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 announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (i) The Department of Veterans Affairs (VA), West Texas VA Health Care System (WTVAHCS) requires a preventive maintenance agreement including on-site service for the optical lasers in the WTVAHCS Ophthalmology Service. ***PLEASE NOTE that this solicitation is being published for a shortened time frame due to the urgent need for mandatory preventive maintenance. All offers must be received at the location specified no later than 3PM CST on Wednesday, February 9, 2011.*** (ii) Solicitation number VA258-11-RP-0103 is issued as a Request for Proposal (RFP). This requirement is being issued under the Simplified Acquisition Procedures under FAR Part 13 and incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-47/2005-48. (iii) The associated NAICS code is 811219, size standard $19.0 Million. However, this requirement is issued unrestricted of any set-aside and all interested Contractors may submit a proposal. One (1) award will be made as a result of this combined synopsis/solicitation. ****PLEASE SEE ADDITIONAL REQUIRMENTS FOLLOWING THE STATEMENT OF WORK**** (iv) STATEMENT OF WORK DESCRIPTION/SPECIFICATIONS FOR SERVICE OF BIOMEDICAL EQUIPMENT I. EQUIPMENT IDENTIFICATION (all Manufactured by Carl Zeiss) Product ID Description Serial Number 000000-1469-398 SILVER SERVICE VISU 200,210 (Floor) 000000000000337402 266002-1125-601 IOLMASTER GOLD PLAN ON-SITE 844968 266002-1125-612 YAG II PLUS LASER GOLD PLAN ON-SITE 854445 266002-1125-636 VISUCAM PRO NM FA GOLD PLAN ON-SITE 992144 266002-1125-578 LA 360 GOLD PLAN MAIL-IN 360-4525 266002-1125-553 HARK 599 GOLD PLAN ON-SITE 599-2575 266002-1125-568 HFA 750 GOLD PLAN ON-SITE 750-6598 266002-1132-171 SERVICE PLAN CIRRUS PLATINUM 4000-1111 266002-1125-605 532S LASER GOLD PLAN ON-SITE 1002000 II. SCOPE OF SERVICE Contractor shall provide a full service agreement for the Preventive Maintenance on each piece of the optical laser equipment listed above. III. DEFINITIONS/ACRONYMS: A. Biomedical Engineer(ing) - Supervisor or designee. B. CO - Contracting Officer C. COTR - Contracting Officer's Technical Representative D. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the WTVAHCS premises. F. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. G. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status. H. Authorization Signature - COTR's signature; indicates COTR accepts work status as stated in ESR. I. NFPA - National Fire Protection Association. J. CDRH - Center for Devices and Radiological Health. K. VAMC - Department of Veterans Affairs Medical Center L. WTVAHCS - West Texas VA Health Care System IV. CONFORMANCE STANDARDS: Contractor shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards, such as: NFPA-99, UL, OSHA, VA, CDRH, etc. and the "Manufacturer's Performance standards/ specifications" as used when the equipment was originally procured and that any upgrades/updates will meet the stated standards/specifications. V. HOURS OF COVERAGE: A. Normal hours of coverage are Monday through Friday from 8:00 am to 5:00 pm, excluding holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by COTR or his designee. B. Preventive maintenance will be performed as scheduled by COTR or his designee Preventive maintenance will be performed during normal hours of coverage. NOTE: Hardware/software update/upgrade installations will be scheduled and performed during normal hours of coverage at no additional charge to the government. C. Federal Holidays observed by the WTVAHCS are: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day VI. UNSCHEDULED MAINTENANCE (Emergency Repair Service) A. Contractor and Biomedical Engineering shall maintain the equipment in accordance with section IV. Conformance Standards. Contractor will provide unlimited telephone technical support. All required parts shall be furnished. B. The CO, COTR, or designated alternate has the authority to approve/request a service call from the Contractor. C. Response Time: Contractor's FSE or Technical Support must respond with a phone call to the COTR or his/her designee within two (2) hours after receipt of telephoned notification. VII. SCHEDULED MAINTENANCE: The Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with section IV. Conformance Standards. (An outline of the PM procedures and schedule shall be provided to the COTR after award). The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to the COTR at the completion of the PM. The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. PM services shall include, but need not be limited to, the following: 1. Cleaning of equipment. 2. Reviewing operating system software diagnostics to ensure that the system is operating in accordance with section IV. Conformance Standards, and the manufacturer's specifications. 3. Calibrating and lubricating the equipment. 4. Performing remedial maintenance of non-emergent nature. 5. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn. 6. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. 7. Inspecting, and replacing where indicated, all mechanical components which may include, but are not limited to: X-ray tube mounting hardware, 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. 8. Returning the equipment to the operating condition [defined in section IV. Conformance Standards]. 9. Providing documentation of services performed. 10. Inspecting and calibrating the hard copy image device. PM services shall be performed in accordance with, and during the hours defined in, the preventive maintenance schedule established herein. All exceptions to the PM schedule shall be arranged and approved in advance with the COTR. Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and it's agreed upon price, unless specifically stated in writing otherwise. VIII. PARTS All parts supplied shall be compatible with existing equipment. The contract shall include all parts except - if applicable - those parts specifically listed as being EXCLUDED. The contractor shall use new or rebuilt parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Rebuilt parts, used parts or those removed from another system shall not be installed without specific approval by the CO or the COTR. (The Contractor shall also list any parts excluded under the service contract.) IX. SERVICE MANUALS/TOOLS/EQUIPMENT: A. The WTVAHCS shall not provide tools, (test) equipment, service manuals, or service diagnostic software to the contractor. 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. The location and listing of the service manuals, by name and/or the manuals themselves shall be provided to the CO upon request. B. Contractor shall provide the COTR or Biomedical Engineering two (2) copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair. Contractor shall provide to the COTR or Biomedical Engineering two (2) copies of the latest version(s) of all documentation and licensing agreements, which shall include operation, service, and diagnostic software. The COTR or Biomedical Engineering shall have access to the same operation, service, diagnostic software, and documentation as the OEM's FSE. Contractor shall provide to the COTR or Biomedical Engineering OEM Service Bulletins for the equipment listed in Part I. Such documentation shall be provided to the COTR or Biomedical Engineering as soon as publications are available. Where available and practicable, all documentation may be submitted electronically or on electronic media (i.e., CDs). X. DOCUMENTATION/REPORTS: Documentation and reports shall be furnished upon completion of any maintenance activity. Where available and practicable, additional documentation and reports may be submitted electronically or on electronic media (i.e., CDs). The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., Emergency repairs) procedures performed, including replaced parts, and prices (for outside normal working hour services) required to maintain the equipment in accordance with Section C, IV, Conformance Standards, and the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in the Conformance Standards section. The ESR will consist of a separate PM report for the item(s) covered under the "specific" contract. Grouping different equipment from different contracts on "one" ESR is prohibited. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: A. Name of contractor and contract number. B. Name of FSE who performed services. C. Contractor service ESR number/log number. D. Date, time (starting and ending), equipment downtime, and hours on-site for service call. E. VA purchase order number(s) covering the call if outside normal working hours. F. Description of problem reported by COTR/user (if applicable). G. Identification of equipment to be serviced: Inv. ID number, manufacturer's name, device name, model number, serial number, and any other manufacturer's identification numbers. H. Itemized Description of Service Performed (including, if applicable, Costs associated with after normal working hour services) including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. I. Total Cost to be billed (if applicable -- i.e., part(s) not covered or service rendered after normal hours of coverage). J. Signatures: 1. FSE performing services described. 2. Authorized VA Employee who witnessed service described. NOTE: Any additional charges claimed must be approved by the CO, or if unavailable, by the COTR before service is completed! XI. REPORTING AND CONTACT REQUIREMENTS: The Contractor shall be required to report to Biomedical Engineering to check in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to check out with Biomedical Engineering and submit the ESR(s) to the COTR. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COTR for an "authorization signature". If the COTR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR). Upon award, the Contractor shall be required to furnish telephone numbers to call for their Service Department to Biomedical Engineering and the COTR or his designee. The Contractor shall also provide the names and contact information for all authorized contact personnel. XII. ADDITIONAL CHARGES: There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) for delivery of parts. XIII. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the ACO and COTR (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COTR with a written estimate of the cost to make necessary repairs. XIV. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. Each respondent must have an established business, with an office and full time staff. The staff shall include both a fully qualified FSE and a fully qualified FSE who will serve as the backup. B. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) will have successfully completed a formalized training program for the equipment identified in Section C, I. EQUIPMENT INDENTIFICATION. For field experience, the FSE(s) must have a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and emergency maintenance on the equipment identified in Section C, I. EQUIPMENT INDENTIFICATION. C. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by fully qualified, competent FSEs. The CO and/or COTR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the WTVAHCS equipment. D. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval 10 days prior to the performance of any regularly scheduled maintenance. In the case of Emergency maintenance/repairs performed by a change in subcontractors, information on the subcontractor shall be provided to the COTR or Biomedical Engineering when the Emergency maintenance is performed. XVI. TEST EQUIPMENT: Prior to commencement of work on this contract, the Contractor shall provide the WTVAHCS with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on WTVAHCS's equipment. This certification shall also be provided on a periodic basis when requested by the WTVAHCS. Test equipment calibration shall be traceable to a national standard. XVII. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSEs shall wear visible identification issued by the WTVAHCS Police Section at all times while on the premises of the WTVAHCS. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The WTVAHCS will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the WTVAHCS. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. XVIII. INSURANCE: A. Workers compensation and employer's liability. Contractors are required to comply with applicable Federal and State of Texas Workers Compensation and occupational disease statutes. B. General Liability. Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. C. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000. Refer also to the solicitation provision FAR 52.228-5 Insurance - Work on a Government Installation. XIX. SECURITY AND PRIVACY: The certification and authorization requirements in VA Handbook 6500 do not apply to this acquisition. Therefore, a Security Accreditation Package is not required to be submitted. However, the contractor will be required to sign Handbook 6500.6 Attachment D, "Contractor Rules of Behavior" upon award. XX. CONTRACT TIME PERIOD: A. Original contract enactment will be from the date of award to September 30, 2011. B. Contract has the option of four (4) one (1) year extensions. (v) All offers must either be accompanied by Representations and Certifications or the offeror must be currently registered in ORCA at website https://orca.bpn.gov/ . (vi) This requirement consists of five Contract Line Item Numbers (CLINs): Preventive Maintenance (PM) on identified laser equipment for a base year beginning on the date of award continuing through 9/30 2011 and four (4) options years following the Federal fiscal year calendar of October 1st through September 30th, with a final option exercisable date to be 10/1/2014 through 9/30/2015. Each CLIN is divided into two sub-CLINs so that separate pricing can be provided for regularly scheduled PM and an hourly rate for Unscheduled/Emergency Maintenance. FOB is destination; any required contractor transportation should be included in the quoted pricing. *These CLINs are unfunded, but will be supported by funds issued at the time of notification of emergency services needed. Period of Performance Total price estimate CLIN 0001 Base Year, Date of Award - 9/30/2011 0001.1 Preventive Maintenance $ a. 000000-1469-398 $ b. 266002-1125-601 $ $ $ c. 266002-1125-612 $ d. 266002-1125-636 $ e. 266002-1125-578 $ f. 266002-1125-553 $ g. 266002-1125-568 $ h. 266002-1132-171 $ i. 266002-1125-605 $ 0001.2 Unscheduled/Emergency Maintenance (hourly)* $ CLIN 0002 Option Year 1, 10/1/2011 - 9/30/2012 0002.1 Preventive Maintenance $ a. 000000-1469-398 $ b. 266002-1125-601 $ $ $ c. 266002-1125-612 $ d. 266002-1125-636 $ e. 266002-1125-578 $ f. 266002-1125-553 $ g. 266002-1125-568 $ h. 266002-1132-171 $ i. 266002-1125-605 $ 0002.2 Unscheduled/Emergency Maintenance (hourly)* $ CLIN 0003 Option Year 2, 10/1/2012 - 9/30/2013 0003.1 Preventive Maintenance $ a. 000000-1469-398 $ b. 266002-1125-601 $ $ $ c. 266002-1125-612 $ d. 266002-1125-636 $ e. 266002-1125-578 $ f. 266002-1125-553 $ g. 266002-1125-568 $ h. 266002-1132-171 $ i. 266002-1125-605 $ 0003.2 Unscheduled/Emergency Maintenance (hourly)* $ CLIN 0004 Option Year 3, 10/1/2013 - 9/30/2014 0004.1 Preventive Maintenance $ a. 000000-1469-398 $ b. 266002-1125-601 $ $ $ c. 266002-1125-612 $ d. 266002-1125-636 $ e. 266002-1125-578 $ f. 266002-1125-553 $ g. 266002-1125-568 $ h. 266002-1132-171 $ i. 266002-1125-605 $ 0004.2 Unscheduled/Emergency Maintenance (hourly)* $ CLIN 0005 Option Year 4, 10/1/2014 - 9/30/2015 0005.1 Preventive Maintenance $ a. 000000-1469-398 $ b. 266002-1125-601 $ $ $ c. 266002-1125-612 $ d. 266002-1125-636 $ e. 266002-1125-578 $ f. 266002-1125-553 $ g. 266002-1125-568 $ h. 266002-1132-171 $ i. 266002-1125-605 $ 0005.2 Unscheduled/Emergency Maintenance (hourly)* $ ESTIMATED FIVE-YEAR TOTAL $ (vii) CLAUSES INCORPORATED BY REFERENCE: The following clause shall apply to this solicitation: 52.252-2 Clauses Incorporated by Reference. The resulting contract will incorporate one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these addresses: https://www.acquisition.gov/far/ (FAR) and http://www1.va.gov/oamm/oa/ars/policyreg/vaar (VAAR); 52.204-7 Central Contractor Registration (APR 2008); 52.212-1 Instructions to Offerors - Commercial Items (JUN 2008) 52.212-2 Evaluation -- Commercial Items. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: 1. Technical: detailed plan to be submitted describing offeror's ability to meet the solicitation requirements including: a. scheduled preventive maintenance b. parts availability c. qualifications of FSE personnel; 2. Past Performance - offeror to include two or more references including contact information 3. Price The evaluation factors are listed in descending order of importance. Technical factors and past performance, when combined, are significantly more important, when compared to price. 52.212-3 Offeror Representations and Certification - Commercial Items (AUG 2009); 52.212-4 Contract Terms and Conditions Commercial Items (JUNE 2010); 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (APR 2010); 52.217-8 Option to Extend Services (NOV 1999); 52.217-9 Option to Extend the Term of the contract (MAR 2000); 52.222-48 Exemption from Application of Service Contract Act Provision - Contractor Certification (FEB 2009); 52.224-1 Privacy Act Notification (APR 1984); 52.224-2 Privacy Act (APR 1984); 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008); 52.227-14 Rights in Data-General (DEC 2007); 52-228-5 Insurance-Work on a Government Installation (JAN 1997); 52.232-33 Payment by Electronic Funds Transfer - Central Contractor Registration (OCT 2003); 52.237-3 Continuity of Service (JAN 1991); 13.5 ADDENDUM - ADDENDUM to FAR 52.212-5 Instructions to Offerors - Commercial Items Sub-Part 13.5 Test Program VAAR 852.203-70 Commercial Advertising (JAN 2008); VAAR 852.211-70 Service Data Manuals (NOV 1984); VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (JAN 2008); VAAR 852.237-70 Contractor Responsibilities (APR 1984); VAAR 852.273-75 Security Requirements for Unclassified Information Technology Resources (OCT 2008) VAAR 852.273-76 Electronic Invoice Submission (Interim - OCT 2008) (viii) SOLICITATION PROVISIONS INCORPORATED BY REFERENCE: The following provisions shall apply to this solicitation: 52.252-1 Solicitation Provisions Incorporated by Reference. This solicitation incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of any provision may be accessed electronically at this/these addresses: https://www.acquisition.gov/far/ (FAR) and http://www1.va.gov/oamm/oa/ars/policyreg/vaar (VAAR); 52.217-5 Evaluation of Options (JUL 1990); VAAR 852.270-1 Representatives of Contracting Officers (JAN 2008); (ix) PROPOSAL REQUESTS: All requests for a solicitation package must be submitted in writing to Barbara Cox by email:
[email protected] or by fax to (432) 268-5001. Please include with your completed solicitation package all price, descriptive literature, and technical proposals. Completed proposals and informational materials are due no later than 4 PM CST on 02/11/2011.