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General Information

Document Type:SNOTE
Posted Date:Aug 31, 2020
Category: Maintenance, Repair and Rebuilding of Equipment
Set Aside:N/A

Contracting Office Address



Under Statutory Authority Public Law 109 Sec. 502 and VAAR 819.7007, the Government anticipates entering into sole-source procurement negotiations with General Electric for service of the imaging equipment located at the Jesse Brown VA Medical Center, Chicago, IL. Responsible sources may identify their interest and capability by responding to this notice by September 4, 2020 at 12:00 local time. This notice is not a request for competitive quotes. However, all interest received on or before September 4, 2020, 12:00 local time will be considered by the Government. A determination by the Government not to open the requirement to competition based upon responses to this notice is solely within the discretion of the Government. No solicitation document is available. Responses to this notice shall be submitted by email (any attachments must be in MS Word or Adobe PDF file format) to Lori.Eastmead@va.gov. TELEPHONIC INQUIRIES WILL NOT BE ACCEPTED. STATEMENT OF WORK/SPECIFICATIONS 1. GENERAL: Provide labor, material, tools and equipment necessary to provide a full service Maintenance and Emergency Repairs of the General Electric (GE) Equipment outlined in Attachment A. Equipment is located at the Jesse Brown VA Medical Center at 820 S Damen Ave, Chicago IL 60612 and its offsite clinics. This request is for a base year plus three option years to be exercised at the discretion of the government. 2. CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the latest published edition of applicable industry standards, including but not limited to the National Electrical Code (NEC), National Fire Protection Association (NFPA)-99, Underwriters Laboratories (UL), Occupational Safety and Health Administration (OSHA), Veterans Affairs, Center for Devices and Radiological Health (CDRH), Federal, State, and local codes. Equipment defined herein shall be maintained in accordance with the manufacturers standards/specifications. Preventive Maintenance inspection/repair procedures shall be in accordance with the manufacturers specifications and schedule for Preventative Maintenance(PM). 3. OPERATIONAL UPTIME REQUIREMENTS: The equipment shall be operable and available for use 95% of the normal operating hours of the equipment as detailed in Paragraph 4, HOURS OF COVERAGE unless otherwise specified in Attachment A. Downtime will be computed from notification of problem during normal work hours. Scheduled maintenance will be excluded from downtime. Normal work hours are listed below Monday thru Friday, excluding national holidays. Operational Uptime will be computed during a month long time period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action. Vendor shall utilize remote connectivity supported by National MOU/ISA to provide remote support of equipment. 4. HOURS OF COVERAGE: A. Normal hours of coverage are Monday through Friday from 8:00 am to 5:00 pm for all facilities unless otherwise specified in Attachment A. All service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer (CO) or Contracting Officer s Representative (COR) or their designee upon prior notification to the CO. B. Preventive maintenance will be performed at least semi-annually, but more often if it is required to keep equipment operating to original manufacturer specifications. Preventive maintenance will be scheduled with the COR at a mutually agreeable time during contract coverage hours. C. IF SERVICES ARE REQUIRED AFTER HOURS, THE CONTRACTOR WILL BE REQUIRED TO PROVIDE A WRITTEN OFFER PRIOR TO ANY SERVICES BEING PERFORMED FOR APPROVAL BY THE CONTRACTING OFFICER. NOTE: Hardware/software update/upgrade installations will be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the COR). Government provides software/hardware upgrade/update. D. Federal Holidays observed by the VA are: New Years Day Labor Day Martin Luther King Day Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day 5. UNSCHEDULED MAINTENANCE (Emergency Repair Service): Contractor shall maintain the equipment in accordance with the Conformance Standards Section OR the manufacturers specifications.  The Contractor will provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations.  All required parts shall be furnished.  B. The CO, COR or designated alternate has the authority to approve/request a service call from the Contractor. C. Response Time: Contractors Field Service Engineer (FSE) must respond with a phone call to the COR or his/her designee within two (2) hours after receipt of telephoned notification [24 (twenty-four) hours per day]. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within 2 (two) hours after receipt of this second notification and will proceed progressively to completion without undue delay. For example, if hours of coverage are 8:00 am to 6:00 pm, Mon. thru Fri., a 2 hour response means, if a call is placed at 4:45 pm, Monday August 10th, the FSE must start on-site service before 8:45 am, Tuesday, August 11th. Exceptions to this response time are specified in Attachment A 6. SCHEDULED MAINTENANCE: A. The Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with the Conformance Standards and the manufacturers specifications. Services inclusions/exclusions are further detailed in Attachment A. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. The Contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. PM services shall include, but need not be limited to, the following: 1. Cleaning of equipment. 2. Reviewing operating system software diagnostics to ensure that the system is operating to the manufacturers specifications. 3. Calibrating and lubricating the equipment. 4. Performing remedial maintenance of non-emergent nature. 5. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn. 6. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. 7. Inspecting, and replacing where indicated, all mechanical components which may include, but is not limited to: X-ray tube mounting hardware, patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance. 8. Returning the equipment to the operating condition in accordance with the Conformance Standards and manufacture s specifications. 9. Providing documentation of services performed. 10. Inspecting and calibrating the hard copy image device. B. PM services shall be performed in accordance with, and during the hours defined in, the preventive maintenance schedule established herein. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. C. Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and it s agreed upon price, unless specifically stated in writing otherwise. 7. PARTS: The Contractor shall furnish and replace parts to meet uptime requirements. The Contractor has ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts. The Contractor shall use new or rebuilt parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Rebuilt parts, used parts or those removed from another piece of equipment shall not be installed without specific approval by the CO or the COR. Should the VA choose to provide their own parts that meet specifications, Contractor shall install these parts as part of this contract. Attachment A outlines additional parts inclusions for the various systems covered under this contract. 8. SERVICE MANUALS/TOOLS/EQUIPMENT: The VA shall not provide tools, test equipment, service manuals or service diagnostic software to the Contractor. The Contractor shall obtain, have on file, and make available to its FSEs all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the CO upon request. 9. DOCUMENTATION/REPORTS: The documentation will include detailed descriptions of the scheduled and unscheduled maintenance (i.e., emergency repairs) procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with {conformance standards or the manufacturers specifications}. Such documentation shall meet the guidelines as set forth in the {conformance standards section}. The Engineering Service Report (ESR) will consist of a separate PM report for the item(s) covered under the ""specific"" contract. Grouping different equipment from different contracts on ""one"" ESR is prohibited. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: A. Name of Contractor and contract number. B. Name of FSE who performed services. C. Contractor service ESR number/log number. D. Date, time (starting and ending), equipment downtime and hours on-site for service call. E. VA purchase order number(s) covering the call if outside normal working hours. F. Description of problem reported by COR/user (if applicable). G. Identification of equipment to be serviced: Invoice number, manufacturers name, device name, model number, serial number, and any other manufacturers identification numbers. H. Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. I. Total Cost to be billed (If Applicable --i.e., part(s) not covered or service rendered after normal hours of coverage). J. Signatures: 1. FSE performing services described. 2. VA Employee who witnessed service described. NOTE: ANY ADDITIONAL CHARGES (i.e. overtime, weekend holiday charges, etc.) CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED! FOOTNOTE: The Contractor may design/develop an ESR report form that incorporates the above MINIMUM criteria. The form should be on standard 8 1/2 x 11 paper and MUST BE APPROVED BY the CO or COR prior to use and implementation. 10. REPORTING REQUIREMENTS: The Contractor shall be required to report to Biomedical Engineering, 7th Floor Damen Building, to log in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to designated Biomedical Engineering individuals. 11. PAYMENT: Invoices will be paid in arrears on a monthly basis. Invoices, MUST INCLUDE, at a minimum, the following information: Contract no., Purchase Order No., Item(s) covered (to include serial #s) by the PMI and covered period of service. 12. 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. 13. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 (twenty-four) 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. 14. CONDITION OF EQUIPMENT: The Contractor accepts responsibility for the equipment described in Paragraph 1 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. 15. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. Each respondent must have an established business, with an office and full time staff. The staff includes a ""fully qualified"" FSE and a ""fully qualified"" FSE who will serve as the backup. B. ""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 herein. 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 identified in Paragraph I. C. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by ""Fully Qualified"" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VA. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VA equipment. The CO and/or COR specifically reserve the right to reject any of the Contractors personnel and refuse them permission to work on the VA equipment. D. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. 16. TEST EQUIPMENT: Prior to commencement of work on this contract, the Contractor shall provide the VA with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VA equipment. This certification shall also be provided on a periodic basis when requested by the VA. Test equipment calibration shall be traceable to a national standard. 17. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractors FSEs shall wear visible identification at all times while on the premises of the VA. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VA. Possession of weapons is prohibited. 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. 18. INSURANCE: A. Worker compensation and employers liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes. B. General Liability. Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. C. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000. 19. DEFINITIONS/ACRONYMS: A. Biomedical Engineer(ing) - Supervisor or designee. B. CO - Contracting Officer C. COR - Contracting Officers Representative D. PM - Preventive Maintenance Inspection. 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 VA 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 - CORs 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. VAMC - Department of Veterans Affairs Medical Center L. VA - Department of Veterans Affairs M. OSHA - Occupational Safety and Health Administration N. UL Underwriters Laboratory O. NEC National Electrical Code

Original Point of Contact

POC Lori.Eastmead@va.gov, Lori Eastmead, Phone: 414-844-4840TO null

Place of Performance

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