J065--Endoscope Maint

Page 2 of 2 Document Version 3 2237: The Minneapolis VA Healthcare System is requiring endoscope repair services per the attached performance work statement (PWS). This is a sources sought/proof of capability solicitation looking for vendors to perform the services per the PWS for market research purposes. No awards of a contract will be made from this announcement. If you are a vendor that could complete the work described in the PWS, please send your information with a description of proof of capability to: pamela.phillips@va.gov on or before September 28, 2020. . INTRODUCTION/BACKGROUND The Minneapolis VA Health Care System (MVAHCS) seeks a multi-year renewable contract for repair services on the following equipment: flexible endoscopes, ridged endoscopes, TEE ultrasound transducer probes and camera heads. A list of manufacturer and model for each product is attached in Appendix A of this Statement of Work. The contractor shall furnish all labor, transportation, and parts necessary to repair all endoscope, probe and camera head equipment between December 1, 2022, and November 30, 2023, plus each subsequent year through November 30, 2027. The contractor (and its subcontractors) shall provide all repair services required, regardless of the problem. The contractors shall ensure qualified staff performs all repairs. MVAHCS is responsible for providing the contractor with an updated equipment inventory list every fiscal year upon request during contract renewal. II. PERIOD OF PERFORMANCE The period for performance for the MVAHCS endoscope, probe, and camera head equipment repair service shall be as follows: Equipment will be repaired to fully functional condition as soon as possible. In general, minor repairs should be completed within five (5) business days and major repairs should be completed within ten (10) business days. All repairs will be performed by authorized service personnel at an authorized service center or approved subcontractor. All completed repairs will be verified by competent MVAHCS personnel prior to acceptance. If the equipment is beyond repair or its repair is not cost effective, then the contractor shall provide a Service Exchange Repair. The contractor at no additional cost shall furnish a Service Exchange Repair of the same type of equipment or superior to the Government as determined acceptable by MVAHCS clinicians. Service Exchange Repair equipment must be equal to or superior to equipment removed from the facility. All onsite visits will be performed during the normal MVAHCS business hours (7:00 a.m. - 4:30 p.m.) Monday through Friday, except Federal holidays, unless otherwise specified. The contractor may work outside normal business hours by arrangement with the COR if such services are provided without additional charge to the Government. Any overtime charges must be approved by the COR prior to the initiation of overtime work. MVAHCS shall receive a 20% discount on the contractor repair service if the contractor fails to meet the timeline specifications listed above. III. LABOR AND MATERIAL REQUIREMENTS All repair services shall be contractor-provided by technical staff (not sales representatives) fully trained to service and install the products, parts, and accessories required. All equipment being repaired will be transported in appropriate protective containers or packaging, clearly labeled with the contractor s name, address, equipment model and serial identification numbers, and Purchase Order (PO) number. At the conclusion of each repair or scheduled maintenance visit, the contractor shall provide a written service report indicating the dates of service (including date received at the repair facility and date returned to the Government), the model, serial number, and barcode/ID number of the equipment serviced, the name of the service representative, the hours worked, description of the reported problem, and the services performed, and parts replaced. If the repair is caused by damage or abuse this will be specified on the report with the associated repair cost, as well as the justification demonstrating damage or abuse. All repairs shall be tracked by the contractor and tracking, and repair information shall be made available to MVAHCS upon request. IV. PRODUCT REQUIREMENTS Parts, delivery, and services (i.e., labor) for the items listed in the endoscope, probe and camera head equipment inventory Appendix A spreadsheet shall be contractor provided. The contractor will provide all replacement parts required to keep equipment performing within the manufacturer's specifications. All parts must meet or exceed manufacturer s factory specifications to maintain compatibility with systems presently in place and with future performance/reliability upgrades. Parts removed (replaced) by the contractor become property of the contractor. V. EQUIPMENT CHANGES Items may be deleted from Appendix A if replaced or "in excess" during the period of this contract at the discretion of the CO/COR. New items may be added as needed at the discretion of the CO/COR. The Government reserves the right to purchase additional medical equipment not contained within Attachment A as well as delete existing items upon the approval of the AO. The attachment in Appendix A shall be updated with the addition of new items and existing items that are taken out of service shall be deleted upon contract renewal and upon request. VI. QUALIFICATIONS The contractor shall have the following qualifications: The contractor must have an established business, with an office and full-time staff to include a "fully qualified" field service engineer (FSE) and a "fully qualified" FSE who will serve as backup. "Fully qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program of the equipment identified. For field experience, the FSE(s) has a minimum of two years of experience with respect to scheduled and unscheduled preventive and remedial maintenance of equipment. The contractor shall maintain ISO 9001:2001 certification. The contractor shall maintain training certifications, competencies, and other training records required to ensure ISO compliance for all FSE staff. The contractor shall provide MVAHCS with reprocessing instructions upon request. The contractor shall determine and guarantee the qualification of all subcontractors used. VII. INVOICING AND PRICING Detailed invoices will be submitted with each repair made by the contractor. Invoices must include purchase order number, contract number, period of service covered/dates, and cost at a minimum. Pricing shall be competitive market value and reviewed periodically. VIII. ONGOING PREVENTATIVE MAINTENANCE To minimize the amount of major equipment overhauls, the contractor shall provide quarterly scheduled inspections and preventative maintenance services for all equipment. MVAHCS requires the contractor to make early damage assessments, and provide interim repairs as needed. The contractor will evaluate the following items: 1. Ensure proper angulation 2. Perform a leak test 3. Check biopsy ports 4. Assess overall serviceability and appearance 5. Other applicable evaluation checks IX. DISINFECTING INSTRUCTIONS The contractor shall provide training instructions, procedures, and documentation necessary to disinfect the equipment and accessories properly and safely between patient uses. X. PAST PERFORMANCE/REFERENCES The contractor shall supply no fewer than 3 reference sites that are currently using the repair services identified in the proposal. Each reference shall include at least 2 points of contact detailing full name, title, and phone number. VA reference sites are preferred. XI. WARRANTY The contractor shall provide repaired equipment with a 180-day warranty. The manufacturer s factory-trained service personnel shall perform repair and maintenance during the warranty period. The warranty period shall not begin until after MVAHCS authorized personnel have accepted the products delivery, installation, and functionality. In addition, the contractor shall indicate availability and cost of extended parts warranty options. XII. CLINICAL STAFF/USER TRAINING The contractor providing the repair service will be responsible for the following: Ongoing in-service training to Biomedical and Clinical staff. A contractor education professional shall administer the training. Education curriculum must include but is not limited to the following: Operations and set-up User maintenance Safety User Troubleshooting Tips Demonstration equipment for training and developing competencies. XIII. OPERATOR AND SERVICE MANUALS MVAHCS will not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE(s), all operational and technical documentation (e.g., operational and service manuals, schematics, and parts lists) 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. Any charges for parts, manuals, tools, or software required to successfully complete any service required are included within this contract and it s agreed upon price unless specifically stated in writing otherwise. XIV. ORDER OF PRECEDENCE All work described and provided by the contractor, shall be performed in accordance with this Statement of Work and Addendum applicable. The VA-provided SOW shall become effective on the date the contractor receives a signed Purchase Order. The contractor shall be bound by any conflicting terms that may appear in any contractor provided documentation presented as part of the bid solicitation. Any services that are not in this SOW are considered Out-of-Scope. XV. EVALUATION FACTORS All proposals received will be evaluated based on the following criteria: Meeting the specifications defined in this SOW Past Performance Pricing Standardization Warranty