Description
The Department of Veterans Affairs intends to negotiate a noncompetitive award to Patriot Healthcare Services, Inc. for eighteen Fresenius hemodialysis machines located at VA Pacific Islands Health Care System, 459 Patterson Road, Honolulu, HI 96819. This procurement is a sole source award as there is only one responsible source FAR 6.302-1. Patriot Healthcare is the only known Fresenius representative within the State of Hawaii for OEM certified preventative maintenance and repair and emergency repair services. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. Sole source justification has been prepared in support of this acquisition. This notice is NOT a request for competitive proposals. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-56. The NAICS code is 811211 and the small business size standard is $7.0 million. Statement of Work Hemodialysis and Reverse Osmosis Preventative Maintenance and Repair Veterans Affairs Pacific Islands Health Care System (VAPIHCS) 1.0 General Information: The Contractor shall conduct hemodialysis and reverse osmosis machine quarterly inspections for the Department of VA Medical Center located in Honolulu, HI. Service and maintenance of machines includes quarterly inspection of eighteen machines. 1.1 The contractor shall provide all labor, material, and equipment to perform complete inspection, testing, planned maintenance (PM) and repairs for the Fresenius Hemodialysis equipment and portable reverse osmosis (RO) units listed in the table below. This equipment is at the Department of Veterans Affairs Dialysis Clinic in room 4G-109 at the Tripier Army Medical Center (T AMC) Honolulu, Hawaii. Asset # Manufacturer Equipment Model # Serial # 53464 Fresenius Hemodialysis Unit 2008K 1K0S-3464 53467 Fresenius Hemodialysis Unit 2008K 1K0S-3467 53468 Fresenius Hemodialysis Unit 2008K 1K0S-3468 53470 Fresenius Hemodialysis Unit 2008K 1K0S-3470 55924 Fresenius Hemodialysis Unit 2008K 3K0S-F924 55439 Fresenius Hemodialysis Unit 2008K 5K0S-Y539 55584 Fresenius Hemodialysis Unit 2008K 5K0S-Y584 55588 Fresenius Hemodialysis Unit 2008K 5K0S-Y588 56610 Fresenius Hemodialysis Unit 2008K 5K0S-Y610 55633 Fresenius Hemodialysis Unit 2008K 5K0S-Y633 55642 Fresenius Hemodialysis Unit 2008K 5K0S-Y642 59666 Fresenius Hemodialysis Unit 2008K 6K0S-966M 55968 Fresenius Hemodialysis Unit 2008K 6K0S-968M 89740 GE Medical Water Purification System, RO Millenium 0001089740 38558 GE Medical Water Purification System, RO Millenium 38558 52697 Osmonics Water Purification System, RO F801 16297 56299 Osmonics Water Purification System, RO F801 16299 53277 Osmonics Water Purification System, RO F801 953277 2.0 Location of Work: The Veterans Affairs Pacific Island Healthcare System is located at 459 Patterson Road, Honolulu, HI 96819. 3.0 Period of Performance: Base Year with four one-year options. Base Year is expected to begin on/about October 1, 2012 - September 30, 2017. 4.0 Scope of Work Tasks: 4.1 Contractor shall conduct onsite quarterly inspections at the VAPIHCS. 4.2 Maintenance, inspection, testing, and repair services shall be performed by Sodexo CTM representative who is certified in the inspection, testing, maintenance, and repair of the subject dialysis equipment. 4.3 Sodexo CTM shall furnish all tools, equipment, test instruments, and parts required. All work shall be performed to meet requirements of the Department of Veterans Affairs (VA), clinical dialysis standards, The Joint Commission Accreditation (JC) and other applicable code standards. 4.4 Repairs: 4.4.1 EmergencylUrgent Repairs: An emergency repair shall be defined as one in which any portion of equipment is shutdown or is inoperable due to breakdown, malfunction, or any other condition determined by the COTR or authorized Government inspector that presents an immediate danger to personnel or threatens to impair the mission of the facility. A technician shall be on the site ready to service the equipment within two (2) hour of receiving a request for emergency service call, 24 hours a day, 7 days a week. After receiving a request for emergency service, the work shall be prosecuted continuously until the emergency situation is arrested. In some cases, overtime rate will apply and will be billed separately. 4.4.2 Routine Repair: Service at the site within the next normal workday after Sodexo CTM has been contacted for service. Examples of routine repairs includes: Minor leaking seeping or weeping, power fluctuation affecting the system, clogged filters. The work is done during regular working hours at no additional cost to the Government. Shutdown of any portion of any system regardless of duration shall be coordinated through and approved by the V A Dialysis clinical staff and/or V A Facilities ManagementlEngineering staff. 4.4.3 Sodexo CTM shall respond only to calls for service placed by the following VA personnel: 1. VA Dialysis Lead Technician 2. VA Facilities ManagementlEngineering Service (FMES) Chief, Maintenance & Operations (M&O) section, telephone 433-0166, or 3. VA Contracting Officer 4.4.4 Sodexo CTM shall provide all resources required in performing these maintenance services and inspections, including, but not limited to, parts, materials, equipment, tools, shipping, travel, and labor. Sodexo CTM is responsible to determine the nature and extent of any work required to restore equipment to satisfactory condition and operation, replacing parts if conditions warrant. All service, maintenance, inspections and testing will be in accordance with manufacture requirements. Sodexo CTM shall submit a detailed description of the procedure to be followed in performing preventive maintenance. Sodexo CTM shall provide completed documents of all preventive maintenance, testing, inspection, and repairs to the Department of Veterans Affairs. 4.4.5 Sodexo CTM in accordance with the Department of Veterans Affairs policies and procedures shall complete documentation of all preventive maintenance and repair for Joint Commission Environment of Care Accreditation standards. Any additional documentation required in preparation for the Joint Commission (JC) inspections shall be provided by Sodexo CTM at no additional cost to the government. 4.4.6 Sodexo CTM shall have a comprehensive inventory of parts and components for all equipment covered under contract, immediately, available for necessary repairs in order to limit equipment downtime. 4.4.7 Payment will be made for the specified monthly billing period after receipt of a properly prepared invoice, provided all required work, including preventive maintenance, has been performed in accordance with contract. 4.4.8 Sodexo CTM shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Sodexo CTM shall be responsible for any injury to any Sodexo CTM's representative, or others, as well as, for any damage to personal or public property that occurs during the performance of this contract that is caused by the Sodexo CTM's fault or negligence. 4.4.9 Requirements related to the Joint Commission (JC): Sodexo CTM shall meet and/or exceed the requirements set forth by JC Management of the Environment of Care standards (EC) and other related documentation required by the VA facility. The JC Ambulatory Care Manual Environment of Care Standards (EC) includes; Standard EC.6.20 -Medical Equipment is maintained, tested, and inspected. Requirements related to the Joint Commission (JC): Sodexo CTM shall meet and/or exceed the requirements set forth by JC Management of the Environment of Care standards (EC) and other related documentation required by the VA facility. The JC Ambulatory Care Manual Environment of Care Standards (EC) includes; Standard EC.6.20 -Medical Equipment is maintained, tested, and inspected. 4.5 Exclusions: Repair costs due to: abuse, misuse, biological, chemical, radiological contamination requiring decontamination, cleaning, mishandling, defective accessories, fire, flood, power outage, human error, environmental changes, water or moisture, war, or acts of God are not covered by this contract. Consumables, electrodes, user serviceable parts, equipment biological testing, biological disinfection, installation/replacement of reverse osmosis filter membrane, or inlet filter. 5.0 Contractor Responsibilities. 5.1 The Contractor shall provide a list of personnel to the COR prior to the start of work. The list shall contain the full names of employees and telephone numbers and identify the individual(s) who will act/serve as leads or manager/supervisor. 5.2 ID BADGES: All contractors shall clearly display their hospital badge. All personnel shall obtain a VASNHCS issued ID badge from Human Resources prior to starting work. The badge will be displayed on the upper torso, picture side out at all times. 6.0 Annual Reports required: The Contractor shall submit within 30 days their service report. Results shall contain the following data: 6.1 Date of Inspection 6.2 Site Location 6.3 Results/summary of service/inspection 6.4 Identity of Inspector 6.5 Any other special instructions/notes 7.0 Designation of Contracting Officers Representative (COR): 7.1 The Contracting Officer Representative (COR) will be appointed by the Contracting Officer who will provide technical guidance and clarifications to the contractor. 7.2 The COR or designated representative (VA employee) can escort of the contractor to all fire extinguisher locations. However, interpretation of contractual terms and/or financial matters is strictly the sole responsibility of the Contracting Officer and shall not be delegated. 8.0 Contractor Safety and Security Requirements. The contractor shall follow the safety and security requirements outlined in the Palo Alto VA Medical Center directives for Contractor Personnel Security Requirement (CPSR) program. (See attachment D) 9.0 Background Investigation/Screening. The background investigation commensurate with the required level of access is: NACI. 10.0 Government Responsibilities: 10.1 The COR will be responsible for performing any duties assigned by the VA Contracting Officer with regard to fulfilling the Contractor Personnel Security Requirements. Upon receipt, the local VA facility or VA SIC, will forward these items to OPM to conduct their portion of the background investigation or screening, as applicable. 10.2 The requesting VA facility will pay for any portion of the investigation or screening conducted by OPM, if any. Depending on the type of investigation/screening required, the local VA facility or VA SIC will notify the VA Contracting Officer after adjudicating the results of the background investigation or screening. The COR will ensure that the required investigations or screening have been completed or are in the process of being requested. 11.0 Contractor's Quality Control Plan 11.1 The contractor shall establish and maintain quality control to ensure all contract requirements are met. An original and one (1) copy of the QCP will be forwarded to the COTR along with the requested initial proposal. The COR will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary. 11.2 The Contractor's QCP shall include the following or have incorporated into during performance of contract, at a minimum: 11.2.1 An inspection plan covering all services is required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections will be accomplished and documented, and the title of the individual(s) who will perform the inspections. 11.2.2 On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection. 11.2.3 The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance. 11.2.4 The Contractor shall maintain records identifying the certifications and ongoing training of each employee performing services under this contract. The contractor shall make this record available for review by the VA. The Contractor shall provide a copy of the certification records and/or a photo copy of the employee's identification upon request by the COR. 12.0 Quality Assurance Monitoring: 12.1 The COR will evaluate the services required to ensure compliance. 12.2 The contractor shall perform all work in a satisfactory manner in accordance with the appropriate SOW tasks. The COR will not consider the task completed until all deficiencies have been corrected. 12.3 The COR will monitor the contractor's performance to assure that the performance thresholds and standards of performance are met in accordance with the statement of work and the QASP. In accordance with FAR 52.212-4 (a) "Inspection/Acceptance" the Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or re-performance of nonconforming services at no increase in contract price, 13.0 Hours of Operation 13.1. All services provided at the Sierra Nevada HCS shall be performed during normal working hours of 8:00 a.m. to 3:00 p.m., Monday through Friday, except holidays. 13.2. Holidays are those Federal holidays observed by the United States Government: New Year's Day; Martin Luther King Jr. Day; President's Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veteran's Day; Thanksgiving Day; Christmas Day; and any other day specifically declared by the President of the United States to be a Federal holiday. 14.0 Invoice / Payment: The Contractor shall submit a copy of the invoice at the end of the month when services are provided to the COR prior to submitting it to DFAS Austin. The COR will verify services rendered and authenticate the invoice via Online Certification System (OLCS). 15.0 Security: The C&A requirements do not apply, and that a Security Accreditation Package is not required. At no time will the vendor be in contact or have access to VA sensitive information. VA sensitive information procedures will be followed per VA Handbook 6500.6. The Contractor will adhere to VAAR 852.252-75, Security Requirements for Unclassified Information Technology Resources (Interim-October 2010).