SOW.PDF

Department of Health and Human Services Indian Health Service

Clinton Indian Health Center

Statement of Work (SOW) Toshiba Aquilion Prime 160 slice CT System – Preventative Maintenance

1. PURPOSE OF THE PROJECT

The purpose of this contract is to provide preventative maintenance services for the Computed Tomography (CT) Toshiba Aquilion Prime 160 Slice System at the Clinton Indian Health Center (CIHC). The Indian Health Services (IHS) requires CT services without interruption during the term of this contract. The CSU facilities are outpatient federal facilities that provide ambulatory care for eligible Native American patients that are registered for services. To meet the CSU’s mission, CSU requires contractor support to provide contract preventative maintenance services and repair support service in accordance with manufacturer requirements, specifications, guidelines, checklists, revisions and addendum modifications that includes: all labor and parts on the Toshiba Aquilion CT scanner annual PM service, and Direct manufacturer support.

The Clinton Indian Health Center is a Joint Commission accredited clinic. CT exams are a medical modality that is necessary to support the treatment and care of our patients. A CT scan may be used to help diagnose, plan treatment, or find out how well treatment is working by providing detailed images of organs. Therefore, contracted CT maintenance services are necessary to ensure proper functionality of the CT equipment.

Additional contractual service support is required to maintain equipment in proper and sage operating condition. This support is required to assure federal compliance to 21 CFR, sub-chapter “J”, parts 1030.30. 1020.31 And 1020.32; and IHS compliance to TJC Environment of Care.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide a 1-year comprehensive Coverage for Service & Repair that offers fixed annual service costs and includes all of the following services at the Clinton Indian Health Center. Services shall include but are not limited to the following:

2.1. System: Aquilion Prime 160 Slice CT scanner

2.2. Glassware: CT Tube

2.3. Options: ECG Scan Prospective for AQ/MP

2.4. All Vitrea Hardware & Software

2.5. Unlimited Repairs

2.6. OEM Planned Maintenance Services

2.7. OEM Routine System Calibration Tests

2.8. OEM Quality Assurance Evaluations

2.9. OEM Replacement Parts

2.10. Normal Business Hours Coverage excluding Federal Holidays

2.11. 30-minute maximum phone response time

2.12. 4-hour on-site response time

2.13. 98% Uptime Guarantee

2.14. Vendor must have remote monitoring capabilities and be able to provide a basic level of support through remote connections for 24/7 troubleshooting.

Aquilion PRIME 160 / 80 multislice helical CT system with an 80-row detector capable of generating 80/160 slices per rotation using the coneXact.

2.15. Gantry (Max. Clearance) 78 cm

2.16. Slices 160

2.17. Type (configuration) Multislice

2.18. Adaptive Diagnostic features that improve accuracy and workflow.

2.19. Advanced Technologies Standard

Clinton Indian Health Center

2.20. Industry-leading, automated dose reduction capabilities improve patient safety and increase quality of care, including AIDR 3D technology and XR-29 compliance standard on all systems.

2.21. High speed rotation allows rapid data acquisition and shortens scan times, while the fast reconstruction unit further improves throughput, reducing the time required for diagnosis. Aquilion™ PRIME is the latest addition to the Aquilion™ ONE family with key features such as Adaptive Iterative Dose Reduction (AIDR), an iterative reconstruction algorithm that has been designed to further enhance clinical examinations.

Canon – Toshiba Prime 80 / 160 Features:

2.22. Ultra-Low Dose Examination

2.23. AIDR

2.24. Active Collimator

2.25. SURE Exposure 3D

2.26. Boost3D

2.27. Dose Report

2.28. Dose Index Value Display

2.29. Ultra-Fast Workflow

Aquilion PRIME ensures fast data to diagnosis that meets the requirements of increasingly complex examinations and accelerate the process of providing the information you need to make treatment decisions.

2.30. Fast Reconstruction

2.31. 80-detector row helical

2.32. 78 cm gantry aperture

2.33. Metal less Head rest

2.34. Metal less Arm up holder

2.35. SUREXtension

ONE Family Application

2.36. Body Perfusion

2.37. Dual Energy

2.38. Lung Volume Measurement

2.39. SURE Cardio

2.40. CBP Study / SURE Subtraction

3. PERIOD OF PERFORMANCE

12 months from date of award Base year:

Option Period One:

07/01/2025 – 06/30/2026 07/01/2026 - 06/30/2027

4. LEVEL OF EFFORT

4.1. Vendor must perform Preventive Maintenance on the following system components.

4.1.1. Gantry

4.1.2. Patient Couch

4.1.3. X-Ray System

4.1.4. Console

4.1.5. Entire System

4.1.6. Data Acquisition System

4.1.7. Data Transfer Unit

4.1.8. Power Distribution Unit

Clinton Indian Health Center

4.2. Recommended intervals set by the OEM are to be followed. In order to reduce downtime, PM’s may be divided in to a schedule of once a month or every other month between the components, as long as all required preventive maintenance and inspections are completed to Manufacturer’s specifications. Vendor must provide a maintenance schedule of how they plan to fulfill this maintenance in order to adequately evaluate each contractor.

4.3. Training: N/A

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1303, To ensure compliance with Homeland Security Presidential Directive-12: Policy for a Common Identification Standard for Federal Employees and Contractors (HSPD-12) It is the IHS policy that all staff and contractors who require physical access to federally controlled facilities and logical access to the IHS Information Technology (IT) networks and systems must obtain an HSPD-12-compliant access card. Individuals will be issued an access card upon meeting the HSPD-12 requirements and a favorable background investigation.

5.2. The US PHS Clinton Indian Health Center is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Clinton Indian Health Center official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of Clinton Indian Health Center.

Such action(s) could result in violation of the contract and possible legal actions.

5.4.1. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will coordinate the delivery date with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency(ies) to secure the needed dock access. No deliveries can be made after 4:15pm.

Driver needs a valid ID.

6.1.1. Location information as the following:

6.1.1.1. Clinton Indian Health Center: 10321 N. 2274 Rd, Clinton, OK 73601 – Dock Access

6.1.1.2. Work is performed at the Clinton Indian Health Center. No payment will be rendered for services outside of the facility.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 5:00 pm, Monday through Friday.

6.4. Vendor shall notify the Clinton Indian Health Center Biomedical Department and Radiology Personnel prior to performing any services.

6.5. Vendor shall remit a service report to the Clinton Indian Health Center Biomedical Department and Radiology Supervisor no later than 24 hours after services rendered.

Clinton Indian Health Center

6.6. Failure, on the part of the Contractor, to provide services as identified may result in the suspension of contract for services.

Personnel Qualifications: Contractor must maintain certifications or competencies necessary to perform this service. Such certifications must be submitted with the cost estimate/proposals to ensure contractor possess required certifications.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. All records required in the performance of this contract will remain the property of and subject to the exclusive control of the Clinton Indian Health Center. The Contractor shall be responsible for providing all adjunctive and mechanical devices as required for the provision of services.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. Required personnel, materials, supplies and equipment:

8.1.1. The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

Contractor shall be evaluated yearly upon completion of each contract term. The government reserves the right to conduct evaluations more frequently if deemed necessary. Evaluation shall include customer satisfaction, timeliness of services, and quality of services.

The supervisor, in conjunction with contractor management, shall conduct the evaluations of the contractor’s performance. The contractor shall advise of any problem(s) encountered in connection with performing scheduled maintenance or other services.

Measureables to be evaluated at the conclusion of awarded contract:

Performance is acceptable YES NO N/A

Responsibilites of contractor have been fulfilled as stated in the SOW. YES NO N/A

Upheld Standards & Guidelines of accrediting organizations, national, state, and local regulating agencies, and CSU Policy and Procedures

YES NO N/A

Quality Control measures were utilized by contractor personnel. The contractor met all reporting requirements within the SOW.

YES NO N/A

Contractor Invoicing was accurate and submitted in a timely manner. YES NO N/A

Customer Service was provided to CSU Vision “Exceed the Need”. YES NO N/A

Comments:

Clinton Indian Health Center

Department Supervisor Signature: ____________________________________

Administrative Officer Signature: ____________________________________

STEVI M.

BROWN -S

Digitally signed by STEVI

M. BROWN -S

Date: 2025.05.28 10:54:32 -05'00'

Tina M. Scott -S Digitally signed by Tina M. Scott -S Date: 2025.05.29 13:25:02 -05'00'