Alcon Infinity Vision System Maintenance
Combined Synopsis / Solicitation for Alcon Laboratories Infiniti Vision System Preventative Maintenance & Repair Services
The following information is presented in accordance with FAR 12.603- Streamlined Solicitation for Commercial Items
(i) Introduction
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. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government intends to award a firm, fixed price contract for these services that includes a base year and four (4) one (1) year options, for an estimated period of five years of service.
(ii) Solicitation Number and Solicitation Type
VA251-14-Q-0298 is being issued as a Request for Quotes (RFQ).
(iii) Federal Acquisition Circular applicable to this Synopsis / Solicitation
The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-72, effective January 1, 2014.
(iv) Small Business Consideration
This combined synopsis solicitation is being competed as full & open using NAICS Code 811219- Other Electronic and Precision Equipment Repair & Maintenance. The size standard for this NAICS code is $19 Million.
(v) List of items to be supplied
The table below includes the periods of service the offeror is to provide, including option years:
BASE YEAR: October 01, 2014 through September 30, 2015
SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
Infinity Vision System, Serial Number 0501451301X 12 MO
OPTION YEAR 1: October 01, 2015 through September 30, 2016
SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
Infinity Vision System, Serial Number 0501451301X 12 MO
OPTION YEAR 2: October 01, 2016 through September 30, 2017
SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
Infinity Vision System, Serial Number 0501451301X 12 MO
OPTION YEAR 3: October 01, 2017 through September 30, 2018
SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
Infinity Vision System, Serial Number 0501451301X 12 MO
OPTION YEAR 4: October 01, 2018 through September 30, 2019
SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
Infinity Vision System, Serial Number 0501451301X 12 MO
(vi) Description of Requirements for the Services to be Acquired
BACKGROUND
The VA Illiana Health Care System located in Danville, Illinois owns the Alcon Laboratory Infinity System. The unit was purchased in 2006. The Infinity System is used for eye (cataract) surgery.
SCOPE
1. Contractor shall furnish all parts, labor, supervision, material, test equipment, and emergency services, including transportation cost necessary to perform preventative maintenance and unlimited emergency repairs on the Alcon Infinity Vision system at the VA Illiana Health Care System, 1900 East Main Street, Danville, Illinois 61832 for the period of October 1, 2014 through September 30, 2015, with four (4) additional option periods to be exercised at the discretion of the Government.
2. Contractor shall provide two (2) preventative maintenance services annually every six (6) months. Also, Contractor shall provide unlimited service calls, if and when the unit is not functioning.
CONFORMANCE STANDARDS
1. All services provided under this contract shall be performed in conformance with the National Fire Protection Associate (NFPA) Code No. 450, Occupational Safety and Health Administration (OSHA) Standard 1910, and Original Equipment Manufacturer (OEM) standards and specifications.
HOURS OF WORK
1. 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 Representative (COR) or his/her designee.
2. 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.
PREVENTATIVE MAINTENANCE
1. 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.
2. 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.
3. Preventative maintenance procedures shall include the following:
a. Cleaning of equipment (not housekeeping)
b. Completing field service updates for operational and reliability engineering change notices
c. Calibrating and lubricating the equipment
d. Performing remedial maintenance of non-emergent nature
e. Testing and replacing faulty and worn parts
f. Inspecting/replacing electrical wiring and cables for ware and fraying
g. 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
h. Returning the equipment to operating condition defined in specifications
i. Replacing any labels, decals or warning tags that are not legible
j. Providing documentation of services performed
4. 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).
5. All exceptions to the Preventative Maintenance Inspection schedule shall be arranged and approved in advance with the Contracting Officer.
EMERGENCY REPAIR SERVICE
1. Service shall consist of maintaining the equipment in accordance with the Conformance Standards section. Repair service shall consist of replacing parts, calibration, cleaning, oiling, adjusting and maintaining the equipment, except those services necessitated by accident, fire or abuse.
2. The COR and CO have the authority to approve/request a service call from the Contractor.
3. 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.
PARTS
The Contractor shall furnish all 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.
DOCUMENTATION/REPORTS
The Contractor shall submit a 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 outside the scope of this contract shall be approved by the COR before service is performed.
REPORTING REQUIREMENTS
The Contractor shall 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.
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.
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.
At the Government's request, the Contractor shall provide written assurance of the competency of their personnel by detailing a list of Field Service Representatives along with applicable training and years of service experience on the specific devices covered in this agreement.
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.
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.
SAFETY REQUIREMENTS
The Contractor shall take safety precautions 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.
(vii) Date(s) and place(s) of delivery and acceptance and FOB point
Services are to be at the following location:
VA Illiana Health Care System
1900 East Main Street
Danville, IL 61832-5100
(viii) Instructions to Offerors
All interested offerors are to be on notice that FAR Provision 52.212-1 Instructions to Offerors- Commercial, applies to this acquisition and the following FAR/VAAR addenda are also applicable:
52.222-48 Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment (PLEASE SEE SECTION XIII FOR ADDITIONAL SUBMISSION REQUIREMENTS)
852.215-70 Service Disabled Veteran Owned and Veteran Owned Small Business Evaluation Factors
852.270-1 Representatives of Contracting Officers
(ix) Evaluation
All interested offerors are to be on notice that FAR Provision 52.212-2, Evaluation- Commercial Items, applies to this acquisition. The specific evaluation criteria, as required in paragraph (a), include best value in accordance with FAR Part 13, based on:
1) Price; and
2) Certification or evidence of manufacturer authorization/training to complete maintenance and repair services on identified equipment in the schedule.
(x) Offeror Representations and Certifications
All interested offerors are to be on notice that FAR Provision 52.212-3 Offeror Representations and Certifications, applies to this acquisition and are required to include a completed copy unless otherwise done through System for Award Management, otherwise known as SAM.gov.
(xi) Terms and Conditions
All interested offerors are to be on notice that FAR Clause 52.212-4 Contract Terms & Conditions- Commercial Items, applies to this acquisition and the following FAR/VAAR addenda are also applicable:
52.217-8 Option to Extend Services [Fill-in is to be 30 days]
52.217-9 Option to Extend the Term of the Contract [Fill-ins are to be a) 30 days, 60 days, c) five years & six months]
52.232-40 Providing Accelerated Payments to Small Business Subcontractors
852.203-70 Commercial Advertising
001AL-11-15B
852.232-72 Electronic Submission of Payment Requests
852.237-70 Contractor Responsibilities
Accordingly, any contract resulting from this solicitation will include these clauses.
(xii) Statues or Executive Orders
All interested offerors are to be on notice that FAR Clause 52.212-5 Contract Terms & Conditions- Required to Implement Statutes or Executive Orders- Commercial Items, applies to this acquisition and the following FAR/VAAR clauses cited in the clause are applicable to the acquisition:
52.204-10 Reporting Executive Compensation & First Tier Subcontract Awards
52.209-6 Protecting the Government's Interest when Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment.
52.219-4 Notice of Price Evaluation Preference for HUBZone Small Business Concerns
52.219-28 Post Award Small Business Program Representation
52.222-3 Convict Labor
52.222-21 Prohibition of Segregated Facilities
52.222-26 Equal Opportunity
52.222-36 Affirmative Action for Workers with Disabilities
52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving
52.225-1 Buy America Act- Supplies
52.225-13 Restrictions on Certain Foreign Purchases
52.232-34 Payment by Electronic Funds Transfer - Other than System for Award Management [Fill-in of Section (b) of this clause is to be 30 days]
52.222-51 Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment
Accordingly, any contract resulting from this solicitation will include these clauses.
(xiii) Additional Contract / Offer Requirements
Ensure your RFQ contains a point of contact with name, phone, and email as well as the vendor's DUNS#.
As included under Section viii, provision 52.222-48 Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment is applicable to this RFQ. Therefore, in accordance with FAR 22.1003-(4)(c)(2)(iv), the offeror must certify the following:
(i) The items of equipment to be serviced under the contract are used regularly for other than Government purposes and are sold or traded by the contractor in substantial quantities to the general public in the course of normal business operations.
(ii) The services will be furnished at prices which are, or are based on, established catalog or market prices for the maintenance, calibration, or repair of such equipment. As defined at 29 CFR 4.123(e)(1)(ii)(B)-
(A) An established catalog price is a price included in a catalog price list, schedule, or other form that is regularly maintained by the manufacturer or the contractor, is either published or otherwise available for inspection by customers, and states prices at which sales currently, or were last, made to a significant number of buyers constituting the general public.
(B) An established market price is a current price, established in the usual course of trade between buyers and sellers free to bargain, which can be substantiated from sources independent of the manufacturer or contractor.
(iii) The contractor will use the same compensation (wage and fringe benefits) plan for all service employees performing work under the contract as the contractor uses for these employees and equivalent employees servicing the same equipment of commercial customers.
(xiv) Defense Priorities and Allocations System
Defense Priorities and Allocations System (DPAS) is not applicable to this acquisition
(xv) Due Dates for Offers
All offers are due May 27, 2014 12:00pm EST. All offers are to be mailed to the Contracting Officer for this requirement at [email protected].
(xvi) Contact Information
All questions for this combined synopsis / solicitation should be directed to Contracting Office Jared Tritle at [email protected]. All questions are due 48 hours prior to the due date of the offers.
Jared Tritle
Department of Veterans Affairs
Network 11 Contracting Office
8888 Keystone Crossing
Suite 1100
Indianapolis, IN 46240
[email protected]
