23--MRI Trailer

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. This solicitation VA259-15-R0041 is issued as a request for proposal (RFP). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-60, effective July 26, 2012. No telephone requests will be accepted. Only written requests received directly from the offeror are acceptable. The associated North American Industry Classification System (NAICS) code for this procurement is 811118, with a small business size standard of $7,000,000.00. IF OFFEROR IS A GSA SCHEDULE HOLDER, ALL INFORMATION REQUESTED IN THIS NOTICE MUST BE PROVIDED, NOT JUST THE OFFEROR'S SCHEDULE NUMBER. This solicitation is full and open completion, but award preference will be made to small businesses; service-disabled veteran-owned small businesses, veteran-owned small businesses, women-owned small businesses and other small disadvantaged businesses are encouraged to submit offers. The following is a list of the contract line item numbers, quantities and units of measure including options. This contract will be effective for a base period of one year with the option to extend the contract for four (4) additional one-year periods for a total of five (5) years from the date of award. CLIN DESCRIPTION QTY UNIT UNIT COST TOTAL COST 0001 Base Year: Date of Award to November 30, 2015 Contractor shall provide preventative maintenance for MRI Trailer at the Great Falls VA Medical Center according with the performance work statement. 4 Quarter 1001 Option Year One: December 01, 2015 to November 30, 2016 Contractor shall provide preventative maintenance for MRI Trailer at the Great Falls VA Medical Center according with the performance work statement. 4 Quarter 2001 Option Year Two: December 01, 2016 to November 30, 2017 Contractor shall provide preventative maintenance for MRI Trailer at the Great Falls VA Medical Center according with the performance work statement. 4 Quarter 3001 Option Year Three: December 01, 2017 to November 30, 2018 Contractor shall provide preventative maintenance for MRI Trailer at the Great Falls VA Medical Center according with the performance work statement. 4 Quarter 4001 Option Year Four: December 01, 2018 to November 30, 2019 Contractor shall provide preventative maintenance for MRI Trailer at the Great Falls VA Medical Center according with the performance work statement. 4 Quarter Total Cost, Base Plus Four Option Years: $ STATEMENT OF WORK A. GENERAL INFORMATION 1. Title of Project: Great Falls Magnetic Resonance Imaging (MRI) Trailer (Mobile MRI Trailer, Ellis & Watts, Model: VF925, VIN:1KKVA48217L223663 maintenance service agreement (Maintenance for the trailer only; not to include MRI equipment) at the Montana Health Care System, located at 7300 North Perimeter Rd, Malmstrom AFB, MT 59402. 2. Scope of Work: The contractor shall provide all personnel, supervision, professional expertise, vehicles, tools, materials, services, equipment and quality control to perform quarterly preventative maintenance and repairs of equipment listed in Appendix "A" for the Great Falls MRI Trailer. Contractor shall also provide 24/7 365 day emergency call back repairs and monthly test and inspection of the installed generator with annual and five-year load test/inspections for the generator. Preventative maintenance will be accomplished quarterly and monthly for testing and inspection. Contractor shall inspect, test, calibrate and service the equipment, as required in accordance with manufacturer, industry and statutory requirements, in order to prevent premature equipment failures and to extend equipment life in accordance with the Statement of work (SOW). 3. Background: The Montana Health Care System has a portable MRI system installed in a 40" box trailer equipped with utility systems, backup generator, HV/AC, and patient lift system. This trailer is considered a medical facility that performs diagnostic procedures and will require maintenance, inspection, testing, and repair in accordance with NFPA and Joint Commission requirements. B. RESPONSIBILITIES OF THE CONTRACTOR For the equipment listed and the agreed upon contract cost, the contractor shall provide the specified services necessary to maintain the equipment in good operating condition and to support and assist in a third party annual and or semi-annual inspection and testing. This service is further defined below: MAINTENANCE 1. Lubrication All parts of the machinery and equipment requiring lubrication should be lubricated at regular periodic intervals with lubricants of a grade as recommended by the manufacturer. The use of excessive amount of lubricant should be avoided. 2.Guide Rails Guide rails, except those of elevators equipped with roller or other guiding members not requiring lubrication, should be kept well lubricated, but an excess of lubricant should be avoided. Rails on which lubricant is used should be cleaned down at least once a year. Where necessary, a non-flammable or high flash point solvent should be used to remove excess lubricant, lint and dirt which will accumulate on them and which presents a hazard in case of fire in the hoistway. Where sliding type safeties are used, it is important that guide rail lubricants, or pre-lubricated or impregnated guide shoe gibs where used, be of a type recommended by the manufacturer of the elevator which will not reduce the holding power of the car safety. Rust preventative compounds such as paint, mixtures of graphite and oil and similar coatings should not be used as they may interfere with and in many cases prevent proper operation of the car safety. If it is considered necessary for any reason to use any of these substances, the manufacturer of the elevator will be consulted before applying the substance. The VA will be given a written statement from the manufacturer that they were contacted and approval was given. 3. Oil Buffers The oil level should be checked at least once per quarter and the buffer kept full to the level indicated by the manufacturer. The manufacturer of the buffer should be consulted as to the proper grade of oil to be used in the buffer. Buffer plungers shall be kept clean and shall not be coated or painted with a substance which will interfere with their operation. 4. Controller Contactors and Relays Controller contractors and relays shall be kept clean and free from dirt and should be lubricated where necessary as recommended by the manufacturer (Quarterly). 5. Car Safety Mechanisms All moving parts of car-safety mechanisms should be kept clean and free of rust and dirt and should be lubricated at frequent intervals. This is especially important where the equipment is exposed to water or corrosive vapors or excessively damp conditions. Corrosion or rusting of the parts may prevent operation of the safety (Quarterly). C. PREVENTATIVE MAINTENANCE (PM) Contractor personnel will provide preventative maintenance service at quarterly intervals. The time interval between preventative maintenance checks shall be greater than five (5) days and less than ten (10) days. Contractor shall inspect, test, calibrate, repair and service the equipment, as required by the manufacturer, industry or statutory requirements, to prevent premature equipment failures and to extend equipment life. This service may be performed separate from or in conjunction with other service. The contractor shall, during the first effective month of the contract, supply to the VA for approval by the Contracting Officer or their representative, a proposed preventative maintenance (PM) checklist which will be used by the contractor's personnel during their PM visits. PM service calls will be scheduled in consultation with the VA to take place during the normal duty hours and at the convenience of the VA. The VA will be given two (2) complete copies of the PM checklist after each PM is completed. D. LABOR SERVICE Labor service provides labor for preventative maintenance, repairs, and call back service. The contractor shall have a telephone number where he can be reached or a message left twenty-four (24) hours per day, seven days per week. Upon arrival at the MRI, during normal business hours, the contractor's personnel shall check in with the local MRI Point of Contact. When work is completed, the contractor's personnel shall check out with the local MRI Point of Contact. And leave service/PM tickets for work performed that day. E. PREVENTATIVE MAINTENANCE SERVICE Preventative maintenance service shall be accomplished during VA Montana Health Care System normal business hours (8:00 AM - 4:30 PM, Monday thru Friday, except Federal holidays), unless a change in working hours is requested and approved prior to the service being performed. The response time shall be within ONE (1) HOUR after notifying the contractor of the problem. F. REPAIR SERVICE Prompt emergency service shall be provided in response to a request by telephone or otherwise from (1) the Contracting Officer, (2) Facility Manager, and/or (3) their designee. The response time shall be within ONE (1) HOUR after notifying the contractor of the problem. This requirement shall be interpreted to mean that after the contractor is notified, he shall be on-site within the specified time-frame with the proper tools, equipment, and parts as appropriate for the problem as described unless the VA agrees to another time-frame prior to the time when the contractor is due. The emergency response time-frame remains the same twenty -four (24) hours per day, seven (7) days per week, three-hundred sixty-five (365) days per year. G. PARTS SERVICE Parts service provides for replacement parts found to be defective while servicing the equipment. Parts that are replaced under this contract shall be new or equivalent and are to be warranted against defects in material and workmanship during the terms of this agreement or 90 days, whichever is longer. Parts removed and replaced shall become the property of the contractor; cost of parts shall be borne by the contractor. Should parts not be available immediately, the contractor will notify the COR and/or his/her designee. The contractor will obtain these unavailable parts in the most expeditious manner available at no additional cost to the Government. H. SHUTDOWNS The contractor shall give a written request at least 48 hours in advance to obtain authorization to shutdown HV/AC for maintenance. This authorization shall be requested of the local MRI Point of Contact. I. INSPECTIONS AND TESTING The contractor shall provide all labor, equipment, expertise and supervision necessary to support and assist a complete independent inspection and safety test on the listed equipment in appendix "A". J. SCHEDULE FOR DELIVERABLES 1.SERVICE REPORT Contractor shall provide a service report, which includes all details of service. The generator testing and inspection report shall be in compliance with NFPA for Emergency Generators. 2. SERVICE LOG A service log shall be maintained for each piece of equipment listed in this contract, in the area accessible to and agreed upon by the using service, contractor and COR. Upon arriving at the equipment site, contractor personnel shall log in their name and the time of arrival. Prior to departure from the site for the day, contractor personnel will log out by entering the time of departure and ensuring that all required information is written in the log. K. GOVERNMENT RESPONSIBILITIES Upon request by interested parties, a site visit of the Medical Center will be made available prior to the proposal due date. The Government will not provide the Contractor with any furnishings, fuel storage, equipment, materials, restrooms, or telephones. Notification of Non-Compliance: The COTR will notify the Contractor of any detected non-compliance with the foregoing requirements. The Contractor shall take immediate corrective action after receipt of such notice. Such notice, when delivered to the Contractor at the work site, shall be deemed sufficient for the purpose of notification. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order ceasing all or part of the work until satisfactory corrective action has been taken. No part of the time lost due to such cessation direction shall be made the subject of claim for extension of time for excess costs or damages by the Contractor. The VA shall provide, to the contractor's authorized personnel, access to the equipment and adequate working space during the periods which the contractor has scheduled with the VAMC to perform service. The VA shall operate the equipment in the environment for which it is intended as it relates to temperature and humidity as required by manufacturer's specifications. L. CONTRACTOR RESPONSIBILITIES 1. SAFETY AND ENVIRONMENTAL PROTECTION The Contractor shall be responsible to ensure all work shall be done in a manner that safeguards all VA visitors, employees, and public. The Contractor shall be solely responsible for any and all actions initiated and/or completed by his/her employees. Furthermore, the contractor and his/her employees shall have a clear understanding of, and be sensitive to, such environmental issues as ground water contamination, wetlands, etc., and be consistent and fully compliant with all applicable Federal, State, County and City laws, ordinances, Right-to-Know laws, EPA guidelines, and regulations. Matters related to safety, and any actions of the Contractor shall meet all safety requirements, Department of Veterans Affairs, OSHA, and the State. It is incumbent upon the Contractor to be familiar with these requirements. All hazardous materials shall be handled, stored and used in accordance with applicable NFPA, OSHA, and EPA standards appropriate for each material. An inventory of hazardous materials will be completed quarterly and a copy will be available on site for COTR review. Current Material Safety Data Sheets will be kept on hand for all materials. Adequate warning devices, barricades, or other necessary precautions shall be provided by the Contractor at all work sites to eliminate hazards and for the protection, safety, and warning of all public visitors, pedestrians, cemetery employees, and vehicular traffic within the area. Spill Prevention, Containment, and Clean-up: The Contractor shall contain, clean up, and report all spills on Government property in a manner that complies with all applicable Federal, State, and Local laws and regulations or otherwise stated herein, and the installation spill control plan at no cost to the Government. 2. FIRE SAFETY Applicable Publications: Publications listed below form part of this Article to extent referenced. Publications are referenced in text by basic designations only. National Fire Protection Association (NFPA): Standard for Portable Fire Extinguishers Flammable and Combustible Liquids Code Occupational Safety and Health Administration (OSHA) 29 CFR 1926, Safety and Health Regulations for Construction Fire Safety Plan: Establish and maintain a fire protection program in accordance with 29 CFR 1926. Means of Egress: Do not block exits for occupied buildings, including paths from exits to roads. Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241. Flammable and Combustible Liquids: No flammable and combustible liquids shall be stored within the Medical Center property. [Store, dispense and use liquids in accordance with 29 CFR 1926, NFPA 241 and NFPA 30.] Smoking: Smoking is prohibited except in designated smoking rest areas approved by the COTR. OPERATIONS AND STORAGE AREAS Working space and space available for storing materials will only be available at the approval of the COR or Contracting Officer. If approved, the location is to be where approved by the COTR or where shown on drawings as the "Contractor Staging Area". It is understood the VA will not be held responsible for any damage to the Contractor's equipment, materials, supplies or the like which may result from vandalism, theft etc. while on site. Contractor shall base operations out of this staging area, using it for materials and equipment storage, administration, employee parking, employee lunch/break area, etc. The Contractor shall confine all operations (including storage of materials) on Government premises to areas authorized or approved by the COTR or Contracting Officer. Do not store materials and equipment in other than approved areas. The Contractor shall hold and save the Government, its officers and agents, free and harmless from liability of any nature occasioned by the Contractor's performance. The Contractor shall, under regulations prescribed by the Contracting Officer or COTR, use only established roadways, or use temporary roadways constructed by the Contractor when and as authorized by the COTR or Contracting Officer. When materials are transported in prosecuting the work, vehicles shall not be loaded beyond the loading capacity recommended by the manufacturer of the vehicle or prescribed by any Federal, State, or local law or regulation. When it is necessary to cross curbs or sidewalks, the Contractor shall protect them from damage. The Contractor shall repair or pay for the repair of any damaged curbs, sidewalks, or roads. Execute work in such a manner as to interfere as little as possible with work being done by others. To minimize grounds maintenance activity interference with flow of Medical Center traffic, keep roads, walks and entrances to grounds, parking and occupied areas of buildings clear of materials, debris and standing equipment/vehicles at all times. At least one lane must be open to traffic at all times. Coordination of work with COTR or authorized designee: The Contractor shall cooperate and coordinate with the COTR or authorized designee, in arranging schedule to cause the least possible interference with Medical Center activities. 3. PROTECTION OF EXISTING VEGETATION, STRUCTURES, EQUIPMENT, UTILITIES, AND IMPROVEMENTS Damage to Government property: The Contractor (including his or her employees, subcontractors, consultants or the like) shall be responsible for repair or replacement of any contractor damaged Medical Center structure, to include: turf, curb, road pavement, valve boxes, trees, plant beds, etc, which are chipped, marred, damaged and/or ruined at the fault of the Contractor. The Contractor shall bear all costs associated with replacement and reinstallation. Any such damage shall be brought to the immediate attention of the COTR prior to repair, replacement, or installation. The Contractor shall preserve and protect all structures, equipment, and vegetation (such as trees, shrubs, and grass) on or adjacent to the work site that are not to be removed and which do not unreasonably interfere with the work required under this contract. If any limbs or branches of trees are broken during contract performance, or by the careless operation of equipment, or by workmen, the Contractor shall trim those limbs or branches with a clean cut and remove and properly dispose of from the site as defined herein. The Contractor shall protect from damage all existing turf and utilities at or near the work site and on adjacent property of a third party, the locations of which are made known to or should be known by the Contractor. The Contractor shall immediately notify the COTR of any such occurrence and repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor. Protection of Existing Utilities: Contractor shall be responsible for damages to utilities, above and below ground. 4. WORK PERFORMED BY OTHERS ON SITE The Government may undertake or award other contracts for additional work at or near the site of work for this contract. The Contractor shall fully cooperate with any other contractors and with Government employees and shall carefully adapt scheduling and performance of work, and needing any direction, it shall be provided by the COTR. The Contractor Supervisor shall be responsible for reporting to the COTR any problems or questions that may arise with any other personnel on site during the period of performance of this contract. The Contractor Supervisor shall not take it upon him or herself to resolve any problems or issues with other on-site contractors or employees, but rather will leave it to the COTR to resolve the issue. 5. SUPERVISION Contractor Supervisor: A competent and experienced English-speaking Contractor Supervisor shall be provided by the Contractor whenever work is being performed. The Contractor Supervisor must have not less than five (5) years experience as a direct supervisor of grounds maintenance operations that included pre- and post- emergent and fertilizer application to industrial, commercial or public sites. The Contractor Supervisor shall ensure all specifications are being met, ensure contract work does not conflict with ceremonies and funerals, and ensure employees are adequately supervised and proper conduct is maintained. In the absence of the Supervisor, the Contractor shall appoint an English- speaking crew foreman or an employee who shall be responsible to insure that the work is being accomplished in an expeditious manner, is performed in accordance with the contract specifications and that the work will progress without undue delay. 6. EMPLOYEE REQUIREMENTS The Contractor shall be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work. All contractor personnel/technicians will have successfully completed service and training from the manufacturer or a manufacturer accredited school and will have acquired a minimum of three (3) years experience on the equipment to be maintained. A list of contractor personnel and proof of this accomplished training will be provided to the Contracting Officer prior to award of a contract, and upon change in contractor personnel during the course of the awarded contract. This documentation will be provided and approved of prior to the performance of any maintenance and/or repairs under this contractor by contractor personnel. Should the need arise for unlisted, unproved contractor personnel to provide maintenance and/or repair on Government owned equipment, the contractor will email a copy of the above required documentation to the Contracting Officer simultaneously, prior to the performance of said work. No unqualified individual will be allowed to perform maintenance and/or repair of any equipment under this contract. Technician trainees or other unqualified individuals may assist or observe only, however, may not be allowed to do so if their presence delays the progress of the work to be accomplished. The Government will NOT pay for unqualified individuals or technician trainees present. Person Protective Equipment (PPE): Contractors and their subcontractors of any tier are required to wear personal protective equipment (PPE) in accordance with OSHA Act, 1971 and other Federal, State and Local regulations. Personnel observed in violation of these regulations may be subject to removal from the medical center. The Government assumes no responsibility for injury of contract personnel or subcontractors of any tier if the injury is a direct result of noncompliance or disregard for these regulations. Labor Force and Equipment: Contractor shall be responsible to provide all labor and equipment as necessary to meet deadlines. The Contractor will provide all necessary resources to complete the efforts assigned under the scope of this contract. Employee Listing: The Contractor shall maintain and provide the COR a current list of all employees on site including subcontractor personnel. The list shall include the employee's name, job title, and driver's license number. Employee Identification: The Contractor's employees shall wear visible identification at all times while on the premises of the Medical Center. This could be in the form of a company shirt which displays the company name and/or logo or by some other means suitable to this type of work. Contractor personnel shall park only in the COR approved area identified for this project. Workers are not allowed to park throughout the Medical Center. The Contractor shall be responsible to ensure that his/her employees (including contractor's consultants, subcontractors, etc.) are aware of all the terms and conditions regarding their performance and conduct during the performance period of this contract. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation/summons answerable in the United States (Federal) District Court, or other appropriate agency/jurisdiction. 7. PERMITS AND LICENSES The Contractor shall be responsible for obtaining all necessary and current licenses, permits, vehicular insurance and registration, Workman's Compensatory Liability Insurance, property liability insurance etc., prior to the commencement of work. The contractor shall provide the Contracting Officer copies of these required documents with his/her proposal or at other times where the COTR deems necessary during the duration of the project. 8. CONTRACTOR-FURNISHED ITEMS The Contractor shall be responsible for supplying all equipment, personnel, tools, supplies and materials necessary to perform the services required by this contract. Contractor-furnished items necessary to perform work as required under this contract shall be furnished, maintained and operated by the contractor and shall be consistent and fully compliant with all applicable OSHA, Federal, State, County, City laws, ordinances and regulations. The Contractor shall be responsible for the supply, maintenance and repair of all contractor-owned equipment. This includes, minor maintenance/repair and minor operating parts for equipment to keep all equipment in good operational condition throughout the period of performance of this contract. No contractor equipment maintenance repairs of any kind can be done on Medical Center property without the COTR(s) approval. The Contractor shall be responsible for ensuring that all of his/her motor vehicles and equipment meet State inspection, safety, licensing, registration, and insurance requirements. Appendix "A" EQUIPMENT LIST " Mobile MRI Trailer, Ellis & Watts, Model: VF925, VIN: 1KKVA48217L223663 " Air Conditioning and Heating System " Patient Lift System " All Filters and Coils " Emergency Generator System