Maintenance for 1 LH750 Hematology Analyzer

Synopsis: THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY. THIS IS NOT A REQUEST FOR PROPOSAL. The 1st Contracting Squadron is seeking information on potential firms qualified to provide quotes on a future solicitation. The proposed award will be a firm fixed-price for a maintenance for ONE (1) LH750 Hematology Analyzer for Langley AFB, VA. The maintenance contract will provide for 2 preventive maintenance inspections per year. Calibrations services will be scheduled and performed in accordance with the original manufacturers recommended schedule unless required more often due to a remedial service call. The contractor will provide manuals, diagnostic software and any other material needed to maintain the required system up-time. The NAICS code for this procurement is 334516. Any information submitted is voluntary. Request interested firms submit (1) the NAME, ADDRESS, and PHONE NUMBER of the firm (including CAGE code); (2) a summary of their product, (3) their SIZE STATUS. Responses to this notice will assist the Government in identifying potential sources and determining if a set-aside of the solicitation is appropriate. Responses must be received no later than 4:30 p.m., EST, on 29-Dec-2009 to be considered. PREVENTATIVE MAINTENANCE AGREEMENT FOR ONE (1) LH750 HEMATOLOGY ANALYZER 1.0. Scope of Work. The contractor shall furnish all labor, tools, parts, materials, facilities, and transportation necessary to provide preventive maintenance, calibration, and repairs for ONE (1) LH750 Hematology Analyzer, serial number AF40404. The equipment is located in the 1st Fighter Wing Hospital (Medical Group), Building 257, Langley AFB, Virginia. All labor necessary to perform calibration, installation of replacement parts, other servicing of equipment, and travel time shall be included to maintain the system and ancillary equipment. 1.1. The contractor will schedule PMIs and calibrations 15 days in advance with the COR. Preventive maintenance shall be performed during normal hours of coverage between the 1st and the 25th day of the month. 1.2. Requests for Service. Only the Contracting Officer or MERC personnel are authorized to place requests for service on this contract. 2. Description of Services. 2.1. Preventive Maintenance Inspections. 2.1.1. The contractor shall provide 2 preventive maintenance inspection(s) (PMIs) per year. The PMI's shall be performed during the month of Jun and Dec. PMI service shall be performed to ensure that the equipment performs in accordance with manufacturer's conformance standards. 2.1.2. 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 COR at the completion of the PMI. 2.1.3. PM services shall, as a minimum, include the system services at the frequencies recommended by the original equipment manufacturer. 2.1.3.1. The PM system services must include, but are not to be limited to: 2.1.3.1.1. Cleaning of equipment. 2.1.3.1.2. Calibrating and lubricating the equipment. 2.1.3.1.3. Performing remedial maintenance of a non-emergency nature. 2.1.3.1.4. Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail, or become worn before the next PMI. 2.1.3.1.5. Inspecting for wear and fraying, and replacing where necessary, electrical wiring, cables, high voltage cables, bushings and dielectric, as necessary. 2.1.3.1.6. Measuring, adjusting and calibrating as necessary for optimal image quality. 2.1.3.1.7. Inspecting and replacing where indicated, all mechanical components including, but not limited to, patient restraints and support devices; cables and mounting hardware; chains, belts, bearings and tracks; interlocks, clutches, motors, and keyboards for mechanical integrity, safety, and performance. 2.1.3.1.8. Inspecting output devices, e.g. monitors, laser imagers, cameras and processors. Calibrate or recommend calibration, if appropriate. 2.1.3.1.9. Consulting with the equipment operator(s) regarding equipment performance. 2.1.3.1.10. Returning the equipment to the operating condition defined by the original equipment manufacturers' specifications. 2.1.3.1.11. Providing documentation of services performed. 2.1.3.2. All exceptions to the PM schedule must be arranged in writing and approved in advance by the COR. 2.1.3.3. The contractor shall provide all parts, services, manuals, tools, instrumentation, or software required to successfully complete scheduled PMIs. 2.2. Calibration Services. 2.2.1. Calibration of the system will be scheduled and performed in accordance with the original equipment manufacturers' recommended schedule unless required more frequently because of a remedial service call, which required a major component change. 2.3. Unscheduled/Corrective Maintenance. 2.3.1. The contractor shall respond to all intervening service calls between scheduled PMI's and calibrations. 2.3.2. All required parts and service shall be furnished as part of this contract without additional cost to the government. 2.3.3. The CO or COR has the authority to place a service call with the contractor. 2.3.4. Maintenance actions. Once a maintenance action is initiated, it shall be continuous until the task is complete. Compliance shall be manifest by continuous presence of the contractor on the job site, unless waiting for delivery of replacement parts. Under no circumstances shall maintenance actions be delayed by more than 24 hours while waiting for delivery of parts. 2.3.5. Parts. The contractor shall furnish and replace parts to meet up-time requirements. The following requirements apply to parts provided under this contract. 2.3.5.1. The contractor shall have ready access to unique and/or high mortality replacement parts. 2.3.5.2. All parts supplied shall be compatible with existing equipment. 2.3.5.3. All parts used for service of this system shall be new or re'built, of first quality, and approved for use by the OEM. If rebuilt parts are used; maintenance records must indicate date of refurbishment or remanufacture and the name and location of the company which provided the part. 2.3.5.4. Used parts, those removed from another system, shall not be installed without prior approval of the COR. 2.4. Service Manuals. 2.4.1. The government will not provide service manuals or service diagnostic software to the contractor. The contractor shall be responsible for providing all service manuals, operational manuals, schematics, and diagnostic software necessary to maintain the required system up-time to the contractor's field service representative(s). 2.5. Updates. The contractor shall provide all updates, to include: installing manufacturer designed and issued field modifications, safety corrections and revisions for correcting software and equipment deficiencies at no additional cost to the government. Upgrades and modifications shall be furnished at no additional cost under the contract and installed during the Jun or Dec PMI after the manufacturer makes them available. Updates shall not include those designed primarily as performance enhancements or performance upgrades. 2.6. Conformance Standards. The contractor shall keep the system in good operating condition, meeting all equipment and performance requirements published by the original equipment manufacturer (OEM). The contractor assumes responsibility for system conformance with the latest published edition of National Fire Protection Association (NFPA) 99, Occupational Health and Safety Administration (OSHA), and Center for Devices and Radiological Health (CDRH) standards. 3. General Information. 3.1. Personnel. 3.1.1. Point of contact. The contractor shall designate in writing a single point of contact to the Contracting Officer (CO) for any maintenance service required under this contract. This information shall include name, title, address, and telephone number. 3.1.2. Contractor's field service representative shall be able to speak and understand English. 3.1.3. Qualifications/Education/Training. 3.1.3.1. Prior to award of the contract and each subsequent performance period, the contractor shall certify to the COR that the field service representative has had professional formal training and at least annual continuing education, to include OEM specific training. 3.1.3.2. If the training occurred more than three years ago, proof of recent (during past 18 months) maintenance experience on specified equipment must be provided. 3.1.3.3. The COR may at any time request verification of service personnel credentials who are servicing the equipment from the contractor. 3.2. Telephone Assistance. The contractor shall provide telephone assistance during business hours 24 hours a day, 365 days a year for equipment covered under this contract. Telephone assistance shall be toll free to the government. The contracting office representative (COR) shall be able to call and receive assistance in correcting problems with equipment operation. 3.3. Hours of Coverage. 3.3.1. Normal hours of coverage are, Monday through Friday, 0800- 1700 hrs, excluding Federal holidays listed in paragraph 3.4 below and additional holidays where the hospital will be closed (POC will inform contractor during that month's performance). All service/repairs shall be performed during normal hours of coverage unless requested or approved by the COR. 3.3.2. Response Time. The contractor shall respond with a phone call to the COR or his/her designee within two (2) working hours after telephone notification during normal hours of coverage. If the problem cannot be corrected by phone, the contractor shall commence work on-site during normal hours of coverage. The contractor shall respond on-site within eight (8) hours after contractor's initial receipt of notification. Repairs shall proceed progressively until completion. 3.3.3. For example, if a routine call is placed during normal coverage hours and insufficient hours are remaining in the day, the contractor shall be on-site within 8 hours of the initial telephone notification. If the initial telephone notification was made at 1630 hours on Tuesday, then the contractor shall report on-site at the beginning of the following day (Wednesday). 3.3.4. United States Federal holidays observed by the DOD include New Years Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. 3.4. Administrative Control. 3.4.1. Service Call Log. 3.4.1.1. The contractor shall report to the Biomedical Equipment Maintenance shop (Bldg 257 room 1180) and sign-in on the contractor service log with the COR prior to reporting to the work-site. 3.4.1.2. Upon completion of each PMI or corrective service call, the contractor shall provide a signed System Maintenance Record to the COR. 3.4.1.3. The COR will countersign the report to certify that the services were rendered. At this time, the contractor shall sign-out on the contractor service log. 3.4.1.4. The government will not recognize any maintenance actions that have not been signed by the COR. 3.4.1.5. All maintenance documents shall be prepared and validated in triplicate. The system user, COR, and the contractor shall each retain a copy. 3.4.1.6. Documentation and reporting shall be in compliance with JCAHO standards. 3.4.2. The System Maintenance Record for each PMI or service call will include at minimum: 3.4.2.1. Name of the contractor. 3.4.2.2. Name of the contractor's field service representative. 3.4.2.3. Date, Time (starting and ending), Equipment Downtime, and Hours-On-Site. The contractor's field service representative must report to the Medical Equipment Repair Shop in accordance with local guidelines. 3.4.2.4. Description of the problem reported by the COR/User and an itemized description of Service Performed (including labor, parts, and corrective action taken) 3.4.2.5. Identification of Equipment to include Index Number, Manufacturer, Device, Model Number, and Serial Number. 3.4.3. Certification of payment will not be accomplished until all required service documents have been received by the COR. 3.5. Claims of Government Misuse or Abuse. If the contractor claims any service calls are the result of government abuse or misuse, the damage shall immediately be shown on the System Maintenance Record, verified by the COR, and approved by the CO before repairs are made. The CO will resolve disagreements as to responsibility between both parties. 3.6. Reporting Required Services Beyond the Scope of Contract. The contractor shall immediately, but not later than 24 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 for which the contractor considers he/she is not responsible 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, and a full technical description. 3.7. Additional charges. There shall be no additional charge for time spent at the site awaiting the arrival of additional contractor personnel and/or delivery of parts. 3.8. Safety. The Contractor shall comply with American OSHA Standards, and Air Force Safety Standards at all times while on Government property. Safe working practices shall be followed. Requirements include, but are not limited to: 3.8.1. Using lock-out/tag-out procedures while working on electrical systems and equipment. 3.8.2. Reporting any injury to employees or government equipment damage to the 1st Fighter Wing Hospital Safety Office, 757-764-6785, immediately. The following MERC staff is authorized to place calls against this PMA: Biomedical equipment supervisor Biomedical equipment technicians NCOIC