1 SOW GE Anesthesia.doc

VA OED

Contract/Acquisition Strategy

Western Colorado Health Care System (WCHCS) Statement of Work (SOW) GE Aisys Anesthesia Preventative & Corrective Maintenance and Software Updates Purpose. The WCHCS on 2121 North Ave, Grand Junction CO, 81501 has a requirement for Hardware Corrective and Preventative Maintenance and all Software updates related to GE Aisys Anesthesia delivery system.

1. Background. The Healthcare Technology Management section supports patient care services at Grand Junction medical center and four clinics in other locations.

2. Objectives. The equipment listed under mandatory tasks and deliverables will have a minimum system reliability of 98% up-time by completing scheduled preventative and corrective maintenance; and uploading all new software updates, to ensure proper operation of GE Aisys Anesthesia equipment and delivery system.

3. Scope. The Contractor shall furnish all labor, supervision, tools, equipment, materials, and industry expertise necessary to complete the requirements listed in this SOW. Testing, maintenance and parts shall meet the manufacturer’s minimum requirements and to maintain the original equipment warranty.

4. Deliverables. The Contractor shall provide preventative maintenance and software updates as described in each task. If for any reason, any deliverable cannot be delivered on-time according to the schedule, the contractor shall provide a written explanation to the Contracting Officer’s Representative (COR) within three days after the failure. This written transmittal shall include a new commitment of when the work shall be completed. This transmittal to the COR shall cite reasons for the delay, and the impact on the reliability of the equipment and system. The COR will review the facts and issue a response in accordance with the contract terms and conditions. Unless otherwise specified an electronic copy shall be placed in the designated SharePoint site or other designated site.

4.1 CLIN 0001 – Complete annual testing, preventative maintenance, and software updates on three (3) GE Aisys Anesthesia equipment and delivery system. The equipment serial numbers for the December service work are:

a. APWA01940

b. APWA01941

c. APWA01942

4.1.1. Deliverables for CLIN 0001

4.1.1.1 Complete One (1) scheduled testing and preventative maintenance inspection per year that meets OEM recommended service maintenance checks, tests, calibrations, software updates and replacing faulty and worn parts and/or parts likely to fail as defined in the GE Aisys Anesthesia Machines Technical Reference Manual.

4.1.1.2. Test the unit to ensure it complies with the manufacturer’s preventative maintenance requirements.

4.1.1.3. All replacement parts must be new OEM components and approved by GE Healthcare.

4.1.1.4. All replacement parts shall carry a minimum one (1) year replacement warranty.

4.1.1.5. This service shall be completed on December 15th +/-15 calendar days.

4.2 CLIN 0002 – Complete annual testing, preventative maintenance, and software updates on three (3) GE Aisys Anesthesia equipment and delivery system. The equipment serial numbers for the March service work are:

a. APWA01943

b. APWA01944

c. APWA01945

4.2.1. Deliverable for CLIN 0002

4.2.1.1. Complete One scheduled preventative maintenance inspection per year that meets OEM recommended service maintenance checks, tests, calibrations, software updates and replacing faulty and worn parts and/or parts likely to fail as defined in the GE Aisys Anesthesia Machines Technical Reference Manual.

4.2.1.2. Test the unit to ensure it complies with the manufacturer’s preventative maintenance requirements.

4.2.1.3. All components provided for repair or replacement shall be new, free for defects or damage, and shall meet the manufacturer’s requirements as approved replacements.

4.2.1.4. All parts replaced shall carry a minimum one (1) year replacement warranty.

4.2.1.5. This service shall be completed on March 15th +/- 15 calendar days.

5. Period of Performance. The period of performance shall be from the date of award for a base period and 4 option years. The contractor shall coordinate with the COR to schedule the services outlined in Section 4. Normal hours of operation are Monday through Friday, 7:30am-5:00pm, except federal holidays. The Contractor shall have the flexibility to schedule work outside of normal hours with prior approval from the COR. The Contractor shall notify the COR a minimum of 10 business days in advance to schedule work outside of normal operating hours. Work shall be conducted in a manner that will prevent the least amount of disruption to the facility operations.

There are eleven (11) Federal holidays set by law (U.S.C. Title 5 Section 6103). Additional days which are deemed federal holidays by the government during this contract period shall also be observed.

Under current definitions, five are set by date:

New Year’s Day

January 1

Juneteenth

June 19

Independence Day

July 4

Veteran’s Day

November 11

Christmas Day

December 25

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

Martin Luther King Day Third Monday in January

Washington’s Birthday Third Monday in February

Memorial Day

Last Monday in May

Labor Day

First Monday in September

Columbus Day

Second Monday in October

Thanksgiving

Fourth Thursday in November

6. Place of Performance. Work shall take place at the WCHCS on 2121 North Ave, Grand Junction CO, 81501. The Contractor’s personnel shall log in with Healthcare Technology Management prior to performing any services, to have portable media (USB, DVD, etc.) scanned. When the service is completed, the Contractor personnel shall log out with Healthcare Technology Management, so that services can be documented in the station work order system and PM tags updated as needed.

7. Key Personnel. Professional and/or technical personnel are essential for accomplishing the work to be performed. These individuals are defined as “Key personnel”. The Contracting Officer (CO) may notify the Contractor and request immediate removal of any personnel assigned to the task order by the Contractor that are deemed to have a conflict of interest with the government or if the performance is deemed to be unsatisfactory. The reason for removal will be documented and replacement of key personnel shall be identified within three business days of the notification. Employment and staffing difficulties shall not be justification for failure to meet established schedules. The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as subcontractor efforts used in performance of this effort. The Contractor’s management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the Requirements contained in the statement of work.

8.

Domain Knowledge. Contractor and contractor personnel shall have specific and in-depth knowledge of GE Aisys Anesthesia Machines service and repair. When a conflict arises concerning requirements for testing and maintenance, the most stringent requirement shall apply, unless otherwise directed by this contract or the CO.

9. Staff Qualifications.

The Contractor shall ensure personnel deployed to provide work on this contract are fully trained and completely competent to perform the required work. All contractor personnel/technicians will have successfully completed service and training from the manufacturer or a manufacturer accredited school and will have acquired a minimum of three (3) years’ experience on the equipment to be maintained. A list of contractor personnel and proof of this accomplished training will be provided to the CO prior to award of a contract, and upon change in contractor personnel during the awarded contract. This documentation will be provided and approved prior to the performance of any maintenance and/or repairs under this contract by contractor personnel.

10. Type of Contract. A Firm-Fixed Price

11. Changes to the SOW. 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. Any costs incurred by the contractor outside the scope of the SOW and without written approval from the CO will be the contractor’s responsibility and will not be paid by the VA.

12. Government and Contractor Responsibility

12.1. Contractor Responsibilities.

12.1.1. The contractor shall request other VA documentation deemed pertinent to the work accomplishment directly from the COR. The contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.

12.1.2. The contractor shall maintain frequent communications with the COR to conduct work in progress reviews. Progress reports shall be delivered electronically to the COR, with an electronic courtesy copy to the Program Office.

12.1.3. The Contractor shall provide an email report of remote service provided, and the VA shall have 3 business days to review the email and provide feedback and comments. The contractor shall have 3 business days to incorporate comments.

12.1.4. When service is provided in-person on site, the Contractor shall provide a written (email or handwritten form) service report within 10 business days of completed service. The report shall include name of contractor and contract number; name and qualifications of contractor personnel who performed the work; ID of equipment serviced; detailed description of service performed; labor and travel hours; parts (include part numbers) used. The VA shall have five (5) business days to review the email and provide feedback and comments. The contractor shall have five (5) business days to incorporate comments.

12.1.5. Invoices will be refused if they include work for which a written service report was not provided.

12.1.6. If deficiencies were discovered not covered by this service contract, Contractor shall provide a written (email) detailed description of deficiencies discovered and a proposal to correct the deficiency, including a description of the work and cost. The VA shall have 10 business days to review the proposal before accepting or declining the offered correction. Acceptance of the correction will be in the form of a modification to this contract.

12.2 Government Responsibility

The CO shall provide the contractor with copies of documents that the VA is required to provide.

13. Quality Standards for Deliverables - Performance Measures:

The contractor will schedule PM site visits with the COR at least 15 business days in advance of site visit. The Field Service personnel arrive on site as scheduled and check in with Healthcare Technology Management for software scan and tool check before proceeding to the equipment on which they will work. The contractor personnel shall check out with Healthcare Technology Management at the end of service, before leaving the site.

14. SECURITY – PRIVACY REQUIREMENTS

General - All contractors and contractor personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA, and VA personnel, regarding information and information system security. Contractors must follow policies and procedures outlined in VA Directive 6500, Information Security Program and its handbooks to ensure appropriate security controls are in place.

15. Access to VA Information and VA Information Systems

The Contractor who maintains the Aisys Anesthesia Delivery System will not have logical access to VA information or VA information systems, but technicians may have incidental access to patient information during check runs as part of their inspection and testing duties. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/ subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. The contractor shall not make copies of patient information under any circumstances. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

16. Security Controls Compliance On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 business days’ notice, at the request of the Government, the contractor will fully cooperate and assist in a Government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The Government may conduct a security control assessment on shorter notice (to include unannounced assessments) determined by VA in the event of a security incident or at any other time.