The VA Iliana Healthcare System in Danville Illinois is seeking sources with the capability to furnish all non-consumable parts, labor, supervision, material, test equipment, and emergency services, including transportation cost necessary to perform preventative maintenance and unlimited emergency repairs on the Provue analyzer at the VA Iliana Health Care System, 1900 East Main Street, Danville, Illinois 61832 The VA Iliana Health Care System located in Danville, Illinois owns the Ortho -Clinical Provue Analyzer. VA PPM# 6630-29077. Serial# 057-000-3341 Analyzer is located in bldg 58, 1st floor, Room 136 The NAICS code for the solicitation to be released is 811219, with a size standard of $20.5 million. Contractor shall respond with their capabilities, business size and socioeconomic status under the NAICS Code listed above. SDVOSB AND VOSB STATUS: For SDVOSBs/VOSBs: In order to receive credit, the Offeror shall submit a statement of compliance that it qualifies as an SDVOSB or VOSB in accordance with VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors. Offerors are cautioned that they must be registered and verified in Vendor Information Pages (VIP) database (http://www.VetBiz.gov). Responses shall be due by 4PM CDT on Friday August 10,2018. Requirement information is as follows: STATEMENT OF WORK BACKGROUND The VA Illiana Health Care System located in Danville, Illinois owns the Ortho -Clinical Provue Analyzer. VA PPM# 6630-29077. Serial# 057-000-3341 Analyzer is located in bldg 58, 1st floor, Room 136 SCOPE Contractor shall furnish all non-consumable parts, labor, supervision, material, test equipment, and emergency services, including transportation cost necessary to perform preventative maintenance and unlimited emergency repairs on the Provue analyzer at the VA Illiana Health Care System, 1900 East Main Street, Danville, Illinois 61832 for the period of October 1, 2018 through September 30, 2019 and four more optional years from October 1 through September 30, ending in 2023 in strict accordance with all schedules, specifications, terms, conditions and provisions of this contract. Contractor shall provide two (2) preventative maintenance services annually. Also, Contractor shall provide unlimited service calls, if and when the unit is not functioning. 3. CONFORMANCE STANDARDS 1. All services provided under this contract shall be performed in conformance with the National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA) and Original Equipment Manufacturer standards and specifications. 4. HOURS OF WORK Hours of work for preventative maintenance and emergency repairs are defined as Monday through Friday from 8am to 5pm, excluding Federal holidays or as otherwise arranged with the Contracting Officer's Technical Representative (COR) or his/her designee. The 10 holidays observed by the Federal Government are: New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday. Work performed outside of normal working hours of coverage at the request of the Contracting Officer (CO) or COR shall be billed separately. 5. PREVENTATIVE MAINTENANCE The Contractor shall perform semi-annual (typically March and September) preventative maintenance procedures during the contract year as arranged with the COR. Preventative maintenance procedures shall be in accordance with the published preventative maintenance manuals for equipment listed in the schedule. A Field Service Report shall be supplied to the COR at the completion of each preventative maintenance procedure. The Contractor shall initial its completion on the service report at each preventative maintenance visit. At the completion of the service, the Contractor shall present a service ticket indicating the service(s) performed and the parts that were used. All service tickets shall be delivered to the Program Specialist's office, Facilities Management Service, Building 64, when the contractor returns at the end of the visit to sign out. Copies of all services tickets shall be on file in Facilities Management Service prior to invoice certification for payment. Preventative maintenance procedures shall include, but is not limited to, the following: Cleaning of equipment (not housekeeping) Completing field service updates for operational and reliability engineering change notices Calibrating and lubricating the equipment Performing remedial maintenance of non-emergent nature Testing and replacing faulty and worn non-consumable parts Inspecting/replacing electrical wiring and cables for ware and fraying Inspecting all mechanical components, including, but not limited to, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches and motors for mechanical integrity, safety and performance to specifications Returning the equipment to operating condition defined in specifications 1. Replacing any labels, decals or warning tags that are not legible J. Providing documentation of services performed Contractor shall notify the Contracting Officer of the existence or development of any defects in or repairs to the equipment covered under this contract, which the Contractor considers he/she is not responsible for under the terms of the contract (such as operator misuse). All exceptions to the Preventative Maintenance Inspection schedule shall be arranged and approved in advance with the Contracting Officer. 6. EMERGENCY REPAIR SERVICE Service shall consist of maintaining the equipment in accordance with the Conformance Standards Section. Repair service shall consist of replacing non-consumable parts, calibration, cleaning, oiling, adjusting and maintaining the equipment, except those services necessitated by accident, fire or abuse. The COR and CO have the authority to approve/request a service call from the Contractor. Response Time: The Contractor's Field Service Engineer shall respond with a phone call to the COR within two (2) hours after receipt of notification in an effort to correct the problem by phone. If the problem cannot be corrected by phone, the Field Service Engineer shall commence work (on-site physical response) within 24-hours after receipt of notification and shall proceed progressively to completion without undue delay. 7. PARTS The Contractor shall furnish all non-consumable parts as necessary to maintain the equipment, covered by this contract, in accordance with the Conformance Standards Section. The Contractor stipulates that he/she has ready access to new standard parts (manufactured, supplied by the manufacturer or equal thereto). All parts supplied shall be of current manufacture and have full compatibility with existing equipment. Documentation of intended parts source(s) shall be provided to the Contracting Officer upon request. 8. DOCUMENT ATION/REPORTS The Contractor shall submit a legal field service report, which shall include detailed specifications of the preventative maintenance inspection or emergency repair services performed, including replaced parts and estimated prices required for the service call. NOTE: Any additional charges to be claimed shall be approved by the COR before service was performed. 9. REPORTING REQUIREMENTS The Contractor shall be required to report to the Program Specialists' office, Facilities Management Service (Bldg. 64) to log in during normal working hours. This check-in is mandatory. When the service is completed, the Contractor shall document services rendered on a legible field service report. The Contractor shall log out at the Program Specialists' office, Facilities Management Service (Building 64) and submit the field service report to the COR for signature, during normal working hours, or leave the service ticket in the box on the Program Specialists' door after hours. 10. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT The Contractor's staff shall include a "fully qualified" Field Service Representative assigned to this area and a "fully qualified" Field Service Representative who shall serve as the backup. "Fully qualified" is based upon training and on experience in the field. For training, the Field Service Representatives shall have successfully completed a formalized training program for the equipment covered under this contract. For field experience, the Field Service Engineers shall have a minimum of one (1) year of experience providing preventative maintenance and emergency repair services on the same make and model of equipment covered under this contract. Contractor shall take all necessary precautions to protect persons and property from damage during performance of this contract. Contractor shall be responsible for any injury to himself or his employees, or others, as well as for any damage to personal property that occurs during the performance of this contract that is caused by him/her or his/her employee's fault or negligence. The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the State of Illinois. 11. TEST EQUIPMENT Upon request of the COR or CO, the Contractor shall provide a copy of the current Calibration Certification of all test equipment, which is to be used by the Contractor to perform service under this contract. Calibration of equipment shall be traceable and in conformance with test equipment Original Equipment Manufacturer standards. 12. SAFETY REQUIREMENTS In the performance of this contract, the Contractor shall take such safety precautions as the CO may determine to be reasonably necessary to protect the lives and health of occupants of the building. The CO shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the CO may issue an order stopping all or part of the work and hold the Contractor in default. 13. PERFORMANCE REQUIREMENTS Documentation/Reports The Contractor is solely responsible for providing Service and Preventative Maintenance Inspection reports, as defined in the Documentation/Reports Section. Failure to provide the COR with service reports may result in an unacceptable performance evaluation for that quarter. Leaving service reports with a person in the vicinity of the equipment may be performed in addition to the previous stated requirement, but is not to be used as a substitute. Preventative Maintenance If all preventative maintenance inspection(s) are not performed as indicated in the Preventative Maintenance Section, during the scheduled months stated, or as otherwise determined by the COR, may result in an unacceptable performance evaluation for that quarter. Emergency Repair On-Site Physical Response Time The FSE shall commence work as stated in the Emergency Repair Service Section. Required Check In and out The FSE shall check in prior to commencing work and check out when work is complete as indicated in the Reporting Requirements Section. 14. VA INFORMATION CUSTODIAL LANGUAGE a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA ssanitization requirements. VA reserves the right to conduct on site inspections of contractor andsubcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. 15. Security Requirements The C&A requirements do not apply and a Security Accreditation Package is not required. Responses shall be submitted via U.S.P.S regular mail, commercial overnight delivery or hand-delivered. It may also be emailed to Kevin Adkins, Contracting Officer, at
[email protected] .The response shall be addressed to the office specified in the solicitation and shall show the time specified for receipt. Responses shall be submitted as described below: If submitting via U.S.P.S. regular mail, commercial overnight delivery or hand-delivered, submit the proposal to the following address: Kevin Adkins VA Illiana Healthcare System 1900 East Main Street Building 102 Room 103J Danville, Illinois 61832