Service mainatenance contract

Added: Sep 27, 2015 2:38 pm COMBINED SYNOPSIS/SOLICIATION VA246-15-Q-1382

SERVICE MAINTENANCE AGREEMENT



(I) This is a combined synopsis/solicitation for commercial service prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation for this action. Quotes are being requested, and a written solicitation will not be issued.



(II) This solicitation is issued as a Request for Quote (RFQ). Submit written quotes on RFQ VA246-15-Q-1382.



(III) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-83.



(IV) Any amendments issued to this solicitation will ONLY be available on the FBO website (www.fbo.gov).



(V) The Network Contracting Office 6-SAO EAST intends to award a firm-fixed price service contract for Service Maintenance on 18 pieces of GE Healthcare equipment located at the Richmond VA Medical Center, 1201 Broad Rock Blvd., Richmond, VA 23249



(VI) The North American Industrial Classification System (NAICS) code for this procurement is 334510 with a business size standard of 500. This procurement is unrestricted to and for all eligible offerors may submit quotes. All offerors must be registered in System for Award Management (SAM) at http://www.sam.gov to be considered for an award of a federal contract. The record must be complete and not missing elements such as representations and certifications.



(VII) The Government will award a contract resulting from this RFQ to the responsible offeror whose quote is the lowest price and meets the requirements of the SOW. Quotes are due by 10:00 AM Eastern Standard time on an September 30, 2015. Quotes received after this date and time will be considered late in accordance with 52.212-1(f) and will not be evaluated. Quotes shall be submitted via email to CHERISSE.HALL@VA.GOV.



(VIII) This combined solicitation/synopsis is for the purchase of the following commercial services:



B.3 PRICE/COST SCHEDULE

BASE YEAR: October 1, 2015 through September 30, 2016

CLIN DESCRIPTION OF SERVICES QUANITY UNIT UNIT PRICE AMOUNT

0001 SERVICE MAINTENANCE AGREEMENT 1 YR



OPTION I: October 1, 2016 through September 30, 2017

CLIN DESCRIPTION OF SERVICES QUANITY UNIT UNIT PRICE AMOUNT

1001 SERVICE MAINTENANCE AGREEMENT 1 YR



OPTION II: October 1, 2017 through September 30, 2018

CLIN DESCRIPTION OF SERVICES QUANITY UNIT UNIT PRICE AMOUNT

2001 SERVICE MAINTENANCE AGREEMENT 1 YR



OPTION III: October 1, 2018 through September 30, 2019

CLIN DESCRIPTION OF SERVICES QUANITY UNIT UNIT PRICE AMOUNT

3001 SERVICE MAINTENANCE AGREEMENT 1 YR



OPTION IV: October 1, 2019 through September 30, 2020

CLIN DESCRIPTION OF SERVICES QUANITY UNIT UNIT PRICE AMOUNT

4001 SERVICE MAINTENANCE AGREEMENT 1 YR



TOTAL FOR BASE AND ALL OPTIONS: $__________________________



1. Contracting Officer's Representative (COR).



Name: Don Brooks

Section: Engineering

Address: 1201 Broad Rock Blvd, Richmond VA 23249

Phone Number: 804-675-5000 x5304

Fax Number: 804-675-5372

E-Mail Address: Donald.Brooks2@va.gov



2. Contract Title. GE CardioLab Service Agreement



3. Background.

The Hunter Holmes McGuire VA Medical Center is requesting maintenance and repair service from GE Healthcare for CardioLab at the medical center in Richmond, VA from October 1, 2015 through September 30, 2016. Services are to include telephone technical support, onsite field engineering coverage, PM Coverage, next day parts, and 99% uptime commitment.

4. Scope.



The equipment covered under this service agreement is listed in the table below and is to include any components of the parent systems. The partnership is to provide telephone support 24 hours/day and 7 days/week with a 30 minute response time, onsite field engineer coverage 8am-9pm with a 24 hour response time. Preventive Maintenance coverage hours are 8am - 9pm. Next day parts delivery is include as well as remote diagnostics (for applicable products). Finally a 99% uptime commitment guarantee.



Manufacturer Equipment Name Model #: Serial #: EE #: Location: Acquisition Date

GE Healthcare 6.9.5 Server High End Hardware CardioLab SJT14090078TA 6037964 3A120-500 7/7/2014

GE Healthcare Administration Server CardioLab SAX1448638BA 6037960 3A120-500 7/7/2014

GE Healthcare 6.9.5 Hardware Upgrade from non-Z600 to Z600-004 CardioLab SH914034139TA 6037962 3A120-500 7/7/2014

GE Healthcare 6.9.5 Client Software and Hardware (Workstation) CardioLab SJU14082290TA 6037965 1G155-500 7/7/2014

GE Healthcare 6.9.5 Client Software and Hardware (Workstation) CardioLab SJU14082291TA 6037961 4A108-500 7/7/2014

GE Healthcare IEB, W/VIDEO, ANALOG

I/O, NO MDM 120V CardioLab JTD14125913SA 7/7/2014

GE Healthcare PDM BASE STATION WITH RAIL, POLE AND

INTEGRATED MOUNT CardioLab SJJ14100216SA 6037959 1G155-500 7/7/2014

GE Healthcare KIT CLAB II PLUS - 128 CHANNELS CardioLab RXJ14092619GA 6037958 1G155-500 7/7/2014

GE Healthcare STIMULATOR, MICROPACE EPS320 KIT - US CardioLab 2942 6037966 1G155-500 7/7/2014

GE Healthcare DSPL LCD 20 INCH NEC 2090UX BLACK CardioLab 7/7/2014

GE Healthcare DSPL LCD 20 INCH NEC 2090UX BLACK CardioLab 7/7/2014

GE Healthcare DSPL LCD 20 INCH NEC 2090UX BLACK CardioLab 7/7/2014

GE Healthcare DSPL LCD 20 INCH NEC 2090UX BLACK CardioLab 7/7/2014

GE Healthcare DSPL LCD 20 INCH NEC 2090UX BLACK CardioLab 7/7/2014

GE Healthcare DSPL LCD 20 INCH NEC 2090UX BLACK CardioLab 7/7/2014

GE Healthcare DSPL LCD 20 INCH NEC 2090UX BLACK CardioLab 7/7/2014

GE Healthcare DSPL LCD 20 INCH NEC 2090UX BLACK CardioLab 7/7/2014

GE Healthcare PRINTER LASER HP

P2035N 120V CardioLab 7/7/2014





5. Specific Tasks.



The Partnership Service Agreement is to include:

o 24x7 Telephone Coverage

o 30 minute Telephone Technical support response time

o 8am -9pm Onsite Field Engineer Coverage

o 24 hour Onsite Field Engineer Response Time

o 8am - 9pm Preventive Maintenance coverage hours

o 100% discount on replacement parts

o Next day part delivery

o Remote Diagnostics (for applicable products)

o 99% uptime commitment



1. DEFINITIONS/ACRONYMS:

A. Biomedical Engineering - Supervisor or designee.

B. CO - Contracting Officer

C. COR - Contracting Officer's Representative

D. 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.

E. FSE - Field Service Engineer, a person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the RICHMOND VAMC premises.

F. 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.

G. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status.

H. Authorization Signature - COR signature; indicates COR accepts work status as stated in ESR.

I. RICHMOND VAMC - Hunter Holmes McGuire VA Medical Center, located in Richmond, VA

J. OEM - Original Equipment Manufacture

2. CONFORMANCE STANDARDS:

A. Contract service shall ensure that the equipment functions in conformance with the specifications used when the equipment was procured by the VAMC, and any upgrades/updates, as well as following most current published standards/ specifications/regulations:

Manufacturer's specifications, Association for the Advancement of Medical Instrumentation (AAMI), Joint Commission for the Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Agency 99 (NFPA 99) and 70 (NFPA 70), Center for Device and Radiological Health (CDRH), Original Equipment Manufacturer (OEM), American Hospital Association (AHA), Institute of Electrical And Electronic Engineers (IEEE), Occupational Safety and Health Administration (OSHA), College of American Pathologists (CAP), Richmond VAMC standard operating procedures, and any other Federal, State, and Local regulations pertaining to the equipment listed for this contract.

3. HOURS OF COVERAGE:

A. Normal hours of coverage are Monday through Friday 8am to 9pm. Service will be performed during normal hours of coverage unless requested or approved by COR.

B. Federal Holidays observed by the VAMC are:

New Years' Day Labor Day

Martin Luther King Day Columbus Day

Presidents' Day Veterans' Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

4. SCHEDULED MAINTENANCE

A. RICHMOND VAMC Biomedical Engineering technician(s) shall perform scheduled PM's. Contractor shall provide to Biomedical Engineering recommended P.M. procedures and checklists with worksheet originals indicating work to be performed and actual values obtained, if applicable. Scheduled maintenance shall include an itemized list of the procedures performed, including electrical safety.

B. Contractor shall perform one (1) Quality Assurance Review, outside of scheduled preventative maintenance visits, per year to ensure that equipment performs in accordance with Equipment Performance Section 2. The reviews shall be performed jointly by contractor and RICHMOND VAMC Biomedical engineering technician(s) during the hours defined in the preventive maintenance schedule.

C. Hardware/firmware/software updates/upgrades shall be scheduled and performed during normal hours of coverage.

D. Contractor shall provide an outline of the Quality Assurance Review and scheduled maintenance to the COR within 15 days after the contract is awarded. Any changes to the schedule shall be coordinated and approved by the COR.

5. UNSCHEDULED MAINTENANCE (Emergency Repair Service)

A. Contractor and Biomedical Engineering shall maintain the equipment in accordance with Section 2 Equipment Performance. Contractor will provide, in addition to the Quality Assurance Review, unlimited telephone technical support and 100% off parts and glass for service calls (change as necessary). These service calls may be used for any maintenance or repair service as determined by Biomedical Engineering.

B. Response Time: Contractor 's FSE or Technical Support must respond by phone to Biomedical Engineering within one (1) hour after receipt of telephoned notification during normal duty 8am to 5pm Monday through Friday. If the problem cannot be corrected by Biomedical Engineering, the FSE will be on site within two (2) hours of notification. Changes to response time must be approved by the CO and COR in advance.

6. PARTS - ITEMS

The contractor shall furnish parts. The contractor shall maintain quantity of parts including unique and/or high mortality replacement parts in such a manner as to be available for shipment within 24 consecutive hours of request. All parts supplied shall be compatible with existing equipment. The contract shall include all parts and include next day delivery (standard freight included). Contract parts coverage is to include all system options, third party pass thru devices, such as, compact disk devices, remote workstations, etc. and will include all manufacturer supplied software including that used by third party devices. The contractor shall use OEM new or rebuilt parts. All parts shall perform identically to the original equipment specifications.

7. SERVICE MANUALS/TOOLS/EQUIPMENT

A. The RICHMOND VAMC shall not provide tools, test equipment, service manuals, or service diagnostic software to the contractor. Contractor shall provide all tools, test equipment, service manuals, and/or service diagnostic software. Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as operational and service manuals, schematics, diagnostic software, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service manuals, by name and/or the manuals themselves shall be provided to the CO upon request.

B. Contractor shall provide the RICHMOND VAMC Biomedical Engineering copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair. Contractor shall provide to the RICHMOND VAMC Biomedical Engineering copies of the latest version(s) of all technical documentation and licensing agreements, which shall include operational and service manuals, schematics, diagnostic software, and parts lists. RICHMOND VAMC Biomedical Engineering shall have access to the same operation, service, and documentation as the OEM's FSE. Contractor shall provide to the RICHMOND VAMC Biomedical Engineering OEM Service Bulletins for the equipment listed in Part I.

8. DOCUMENTATION/REPORTS:,

A. At the completion of each service call (scheduled or unscheduled), Contractor/FSE shall provide a detailed ESR. The ESR shall, at a minimum, document the following information legibly and in complete detail:

1. Name of contractor and contract number.

2. Name of the FSE performing services.

3. Contractor Service ESR number/log number.

4. Date, time (starting and ending), equipment downtime and hours on-site for service call.

5. Identification of equipment to be serviced: I.D. number, Manufacturer's name, device name, model number, serial number, and any other Manufacturer's identification numbers.

6. Description of problem reported by Biomedical Engineering.

B. Signatures:

1. FSE performing services described.

2. Authorized VA Employee who witnessed service described.

C. Any additional charges claimed must be approved by Biomedical Engineering before service has commenced.

9. REPORTING REQUIREMENTS:

Contractor shall be required to report to Biomedical Engineering to check in. This check in is mandatory. The FSE shall check out with Biomedical Engineering and submit the ESR(s) to Biomedical Engineering. All ESR shall be submitted to Biomedical Engineering for an "acceptance signature". If Biomedical Engineering is unavailable, a signed, authorized copy of the ESR will be sent to Biomedical Engineering. VA Biomedical Engineering Contact Person(s): COR or Leslie Baggesen by phone at 804-675-3829 or in Location (Room Number/Building): 2K141-500. The contractor shall provide the COR telephone number(s) to contact the Service Department or FSE.

10. PAYMENTS AND ADDITIONAL CHARGES

A. PAYMENTS: Invoices will be paid IN ARREARS on a monthly basis. (If the Contractor prefers quarterly, or semiannually, permission can be granted for other than by a monthly basis by the CO). The Contractor shall mail the invoices to the address provide on the Continuation Sheet of the SF 1449. Invoices, MUST INCLUDE, at a minimum, the following information: Contractor's name, address, phone number, contract or purchase order number, period of service the billing covers, list of equipment items covered during the stated period of service and invoice amount. Invoice shall be submitted electronically for payment in accordance with VAAR 852.232-72, Electronic Submission of Payment Requests, via VA's Electronic Invoice Presentment and Payment System (www.fsc.va.gov/einvoice.asp).

B. REPORTING REQUIRED FOR SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but not later than twenty-four (24) hours after discovery, notify the CO and the COR, IN WRITING of the existence or the development of any defects in, or repairs required to the schedule of equipment which the Contractor considers not to be 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.

C. ADDITIONAL CHARGES: There shall 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

11. CONDITION OF EQUIPMENT:

Contractor shall accepts responsibility for the equipment described in Part I in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve Contractor from performance of the requirements of this contract.

12. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:

A. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in the Part I. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment listed in Part I unless otherwise approved by the COR and CO.

B. The FSE shall be authorized by Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSE. Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSE for each make and model Contractor services at the RICHMOND VAMC. The CO may authenticate the training requirements, request training certificates or credentials from Contractor at any time for any personnel who are servicing or installing any RICHMOND VAMC equipment. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the RICHMOND VAMC equipment.

C. If subcontractor(s) are used, they must be approved by the CO; Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

13. TEST EQUIPMENT:

Prior to commencement of work on this contract, Contractor shall provide the RICHMOND VAMC with a copy of the current calibration certification of all test equipment to be used by the Contractor on RICHMOND VAMC equipment. This certification shall also be provided on a periodic basis when requested by the RICHMOND VAMC. Test equipment calibration shall be traceable to a national standard.

14. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:

A. Contractor FSE shall wear visible identification at all times while on the premises of the RICHMOND VAMC. It is the responsibility of Contractor FSE to park in the appropriate designated parking areas. Information on parking is available from the VA Police Service. The RICHMOND VAMC will not invalidate or make reimbursement for parking violations of Contractor's FSE under any conditions. Smoking is prohibited inside any buildings at the RICHMOND VAMC. Possession of weapons is prohibited.

B. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

15. INSURANCE:

A. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes.

B: Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence unless otherwise approved by the CO and COR.

C. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000 unless otherwise approved by the CO and COR.

16. EQUIPMENT MODIFICATIONS/UPGRADES/UPDATES:

A. Equipment modifications are divided into two kinds; 1) Normal functional improvements that assure that the equipment is operating at the peak of performance and 2) Enhancing improvements are optional improvements that change the equipment's original design to allow for supplementary or additional functions.

B. Normal functional improvements shall be provided at no cost to VA within six (6) months after each version is released. Installation shall be done at no additional cost to the government during normal working hours, unless requested by the COR.

C. Enhancing improvements are optional to VA. If the COR has determined that VA requires such enhancing improvements, it shall be considered outside of the scope of this contract and processed as a separate procurement.

D. All modifications, upgrades, updates, enhancements, etc., must be scheduled in advance with the COR. CO and COR must receive notice at least five (5) full business days in advance before any equipment updates, upgrades, enhancements, and modifications are begun along with justification (if Vendor-suggested modification), estimated costs (if applicable), probable effect on equipment operation, and needs for new or additional in-service training.

E. Documentation must be provided to Biomedical Engineering when software upgrades/updates are installed. Documentation will include what was installed, how it was installed, and where it was installed on the system. Documentation will include parts list, calibration procedures, and test procedures, if applicable.



6. Performance Monitoring



The vendor will submit service documentation to the COR for proof of work completed. The COR will inspect the work to ensure that the vendor is meeting the standards of the contract.

7. Security Requirements

Add language per requirements on the 6500.6 (VARS) worksheet.

8. Place of Performance.



Hunter Holmes McGuire VAMC

1202 Broad Rock Blvd.

Richmond, VA 23249

9. Period of Performance.

01 October 2015 - 30 September 2016

The following Federal Acquisition Regulation (FAR) and Veterans Affairs Acquisition

Regulation (VAAR) clauses and provisions are applicable to this acquisition and are available for view at: http://farsite.hill.af.mil/



FAR Provisions:

52.204-7 System for Award Management (JUL 2013)

52.212-1 Instructions to Offerors- Commercial Items (JUL 2013)

" Provide quote for all CLINs for base year, including option years

52.212-2 Evaluation-Commercial Items (JAN 1999)



The government will award a firm-fixed price purchase order to the vendor whose quotation represents the best value for the government. The Government intends to make an award based on the initial quotations.



52.212-3 Certifications and & Representations (NOV 2013)



52.217-5 Evaluation of Options (Jul 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).



(End of Provision)



VAAR Provisions:

852.233-70 Protest Content/Alternative Dispute Resolution (JAN 2008)

852.233-71 Alternative Protest Procedure (JAN 1998)

852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

852.270-1 Representative of Contracting Officers (JAN 2008)

852.273-74 Award without Exchanges (JAN 2003)



FAR Clauses:

52.212-4 Contract Terms and Conditions- Commercial Items (MAY 2014)

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (MAY 2015) Full text of the reference FAR Clauses may be accessed electronically at http://farsite.hill.af.mil/.



- 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards

- 52.209-6 Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment



- 52.217-8 Option to Extend Services



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 60 days.

(End of Clause)



- 52.217-9 Option to Extend the Term of the Contract



(a) The Government may extend the term of this contract by written notice to the Contractor within 60 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.



(End of Clause)





- 52.222-3 Convict Labor

- 52.222-19 Child Labor - Cooperation with Authorities and Remedies

- 52.222-21 Prohibition of Segregated Facilities

- 52.222-26 Equal Opportunity

- 52.222-35 Equal Opportunity for Veterans

- 52.222-36 Affirmative Action for Workers with Disabilities

- 52.222-41 Service Contract Labor Standards

- 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving

- 52.227-17 Rights in Data-Special works

- 52.232-33 Payment by Electronic Funds Transfer- System for Award Management



52.252-2 Clauses incorporated by Reference (FEB 1998)





VAAR Clauses:

852.203-70 Commercial Advertising (JAN 2008)

852.232-72 Electronic Submission of Payment Requests (NOV 2012)

852.237-70 Contractor Responsibilities (APR 1984)

852.246-70 Guarantee (JAN 2008)

852.246-71 Inspection (JAN 2008)