KOSOVO MEDICAL EQUIPMENT MAINTENANCE

The 409th Contracting Support Brigade and Installation Services Division intend to solicit, negotiate and award a firm fixed price (FFP) contract for medical equipment maintenance. The NAICS code is 811219 and no preference will be given to Small Businesses. The action will be full and open competition. The anticipated period of performance for this requirement is a base period of 12 months from 15 July 2016 to 14 July 2017 and four option years. This commercial Firm-Fixed Price (FFP) Solicitation is for providing continuous maintenance support for complex medical equipment and medical equipment systems at Camp Bondsteel Medical Treatment Facility (MTF) in Kosovo. It has a mission of providing the role II+ medical support to all U.S. and NATO forces within Kosovo. The equipment deployed in a role II+MTF far exceeds the technical expertise of a skill level 10 Medical Equipment Repair Technician. Services under this contract provides for all labor, travel, tools, test equipment, repair parts, maintenance, repairs, safety checks, and calibrations of all the equipment identified in the schedule (Specific Tasks of the Performance Work Statement are listed below). Maintenance and support of the equipment shall be in accordance with Joint commission standards and uptime shall be 95% or greater. The entire solicitation will be made available on/or about 28 March 2016 and no paper copies will be issued. Potential offerors are encouraged to provide their interests via email and they are responsible for monitoring this site for release of the solicitation package and any amendments. Submit all questions electronically, VERBAL REQUESTS WILL NOT BE ACCEPTED. Any questions regarding this notice should be directed to the Contract Specialist, Aaren J. Strobel at aaren.j.strobel2.civ@mail.mil. 1. SPECIFIC TASKS: 1.1. The Contractor shall provide non-personal service to include, but not limited to, providing all labor, personnel, travel, parts, special tools, test equipment, materials, supervision, unlimited telephonic support, remote diagnostics and other items necessary to maintain the equipment listed in the schedule, Technical Exhibit (1) in accordance with (IAW) industry standards, JC, and OEM specifications. 1.1.1. Level of Performance. The Contractor's level of performance must support an equipment uptime of 95%. 1.1.2. Spare Parts Support. The Contractor shall furnish all spare parts on a non-reimbursable basis. The Contractor shall retain and dispose of all defective parts for which a replacement part is furnished. Turnaround-time and continuous status updates on repair parts repair parts shall not exceed 24 hours. 1.1.3. Spare Parts Delivery. The Contractor shall process and track all repair parts delivery via the US Army Medical Materiel Center Europe (USAMMCE) in an effort to avoid delays presented by local Customs Clearance requirements. 1.1.4. Scheduled Parts Replacement (SPR). To ensure replacement parts are replaced as recommended by the manufacturer, the Contractor shall ensure required replacement parts are ordered and on-site prior to a scheduled services (PM and Calibrations) visit. 1.1.3. All work shall be performed in a safe, efficient and professional manner. 1.1.4. The Contractor shall remove/dispose of all trash from the work areas and leave the surrounding work area clean. 1.1.5. The Contractor and US Government service technician shall confirm equipment is operational and the Contractor shall provide a copy of the field service report to the government service technician prior to departure. The government service technician will maintain a copy of the field service report and provide a copy to the COR and Joint Contracting Center Kosovo as needed. 1.2. PREVENTIVE MAINTENANCE (PM): 1.2.1. Preventive maintenance and inspections shall be performed in accordance with the manufacturer's standards and procedures. The preventive maintenance inspection shall include, but is not limited to safety, calibration, completed operational testing, lubrication, adjustments and cleaning of equipment. It also includes installation of all parts required to ensure proper operation. 1.2.2. The Contractor's representative shall perform Preventive Maintenance Inspections (PMI & Scheduled Parts Replacement), Calibrations, Safety and unscheduled repair services in accordance with procedures prescribed by the equipment manufacturer. 1.2.3. The Contractor shall maintain the equipment in proper operating condition as described in the manufacturers' service manual. 1.2.4. Coordinated scheduled preventive maintenance, safety, and calibration inspections shall be performed at the intervals specified under each Contract Line Item Number (CLIN). Scheduled calibration and preventive maintenance services shall include written documentation of all services performed, i.e., lubrications, cleaning, adjustments, testing and calibration/verification in accordance with the manufacturers' specifications and all applicable government, both foreign and domestic, and US Army regulations. 1.2.5. Safety inspections shall be performed during preventive maintenance in accordance with NFPA 99, Chapter 7. This regulation can be reviewed in full text at the hospital's Medical Maintenance Section. When required, the Contractor's service representative will comply with the Occupational Safety and Health Administration lockout/tagout standards while performing maintenance on equipment. The government and the Contractor's service representative will exchange hazard communication information before the commencement of any repair. 1.2.6. Preventive Maintenance (PM). The Contractor will perform PM services in accordance with each OEM. For X-ray equipment, one of these inspections will be scheduled to coincide with the annual Calibration, Verification/Certification (CVC). 1.2.7. CR Reader Preventive Maintenance. The Contractor shall perform all services required to confirm CR Reader Communications to the RHCE DIN-PACS Archive via the MedWeb Teleradiology network. The Contractor shall provide configuration support to ensure the CR Reader settings and "S" Numbers is compliant with the RHCE settings/standards. The PM inspection shall also include, but not be limited to software updates and security patches to ensure operation per manufacturer specifications. 1.2.8. The Contractor shall perform PM services to ensure that the equipment performs in accordance with the OEM specifications. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) and provide them to the Medical Maintenance Section. 1.2.9. Defects and malfunctions discovered during PM. Any defect or malfunction found during the PM process shall be included in the service report and immediate steps must be taken to effect a repair. 1.2.10. Preventive Maintenance (PM) includes the replacement of faulty and worn parts and/or parts which are likely to become faulty, fail, or become worn before the next PM Service. 1.2.11. If the scheduled PM requires a PM Kit, the Contractor must provide and install per manufacturer recommendation or have it installed by an in-house service technician as a first-call service. This type service shall be referred to as a Scheduled Parts Replacement (SPR). 1.2.12. Steam Sterilizer. A SPR is considered standard practice for sterilization equipment which complements the routine PM checks and services such as the inspection and testing of the system chassis, housings, circuit breakers, fuses, electrical cables, fittings, supports, etc. 1.2.13. The testing of "Glassware" is a standard requirement of the PM process for X-ray equipment. Any glassware that may be failing must be brought to the immediate attention of the COR. 1.2.14. Scheduled Services shall include the following where applicable: 1.3. X-ray Equipment Calibration, Verification and Certification (CVC). The second Scheduled Service will include a complete system CVC. 1.3.1. For X-ray Equipment only - Calibration documentation will include a list of all test, measurement and diagnostic equipment used to perform the calibration service. The list will include nomenclature, manufacturer, model, serial number, date of last calibration and the date the next calibration is due. 1.3.2. All services affecting the X-ray system's calibration shall be documented on the following forms: a) DD Form 2164, X-Ray Verification/Certification Worksheet. The Contractor shall complete this form in accordance with instructions provided in TB 38-750-2 if the equipment requires such documentation. A continuation sheet shall be attached to the DD Form 2164 indicating the manufacturer, model, serial number and date of the calibration expiration of all items of test, measurement, and diagnostic equipment used to perform the calibration. The required forms and extracts from pertinent directives will be furnished to the contractor by the government. Procedures for completing DD Form 2164 can be provided by the Medical Maintenance Section. b) DD Form 2163, Medical Equipment Verification Label (must updated and initialed by the Contractor). after every calibration. No exceptions. c) Local Forms as provided by the MTF. All required documentation will be supplied by the supporting MTF. 1.3.3. The Contractor's representative shall attach and complete or update a DD Form 2163 (calibration sticker), entitled "Medical Equipment Verification/Certification" to the equipment upon completion of calibration services. The DD Form 2163 will be provided to the contractors' representative by the Medical Maintenance Section. If the DD Form 2163 is already attached to the equipment, the contractors' representative shall update the existing DD Form 2163. Procedures for updating the DD Form 2163 will be provided by the Medical Maintenance Section. 1.3.4. The Contractor shall furnish all software upgrades and updates issued by the equipment manufacturer. 1.3.5. The Contractor shall have access to all necessary diagnostic software. Diagnostic software is not Government provided. 1.3.6. If the Contractor's calibration equipment produces a printed summary of the calibration procedure used, attach the printed summary to the DD Form 2164. Ensure the heading of the DD Form 2164 is filled out and the form is properly signed. 1.4. The Contractor shall only accept calls for service/repairs from the COR or authorized representative. 1.5. Sign-in and sign-out: After arrival on-site, all service technicians must be signed-in and signed-out at the Medical Maintenance Section upon arrival and prior to departure. 1.5.1. Prior to and upon completion of any scheduled or unscheduled service, the contractor service representative must report to the NCOIC, Medical Maintenance Section or his/her designated representative. 1.6. FIELD SERVICE REPORTS (FSRs): 1.6.1. Within one (7) working days after completion of a repair or service, the Contractor's representative will furnish one (1) copy of the FSR for all services performed. The service report shall be in English, legible and shall contain, as a minimum, the following information: (1) Location and Services Performed (2) Equipment Control Number (ECN) (if applicable) (3) System Name, Model, and Serial Number (4) What Systems or Components Failed (reason for call) (5) Start and Completion Date/Time (6) Name and Signatures of Service Technician and Customer (7) Part Numbers, Nomenclatures, Quantities and Prices of Replaced Parts 1.6.2. In the event all necessary information is not available to the service technician at the time of completion of service, an initial service report will be generated and include all available information. The Contractor shall provide/fax/e-mail a legible, (preferably typed) copy of the remainder of the required information in English to the COR within 10 days after completion of service. COR or authorized representative within 7 working days after completion of service. 1.7. THE USE OF MOBILE PHONES AND 2-WAY RADIOS: 1.7.1. The use of mobile phones and 2-way radios is expressly forbidden in certain areas of the Hospital. The Contractor will not use mobile phones or radios in areas where they are off-limits. 1.8. RECEIPT OF SERVICES: 1.8.1. Receipt of services will be acknowledged after receipt of all completed service reports. Receiving reports will not be prepared and submitted if there is an inquiry about a delinquent service report from the Hospital. Invoice will not be approved until complete FSR is provided by Contractor. 1.8.2. The POC for technical questions is the Contracting Officer's Representative (COR) or authorized representative. Services to be acknowledged by receipt of service reports and invoices submitted to and acknowledged by the appointed COR or authorized representative. 1.9. Smoking. Smoking is prohibited within the hospital its departments or sections and within 15 meters of any hospital building. 1.10. MONITORING METHODS: 1.10.1. The COR will maintain surveillance checklists covering areas in Attachment 1: Performance Requirements Summary (PRS) (See Attachment 1). The COR or authorized representative will use the PRS to evaluate the Contractor's performance (Performance Objective, Performance Standard, AQL, Monitoring Method, and Incentive/De-incentive). All work is subject to inspection and acceptance by the Government. Monitoring method is 100% inspection by COR or authorized government representative for Performance Requirements Summary items listed in Attachment 1. 1.11. PERFORMANCE ASSESSMENT REPORTING: 1.11.1. A year-end performance rating will be entered into the Government's Contractor Performance Assessment Reporting System (CPARS) by the Contracting Officer. CPARS collects Contractor Past Performance Information (PPI), and is one of the tools which support Army effort to acquire best value. PPI may be used to evaluate performance risk in source selection. It may also be used to aid in determining potential sources (e.g. market research), developing contracting and acquisition strategies, and determining contractor responsibility. Additionally, the collection of PPI facilitates regular communications between government and contractor concerning performance on current contracts. The feedback provided by the government to the contractor in collecting PPI, and knowledge that PPI will be used in future source selection decisions, should result in improved performance and a greater contractor focus on customer satisfaction. https://acquisition.army.mil/asfi/ or https://www.fbo.gov/ - Synopsis