J--Preventive Maintenance on Blood Gas Machines

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR, Subpart 12.6 as supplemented with additional information included in this notice. This notice constitutes the only solicitation; offers are being requested and a written solicitation will not be issued. This solicitation is being issued as a Request for Quote (RFQ) number VA245-09-RQ-0062. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular number 2005-29. The NAIC code for this solicitation is 541380. The small business size standard is $11.0 million. Contractor shall furnish all necessary travel, labor, materials, and parts (excluding glassware) required for the inspection, repair, and periodic preventive maintenance of the two (2) Radiometer Blood Gas machines Model ABL-725, SN 1902441RO119N0007 and 1902441RO115N0009, located in room 4A-129 at the Veterans Affairs Medical Center, 50 Irving Street, NW , Washington, D.C. 20422, for the period of 4/1/09 thru 3/310 in accordance with all terms, conditions, provisions, schedules, and specifications of this solicitation. The contract will provide for unlimited, on-demand, on-site visits from 8:00am to 5:00 pm Monday through Friday excluding holidays. Each instrument will receive two (2) preventive maintenance inspections to include an annual and six month inspection during the contract period in the months of June and December. Awarded contract may be extended for two (2) additional option years in accordance with the clause 52.217 9, Option to Extend the Term of the Contract, subject to the availability of funds. CONFORMANCE STANDARDS: Service shall ensure that the equipment functions in conformance with the following latest published standards/ codes/ specifications/ regulations to include, but not limited to: Association for the Advancement of Medical Instrumentation (AAMI), Joint Commission for the Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Agency (NFPA 99), Original Equipment Manufacturer (OEM), American Association of Blood Banks(AABB), Nuclear Regulatory Commission (NRC), Center for Devices of Radiological Health (CDRH formerly Department of Radiological Health (DRH)), 21 CFR, College of American Pathologists (CAP), American Hospital Association (AHA)/American Society for Hospital Engineering (ASHE), Institute of Electrical And Electronic Engineers (IEEE), Washington, D.C. VAMC Engineering Service Standard Operating Procedures (SOPs), and any other Federal, State, and Local regulations mandated. Contractor shall note any problems and or defects in equipment and recommendations for repairs or replacements. The Contractor must respond with a phone call within two (2) hours after a telephoned notification. If the problem can not be solved over the phone; the Contractor must respond to the site within (24) hours to correct the problem. Contractor shall provide unscheduled maintenance when needed to keep all systems in good working order. Work shall be preformed outside the normal working hours of coverage at the request of the COTR or authorized designee. Service by unauthorized personnel may result in none payment. PREVENTIVE MAINTENANCE: The Contractor shall perform PM services, as scheduled. PM services includes, but is not limited to: Performing preventive maintenance in accordance with the manufacturer specifications, Cleaning equipment, Reviewing operating system software diagnostics to ensure that the system is operating in accordance with manufacturer's specifications, Calibrating and lubricating the equipment, Performing remedial maintenance/repairs of non emergent nature, Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail, or become worn. These parts do not include glassware, Inspecting all high voltage cables and bushing, and replacement of dielectric as necessary, Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying, Inspecting and replacing where indicated, all mechanical components which may include but not limited to: X ray tube mounting hardware, electron tubes and cathode tubes, 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, Returning the equipment to the operating condition defined in the Conformance Standards. Measuring, adjusting, and calibrating for optimal image quality. Applicable only for imaging equipment, Providing documentation of services performed, including photographs, radiation dosage measurements, and all applicable x ray film exposures, of all measurements and calibration to ensure that the system is performing in accordance with the CDRH regulations, Title 21, Chapter I, Subchapter J, Radiological Health, Part 1020, Performance Standards for Ionizing Radiation Emitting Products, Sections 30 & 33 as applicable, based upon the date of system manufacture or remanufacture (as applicable). Inspecting and calibrating the hard copy image device (as applicable), Within thirty (30) days after award, the Contractor shall provide the COTR with a copy of the preventive maintenance procedures that the Contractor shall follow, including the manufacturer specifications, and any additional procedures followed by the Contractor. REMOVAL OF EQUIPMENT: Approval of the COTR and a VAMC equipment pass must be obtained before removing equipment to Contractor's plant. Removal of the equipment shall be done with no additional costs to the government. The Contractor will be responsible for loss or damage of equipment. UNSCHEDULED MAINTENANCE AND REPAIR SERVICES: The Contractor shall provide unscheduled maintenance and repair services as necessary to ensure the equipment remains in good operating condition. Repair service shall be achieved by returning failed components of a system to full operational capacity. These repair services may consist of calibrating, cleaning, oiling, adjusting, replacing parts broken or worn beyond useful life (excluding glassware), and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. Repair shall be carried out with the objective of minimizing downtime. Service calls to the Contractor are only authorized when they are received from the Contracting officer or COTR. Award of this contract is subject to the availability of funds and may be extended for two (2) additional option years in accordance with the clause 52.217.9, Option to Extend the Term of the Contract. SCHEDULE OF EQUIPMENT Model 9000 -S/N 4053 Barcode 1235869, BASE YEAR - 4/1/09 - 3/31/10, 12 MO @ $___________, OPTION YEAR ONE 4/1/10- 3/31/11, 12 MO @ $___________; OPTION YEAR TWO 4/1/11 -3/31/12, 12 MO @$__________; Total for Base Year and 2 Option Years - $______________. Model 9000 -S/N 5396 Barcode 257897, BASE YEAR - 4/1/09 - 3/31/10, 12 MO @ $___________, OPTION YEAR ONE 4/1/10- 3/31/11, 12 MO @ $___________; OPTION YEAR TWO - 4/1/11 -3/31/12, 12 MO @$__________; Total for Base Year and 2 Option Years - $______________. Acceptance time will be 30 days from bid opening date. The following provisions apply to this solicitation: 52.212-1 Instructions to Offerors-commercial, 52.212-3 Representations and Certifications- Commercial Items, 52.212-5 -- Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items. (a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:(1) 52.233-3, Protest After Award. (b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the contracting officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:[X] 52.219-6, Notice of Total Small Business Aside; [X] 52.219-8, Utilization of Small Business; [X] 52.219-14, Limitations on Subcontracting; [X] 52.222-3, Convict Labor; [X] 52.222-21, Prohibition of Segregated Facilities;[X]52.222-26, Equal Opportunity;[X] 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans; [X] 52.222-36, Affirmative Action for Workers with Disabilities; [X] 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans; [X] 52.225-13, Restrictions on Certain Foreign Purchases;[X] 52.232-34, Payment by Electronic Funds Transfer-Other Than Central Contractor Registration. (c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or executive orders applicable to acquisitions of commercial items: [X] 52.222-41, Service Contract Act of 1965, as Amended; [X] 52.222-42, Statement of Equivalent Rates for Federal Hires. Rates can be obtained from website: http://www.wdol.gov/sca.aspx#0, Wage Determination No 1994-2103 Rev. (34); [X] 52.222-43, Fair Labor Standards Act and Service Contract Act -- Price Adjustment (Multiple Year and Option Contracts).Bidders responding to this announcement shall submit a bid along with the information required in 52.212-1 and a completed copy of provision 52.212-3 Representations and Certifications. 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 30 days. 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 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 42 months. 52.233-2 Service of Protest: (a) Protests, as defined in section 33.101 of the Federal Acquisitions Regulations that are filed directly with an agency and copies of any protests that are filed with General Accounting Office (GAO), shall be served on the Contracting Officer by obtaining written and dated acknowledgement of receipt from Purchasing and Contracting (688/90c), 50 Irving Street NW, Room 3D233, Washington, DC 20422. (b) The copy of any protest shall be received in the office designated above within one day of filling protest with the GAO; 852.233-70 Protest Content; 852.233-71, Alternative Protest Procedure; 52.232-19, Availability of Funds for Next Fiscal Year; 852.236-86, Worker's Compensation; 852.270-1, Representatives of Contracting Officers; 852.170-4 Commercial Adverting; 852.211-71 (A) Guarantee; 52.228-5 Insurance- Work on a Government Installation; Supplemental Insurance Requirement. In accordance with FAR 28.307-2 the successful bidder must present to the Contracting officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage. (a) Workers' compensation and employer's liability. Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers. (See 28.305(c) for treatment of contracts subject to the Defense Base Act.)(b) General liability. (1) The contracting officer shall require bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.(2) Property damage liability insurance shall be required only in special circumstances as determined by the agency.(c) Automobile liability. The contracting officer shall require automobile liability insurance written on the comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims. Contractor Personnel Security Requirements: All contractor employees who require access to perform services at the Department of Veterans Affairs Medical Center, 50 Irving Street, NW, Washington, DC shall be the subject of finger printing by the VA Police Service. This requirement is applicable to all subcontractor personnel requiring the same access. Finger printing will be conducted on the 1st day of the personnel coming on site. Depending on the results of the fingerprinting, a background investigation may be necessary. 1. Contractor Responsibilities -The contractor shall prescreen all personnel requiring access to the VA Medical Center. After contract award and prior to contract performance, the contractor shall submit a letter to the Contracting Officer providing the following information: List of names of contractor personnel, Social Security Number of contractor personnel, home address of contractor personnel. Contractor should provide same list for all subcontractors. Contractor is responsible to update lists as changes in personnel occur. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration to work under the contract. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default. Government Responsibilities: After receiving the contractor's list of employees the VA Police Service will fingerprint contractor employees at the Medical Center and issue an ID Badge. Award will be made to offeror whose conforming to the solicitation is determined to be most advantageous to the Government. Offerors may obtain copies of the referenced provisions and clauses at http://arnet.gov. Responses must be received no later than February 17, 2009 @ 2:00PM local time. No telephone inquiries will be accepted. The mailing address for the Contracting Office is Veterans Affairs Medical Center, VISN 5 Contract Satellite Office (90C), 50 Irving Street NW, Room 3D-233, Washington, DC 20422, ATTN: Petra McPherson.