Preventative maintenance for Sterrad NX
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested in response to this notice and a written solicitation will NOT be issued. This solicitation is being issued as a Request for Quote (RFQ). Submit only written quotes for a full preventative maintenance RFQ. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-98. This solicitation is not a 100% Small Business set-aside. The associated NAICS code is 811219 with a small business size standard of $25 million.
This RFQ contains three (3) Line Items:
CLIN DESCRIPTION QTY UNIT UNIT PRICE TOTAL
0001 - Base year - Full preventative maintenance for Sterrad NX Sterilization Systems S N 0033101662 per Statement of Work Base year of 3-year service agreement POP 08/01/2019-07/31/2020 1 year
0002 - Option year 1- Full preventative maintenance for Sterrad NX Sterilization Systems S N 0033101662 per Statement of work Option year 2 of a 3 year service agreement POP 08/01/2020-07/31/2021 1 year
0003 - Option year 2- Full preventative maintenance for Sterrad NX Sterilization Systems S N 0033101662 per Statement of Work Option year 3 of a 3 year service agreement POP 08/01/2021-07/31/2022 1 year
PERIOD OF PERFORMANCE: (Base Period); 08/01/2019-07/31/2020
Option period 1 08/01/2020-07/31/2021
Option period 2 08/01/2021-07/31/2022
Vendor Requirements:
Sterrad NX Full Service Agreement
I. PURPOSE OF CONTRACT:
The purpose of this contract is to provide a full service 3-year maintenance agreement for the Sterrad NX Sterilizer System located at the US PHS Indian Hospital, Claremore, OK.
II. BACKGROUND:
Preventative maintenance and emergency service is required for the Sterrad NX sterilization system s/n: 0033101662 in order to provide clean and sterilized equipment for patient use as required by various accreditation agencies and standards.
III. DELIVERABLES AND REPORTING:
A. PERIOD OF PERFORMANCE: Base plus 2option years
3-year service agreement
B. SCOPE OF WORK:
1. Contractor to provide one planned maintenance PM Tasks for Sterrad NX
• Replace inlet filter Delivery subsystem inlet filter.
• Replace the air compressor seal tubes delivery
• Replace oil mist filter
• Replace vacation pump oil vacuum system
• Replace catalytic converter
• Replace vent valve HEPA filter
• Replace door seal O-ring door seal
• Replace chamber plastics Spacers and slides
• Replace ultraviolet lamp hydrogen peroxide monitor lamp assembly
• Replace lamp housing optical window/o-ring hydrogen
• Replace detector box printer maintenance
• Cassette disposal box printer maintenance
• Clean the thermal print head printer maintenance
• Replace the printer paper printer maintenance
• Five thermostats see specific subsystem servicing
• Air filter in base of unit, Miscellaneous servicing
2. Emergency Service
Contractor available for call-back service to diagnose and repair (corrective service) for the Sterrad equipment within 48 hours of the service call. Service is to be perform Monday-Friday, 7 am- 7 pm.
3. Phone Support
Phone support shall be made available during normal business hours if 24/7 phone support service is not provided.
4. The contractor shall clean up the work area to its previous level of cleanliness, removing and disposing of all removed parts, used descaling solutions, and debris.
5. The contractor shall submit a written invoice for the labor and materials upon completion to the Facility Manager.
B. WORK SCHEDULE / WORK COMPLETION:
1. Contractor shall perform the PM Service during the hours of 7:00 am to 4:00 pm.
2. Contractor shall contact David Buzzard at 918-342-6481 or Shawn Chopper at 918-342-6020 to confirm the schedule date and time for the repairs.
3. Contractor shall report to Facility Management upon arrival, shall sign-in on the contractors log book, and obtain a visitor's badge located in the Maintenance Department.
4. Contractor's service technician shall submit a proper service report within 10 business days and a rough draft before leaving the facility.
5. Applicable parts lists and maintenance instructions including data on operating hardware, lubrication requirements, and inspection procedures related to preventive maintenance shall be provided to the Claremore Indian Hospital Biomedical Department.
C. SAFETY COMPLIANCE:
1. Contractor shall turn on all ventilation in Central Sterile department to remove fumes, etc. from the area to prevent personnel exposure to hospital personnel adjacent to the work area. If additional ventilation is needed it shall be provided by the contractor. The outside doors are not to be propped open due to security purposes.
2. Contractor shall comply with the hospital's safety regulations. Contractor is not to restrict or compromise fire safety emergency egress or patient flow entry/exit of the hospital corridor. Any restrictions or compromise for safety must be coordinated with the Facility Manager and an interim life safety measure established.
3. Contractor shall clean up area after repairs are made. All debris, trash to be carried to dumpster by the contractor.
4. Contractor shall comply with all typical laws and standards for all trades.
D. GENERAL:
1. Access to building and parking shall be managed by the Facility Management Department.
2. Distribute copies of any applicable documents as follows to:
• Shawn Chopper, Facility Manager & Engineer, Claremore Indian Hospital. PH: 918-342-6020, shawn.chopper@ihs.gov
• David Buzzard, Biomedical Technician, Claremore Indian Hospital, 918-342-6481, david.buzzard@ihs.gov
3. Noise or loud talking shall be kept to a minimum in all areas of work. No profanity allowed.
4. The US PHS Claremore Indian Hospital is a Tobacco Free Facility. Smoking or the use of tobacco products are prohibited on Hospital Grounds.
IV. PERFORMANCE BASED QUALITY ASSURANCE SURVEILLANCE PLAN
INTRODUCTION
This Performance Based Quality Assurance Surveillance Plan (QASP) has been developed pursuant to the requirements of the Performance Based Statements of Work. This plan sets forth procedures and guidelines that the Indian Health Service will use in evaluating the technical performance of the Contractor. A copy of this plan will be furnished to the Contractor so that the Contractor will be aware of the methods that the Government will employ in evaluating the performance on this contract and address any concerns that the Contractor may have prior to initiating work.
PURPOSE OF THE QASP
The QASP is intended to accomplish the following:
• Define the roles and responsibilities of participating Government officials;
• Define the types of work to be performed with required end results;
• Describe the evaluation methods that will be employed by the Government in assessing the Contractor's performance;
• The Quality Assurance Monitoring form (see attached) that will be used by the government in documenting and evaluating the Contractor's performance; and
• Describe the process of performance documentation.
ROLES AND RESPONSIBILTIES OF PARTICIPATING GOVERNMENT OFFICIALS
The Project Officer shall be responsible for monitoring, assessing, evaluating, and reporting on the Contractor's technical performance. The Project Officer shall have the primary responsibility for completing Quality Assurance Monitoring form use to document the inspection and evaluation of the Contractor's work performance. It is extremely important for the Project Officer to establish and maintain a team oriented line of communication with the Contractor.
METHODOLOGIES TO BE USED TO MONITOR THE CONTRACTOR'S PERFORMANCE
Even though the Government through the Project Officer will be monitoring the Contractor's performance on a continuing basis, the volume of tasks performed by the Contractor makes technical inspections of every task and steps impractical. Accordingly, the Indian Health Service will use a quality assurance review process to monitor the Contractor's performance under this contract. The Contractor's performance shall be evaluated by the Project Officer according to three categories: "superior", "acceptable" and unacceptable" as defined below:
Superior: a level of performance which exceeds the minimum standards of performance; or
Acceptable: an acceptable level of performance which meets the minimum standards of performance; or
Unacceptable: a level of performance that is fails to meet the minimum standards of performance.
The Project Officer will forward copies of all completed QA monitoring forms to the Contracting Officer and Contractor by close of business on the days the forms were prepared. The Contractor is required to respond in writing to any negative QA monitoring forms) within 5 working days after receipt of the form(s).
ANALYSIS OF SURVEILLANCE RESULTS
The Contracting Officer will receive QA monitoring form prepared by the Project Officer. When appropriate, the Contracting Officer may investigate the event further to determine if all the facts and circumstances surrounding the event were considered in the Project Officer's statements outlined on the form. The Contracting Officer shall immediately discuss every event receiving a substandard rating with the Contractor to assure that corrective action is promptly initiated.
The services or activities that will be used to evaluate Contractor performance are listed below. Performance deductions for these products or activities will be taken only once, when the task is completed.
V. PERFORMANCE-BASED MATRIX
Miranda R. Nevills, Purchasing Agent, Phone 9183426447, Email miranda.nevills@ihs.gov - Miranda Nevills, Phone 5634997752, Email Prrfectdisaster@gmail.com
