DRAFT PWS Mini C-Arm Fluoroscopy Units.docx

Department of Defense Defense Health Agency Performance Work Statement

PREVENTATIVE MAINTENANCE AND CORRECTIVE ACTION REQUIREMENTS ON MINI C-ARM FLUOROSCOPY MACHINES (2)

8 JUNE 2026

U.S. NMRTC SIGONELLA

NOTE TO OUR CUSTOMERS: GENERAL INFORMATION IS PRESENTED IN BLUE ITALICS WITHIN PARANTHES. FILL-IN GUIDANCE IS PRESENTED IN BLUE WITHIN BLACK BRACKETS. PLEASE DELETE ALL BLUE ITALICS AND BLUE NON-ITALICS WHEN FINALIZING THE PWS.

THIS INSTRUCTIONAL BLOCK SHOULD BE DELETED PRIOR TO FINALIZING YOUR PWS.

1.0 GENERAL INFORMATION

The Orthopedic and OR Department at U.S. NMRTC Sigonella is requesting a full risk preventative maintenance and repairs on two mini c-amr.

1.1 This is a non-personal services contract to provide preventative maintenance and corrective action requirements for two radiographic/fluoroscopic unit, mobile mini c-arm

1.1.1 Description of services/introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform preventative maintenance and corrective action requirements for two mini c-amrs as defined in this Performance Work Statement (PWS). The items to be serviced area as follows:

· RADIOGRAPHIC/FLUOROSCOPIC UNIT, MOBILE (MINI C-ARM) ECN: 098596 S/N: 5N0279

· RADIOGRAPHIC/FLUOROSCOPIC UNIT, MOBILE (MINI C-ARM) ECN:098597 S/N: 5N0274

1.1.2 Background: Preventative maintanenace and corrective action on the items was written into the purchase order as requirements to be performed under the warranty period. Warranty has now expired and therefore a contract is needed.

1.1.3 Scope: Preventative maintenance and corrective action requirements for two radiographic/fluoroscopic unit, mobile mini c-arm

1.1.4 Period of Performance (PoP): The period of this contract shall be for 5 years (Base Year with 4 Option Years and Optional 6 Month Extension) 30 September 2026 – 29 September 2031.

1.2 Administrative specifications

1.2.1 Place of performance: The work shall be performed at the U.S. NMRTC, Strada Statale 192 KM 15, Orthopedic and OR Department, 1st Floor, Catania-Enna, Sigonella, Sicily (Italy)

1.2.2 Recognized Federal holidays: Contractor is required to perform services on below federal holidays.

Independence Day

1.2.3 Hours of operation: The contractor is responsible for conducting business Monday thru Friday. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS.

1.2.4 Emergency Services:. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours.

1.3 Contractor Identification

1.3.1 The Contractor shall submit the required information to complete the U.S. NMRTC Sigonella Security Pass and ID form and get a base pass. Contractor personnel performing services in a contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the Government understands that the person is contractor support personnel.

2.0 SPECIFIC TASKS

2.1 Preventative Maintenance Requirements:

· The vendor must be able to provide preventative maintenance and repairs by an authorized technician. The frequency of preventive maintenance visits is prescribed as follows:

One (1) annual preventive maintenance. Service shall includ verification and ensuring the correct functioning and safety of the unit (electrical safety check). Service shall also includ all accessory parts, as well as restoring the original operating and safety conditions of the unit.

All period calibrations required by the manufacturer.

2.2 Corrective Action Requirements:

· Actions as prescribed by the manufacturer with unlimited calls for troubleshooting and emergency services within business hours.

· Parts will be replaced free of charge. Excluded are consumables and accessories which shall be replaced only with the specific approval of the Contracting Officer and priced at the Contractor’s cost, ordered, and paid for by the customer using other procurement methods not included in this contract.

· Equipment improvements/modifications shall be made only upon Material Management Department, Biomed Repair Department written approval and direction.

· Notify the Material Management Department, Biomed Repair Department immediately upon receipt of OEM or replacement parts/equipment safety recalls notices.

· Ensure that original design and functional capabilities will not be changed, modified, or altered unless the Material Management Department, Biomed Repair Department authorizes such changes in writing.

· Provide suitable OEM recommended repair equipment/tools required for the satisfactory execution of all repairs made.

· Extend to the Government all commercial warranties on replacement parts, consistent with standard industry inventory.

3.0 Qualifications/Considerations

3.1 Special Qualifications/Considerations:

Authorized Field Service Engineers and Technicians: The vendor must ensure that only FULLY QUALIFIED FIELD ENGINEERS and TECHNICIANS, who have gone through Original Equipment Manufacturer (OEM) or comparable third-party service schools for the above-mentioned equipment, shall be employed in the performance of all work performed under this contract.

Travel And Related Expenses: Contractor shall be responsible for its service-related trip expenses including round trip travel, mileage, and overnight living expenses.

Response Time:

The contractor shall use commercially reasonable efforts to:

a. Respond by telephone to any report of a malfunction requiring repair within four (4) hours of notification by U.S NMRTC, Sigonella, Monday - Friday, 0830-16:00

b. Provide on-site support within one (1) business day of notification by U.S. NMRTC Sigonella personnel for emergency service calls

c. Provide on-site support within two (2) business days of notification by U.S. NMRTC Sigonella personnel for NON-emergency service calls

Liability: Contractor shall not be liable for any loss, damage, or delay due to any cause beyond his reasonable control including but not limited to, acts of government, strikes, lockouts, fire, explosion, theft, floods, riot, civil commotion, war, malicious mischief or acts of God.

Utilities: Contractor may use Government utilities, (e.g., electrical power, compressed air, and water) that are available and required for any service performed under this contract. The building engineer, to ensure compatibility with the U.S. NMRTC Sigonella’ s electrical wiring and equipment, must approve contractor’s electrical equipment.

Government Personnel: U.S. NMRTC Sigonella employees will not perform maintenance or attempt repairs to equipment while such equipment is under the purview of this contract unless agreed to in writing by the contractor.

Labor: All compensation for labor from the hours of 0800-1600 (Local PST Time) is included in the contract price.

Parts And Materials: All compensation for parts and materials is included in contract price. Parts and materials provided under this contract shall be new.

Field Service Reports: Contractor shall furnish a written or electronic vendor supplied Field Service Report (FSR) in English Language to the Duty Staff at:

U.S. NMRTC Sigonella, Italy Material Management Department Localita' Catania Phone: 095-864586 Fax: 095-864583

Or electronically at: usn.sigonella.navhospsigonellait.mesg.medlog-customer-support@health.mil

The contractor, or his representative, shall complete the vendor supplied Field Service Report to include the following:

Contractor Name Issue Identification of the equipment serviced: ECN (Equipment Code Number) and Serial Number Type of service performed (preventive maintenance or repair), Technician's Printed Name and Telephone Number Signature Date and Time of Arrival Time Expended Repairing/Service; Labor Hours, Rate and Materials Summary of Work Performed and Accepted by End-User (Government Representative's Printed Name and Signature)

All Field Service Reports shall be submitted within 72 hours of completion of service.

Repairs that cannot be completed during the initial visit will indicate the current status of the equipment and the projected date on when repairs will be accomplished.

Additions And Deletions Of Instruments:

The Government may modify the contract to include or to delete additional Government-owned equipment by providing a 30-day written notice to the Contractor. Equipment additions that do not constitute a substantial increase in effort required by the Contractor shall not result in adjusted contract price. Substantial equipment additions will result in adjustment of the contract price. The circumstances involved in each individual occurrence will be considered. Whenever the period of maintenance service is less than one year, the annual maintenance service rate will be prorated.

Invoices

· The Contractor is required to submit certified invoices conform to the contract line-item number structure of this contract and must include banking information (IBAN CODE) to:

U.S. NMRTC Sigonella, Italy SS 192 Km 76 95100 Catania Attn: Material Management Department Phone: 095-564930 Fax: 095-564583 Email: Antonio.valenti2.ln@health.mil

· Invoices shall be in the name of the Contractor and not any agent or subcontractor.

· The Contractor shall maintain original paid invoices and other related records for the length of the contract plus one year. Contractor shall make historical invoicing data available to the government within ten (10) business days of a formal request. Archived information shall be provided in a mutually acceptable format.

Payment Of Accepted And Certifed Invoices

· Payment will be made after delivery and acceptance of supplies or performance and acceptance of services. The Government will only pay for those supplies and services, or portions thereof, which have been accepted. Quarterly payments are authorized. Invoices not in compliance with these instructions are not considered to be proper invoices and may be rejected.

· Upon receipt of accepted and certified invoices, payment will be made by:

Commercial Bill Pay Office (CBPO), NAPLES Tel. +39-081-568-6649

4.0 Points of Contact

4.1 Points of Contact:

TPOC - NMRTC Sigonella Orthopedic Department Kraynack Timothy Phone: +39 095554025 E-mail: timothy.j.kraynack.mil@health.mil DHA PWS Template Under SAT August 2022 Rev. 1 image1.png