The purpose of this special notice is to post Intent to Award a sole source fixed price contract to a large business. Any small business concerns that believe that they can perform all of the work in the Scope of Work should contact the Point of Contact listed on this notification. In order to be considered eligible, Vendors shall provide documentation specifically showing how they intend to provide all of the required preventative maintenance and specifically document how the Vendor intends to provide the upgrades and soft-ware updates that will be periodically required. The Government will not split this purchase between vendors, nor will it award to a Vendor that cannot provide the upgrades and software updates required by the manufacturer. Small business concerns shall provide all documentation by 12:00 pm EST on 10/24/2016. Incomplete, missing, partial or late responses shall not be considered and the contract will be awarded. Provide all documentation and questions via email to
[email protected]. with VA258-17-N-0003 in the subject line. Failure to submit using this format may result in having your submission rejected or not reviewed. The only authorized point of contact for this special notice is Thomas McKendry. Contact with any other Governmental employee, whether referenced in this special notice or not, will automatically eliminate your response from being considered. STATEMENT OF WORK The contractor shall provide all labor, personnel, equipment, tools, materials, supervision and other items necessary to provide annual preventive maintenance and corrective repair service on-site for the equipment and systems listed below for the Southern Arizona VA Health Care System (SAVAHCS) and as defined in this Statement of Work (SOW). 1. SERVICE/WORK TO BE PERFORMED: " The contractor will perform preventive maintenance (PM) inspection on equipment/systems as provided for in the contract agreement. PMs will be accomplished in accordance with the Original Equipment Manufacturer (OEM) recommendations. Must use OEM certified parts and service engineer/technicians must be OEM trained on all equipment included in agreement. The Contractor Shall provide all Manufacturer Upgrades and Software Updates. " Toll free support. " Unlimited service calls with on-site response (Monday to Friday 8:00 AM to 5:00 PM). " All parts covered and shipping is included for parts. " Travel and labor included. " Extensive preventive maintenance two times per year for the Symphony and one time per year for the Benchmark Ultra and Benchmark Special. " No remote diagnostics allowed for systems. " Designated Response time 48 hours unless otherwise agreed upon by COR or designee " Response: All requests for repair service will be considered requests for emergency service unless a statement to the contrary is made by the COR, POC or designee. A competent service representative adequately equipped with tools, test instruments, service manuals, and repair parts will arrive at the SAVAHCS within the designated response time. The service representative may contact VA staff by phone before arrival at the SAVAHCS. Such contacts, however, will not serve to alter the requirements for arrival on-site except when the request for service is withdrawn by Biomedical Engineering. 2. EQUIPMENT: " EQUIPMENT MODEL: Symphony S-Plus EE#61648 SN:390045 " EQUIPMENT MODEL: Benchmark Ultra EE#58032 SN:310379 " EQUIPMENT MODEL: Benchmark Special EE#69607 SN:5110168 3. PERFORMANCE: " Hours: Normal duty hours are 8:00 a.m. through 4:30 p.m., Monday through Friday, not including federal holidays. Whenever contact with Biomedical Engineering is required outside of normal duty hours, the Utility System Repair Operator (USRO) may be contacted as an alternate. The hospital operator at extension "0" can contact the USRO operator via radio. " Preventive maintenance will be scheduled with a contact person as assigned by the Contracting Officer's Representative (COR), Point of Contact (POC) or designee. This PM work must be completed in the month specified during the request unless another date is agreed upon by COR or designee. The Biomedical Engineering Manager can be contacted at ____________________________. All contractor personnel (without exception) must report to the Engineering Department, Bldg. 38-room A22, to sign in and receive a contractor identification badge before any work is performed and return to the same location to sign out and turn-in said badge along with the documented service report (as described in section 5, DOCUMENTATION) for the service performed. " Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting " Payment: Payment will be made in arrears, and upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number. The invoice must include the correct payment address. " Waste Removal: The contractor is responsible to remove and properly dispose of all waste related to the services provide on-site at SAVAHCS. " Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform. 4. DOCUMENTATION: " Service reports will be provided for all service activities including preventive maintenance, emergency repair, and safety inspections, and must contain the following information: a) Date(s) and time period of service. b) Complete description of equipment serviced including model number and serial number. c) Complete description of equipment services performed including upgrades, updates and software changes made. d) Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable. e) A statement of the complaint that initiated the service call. f) Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair. 5. REMOVAL OF EQUIPMENT: " Whenever possible, all repairs and preventive maintenance will be performed at the SAVAHCS. When that is not possible, the COR, POC or designee may give approval for service work to be done at another location. All transportation charges will be borne by the contractor. " VA property may not be removed from the SAVAHCS prior to execution, and approval of all documents as required by Acquisition and Materiel Management Service. Computer hard drives and other storage media items may not leave VA property. " Requirements for service reports for designated equipment not at this location are the same as for work done on-site. Service reports for incoming equipment will be presented for signature at the time of delivery. If equipment is returned via commercial carrier, the service report may be included with the shipment. 6. GOVERNMENT REPAIRS: Government employees will work on contract equipment only with authorization of the contractor or following the failure of the contractor to respond. The government is not obligated to perform any work on contract equipment. 7. PRIOR INSPECTION OF EQUIPMENT: Potential contractors may, at their own expense, inspect equipment covered by this solicitation (ref 52.237-1 SITE VISIT). Arrangements must be made in advance with Biomedical Engineering (see section 3, above). 8. GUARANTEE: The contractor will guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days. 9. CONTACT INFORMATION: