United States - J--SPS & Dialysis Water Systems Maintenance

Description

Added: Jun 03, 2019 2:48 pm

The Great Lakes Acquisition Center (GLAC) in Milwaukee, WI is searching for vendors with the capability to provide preventative maintenance services for the Sterile Processing Service (SPS) Water treatment system located at the Milo C. Huempfner Green Bay VA Community Based Outpatient Clinic (CBOC) in Green Bay, Wisconsin. The vendor must be able to meet all the minimum requirements stated in the statement of work (listed below). Interested responsible sources must submit a summary of their capabilities to this office by 0900 CST on Wednesday, June 12, 2019, to include detailed description of the firm s experience in maintaining equipment, DUNS number, name and phone number of a point of contact in case further information is needed. Summaries must be submitted via email to Lori.Eastmead@va.gov. This RFI is issued solely for information and planning purposes to determine availability of qualified vendors and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. The procurement will be completed under NACIS 811219. Please note that this is not a request for proposal and the Government is seeking information for market research purposes only. The Government may or may not issue solicitation documents. Look for any further information in FedBizOpps. Telephone inquiries will not be returned.

STATEMENT OF WORK FOR PREVENTIVE MAINTENANCE SERVICE OF

THE STERILE PROCESSING SERVICE WATER SYSTEM AND DIALYSIS WATER SYSTEM AT THE GREEN BAY V.A.

GENERAL: Preventive maintenance services for the Sterile Processing Service (SPS) water treatment system and the Dialysis water treatment system at the Milo C. Huempfner Green Bay VA CBOC located at 2851 University Avenue, Green Bay, WI 54311. The contractor shall furnish all labor, supervision, travel, materials, parts, and equipment necessary to provide preventive maintenance (PM).

EQUIPMENT IDENTIFICATION:

Manufacturer

Model

Description

EE #

Location

Total Water

TWTS-SPS

Water Treatment System for SPS

78891

1G024-GB

Aquafine

SL-1

UV Water Treatment Device

N/A

1G024-GB

Mettler-Toledo

Thornton M300

SPS Water Resistivity Monitor

N/A

1G024-GB

Total Water

TWTS-SPS

Water Treatment System for Cart Washer

88264

1G023A-GB

AMERIWATER

MRO2X

Dialysis RO Water Treatment System

78890

2A215-GB

AMERIWATER

00850231

Dialysis Water Resistivity Monitor

N/A

2A215-GB

Table 1. Manufacturer, model, serial number, equipment entry number, and location of equipment

DEFINITIONS/ACRONYMS:

A. Biomedical Engineer(ing) - Supervisor or designee.

B. CO - Contracting Officer

C. COR - Contracting Officer's Representative

D. 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.

E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises.

F. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

G. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status.

H. Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR.

I. NFPA - National Fire Protection Association.

J. CDRH - Center for Devices and Radiological Health.

K. VAMC - Department of Veterans Affairs Medical Center

L. VAH - Department of Veterans Affairs Hospital

REQUIRED TASKS/SPECIFICATIONS:

PREVENTIVE MAINTENANCE:

All labor, travel, manuals, tools, test equipment, diagnostic software, and manufacturer scheduled replacement parts are included for preventive maintenance. The Contractor shall perform PM Service to ensure that the equipment listed herein performs in accordance with the Section IV, Paragraph B of this Statement of Work ( Conformance Standards ). The Contractor shall contact biomedical engineering at the equipment location prior to performing service. Upon completion of PM, the Contractor shall provide to biomedical engineering checklists with worksheet originals indicating work performed, procedures utilized, and actual values obtained (as applicable) during the PM. The Contractor shall provide a written description of each Preventative Maintenance Inspection (PMI). This description shall include an itemized list of the procedures performed, including the electrical safety procedures utilized. PM services shall include, but need not be limited to, the following:

Quarterly check over of the SPS central sterile water treatment system.

Including but not limited to verification of operating pressures, pump operation verification, resistivity meter reading verification, and check of operating hours on UV bulbs.

Semi-annual replacement of one (1) 14 carbon tank for the SPS central sterile water treatment system located in room 1G024-GB.

Includes delivery, installation of new carbon tanks, and removal of exhausted tanks.

Quarterly replacement of one (1) 14 anion tank, one (1) 14 cation tank, and one (1) 14 mixed-bed tank on the tri-bed deionizer portion of the SPS central sterile water treatment system located in room 1G024-GB.

Includes delivery, installation of new tanks, and removal of exhausted tanks.

Semi-annual replacement of final filter part number FPA-02-20-A for the SPS central sterile water treatment system located in room 1G024-GB.

Includes delivery and installation.

Annual replacement of UV bulbs in the Aquafine, model SL-1, UV water treatment portion of the SPS central sterile water treatment system located in room 1G024-GB.

Includes delivery and installation.

Bi-annual (every two years) replacement of quartz sleeves in the Aquafine, model SL-1, UV water treatment portion of the SPS central sterile water treatment system located in room 1G024-GB.

Includes delivery and installation.

Replacement to occur in July 2021 and July 2023.

Annual validation and calibration of the Mettler-Toledo Thornton Model M300 resistivity monitor used on the SPS central sterile water treatment system located in room 1G024-GB.

Semi-annual replacement of two (2) 14 Cation and three (3) Anion Deionizer Tanks on the SPS central sterile cart washer water treatment system located in room 1G023A-GB

Monthly check over of the dialysis water treatment system located in 2A215-GB. Including but not limited to:

Check RO pre-filter replacement due date.

Verify and record full salt level in water softener brine tank. Verify and record water softener hardness is less than or equal to one (1) grain per gallon (GPG). Verify correct time displayed on softener.

Verify and record blending valve temperature.

Inspect vent (air) filters for each of the dialysis water system storage tanks for signs of water intrusion damage or other damage. Check tank air filter replacement due dates. There are three filters. One on each of the water storage tank, bicarb mix tank, and bicarb distribution tank.

Verify and record that the product water free chlorine and chloramine levels are less than 0.1 mg/L. This sample is taken at the sample port between the worker carbon tank (first tank) and polisher carbon tank (second tank) in each series after at least 15 minutes of operation.

Verify and record booster pump pressure output in PSI. (need to determine proper operating levels).

Verify and record resistivity of product water of the final DI bed is greater than 5 M /cm.

Verify and record appropriate input, output, and pressure changes for the following components of the dialysis water system:

Reverse Osmosis Pre-filter

Pressure change should not exceed 10 psi.

Softener

Carbon

Endotoxin-Retentive Filters (Post filter/final filters)

Pressure drop across the filters must be less than 15 psi.

Distribution loop

Verify and record inlet, pump, feed, and concentrate pressures of the RO system.

Verify and record product flow rate, concentrate flow rate, and recirculation flow rate.

Verify and record inlet TDS, product TDS, and percent rejection.

Quarterly replacement of two (2) 14-inch carbon tanks for the dialysis water treatment system.

Includes delivery, installation of new carbon tanks, and removal of exhausted tanks.

New carbon tanks are installed in the polisher position. Existing polisher tanks are moved to working position. Exhausted carbon tanks from the working position are removed.

Quarterly replacement of one (1) Hydronix SWC-45-2005 five(5)-micron reverse osmosis pre-filter for the dialysis water treatment system.

Includes delivery and installation.

Annual replacement of three (3) Mar Cor FP-02-10-E, 0.2-micron vent (air) filters for the dialysis water treatment system storage tanks.

One each per year for the bicarb system mix tank, bicarb distribution tank, and water storage tank.

Includes delivery and installation.

Quarterly replacement of 14-inch tri-bed deionizer (DI) exchange tanks in dialysis water treatment system.

One (1) 14-inch cation DI exchange tank, one (1) 14-inch anion DI exchange tank, and one (1) 14-inch mixed-bed DI exchange tank per quarter.

Includes delivery, installation of new DI tanks, and removal of exhausted tanks.

New mixed-bed DI tank is installed in the polisher position. Existing mixed-bed polisher tank is moved to working position. Exhausted mixed DI tank from the working position is removed.

Semi-annual replacement of two (2) Mar Cor 50-203 endotoxin retentive filters (final filters/post filters) for the dialysis water treatment system.

Includes delivery and installation.

Monthly delivery of eight (8) 50-pound solar salt bags for the dialysis water treatment system.

Annual AAMI test of dialysis water treatment system.

Monthly disinfect of reverse osmosis (RO) and loop of dialysis water treatment system to AAMI standards.

Annual calibration of AmeriWater Dialysis Alarm Panel Model 00850231 Serial Number 9515547.

Conformance Standards:

Contract service shall ensure that the equipment listed herein functions in conformance with the

latest published edition of NFPA-99, UL, OSHA, AAMI, TJC, VA, Federal, State, local, EPA and American National Standards Institute (ANSI) standards.

Contract service shall also ensure that the equipment performance/specifications are equal to or

exceed the performance/specifications when the equipment was originally accepted after

procurement.

All software upgrades/updates shall also be included in this contract except for upgrades that provide new

features or capabilities or that require hardware changes. Vendor will provide system engineering changes for bug fixes.

5. HOURS OF COVERAGE:

A. Normal hours of coverage are 7:00 AM 4:30 PM CST, Monday through Friday, excluding holidays. All service will be performed during normal hours of coverage unless requested or approved by COR or their designee.

B. Federal Holidays observed by the VA are:

New Years' Day Labor Day

Martin Luther King Day Columbus Day

Presidents' Day Veterans' Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

DOCUMENTATION/REPORTS:

Documentation shall include detailed descriptions of maintenance performed and parts replaced to maintain the equipment in accordance with Section IV, Paragraph B of this Statement of Work ( Conformance Standards ). The Vendor Engineering Service Report (ESR) shall only reference and report on equipment covered by this contract and shall not be grouped with equipment covered under separate contracts. Each ESR must, at a minimum, legibly document the following data in complete detail:

Name of Contractor and Contract Number.

Name of FSE who performed services.

Contractor service ESR number/log number

Date, Time (starting and ending), equipment downtime and hours on-site for the service call.

Description of problem reported by COR/End User (if applicable).

Identification of equipment to be serviced: Inv. ID Number (EE Number), manufacturer s name, device name, model number, serial number and any other manufacturer specific information or identification information.

Itemized descriptions of service performed including:

Labor and Travel, Parts (with part numbers) and Materials and Circuit location of problem/corrective action.

Signatures of FSE performing services and a VA employee who witnessed the services described.

The Contractor shall design/develop an ESR report form that, at a minimum, incorporates the above criteria. The form shall be on standard 8 1/2 x 11 paper and shall be approved by the COR prior to use and implementation.

QUALIFICATIONS:

Vendor must be an authorized 510K dialysis vendor.

Vendor must be an authorized AmeriWater dealer.

Each respondent must have an established business, with an office and full- time staff. The staff includes a fully qualified FSE and a fully qualified FSE who will serve as the 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, for the equipment identified in this contract. For field experience, the FSE(s) has a minimum of two years experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment identified in this contract.

The FSEs shall be authorized by the Contractor to perform the maintenance 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 VAMC. The contractor must meet The Joint Commission requirements for proving competency of service provider. The contractor shall provide job title, job description, and qualifications of all that will or may provide service. The CO may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing any VA equipment. The CO or COR specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VA equipment.

If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

PARTS

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 contractor shall use new or rebuilt parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Rebuilt parts, used parts, or those removed from another unit, shall not be installed without specific approval by the CO or the COR.

SERVICE MANUALS, TOOLS, EQUIPMENT:

The VAMC shall not provide tools, test equipment, service manual, 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 (such as; operation and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of service data manuals, by name and/or the manuals themselves shall be provided to the CO upon request. Test equipment calibration shall be traceable to a national standard. Test equipment calibration certification shall be provided to the CO upon request.

REPORTING REQUIREMENTS FOR SERVICES BEYOND CONTRACT SCOPE:

The Contract shall immediately, but no later than 24 hours consecutive hours after discovery, notify the CO and COR in writing of the existence or development of any defects in, or repairs required, to the scheduled equipment which the contract considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make any necessary repairs. Any charges or work performed outside of the scope of this statement of work shall be approved by the COR or CO prior to completion.

Opportunity closing date

12 June 2019

Value of contract

to be confirmed