain valves











Verify 12-volt pump











Change humidifier canister every 6 months













DOT Inspection Items

3M

6M

9M

12M

Comments

Inspect 5th wheel plate & kingpin











Inspect brake lights











Inspect Running Lights











Inspect wheels & lugs











Inspect brakes











adjust brakes











Inspect all tires/inflate to proper psi









Inspect electric & air connections













Fire Extinguisher









Comments

Inspect Scan RM#

1 Date (Annual Inspection Required) Y or N











Inspect Scan RM#

2 Date (Annual Inspection Required) Y or N











Inspect Scan RM#

3 Date (Annual Inspection Required) Y or N













Misc.

3M

6M

9M

12M

Comments

Attach and/or fill out Quarterly Service Record for all major components













Comments:





Signature of Technician: Date:



Sources Sought Questionnaire

Mobile MRI Semi-Trailer Quarterly Maintenance Service

If you are interested and can provide the required services, please complete this sources sought questionnaire and email it to Bruce.Kidder@va.gov no later than 5:00 PM CST on Thursday, December 7, 2017.

Instructions:

Providing responses to the questions will not automatically include you in the acquisition process for this solicitation.

Please provide any printed brochures, flyers, web listings, etc. that detail your capabilities.

Please provide any additional feedback in your response that you feel is relevant.

Do not include proprietary, classified, confidential, or sensitive information in your response.

Provide:

Company Name ___________________________________________



Phone Number ____________________________________________



Email Address ____________________________________________



DUNS ______________________

GSA contract number, if applicable_________________________________

Please answer the following questions:

Do you currently have the capability to perform this service?

Are your service technician(s) currently certified by Oshkosh, as a manufacturer service providers?

Are you currently registered in https://www.sam.gov/ as a small business under NAICS 811310?