Description
The Wilmington VA Medical Center, Wilmington DE intends to enter into a sole source contract with Ethicon, Inc., DBA: Advanced Sterilization Products, 33 Technology Drive, Irvine, CA 92618 to provide full service for three (3) Sterrad Sterilization Units as stated in the attached Statement of Work. This announcement constitutes the only notice issued; a separate written solicitation will NOT be issued. This procurement is being conducted in accordance with FAR 6.302-1, only one responsible source and no other supplies and services will satisfy agency requirements. A justification for other than full and open competition has been prepared in support of this acquisition. The North American Industry Classification System (NAICS) Code is 339112. The size standard is 500 Employees. This notice is not a request for competitive proposals. A determination by the Government not to compete this proposed requirement based on responses to this notice is solely within the discretion of the Government. The Government will receive all responses to this notice by 12:00 pm (EST), January 12, 2010. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. Response must be in writing to the Contracting Officer. __________________________________________________ Statement of Work as of 12/28/2009 The following equipment will be covered under this agreement, it will be maintained fully (parts and labor), and have preventive maintenance preformed, by the contractor and in compliance with manufacturers specifications, in the months specified for each device. The contractor shall respond to service calls by the next business day. This agreement shall be effective for one year from date of award. Manufacturer /Model Local Identifier Serial Number PM Due Sterrad 100 EE9932 0101962766 APR / OCT or 750 CYCLES The following equipment will be covered under this agreement, it will be maintained fully (parts and labor), and have one preventive maintenance preformed and one unscheduled maintenance function performed by the contractor and in compliance with manufacturers specifications, in the months specified for each device. The contractor shall respond to the one service call by the next business day. This agreement shall be effective for one year from date of award. Manufacture /Model Local Identifier Serial Number PM Due Sterrad ST200 EE18218 10200070855 APR or 750 CYCLES Sterrad ST200 EE16704 10200070795 APR or 750 CYCLES Responsibilities of the Contractor: Guaranteed next business day service calls and Preventative Maintenance must be completed by the last business day of the months listed in the "PM Due" column above. The PM frequency is biannual or every 750 cycles, whichever comes first. In the event that these devices near the 750 cycle mark the contractor will receive a call that the PM is coming due and will be given a date, no less than 2 weeks away, to have the PM completed by. Should the company be called in early the months that the PM will be due in will change accordingly such that no two consecutive PM procedures on a given Sterrad 100 is more than 6 months apart. This contract will cover 2 PM procedures for the Sterrad 100 sterilizers and 1 PM procedure for each of the Sterrad ST200s; should additional PM procedures be necessary the contractor may charge time and materials for the service, but must still adhere to the time requirements laid out above. The contractor shall provide to the Wilmington DE, VAMC written reports documenting all work preformed within 5 business days of the completion of said work. For All visits by Contractor: Contractor will be required to sign in at the Biomedical Engineering Department (Bldg. 1, Ground Floor, Rm. 173) before beginning service calls. If service is to be performed outside of normal business hours and arrangements have been made for the contractor to perform work without Biomedical Engineering personnel on site, the contractor will sign in with the MAA located at the Emergency Room admissions desk (east side of 1st floor). Upon completion of preventive maintenance (PM) inspection the Contractor shall leave a copy of the service report with the using service, and submit to the same location as designated above a service report annotating what preventive maintenance was done. Each service report shall include the name of the contractor, name of Field Service Engineer (FSE), date, time (starting and ending), equipment downtime, the parts utilized including costs, and the room number where equipment is located. The service designee or COTR and the FSE attesting that the equipment is in satisfactory working order and is functioning at an acceptable level of performance shall sign this report. The contractor shall sign out at the designated location before leaving. NOTE: failure to furnish a service report or obtain a signed copy of the service report could result in delay of payment or non-payment. Service Manual: The VA Medical Center (VAMC) 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 all operational and technical documentation (such as: operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract. Normal Hours of Coverage, Response Time & Emergency Service: a. All maintenance will be performed during normal hours of coverage (unless other arrangements are agreed upon by the VA and contractor). Work performed outside normal hours of coverage without approval will be considered service during normal hours of coverage. b. Normal hours of coverage for maintenance are Monday through Friday, 7:00AM to 5:00PM excluding Federal holidays. Federal holidays are: New Years day, Martin Luther King Day, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. c. Contractor will perform all preventive maintenance tasks in the months listed on the purchase order. Failure to meet this requirement will allow the Government an option to contact a third party vendor to provide services. Costs for services provided by a third party vendor shall be billed against the Contractor. Furthermore, failure to perform any of the services as set forth in this contract will be considered for invoking provisions of Default. Safety and License Requirements: a. Contractor shall obtain all necessary licenses and permits required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury and/or damage during performance of this contract. Contractor shall be responsible for any injury to their employees as well as for any damages to personnel or Government property that occurs during the performance of this contract that is caused by the Contractor's fault or negligence. Contractor shall insure that all areas where equipment is serviced under this contract are left in a clean, neat and orderly condition. b. Contractor shall provide a current copy of the calibration certificates of all test equipment used to calibrate or adjust VAMC-Wilmington equipment upon request of the Contracting Officer and/or COTR. Calibration of test equipment shall be in accordance with National Institute of Science and Technology (N.I.S.T.) guidelines. c. Contractor's service personnel shall follow all applicable hospital policies while on site, i.e. smoking, sexual harassment, etc. The Contracting Officer and/or the COTR reserve the right to remove any of the Contractor's personnel and refuse them permission to work on VAMC- Wilmington equipment for serious violations of hospital policies. d. Contractor's service personnel shall wear contractor issued picture identification in a visible location while on the premises of the VAMC- Wilmington. Removal of Equipment for Off-site Repairs: a. Approval of the Biomedical Engineering Supervisor or COTR must be obtained before removing equipment to the Contractor's location. A service ticket noting equipment description and other identification information signed by the FSE shall be provided to the Biomedical Engineering Supervisor or COTR before equipment is removed from the VAMC- Wilmington. b. No transportation charges will be allowed for shipping the equipment to/from the Contractor's plant. Contractor will be responsible for any damage or loss of equipment, to/from Contractor's plant. Competency of Personnel Servicing Equipment: a. The Contractor will provide written assurance of the competency of their personnel and a list of credentials of approved service personnel for each model the Contractor services at the VAMC- Wilmington to the Contracting Officer and/or the COTR within 10 days after contract award. Contractor will make revisions to this documentation whenever service personnel are assigned or re-assigned to the VAMC- Wilmington site. b. The Contracting Officer or COTR reserve the right to request authentication of factory training certificates or credentials from the Contractor at any time for any personnel who are servicing VAMC- Wilmington equipment. c. VAMC- Wilmington specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on VAMC- Wilmington equipment. Cancellation of Services a. VAMC- Wilmington may, without charge, terminate this contract with thirty (30) days written notice for any reason. Option Years: This contract includes one (1) option year that will be renewed, yearly, pending satisfactory service, to be decided solely by the Wilmington, DE VAMC, and evaluation of contract cost. Contract Amendments: Devices may be added or deleted from this contract at the Government's convenience. If devices are deleted the contract price will be decreased by a prorated amount for the device in question. If devices are added, the contract will be increased by an agreed upon amount with the contractor. (Devices will only be added that the contractor is equipped to support.)