The Department of Veterans Affairs, Network Contracting Office 7, intends to award a one year, and two (2) option years, sole-source contract to procure semi-annual calibration service from Carolinas Sales and Service for Conera Audiometer equipment currently utilized at the Ralph H. Johnson VA Medical Center. According to the Handbook of Standard Procedures and Best Practices for Audiology concerning Compensation and Pension Examinations for the Department of Veterans Affairs dated 2004 "Audiometers utilized in audio logical procedures must be calibrated to the American National Standards Institute Specifications for Audiometers (ANSI S3.6-1996 et seq). An electro acoustic calibration of all audiometric equipment must be performed at least semi-annually. Electro acoustic calibration must include accuracy of output levels, frequency, rise/decay times, attenuator linearity, shock hazard, and other measures as required by ANSI S3.6-1996 et seq, S3.39-1987 (R2002) et seq, or other applicable standards." MAINTENANCE SERVICE AGREEMENT COVERAGE: A. Vendor shall provide the following: a. Preventative Maintenance: i. Preventative maintenance will be carried out according to the manufacturer's recommended schedule. Preventative maintenance generally includes checking mechanical and electrical safety, lubrication, functional testing and adjusting for optimum performance as specified in the detailed preventative maintenance work plan. b. Remedial Maintenance: i. Vendor shall provide remedial maintenance service on the equipment when requested by the Customer, as well as planned maintenance inspections, when scheduled in order to keep the Equipment operating in accordance with the manufacturer's specifications. c. Replacement Parts: i. Replacement parts will not be supplied by the vendor. The VA Medical Center will issue a purchase order for all parts that are required to make the current system functionally new. All Parts purchased will be new, standard parts, or used, reworked or refurbished parts that comply with applicable performance and reliability specifications. REPORTING: All Preventative Maintenance services that will be performed during normal working hours, should be done in coordination with the Biomedical Engineering Section, as described above, to report/sign-in and to obtain an identification badge which shall be worn at all times while repairman is on station. After all work is completed, the Vendor must again report in person to the Biomedical Engineering Section, to submit in writing, 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. PERFORMANCE: The Contractor will arrange the required date and time through the Audiology and Biomedical Engineering Departments so as minimize interruption to patient scheduling. Competent personnel who are experienced and qualified to work on the specific equipment must perform all work. All work performed shall be accomplished in accordance with the manufacturer's instructions including, but not limited to, adjustments, calibrations, cleaning, lubrication, testing, disassembly, check-out, replacement of worn or defective parts, etc., required to keep the equipment in operating condition. Contractor's maintenance of the equipment must satisfy all requirements as set forth by NFPA and JCAHO. HOURS OF WORK: This contract is a Preventative Maintenance Contract for work to be performed between the hours of 8:00 AM and 5:00 PM, Monday through Friday, excluding Federal Holidays. 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 criteria upon thirty (30) days written notice to the Contractor with payment to be prorated. SUBCONTRACTING: Due to the complexity of the services required herein, subcontracting will not be permitted. TEST EQUIPMENT: The DVA Medical Center, will not furnish 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: OBSELETE 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 and/or the COTR. TYPE OF CONTRACT The Department of Veterans Affairs Medical Center (DVAMC) anticipates award of a FIRM FIXED PRICE contract based on the contents of this solicitation. Point of Contact: David Feliciano, Contract Specialist; e-mail:
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