Must have NARA Certified Facility for Paraffin Block and Contract Retention Records.
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This is not a solicitation announcement. This is a sources sought notice only. Please see attached document for more information.
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1. SCOPE OF WORK: Onsite Technician for Stryker Endoscope and Communication Equipment at VA Loma Linda Healthcare System (VALLHS). 2. LOCATION OF WORK: VA Loma Linda Healthcare System 11201 Benton Str... 1. SCOPE OF WORK: Onsite Technician for Stryker Endoscope and Communication Equipment at VA Loma Linda Healthcare System (VALLHS). 2. LOCATION OF WORK: VA Loma Linda Healthcare System 11201 Benton Street, Loma Linda, CA 92357 3. CONTRACTOR QUALIFICATIONS: The Contractor and the individual performing as on-site technician shall have the following training and experience with: Stryker Authorized Vendor for Stryker Products and Service Stryker endoscope and communications trained and certified field technician 4. CONTRACTOR REQUIREMENTS: This section shall set forth specific requirements and responsibilities to be performed by the contractor. a. The Contractor shall provide all labor, supplies, parts, supervision and materials required to repair and maintain Government-owned/least Stryker Endoscopes and Communications equipment. The Contractor shall provide a full time, on-call, on-site, Stryker-factory trained and certified field technician to perform repairs, maintenance, and diagnostics in accordance with the original equipment manufacturer (OEM) service manuals, specifications and recommendations. b. The full-service contract requires the Stryker endoscope and communications trained and certified field technician to be available and at on-site: 1) Monday through Friday (during normal business hours), 2) Monday through Friday after normal business hours (as required by surgical case load), and 3) on call and readily available Monday through Sunday. c. The equipment must remain in good working condition. All services performed shall be provided by a Stryker endoscope and communications trained and certified field technician. All preventative maintenance and repair services shall be performed in accordance with original manufacturer’s specifications/service manual. d. Setting up any Stryker endoscope and communication products for minimally invasive surgery cases purchased/leased by the VALLHS. e. Verify that annual preventative maintenance is done in accordance with Original Equipment Manufacturer (OEM) specifications and service manual. f. Scheduled services to perform OEM’s Periodic Manufacturer’s Certification solely by a Stryker endoscope and communications trained and certified field technician. g. Use of OEM parts only. h. Unlimited on-site repair services solely managed by a Stryker endoscope and communications trained and certified field technician. i. Diagnostics checks. j. Train the VALLHS personnel and surgeons on how to use any Stryker products purchased/leased by VALLHS. k. Enter information as directed and adjust equipment settings based on surgeon preference and specialty. l. Properly set up and manage integrated suite software. m. Route images correctly. n. Facilitate multi-room teleconference calls. o. Set up and support during video conference calls. p. Place room to room calls correctly. q. Load presets for one-touch routing. r. Install software upgrades. 5. TEST EQUIPMENT: The VA shall not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required within. 6. REMOVAL OF EQUIPMENT: Government property shall not be removed from the station without a signed property pass. This property pass may be obtained, after the removal is authorized by the Contracting officer or Contracting Officer’s representative (COR). If sensitive data is stored on the device, the FISO must be involved and should approve the process of removing equipment from the government site. Equipment shall not be removed by the contractor from the government site for minor repairs. The contractor assumes full responsibility for the equipment while it is off-site or in transit. 7. REPORTING: a. REPORTING (During Normal Working Hours): For any repairs or service that will be performed during the normal working hours of 7:30 a.m. through 4:00 p.m. the Contractor shall check-in with the Security Officer on duty and with the Clinical Administrator before proceeding to the job site. After all work is completed, the Contractor is required to submit, in writing, a complete report of services or repairs rendered, and deliver it to the VALLHCS using service where the equipment is located within 5-day s after completion of each monthly service. At a minimum, this report must contain a detailed description of any services or repairs performed for each item of equipment, and must also include a listing of replacement parts, when applicable, total hours of service, safety check, performance data, and the date. The report will also include any Contractor recommendations necessary to maintain the equipment in optimum operating condition. Service Technician shall document and report to the using service and COR, any unsafe conditions or signs of misuse or abuse in regard to this medical equipment. Service Technician shall document any problems along with their corrections and all performance verification of the field service report. The service report must be legible and signed by the COR. b. REPORTING (During Other than Normal Working Hours): For repairs or services required other than normal working hours, the Contractor is required to check-in with the Security Officer on duty and with VALLHCS prior to repairs or service. After receiving a separate, preauthorized obligation number and after the repair has been completed, the Contractor’s repairman is required to complete report of services or repairs rendered, and deliver it to the VALLHCS of the using service where the equipment is located. Both the check-in and check-out procedures defined above are mandatory and will be strictly enforced. 8. RECONDITIONING: Reconditioning and/or extensive repair work determined by the Contracting Officer not to be economically feasible is not included in the contract and the Government reserves the right to obtain such service from other than the listed Contractor. 9. MISUSE OR ABUSE: Service calls required due to misuse, abuse, or determined to be through the fault or negligence of the Government, shall not be the responsibility of the Contractor and will require issuance of a separate purchasing document, chargeable per Schedule of Labor Charges and Replacement Parts. Contractor will be required to submit an estimate of any work to be performed due to accident, misuse or abuse. This estimate is to be submitted to the COR who, in coordination with the Contracting Officer, will determine if such work is economically feasible or not. Any work required under these circumstances shall not be performed without the approval of the Contracting Officer and a separate funding document. The determination as to whether the Government was negligent will be made by mutual agreement between the Contracting Officer will be final. Disagreements thereafter will be settled in accordance with the FAR Disputes Clause 52.233-1. 10. TRAVEL: Transportation charges for repairman will not be billed or paid under the resulting contract. 11. PERFORMANCE: Contractor shall respond to service calls within 24 hours and be on site for repair within 72 hours after receipt of telephone, written or verbal notification. All work is to be performed by competent personnel, experienced and qualified to work on the specific equipment. All work performed shall be accomplished in accordance with manufacturer’s instructions. PMIs shall be completed within one workday, unless approval for a longer completion time is given the by COR. 12. CONTRACTOR POINT OF CONTACT: The Contractor shall designate one (1) Point of Contact (POC) responsible for administrative matters in the performance of this contract. The POC shall have full authority to act for the Contractor on all matters relating to the daily performance of this contract. An alternate may be designated, but the Contractor shall notify the Contracting Officer and COR in writing those times when the alternate shall act as the POC. The Contractor shall provide the name and telephone number of the person designated as Point of Contact and Alternate on the space below: Point of Contact, Name: Saida Clemons Telephone Number: Alternate Point of Contact, Name: Tejas Smart Telephone Number: 248-410-2767 13. CONTRACTING OFFICER REPRESENTATIVE (COR): Delegation of Authority letter(s) shall be forwarded to the Contractor after contract award identifying the COR(s) and all representatives of VALLHS authorized to order services and to accept or reject services from the Contractor. This designation shall be furnished in writing to the Contractor prior to commencement of the contract. 14. AUTHORIZED SERVICES: The Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which may affect the contract terms and conditions quality, quantity, price, and/or delivery. The Contractor must contact the Contracting Officer for approval in the event there are changes prior to proceeding. No other individual has the authority to make these binding changes and/or commitments. In the event that the Contractor commits to such changes at the direction of any person other than the Contracting Officer, the changes shall be considered to have been made without proper authority and no adjustment shall be made in contract price to cover any increase in costs incurred as a result thereof. 15. DELAY IN ACCESS/INTERVENING SERVICE CALL: If patient care necessitates delay in access to equipment, Contractor’s Personnel shall notify the COR. Documentation of the delay on the Field Service Report with a concurring signature from the COR is required. Contractor’s Repair Personnel are responsible for proper documentation of delays. The Field Service Report must confirm the actual time that access, for repair of the equipment, is given. 16. SAFETY STANDARDS: In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or his designee may determine to be reasonably necessary to protect the lives and the health of the occupants of any building. The Contracting Officer, or his designee, will notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. After receipt of such notice, the Contractor shall immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative at the site of work, shall be deemed sufficient for the purposes aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue a stop-work order for all or any part of the work and hold the Contractor in default as provided elsewhere in this contract. 17. ADDITIONAL SERVICES: Contractor guarantees all equipment covered in this contract shall be in optimum working condition at the contract expiration date, provided the Contractor is notified of deficiencies at least one (1) day before the contract expiration date. Any changes, updates, or retrofits made on any component or system shall be annotated on station equipment manuals and records. Service will also include recording all routine work, corrections, and repair work in the equipment log. 18. GOVERNMENT HOLIDAYS: The contractor is not required to provide service on the following National holidays, not shall the Contractor be paid for these holidays unless the special circumstances as required by surgical case load. The following national holidays observed by the Federal Government: New Year’s Day January 1st Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th If a holiday falls on Sunday, the following Monday shall be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also included would be any day specifically declared by the President of the United States. 19. Display of ID Badges: Contractor personnel shall always wear the ID badge during contract performance at the Contractor site, including while attending Government meetings and conferences that may take place within or outside the Government facility. Unless otherwise specified in the contract, each Contractor employee shall wear the ID badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit such placement. I.D. badge must have picture identification, name of the individual and the represented company depicted on it. 20. Standards of Conduct: The Contractor shall present a neat, well-groomed, professional appearance at all times. Alcohol/Drug use in the workplace will not be tolerated. Any Contractor/sub-contractor found to be under the influence of, consuming, or using alcohol or drugs while on duty will be subject to administrative action from the Contracting Officer, which may include contract termination. The contractor shall ensure that all contractor personnel have met qualifying criteria, including health requirements and current and valid licenses and certifications. Ultimately, the decision to accept or reject Contractor personnel rests with the Contracting Officer. Non-acceptance of contract personnel does not relieve the Contractor from satisfying and fulfilling the contract requirements. The Government reserves the right to refuse acceptance of Contractor personnel who’s personal or professional conduct jeopardizes patient care or interferes with the operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other abuse, or other conduct resulting in formal complaints by patients or other staff members to designated Government Representatives. Standards for conduct shall mirror those prescribed by current Federal Personnel Regulations. 21. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT: Contractor shall take reasonable measures to ensure patient privacy and confidentiality. The Contract service providers herein agree to take all reasonable precautions to safeguard patient information. Contractor shall ensure that no patient information of any type shall be given to outside parties, agencies or organizations of any type. The Contractor must understand that all parties are bound by the conditions of the “Health Insurance Portability and Accountability Act of 1996” which provides guidance on the protection of patient privacy and confidentiality. This act mandates that all government agencies and those bodies with whom they contract must be in compliance with the directive of the Act. Details or the Act are still under development by the Congress of the United States. Should additional requirements be set by Congress, a duly executed modification will be executed by the Contracting Officer. 22. CONTRACTOR SECURITY REQUIREMENTS: (a) The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs (VA) positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions. IAW VA 0710 Handbook, appointees and contract personnel appointed to Low/Moderate/High Risk positions must be subjects of a background investigation conducted by OPM and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract. Should the contract require Contractor’s personnel to maintain U.S. citizenship, the Contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor’s personnel are required to read, write, speak, and understand the English language, unless otherwise specified herein or agreed to by the Government. The level of sensitivity shall be determined by the Government on the basis of the type of access required. The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of the Contractor’s personnel. The VA will provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation. Background investigations shall not be required for contract personnel assigned to Low Risk/Non-sensitive positions for 180 days or less under a single contract or series of contracts. However, a Security Access Clearance (SAC) background screening will be required for appropriate preliminary checks IAW VA Directive 0710. (b) Background Screening: In accordance with VHA Directive 0710 all Contractor personnel providing services under this resulting contract shall be subject to a background screening and must receive favorable adjudication from the VA prior to contract performance. The level of screening for this resulting contract is: Special Agreement Check (SAC). Any employee whose background investigation yields unfavorable results shall be removed immediately from performance under this resulting contract. In the event the screening is not completed prior to contract performance, the Contractor shall be responsible for the actions of those individuals performing under the contract. (c) Contractors, contract personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding VA information and information system security. 23. INSURANCE LIABILITY: Prior to commencement of work to be performed, the Contractor shall furnish an insurance certificate indicating that the coverage outlined in paragraphs a and b have been obtained and that it may not be changed or canceled without a guaranteed thirty (30) day notice to the CO. (a) The Contractor shall maintain Workers Compensation and Employee’s Public Liability Insurance in accordance with the laws of California. (b) The Contractor shall comply with all applicable Federal and State laws regarding liability for the injury or death of an employee in performing the work under this contract and shall hold the Government harmless against any or all loss, cost, damage, claim expense or liability for accident or injury to persons or property occurring in the performance of this contract. 24. SAFETY AND FIRE PREVENTION: In the performance of the resulting contact, the Contractor shall take such safety precautions as necessary to protect the lives and health of the occupants of the building. Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor, shall be immediately corrected. If the Contractor fails or refuses to correct deficiencies promptly, the CO may issue an order stopping all, or any part, of the work. The Contractor shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract. The Contractor personnel shall follow applicable facility policies concerning fire/disaster programs. 25. OTHER REQUIREMENTS: (a) VA Policy: Possession of weapons is prohibited. Enclosed containers, including tool kits, are subject to search. Violations of VA regulations may result in citations answerable in the United States (Federal) District Court. (b) Parking Policy: It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Police. The VA will not validate or make reimbursement for parking violations of the Contractor’s personnel under any circumstances. (c) Smoking Policy: Smoking shall be permitted only in designated areas provided by the Contractor.
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