1 - Olympus Solvite Laser Repair SOW.docx

Statement of Work:

A. GENERAL GUIDANCE

1. Title: Olympus Solvite Laser One Time Repair – January 2026

2. Scope of Work: The vendor will complete the following:

a. Olympus (FSE) will report to Patrick Martino Patrick.Martino@va.gov 412-216-2267 at VA Pittsburgh Healthcare System University Drive Campus, University Drive C Pittsburgh, PA 15240.

b. Olympus Solvite Laser Model TFL-PLS SN# MDUF210168 located at UD Campus:

i. Olympus Field Service Engineer(s) will come on-site to complete an evaluation and make repairs to the Olympus Solvite Laser System. It has been reported that the Solvite Laser system located at University Drive Campus has damaged and missing E-Stop button that needs to be repaired and replaced. The system needs to be repaired and certified as safe for patients and clinical surgery staff. If additional parts are needed to bring the device to fully operational status, the FSE will provide additional parts needed, provide pricing of the parts, and notify the Biomedical Engineering and CO of additional requirements. Once the equipment has been fully restored to full operation, FSE will perform an additional function check of the equipment prior to departure

ii. FSE will provide detailed service repair report on Olympus Solvite Laser upon completion of work performed and provide copies to Patrick Martino Patrick.Martino@va.gov

3. Background: VAPHS has an Olympus Laser System. It requires certified technicians for any type of repair or calibration work.

4. Performance period: 3 Months from Award Date

5. Type of Contract: Firm Fixed Price

B. CONTRACT AWARD MEETING

The Contractor shall commence performance on the tasks in this SOW, as the Contract Award meeting has been waived. An award letter will be provided to Olympus.

C. GENERAL REQUIREMENTS

1. Contractor will respond to purchasing orders in person or via phone call within 72 hours during normal business hours, 7:30am – 4:30pm EST.

2. Contractor shall notify Biomedical Engineering and the Police service when they arrive on site. Contractor will schedule ahead of time with Biomedical Engineering to perform this work.

D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

Description of Tasks and Associated Deliverables: The contractor shall provide a record, either hard copy or electronic copy, detailing the work performed detailed in Section A.2.

E. CONFORMANCE STANDARDS

Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, TJC, NEC, OSHA, HIPAA, Federal and VA security specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM’s technical specifications. Additional performance specifications that exceed the OEM specifications shall be specified in writing by the VA.

F. SCHEDULE FOR DELIVERABLES

1. Services will be made within 72 hours of receipt of the purchase order. Please contact Patrick Martino at 412-216-2267 for scheduling.

2. The period of performance will be three months from award. If additional time is needed due to the nature of the repairs, contact the Contracting Officer for approval of an extension.

3. Draft copies of deliverables shall be provided to the Biomedical Engineering staff at VAPHS before the contractor leaves the facility at each visit. If a final copy can be provided at that time then a draft copy is not necessary, final copies must be provided within 5 business days of the time of each deliverable.

G. CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

H. DOCUMENTATION/REPORTS

The documentation will include equipment down time and detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards. In addition, each ESR must at a minimum document the following data legibly and in complete detail:

1. Name of Contractor

2. Name of FSE who performed services.

3. Contractor Service ESR Number/Log Number.

4. Date, Time (starting and ending), Hours-On-Site for service call.

5. VA Purchase Order Number(s) (if any) covering the call, if outside normal working hours.

6. Description of Problem Reported by COR/User.

7. Identification of Equipment to be serviced to include the following: Equipment ID # or EE# from the bar-code, Manufacturer's Name, Device Name, Model#, Serial #, and any other Manufacturer's identification numbers.

8. Itemized Description of Service(s) Performed (including 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.

9. Total Cost to be billed.

10. Signatures from the following:

a. FSE performing services described.

b. VA Employee who witnessed service described.

11. Equipment downtime calculated in accordance with Conformance Standards.

Note: Any additional charges claimed must be approved by the COR before service is started.

I. TRAVEL

Work is to be performed at the University Drive Campus of VAPHS, all travel expenses are the responsibility of the Contractor.

J. CONTRACTOR EXPERIENCE REQUIREMENTS

Contractor shall be OEM trained.

K. CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

L. CONFIDENTIALITY AND NONDISCLOSURE:

It is agreed that:

1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

M. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS:

1. The contractor's FSE shall wear visible identification at all times while on the premises of VAPHS. Identification shall include, as a minimum, the employee’s name, position, and the contractor’s trade name.

2. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. VAPHS will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

3. Smoking is prohibited inside any buildings and on premise at VAPHS. This covers all smoking and tobacco products, including but not limited to:

a. Cigarettes

b. Cigars

c. Pipes

d. Any other combustion of tobacco

e. Electronic nicotine delivery systems (ENDS), including but not limited to electronic or e-cigarettes, vape pens, or e-cigars.

f. Chewing tobacco

4. Cellular phones and two-way radios are not to be used within six feet of any medical equipment.

5. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. 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.

N. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS[footnoteRef:1] [1: This language is still in draft form. The OI Service Center is reviewing alternative sources for background investigations.]

A compliant ID badge must be worn by Contractors at all times while on VA premises.

Contractor may not have access to the VA network or any VA sensitive information under this contract.

Contractor owned computer equipment including laptops are not permitted to be connected to the VA network. Any removable storage device used in medical equipment must be scanned by Biomed or OIT.

The following language from VA Handbook 6500.6 is required in this contract:

1. Appendix C: Paragraphs #3a, #5h, #6a, #7a, #7d, #9(all)

All Contractors must receive Privacy training annually using one of the following methods:

• Complete “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information” training by using VA’s TMS system (https://www.tms.va.gov/SecureAuth35/). Contractors may use the TMS Managed Self Enrollment method to complete the training in TMS. The COR must ensure that all contractors are validated in the PIH domain.

• Complete the hard copy version of “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information”. Signed training documents must be submitted to the COR. Training must be completed prior to the performance of the contract and annually thereafter. Proof of training completion must be verified and tracked by the COR.