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The VA Connecticut Healthcare System is seeking small equipment maintenance & repair service contract for housekeeping equipment to include commercial and industrial floor care equipment. Located at o... The VA Connecticut Healthcare System is seeking small equipment maintenance & repair service contract for housekeeping equipment to include commercial and industrial floor care equipment. Located at our facilities in West Haven and Newington CT. Please email me your capabilities statement if this is work you are capable of and identify if your business is categorized as an 8a, HUBZone, SDVOSB, VOSB, WOSB, or Large this is a pre-solicitation notice with the intent of understanding the market prior to solicitation. The total value of this contract including all options is below the Simplified Acquisition Threshold and values at less $100,000.00 over the base of 1 year and 4 option year periods of performance. For interested parties please email a copy of your capability statement to: Lorrie Baines, Contracting Officer - lorrie.baines@va.gov By COB June 21, 2019 EMS EQUIPMENT PM/REPAIRS WORK STATEMENT 1. Scope of Work: 1.1. The contractor will furnish all labor, transportation, parts, test equipment, tools, and expertise necessary to maintain the Environmental Management Service s Housekeeping Equipment located at the West Haven and Newington VA Medical Centers. The vendor shall provide the following coverages on the system: Remedial Maintenance, Preventative Maintenance and Maintenance. The vendor shall provide all coverages and benefits normally given in their commercial service and support agreements. 1.2. This contract is effective for 1 year upon date of award plus 4 one-year options that may be exercised by the VA. 1.3. Normal service requirements under this contract consist of scheduled preventive maintenance inspections, adjustments and repairs, as specified herein, along with scheduled contractor maintenance in response to service calls made by VA CT to the contractor due to a partial or complete system or subsystem failure which would require contractor to response next business day. Upon award of contract, contractor must take an inventory of EMS equipment and annotate in detail its current functional or non-functional status. Repair tech needs to update EMS on the status of the equipment after each visit. Contractor may be required to provide training on proper use of machines. 2. Equipment: 2.1. The equipment to be serviced/maintained per this contract include: Tennant machines 5700s, T300s, B-5s, B-10s, T-5s, I-MOP, Carpet cleaning machines. Uprights buffers & blowers. Tomcat Machines Magnum, Mini-Mag, Micromini and more. 3. Definitions/Acronyms: 3.1 VA CT Health Care System. Consists of 2 main campuses: West haven Campus located at 950 Campbell Ave, West Haven CT 06516. Newington Campus 555 Willard Ave Newington CT 06111. 3.2. CO Contracting Officer. 3.3. COR Contracting Officer s Representative. 3.4. PM Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. 3.5. FST Field Service Technician. A person who is authorized by the contractor 3.7. FSR Field Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. 3.8. Acceptance Signature Signature of VA EMS employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. 3.9. Authorization Signature COR s signature; indicates COR accepts work status as stated in ESR. 3.10. OSHA Occupational Safety and Health Administration. 3.11. EMS- Environmental Management Service 4. Hours of Coverage: 4.1. The contractor will respond by phone at no additional charge, within the normal business hours (7:00 AM to 5:00 PM (CST) M-F). 4.2. All scheduled service/repairs shall be performed during these normal hours of coverage unless one of the following conditions exist: 4.3. Scheduled maintenance shall be performed in accordance at the manufacturer s recommended intervals and should be scheduled/completed during the month the VA requests. Changes in this periodicity will occur only when approval is granted by the COR and CO. 4.4. Scheduling for unscheduled maintenance requirements outside of normal hours shall be coordinated with and require the approval of the EMS Leaders. 4.6. Federal holidays observed by VA Connecticut Healthcare System are: Labor Day Columbus Day Veteran s Day Thanksgiving Day Christmas Day New Year s Day Martin Luther King Day President's Day Memorial Day Independence Day and any other day specifically designated by the President of the United States. 5. Unscheduled Maintenance: 5.1. Contractor shall maintain the equipment in accordance with manufacturer s standards. 5.2. The contractor shall provide repair service, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and installing parts. 5.3. All parts will be covered in this agreement. 5.4. The Contracting Officer, COR and designated Alternate have the authority to approve/request a service call from the contractor. 5.5. Response time: 5.5.1. Contractor s FSE shall respond by phone during normal business hours or within (30) minutes after normal business hours. 5.5.2. If the problem cannot be corrected by phone or by remote diagnostics the contractor will dispatch a technician to arrive not later than 4 business hours after the call is placed. Uptime commitment shall be 95%. 6. Scheduled Maintenance: 6.1. Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with the manufacturer's recommendations as published in the Manufacturer s Maintenance Manuals for the system. 6.2. Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. 6.3. PM services shall include, but need not be limited to, the following: 6.3.1. Cleaning of equipment to include filters, gearing, and other parts. 6.3.2. Reviewing operating system software diagnostics to ensure that the system is operating as specified by the manufacturer s specifications. 6.3.3. Calibrating and lubricating the equipment. 6.3.4. Performing remedial maintenance of non-emergent nature. 6.3.5. Performing electrical safety inspection IAW NFPA 99. 7. Parts: 7.1 The Contractor will provide all replacement parts needed to keep the system in operating condition as originally designed by the manufacturer. 7.2 Parts may be repaired or replaced, as the contractor deems appropriate. No used parts will be used to repair this equipment. 8. Service Manuals: 8.1. VA will not provide service manuals of service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSEs all operational and technical documentation, (such as: operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract. 8.2. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the Contracting Officer upon request. 9. Documentation/Reports: 9.1. Documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices required to maintain the equipment in accordance with manufacturer specifications. Test equipment used for calibration shall be listed on the service report by manufacturer, model number, serial number and date due calibration. 9.2. Any additional charges claimed will be approved by the CO via the COR before service is completed. 10. Reporting Requirements: 10.1. Upon arrival at VA CT West Haven or Newington the contractor shall be required to check in with EMS leadership or designee This log-in is mandatory as well as wearing the contractor badge issued. Contractor s FSE(s) shall always wear visible identification while on the premises of the VA. Identification shall include, at a minimum, the employee s name, position, and the contractor s trade name. 10.2. When service is completed, the FSE shall document services rendered on a legible ESR(s) and submit to the EMS who set-up the service. The ESR can be submitted when checking out with EMS, via an internet web site or e-mail. ESRs should be submitted not later than 5 business days after service is complete. Preferred method of delivery is via email. 11. Services Beyond the Contract Scope: 11.1. Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COR, (in writing), of the existence of the development of any defects in, or repairs required to, the scheduled equipment which the contractor considers he/she is not responsible for under the terms of the contract. 11.2. Contactor shall furnish the COR with a written estimate of the cost to make necessary repairs. 12. Condition of Equipment: 12.1. The contractor accepts responsibility for the equipment described in as is condition. 12.2. Failure to inspect the equipment prior to contract award shall not relieve the contractor from performance of the requirements of this contract. 13. Test Equipment: 13.1. Test equipment calibration shall be traceable to National Institutes of Standard Technology standards. Each service report shall list test equipment used and date calibration to NIST is due. Test equipment out of calibration shall not be used. 14. Identification, Parking, Smoking, and VA Regulations: 14.1. Contractor s FSE(s) shall always wear visible identification while on the premises of the VA. Identification shall include, at a minimum, the employee s name, position, and the contractor s trade name. 14.2. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions. 14.3. Smoking is prohibited inside all VA buildings. 14.4. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. 14.5. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court. 15. Contractor Qualifications: 15.2. Fully qualified is based upon training and experience in the field. For training, the FSE(s) has successfully completed a formalized training program for the equipment identified in this solicitation as required by the Original Equipment Manufacturer (OEM) and equal to what the manufacturer provides their own field service personnel. 15.3. Contractor must provide, upon request, evidence of appropriate training of any FSE(s) providing services under terms of the contract. Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer. 15.4. Contractor must have access to all OEM proprietary information due to the critical nature of these services. Examples of this information would be software updates and factory service bulletins that describe updates/modifications needed to make the equipment under this contract safe for use.