J--618-18-1-4008-0018 - Service - Maintenance Agreement - Scopes Probes Cameras - MPLS

Agency: Department of Veterans Affairs
State: South Dakota
Level of Government: Federal
  • J - Maintenance, Repair, and Rebuilding of Equipment
Opps ID: NBD00159270165269007
Posted Date: Oct 4, 2017
Due Date: Oct 16, 2017
Solicitation No: 36C26318Q0021
Source: Members Only
Solicitation Number :
Notice Type :
Sources Sought
Synopsis :
Added: Oct 04, 2017 1:08 pm
Page 4 of 4 Document Version 2

2237: 618-17-4-4008-0252

This is a REQUEST FOR INFORMATION only. No proposals are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS OR PRICING AND NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). If your firm can provide the services as stated in the specifications below, please respond with your capability description to pamela.phillips@va.gov.

Contracting Office Address:

VA Black Hills Health Care System, 113 Comanche Road, Ft. Meade, SD, 57741.

The Department of Veterans Affairs, VISN 23 VA Health Care Centers have a requirement for qualified firms capable of providing Endoscope Repair Services per the following statement of work:



The Minneapolis VA Health Care System (MVAHCS) seeks a base plus option year contract for repair services on the following equipment: flexible endoscope, ridged endoscopes, TEE ultrasound transducer probes and camera heads. A list of manufacturer and model for each product is attached in Appendix A of this Statement of Work. The contractor shall furnish all labor, transportation, and parts necessary to repair all endoscope, probe and camera head equipment. The contractor (and its subcontractors) shall provide all repair services required, regardless of the problem. The contractors shall ensure qualified staff performs all repairs. MVAHCS is responsible for providing the contractor with an updated equipment inventory list every fiscal year upon request during contract renewal.


The period for performance for the MVAHCS endoscope, probe and camera head equipment repair service shall be as follows:

Equipment will be repaired to fully functional condition as soon as possible. In general, minor repairs should be completed within five (5) business days and major repairs should be completed within ten (10) business days. All repairs will be performed by authorized service personnel at an authorized service center or approved subcontractor. All completed repairs will be verified by competent MVAHCS personnel prior to acceptance.

All onsite visits will be performed during the normal MVAHCS business hours

(7:00 a.m. - 5:00 p.m.) Monday through Friday, except Federal holidays, unless otherwise specified. The contractor may work outside normal business hours by arrangement with the COR if such services are provided without additional charge to the Government. Any overtime charges must be approved by the COR prior to the initiation of overtime work.

MVAHCS shall receive a 10% discount on the contractor repair service if the contractor fails to meet the timeline specifications listed above.


All repair services shall be contractor-provided by technical staff (not sales representatives) fully trained to service and install the products, parts, and accessories required.

All equipment being repaired will be transported in appropriate protective containers or packaging, clearly labeled with the contractor s name, address, equipment model and serial identification numbers, and Purchase Order (PO) number.

At the conclusion of each repair or scheduled maintenance visit, the contractor will provide a written service report indicating the dates of service (including date received at the repair facility and date returned to the Government), the model, serial number, and barcode/ID number of the equipment serviced, the name of the service representative, the hours worked, description of the reported problem, and the services performed and parts replaced. If the repair is caused by damage or abuse this will be specified on the report with the associated repair cost, as well as the justification demonstrating damage or abuse.

All repairs will be tracked by the contractor and tracking and repair information shall be made available to MVAHCS upon request.


Parts, delivery and services (i.e., labor) for the items listed in the endoscope, probe and camera head equipment inventory Appendix A spreadsheet shall be contractor provided. The contractor will provide all replacement parts required to keep equipment performing within the manufacturer's specifications. All parts must meet or exceed manufacturer s factory specifications to maintain compatibility with systems presently in place and with future performance/reliability upgrades. Parts removed (replaced) by the contractor become property of the contractor.


Items may be deleted from Appendix A if replaced or "in excess" during the period of this contract at the discretion of the CO/COR. New items may be added as needed at the discretion of the CO/COR. The Government reserves the right to purchase additional medical equipment not contained within Attachment A as well as delete existing items upon the approval of the AO. The attachment in Appendix A shall be updated with the addition of new items and existing items that are taken out of service shall be deleted upon contract renewal and upon request.


The contractor shall have the following qualifications:

The contractor must have an established business, with an office and full time staff to include a "fully qualified" field service engineer (FSE) and a "fully qualified" FSE who will serve as backup. "Fully qualified" is based upon training and on experience in the field.

For training, the FSE(s) has successfully completed a formalized training program of the equipment identified.

For field experience, the FSE(s) has a minimum of two years of experience with respect to scheduled and unscheduled preventive and remedial maintenance of equipment.

The contractor shall maintain ISO 9001:2001 certification.

The contractor shall maintain training certifications, competencies, and other training records required to ensure ISO compliance for all FSE staff.

The contractor shall provide MVAHCS with reprocessing instructions upon request.

The contractor shall determine and guarantee the qualification of all subcontractors used.


Detailed invoices will be submitted with each repair made by the contractor. Invoices must include purchase order number, contract number, period of service covered/dates, and cost at a minimum. Pricing shall be competitive market value and sanity checked periodically.


To minimize the amount of major equipment overhauls, the contractor shall provide quarterly scheduled inspections and preventative maintenance services for all equipment. MVAHCS requires the contractor to make early damage assessments, and provide interim repairs as needed. The contractor will evaluate the following items:

1. Ensure proper angulation

2. Perform a leak test

3. Check biopsy ports

4. Assess overall serviceability and appearance

5. Other applicable evaluation checks


The contractor shall provide training instructions, procedures, and documentation necessary to properly and safely disinfect the equipment and accessories between patient uses.


The contractor shall provide repaired equipment with a 180 day warranty. The manufacturer s factory-trained service personnel shall perform repair and maintenance during the warranty period. The warranty period shall not begin until after MVAHCS authorized personnel have accepted the products delivery, installation, and functionality. In addition, the contractor shall indicate availability and cost of extended parts warranty options.


The contractor providing the repair service will be responsible for the following:

Ongoing in-service training to Biomedical and Clinical staff. A contractor education professional shall administer the training. Education curriculum must include but is not limited to the following:

Operations and set-up

User maintenance


User Troubleshooting


Demonstration equipment for training and developing competencies.


MVAHCS shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE(s), all operational and technical documentation (e.g., operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. Any charges for parts, manuals, tools, or software required to successfully complete any service required are included within this contract and it s agreed upon price unless specifically stated in writing otherwise.


All work described and provided by the contractor, shall be performed in accordance with this Statement of Work and Addendum applicable. The VA-provided SOW shall become effective on the date the contractor receives a signed Purchase Order. The contractor shall be bound by any conflicting terms that may appear in any contractor provided documentation presented as part of the bid solicitation. Any services that are not in this SOW are considered Out-of-Scope.

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Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Posted Date:
October 4, 2017
Description: 36C26318Q0021 36C26318Q0021.docx
Contracting Office Address :
Department of Veterans Affairs;Network 23 Contracting Office (NCO 23);113 Comanche Rd.;Fort Meade SD 57741
Point of Contact(s) :
Pamela P Phillips
Contract Specialist



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