J– Janitorial Equipment Repair
Notice Type: Sources Sought Notice
Posted Date:
Office Address:
Subject: J-- Janitorial Equipment Repair
Classification Code: J - Maintenance, repair & rebuilding of equipment
Solicitation Number: 36C26019Q0168
Contact:
Setaside: N/AN/A
Place of Performance (address):
Place of Performance (zipcode): 98108
Place of Performance Country:
Description:
Portland VAMC
1
Sources Sought
The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified sources for the equipment listed below. This is not a request for quotations.
The
Contractor shall furnish all parts, materials, labor, tools and equipment, and travel necessary to provide on-site repair service and emergency on-site repair services to the janitorial equipment listed in Attachment 1 of this solicitation and located at the
CONFORMANCE STANDARDS:
Contract service shall ensure that the equipment functions in conformance with the manufacturer s specifications. Repair procedures shall be in accordance with the manufacturer s specifications.
The Contractor shall be responsible for repair redo, at no additional cost to the government, for equipment repaired by the Contractor and found inoperable. The Contractor is not responsible for equipment redo repairs if equipment is inoperable due to
Repeated failure to meet this requirement can subject the Contractor to penalty or contract termination action.
HOURS OF COVERAGE:
Normal hours of coverage are Monday through Friday
Emergency Work performed outside the normal hours of coverage at the request of POC will be billed at the price listed in this contract. Billing will include service time plus travel time, and exclude parts, as they are included in the quoted prices. Work performed outside the normal hours of coverage at the request of Field Service Engineer (FSE) will be considered service during normal hours of coverage. Emergency Response Time, Contractor s FSE must respond with a phone call to the POC or his/her designee within two (2) hours after receipt of telephoned notification.
Federal Holidays observed by the
Independence
PARTS
The Contractor shall furnish and replace parts to meet contract requirements. The Contractor has ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts. The Contractor shall use new or rebuilt parts. All parts shall be current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. The Contractor shall not use rebuilt parts, used parts, or those removed from another instrument without specific approval by the Contracting Officer (CO) or the Contracting Officer s Point of contact (POC).
SERVICE MANUALS/TOOLS/EQUIPMENT:
THE VAMC SHALL NOT PROVIDE TOOLS, (TEST) EQUIPMENT, SERVICE MANUALS OR SERVICE DIAGNOSTIC SOFTWARE TO THE CONTRACTOR. THE CONTRACTOR SHALL OBTAIN, HAVE ON FILE, AND MAKE AVAILABLE TO ITS FIELD SERVICE ENGINEER (FSE) ALL OPERATIONAL AND TECHNICAL DOCUMENTATION (SUCH AS: OPERATIONAL AND SERVICE MAUALS, SCHEMATICS AND PARTS LIST) 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 MAUALS THEMSELVES SHALL BE PROVIDED TO THE CONTRACTING OFFICER (CO) UPON REQUEST.
DOCUMENTAION/REPORTS: ENGINEER SERVICE REPORT
The documentation will include detailed descriptions of repair performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards or the manufacturer s specification. Such documentation shall meet the guidelines as set forth in the conformance standards. IN ADDITION, EACH EQUIPMENT SERVICE REPORT (ESR) MUST, AT A MINIMUM, DOCUMENT THE FOLLOWING DATA LEGIBLY AND IN COMPLETE DETAIL:
CONTRACTOR SERVICE Equipment Service Report (ESR) NUMBER/LOG NUMBER.
DATE, TIME (STARTING AND ENDING), EQUIPMENT DOWNTIME AND HOURS ON-SITE FOR SERVICE CALL.
DESCRIPTON OF PROBLEM REPOTED BY Contracting Officer s Point of contact (POC)/USER (If applicable).
IDENTIFICATION OF EQUIPMENT TO BE SERVICED: INVENTORY ID NUMBER, MANUFACTURER S NAME, DEVICE NAME, MODEL NUMBER, SERIAL NUMBER, AND ANY OTHER MANUFACTURER S INDENTIFICATION NUMBERS.
Itemized Description of Service performed (including, if applicable, Costs associated with after normal working hour services) including:
Labor and travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action.
Total Cost to be billed (If Applicable i.e., part(s) not covered or services rendered after normal hours of coverage).
Signatures:
Field Service Engineer (FSE) performing services described.
VA Employee who witnessed service described.
ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE POC BEFORE SERVICE IS COMPLETED!
The Contractor may design/develop an ESRT report form that incorporates the minimum criteria stated above. The form should be on standard 8 '' x 11 paper and shall be approved by the Contracting Officer (CO) or Contracting Officer s
REPORTING REQUIREMENTS:
The Contractor shall be required to report to Environmental Management to log in. This check in is mandatory. When the service is completed, the Field Service Engineer (FSE) shall document services rendered on a legible Equipment Service Report(s) (ESR). The FSE shall be required to log out with Environmental Management and submit the ESR(s) to the Contracting Officer s Point of contact (POC). All ESRs shall be submitted to the POC for an authorization/acceptance signature. If the POC is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR).
VA Facilities Management Service:
206-277-5143 Ext. 65143
Bldg. 18,
AMERICAN LAKE:
Bldg. 1, Room 122A
253-582-8440 Ext. 7-6856
CONTRACTOR Provide telephone number(s) to call for
Provide name(s) of authorized contact person(s):
PAYMENT:
Invoices will be paid in arrears monthly. Invoices shall include, at a minimum, the following information: Contract No., Purchase Order No., Item(s) covered (to include serial # s), and date of repair.
ADDITIONAL CHARGES:
There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts.
REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:
The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the Contracting Officer (CO) and Contracting Officer s Point of contact (POC) (in writing) of the existence or 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. The Contractor shall furnish the CO and POC with a written estimate of the cost to make necessary repairs.
CONDITION OF EQUPMENT:
The Contractor accepts responsibility for the equipment listed herein, in as is condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor form performance of the requirements of this contract.
COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:
Each respondent must have an established business, with an office and staff. The staff includes a fully qualified Field Service Engineer (FSE) and a fully qualified FSE who will serve as the backup.
Fully Qualified is based upon training program, for the equipment identified in the Section B schedule. For field experience, the FSE(s) has a minimum of two years of experience (expect for equipment newly on the market) with respect to providing repair services on the equipment covered in this contract.
The FSEs shall be authorized by the Contractor to perform the repair services. All work shall be performed by Fully Qualified competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the
CO must approve subcontractor. The Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.
IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:
The Contractor s Field Service Engineers (FSE) shall wear visible identification always while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section.
INSURANCE
Worker Compensation and Employer s Liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes.
General Liability. Contractors are required to have
Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least
PRE-WORK ORIENTATION
Contractor will attend a pre-work orientation meeting prior to the commencement of work on site. The
Infection control
Disaster procedures
Other
The Contractor will be responsible to ensure that Contractor employees coming to the work site will receive the information required above.
The Contractor will be responsible to ensure that Contractor employees providing work on this contract are fully trained and completely competent to perform the required work.
Due to the nature of the work performed, the likelihood of exposure by the Contractor employee(s) to blood borne pathogens is not anticipated; however, if during the contract period this likelihood changes and there becomes a reasonable expectation of contact with blood borne pathogens while performing contract work, the Contractor will be informed and will be required to carry out primary employer training it s employees on general universal precautions, and offer them hepatitis B vaccine. In this instance,
QUALITY ASSURANCE SURVEILLANCE PLAN
FOR
JANITORIAL EQUIPMENT REPAIR SERVICE
INTRODUCTION
This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate Contractor actions while implementing this Statement of Work (SOW). It is designed to provide an effective surveillance method of monitoring Contractor performance for each listed objective on the Service Delivery Summary (SDS) in the repair service contract.
The QASP provides a systematic method to evaluate the services the Contractor is required to furnish.
This QASP is based on the premise the government desires to maintain a quality standard in repairing equipment and that a service contract to provide the service is the best means of achieving that objective.
The Contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved.
In this contract the quality control program is the driver for product quality. The Contractor is required to develop a comprehensive program for repair services. The first major step to ensuring a self-correcting contract is to ensure that the quality control program approved at the beginning of the contract provides the measure needed to lead the Contractor to success.
Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.
QUALITY ASSURANCE SURVEILLANCE PLAN
FOR
JANITORIAL EQUIPMENT REPAIR SERVICE
Performance Objective
SOW Para
Performance Threshold
All repaired. The Contractor shall repair the list of janitorial equipment in accordance with manufacturer s recommendations and standard commercial practices. The Contractor shall perform timely repair service when requested and limited repair redo.
1.1 and 1.2.
Four (4) failures per month.
SURVEILLANCE: The Contracting Officer s Point of contact (POC) will receive complaints from Housekeeping staff and pass them to the Contractor for correction.
STANDARD: Four failures are permitted each month. If more than 3 customer complaints are received the Contracting Officer s Point of contact (POC) shall notify the Contracting Officer (CO) for appropriate action in accordance with FAR 52.212.4, contact Terms and Conditions-Commercial Items or the appropriate Inspection of Services clause.
PROCEDURES: Any VA employee that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the Contracting Officer s Point of contact (POC) and the POC will complete appropriate documentation to record the complaint. The POC will consider the customer complaint valid upon receipt from the Customer. The POC should inform their customer (Housekeeping Staff) of the approximate time the unacceptable performance will be corrected and advise their customer to contact the POC if not corrected. The POC will consider customer complaints as resolved unless notified otherwise by the customer. The POC shall verbally notify the Contractor to pick up the written customer complaint. If the Contractor disagrees with the complaint after conducting an investigation of the equipment and challenges the validity of the complaint, the Contractor will notify the POC. The POC will conduct an investigation to determine the validity of the complaint. If the POC determines the complaint as invalid, the POC will document the written complaint of the findings and notify the customer. The POC will retain the annotated copy of the written complaint for his/her files. If after the investigation the POC determines the complaint as valid, then the POC will inform the Contractor and the Contractor will be given an additional hour to correct the defect. A defect will not be recorded if proper and timely correction of the unacceptable condition(s) is accomplished. The Contractor shall return the written customer complaint document, properly completed with actions taken, to the POC, who will file the complaint for monitoring future recurring performance.
PENALTIES
Contractor shall be liable to the Government for losses of production due to significant equipment repair redo. Records regarding repair redo will be kept by the POC and the Contractor.
Equipment repair redo will be calculated monthly. After the Contractor has completed an equipment repair, the Contractor shall indicate repair completion date on service tag. Upon receipt of the repaired equipment, the
If repair redo exceeds five per month, the Contracting Officer (CO) may exercise the option to hire an alternate source to resolve the problem. Re-procurement cost generated by the alternate Contractor(s) will be remedied in accordance with the default
Potential sources shall provide, at a minimum, the following information to Point of contact listed below:
1) Company name, address, and point of contact, phone number, e-mail address, and DUNS.
2) Please identify your company s size in comparison to the anticipated North American Industry Classification System (NAICS) code: 811310 - Commercial and industrial machinery and equipment repair and maintenance. To be considered a small business your company must have fewer than 1,250 employees.
3) Any Service Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses who responds to a solicitation on this project must be registered with the
Responses are due by
The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources-sought notice. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to an acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror to have completed their business Online Representations and Certifications Application in the System for Award Management (SAM).
Point of contact:
Craig L. Brown Contract Specialist
[email protected] 360-816-2784
Link/URL: https://www.fbo.gov/spg/VA/PoVAMC/VAMCCO80220/36C26019Q0168/listing.html
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