Inactive Total Small Business Set-Aside (FAR 19.5)

Scanner Maintenance, HIMS Heavy Duty Scanners VA St. Louis Health Care System VASTLHCS Jefferson Barracks Division DESCRIPTION/SPECIFICATIONS/WORK STATEMENT 1. Scope of Work: 1.1. The contractor shall... Scanner Maintenance, HIMS Heavy Duty Scanners VA St. Louis Health Care System VASTLHCS Jefferson Barracks Division DESCRIPTION/SPECIFICATIONS/WORK STATEMENT 1. Scope of Work: 1.1. The contractor shall furnish all labor, transportation, parts, test equipment, tools, and expertise necessary to maintain eleven (11) Fijitsu-FI-6800 and five (5) Panasonic-KV-S8147 scanners located at the VA St. Louis Jefferson Barracks Division Medical Center. The vendor shall provide the following coverages on the system: Corrective Maintenance (including pages double feeding, pages wedging in scanner and rollers not grabbing pages), Planned Maintenance (Periodic Cleaning, Separate Roller, Pick roller, Brake roller, Roller changes, scanner maintenance kit) and Software Maintenance. The vendor shall provide all coverages and benefits normally given in their commercial service and support agreements. 1.2. This contract is for a period of one (1) year and will become effective upon the date of award. 1.3. The equipment covered by this contract may contain electronic patient health information (EPHI). The vendor shall not remove/copy/delete any of the EPHI. If a computer hard drive requires replacement, the old hard drive must be turned-in to biomedical engineering for destruction. The vendor shall not receive compensation for the hard drive. The contractor, their personnel, and their subcontractors shall be subject to the federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. 1.4. Normal service requirements under this contract consist of scheduled preventive maintenance inspections, adjustments and corrective maintenance, as specified herein, along with scheduled contractor maintenance in response to service calls made by VA St. Louis Healthcare System to the contractor due to a partial or complete system or subsystem failure which shall require the contractor to respond within a specified time frame to make needed correction/adjustments to the system. 2. Equipment: 2.1. The equipment to be serviced and maintained includes: Eleven (11) Fijitsu-FI-6800 Scanners (serial numbers: 100250, 100262, 100263, 100281, 100282, 100283, 100284, 100289, 100290, 100332, 100346) Five (5) Panasonic-KV-S8147 (serial numbers: G9671LE1031, G9671LE1034, G9671LE1026, G9671LE1021, G9671LE1041) 3. Definitions/Acronyms: 3.1. VASTLHCS VA St. Louis Health Care System Jefferson Barracks Division is located at 1 Jefferson Barracks Dr. St. Louis, MO. 63125 3.2. CO Contracting Officer. 3.3. COR Contracting Officer s Representative. 3.4. IAW In Accordance With 3.5. 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. 3.6. FSE Field Service Engineer. 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 VASTLHCS 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. First Look / CO-OP type of service contract coverage where the VA attempts to solve minor problems or makes easily completed repairs with parts provided by the vendor. May also include the VASTL accomplishing scheduled maintenance (PM) instead of the vendor performing it. This type of coverage normally results in a cost savings to the government. 3.12. VA employee responsible vendor coordination of maintenance for VA owned medical equipment. 4. Conformance Standards: 4.1. Contract service shall ensure that the equipment/system functions in conformance with the latest published edition of NFPA-99, OSHA, manufacturer s Network Equipment/System. Upgrades/updates shall be installed in strict accordance with manufacturer s specifications and must operate within manufacturer s specifications and must operate within manufacturer s specified parameters. 5. Hours of Coverage: 5.1. The contractor shall respond by phone at no additional charge, within the normal business hours (8:00 AM to 4:30 PM (CST) M-F). 5.2. All scheduled service and corrective maintenance shall be performed during normal hours of coverage unless: The contractor requests, and is approved by the CO through the COR, to perform maintenance outside of the normal hours at no additional cost to the Government. The COR requests, and is approved by the CO, to direct that scheduled maintenance be performed at a time that is outside the normal hours of coverage. Any additional cost must be authorized by the CO before work may take place. 5.3. Scheduled maintenance shall be performed in accordance with the manufacturer s recommended intervals and shall be scheduled and completed during the month the VA requests. Any changes for this period must be approved by the CO before any changes to the schedule can take place. 5.4. Scheduling for unscheduled corrective maintenance requirements outside of normal hours shall be coordinated with and require the approval of the COR. 5.5. Federal holidays observed by VASTLHCS are: Labor Day Columbus Day Veteran s Day Thanksgiving Day New Year s Day Martin Luther King Day President's Day Memorial Day Independence Day Christmas Day and any other day specifically designated by the President of the United States. 6. Unscheduled Maintenance: 6.1. Contractor shall maintain all equipment in accordance with the manufacturer s standards. 6.2. The contractor shall provide corrective maintenance, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and installing parts. 6.3. All parts shall be covered in this agreement. 6.4. The CO and COR, only, have the authority to approve/request a service call from the contractor. 6.5. Response time: 6.5.1. Contractor s FSE shall respond by phone during normal business hours, or within 30 minutes after normal business hours. 6.5.2. If the problem cannot be corrected by phone or by remote diagnostics the contractor shall dispatch a technician to arrive no later than 24 business hours after the call is placed. Uptime commitment shall be 95%. 7. Scheduled Maintenance: 7.1. Contractor shall perform PM services 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. 7.2. 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. 7.3. PM services shall include, but is not limited to, the following: 7.3.1. Cleaning of equipment to include filters, gearing, and other parts. 7.3.2. Reviewing operating system software diagnostics to ensure that the system is operating as specified by the manufacturer s specifications. 7.3.3. Calibrating and lubricating the equipment. 7.3.4. Performing remedial maintenance of non-emergent nature. 7.3.5. Performing electrical safety inspection IAW NFPA 99. 8. Parts: 8.1 The Contractor shall provide all replacement parts needed to keep the system in operating condition as originally designed by the manufacturer. 8.2 Parts may be replaced, as the contractor deems appropriate. No used parts will be used to repair this equipment. 8.3 All parts shall be shipped for arrival the next day. 9. Service Manuals: 9.1. 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. 9.2. 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. 10. Documentation/Reports: 10.1. 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. 10.2. Any additional charges claimed will be approved by the CO, via the COR, before service is completed. 11. Reporting Requirements: 11.1. Upon arrival at VASTLHCS the contractor shall be required to log in with HIMS B18 Fl. 2 ROOM 210. This log-in is mandatory as well as wearing the contractor badge issued upon log-in. Contractor s FSE(s) shall wear visible identification at all times while on the premises of the VA. Identification shall include, at a minimum, the employee s name, position, and the contractor s trade name. In addition, the contractor shall submit fingerprints through the VA police for issuance of a VA identification badge that shall be worn at all time while working at a VA facility. 11.2. When service is completed, the FSE shall document services rendered on a legible ESR(s) and submit to the VA contact who set-up the service. 11.3. Contractor shall immediately notify COR (in writing) of the existence of the development of any defects in the scheduled equipment requiring repair(s) which is not under the terms of the contract. 12. Condition of Equipment: 12.1. The contractor shall accept 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 (NIST) 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 wear visible identification at all times while on the premises of the VA. Identification shall include 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 and grounds with no exceptions. 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 a citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. 15. Contractor Qualifications: 15.1. Fully qualified is based upon training and experience in the field. For training, the FSE(s) shall have 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. 15.2. Contractor shall 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 from the Contracting Officer. 15.3. Contractor shall have access to all OEM proprietary information due to the critical nature of these services. Examples of this information are software updates and factory service bulletins that describe updates/modifications needed to make the equipment under this contract safe for use.

Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

Scanner Maintenance, HIMS Heavy Duty Scanners VA St. Louis Health Care System VASTLHCS Jefferson Barracks Division DESCRIPTION/SPECIFICATIONS/WORK STATEMENT 1. Scope of Work: 1.1. The contractor will ... Scanner Maintenance, HIMS Heavy Duty Scanners VA St. Louis Health Care System VASTLHCS Jefferson Barracks Division DESCRIPTION/SPECIFICATIONS/WORK STATEMENT 1. Scope of Work: 1.1. The contractor will furnish all labor, transportation, parts, test equipment, tools, and expertise necessary to maintain eleven (11) Fijitsu-FI-6800 and five (5) Panasonic-KV-S8147 scanners located at the VA St. Louis Jefferson Barracks Division Medical Center. The vendor shall provide the following coverages on the system: Corrective Maintenance (including pages double feeding, pages wedging in scanner and rollers not grabbing pages), Planned Maintenance (Periodic Cleaning, Separate Roller, Pick roller, Brake roller, Roller changes, scanner maintenance kit) and Software 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. The equipment covered by this contract may contain electronic patient health information (EPHI). The vendor shall not remove/copy/delete any of the EPHI. If a computer hard drive needs to be replaced, the old hard drive must be turned-in to biomedical engineering for destruction. The vendor will not receive compensation for the hard drive. The contractor, their personnel, and their subcontractors shall be subject to the federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. 1.4. 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 St. Louis Healthcare System to the contractor due to a partial or complete system or subsystem failure which requires the contractor to respond within a specified time frame to make needed repairs/adjustments to the system. 2. Equipment: 2.1. The equipment to be serviced/maintained includes: Eleven (11) Fijitsu-FI-6800 Scanners (serial numbers: 100250, 100262, 100263, 100281, 100282, 100283, 100284, 100289, 100290, 100332, 100346) Five (5) Panasonic-KV-S8147 (serial numbers: G9671LE1031, G9671LE1034, G9671LE1026, G9671LE1021, G9671LE1041) 3. Definitions/Acronyms: 3.1. VASTLHCS VA St. Louis Health Care System Jefferson Barracks Division is located at 1 Jefferson Barracks Dr. St. Louis, MO. 63125 3.2. CO Contracting Officer. 3.3. COR Contracting Officer s Representative. 3.4. IAW In Accordance With 3.5. 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. 3.6. FSE Field Service Engineer. 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 VASTLHCS 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. First Look / CO-OP type of service contract coverage where the VA attempts to solve minor problems or makes easily completed repairs with parts provided by the vendor. May also include the VASTL accomplishing scheduled maintenance (PM) instead of the vendor performing it. This type of coverage normally results in a cost savings to the government. 3.12. VA employee responsible vendor coordination of maintenance for VA owned medical equipment. 4. Conformance Standards: 4.1. Contract service shall ensure that the equipment/system functions in conformance with the latest published edition of NFPA-99, OSHA, manufacturer s Network Equipment/System. Upgrades/updates shall be installed in strict accordance with manufacturer s specifications and must operate within manufacturer s specifications and must operate within manufacturer s specified parameters. 5. Hours of Coverage: 5.1. The contractor will respond by phone at no additional charge, within the normal business hours (8:00 AM to 4:30 PM (CST) M-F). 5.2. All scheduled service/repairs shall be performed during these normal hours of coverage unless one of the following conditions exist: 5.2.1 The contractor wishes to perform such maintenance at a time that is outside of the normal hours of coverage, at no additional cost to the Government, and the contractor submits a request to the COR prior to the proposed start of the maintenance and the request is approved by the COR before work is begun. 5.2.1.1 The COR directs that the scheduled maintenance be performed at a time that is outside the normal hours of coverage and the additional cost is recommended by the COR and authorized by the CO. 5.3. 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. 5.4. Scheduling for unscheduled maintenance requirements outside of normal hours shall be coordinated with and require the approval of the COR. 5.6. Federal holidays observed by VASTLHCS are: Labor Day Columbus Day Veteran s Day Thanksgiving Day New Years Day Martin Luther King Day President's Day Memorial Day Independence Da y Christmas Day and any other day specifically designated by the President of the United States. 6. Unscheduled Maintenance: 6.1. Contractor shall maintain the equipment in accordance with manufacturer s standards. 6.2. The contractor shall provide repair service, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and installing parts. 6.3. All parts will be covered in this agreement. 6.4. The Contracting Officer, COR and designated Alternate have the authority to approve/request a service call from the contractor. 6.5. Response time: 6.5.1. Contractor s FSE shall respond by phone during normal business hours or within (30) minutes after normal business hours. 6.5.2. If the problem cannot be corrected by phone or by remote diagnostics the contractor will dispatch a technician to arrive not later than 24 business hours after the call is placed. Uptime commitment shall be 95%. 7. Scheduled Maintenance: 7.1. 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. 7.2. 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. 7.3. PM services shall include, but need not be limited to, the following: 7.3.1. Cleaning of equipment to include filters, gearing, and other parts. 7.3.2. Reviewing operating system software diagnostics to ensure that the system is operating as specified by the manufacturer s specifications. 7.3.3. Calibrating and lubricating the equipment. 7.3.4. Performing remedial maintenance of non-emergent nature. 7.3.5. Performing electrical safety inspection IAW NFPA 99. 8. Parts: 8.1 The Contractor will provide all replacement parts needed to keep the system in operating condition as originally designed by the manufacturer. 8.2 Parts may be repaired or replaced, as the contractor deems appropriate. No used parts will be used to repair this equipment. 8.3 Parts shall be shipped for arrival the next day by 1030 A.M. 9. Service Manuals: 9.1. 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. 9.2. 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. 10. Documentation/Reports: 10.1. 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. 10.2. Any additional charges claimed will be approved by the CO via the COR before service is completed. 11. Reporting Requirements: 11.1. Upon arrival at VASTLHCS the contractor shall be required to log in with HIMS B18 Fl. 2 ROOM 210. This log-in is mandatory as well as wearing the contractor badge issued upon log-in. Contractor s FSE(s) shall wear visible identification at all times while on the premises of the VA. Identification shall include, at a minimum, the employee s name, position, and the contractor s trade name. In addition, the contractor shall submit fingerprints through the VA police for issuance of a VA identification badge that shall be worn at all time while working at a VA facility. 11.2. When service is completed, the FSE shall document services rendered on a legible ESR(s) and submit to the VA contact who set-up the service. 12. Services Beyond the Contract Scope: 12.1. 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. 12.2. Contactor shall furnish the COR with a written estimate of the cost to make necessary repairs. 13. Condition of Equipment: 13.1. The contractor accepts responsibility for the equipment described in as is condition. 13.2. Failure to inspect the equipment prior to contract award shall not relieve the contractor from performance of the requirements of this contract. 14. Test Equipment: 14.1. 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. 15. Identification, Parking, Smoking, and VA Regulations: 15.1. Contractor s FSE(s) shall wear visible identification at all times while on the premises of the VA. Identification shall include, at a minimum, the employee s name, position, and the contractor s trade name. 15.2. 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. 15.3. Smoking is prohibited inside all VA buildings. 15.4. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. 15.5. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court. 16. Contractor Qualifications: 16.2. 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. 16.3. 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. 16.4. 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.