2024 DOJ AED Leasing SOW 8.8.24.docx

U.S. DEPARTMENT OF JUSTICE (DOJ)

JUSTICE MANAGEMENT DIVISION (JMD)

FACILITIES AND ADMINISTRATIVE SERVICES STAFF (FASS)

STATEMENT OF WORK

1.0 TITLE: Department of Justice (DOJ) Automated External Defibrillator (AED) Management Program.

2.0 BACKGROUND:

The DOJ is seeking a vendor that can provide a full-service leasing contract to support the operation of an AED Management Program at two (2) DOJ locations in the National Capital Region for 45 AED devices. The contract is awarded with one 12-month base year and four 12-month option years. DOJ requires a vendor that can adapt to the unique requirements of a federal agency in mission, authorities, and needs to maintain information security to successfully support DOJ under the direction of the Safety and Occupational Health Manager, Justice Management Division (JMD), Facilities and Administrative Services Staff (FASS).

3.0 SCOPE:

Defibrillators:

The vendor shall provide oversight/maintenance for (45) ZOLL PLUS AED or equal as stated in task (Section 9.0).

4.0 PERIOD OF PERFORMANCE:

The period of performance is a 12-month base period plus four (4) twelve (12) month option periods:

Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

There are ten (10) Federal holidays set by law (USC Title 5 Section 6103) that DOJ follows: Under current definitions, five are set by date:

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:

5.0 CONTRACT ADMINISTRATION:

The Contracting Officer (CO) for this contract is:

Linda Stowe U.S. Department of Justice 145 N Street NE Washington, DC 20530 Telephone:

Email: linda.f.stowe@usdoj.gov

Written communication shall refer to the contract number and shall be emailed or mailed to the above address.

The CO is the only individual who can legally commit or obligate the Government to the expenditure of public funds. No cost chargeable to the contract can be incurred before receipt of a fully executed contract or specific authorization from the CO.

The Contracting Officer’s Representative (COR) for this contract is Andrea Thi, Environmental Program Manager, JMD-FASS; telephone: 202-598-9783; email: Andrea.W.Thi@usdoj.gov.

The COR is responsible, as applicable, for: receiving all deliverables, inspecting, and accepting the supplies or services provided hereunder in accordance with the terms and conditions of this contract; providing direction to the vendor which clarifies the contract effort, fills in details or otherwise serves to accomplish the contractual Scope of Work; evaluating performance; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment. The COR does not have the authority to alter the vendor's obligations under the contract, and/or modify any of the expressed terms, conditions, specifications, or cost of the agreement. If, as a result of technical discussions, it is desirable to alter/change contractual obligations, the Contracting Officer shall issue such changes.

Alternates to COR are Chau Tran, Assistant Director, JMD-FASS; telephone: 202-353-5157; email: Chau.H.Tran@usdoj.gov and Sophie DeFeo, Safety and Occupational Health Manager , JMD-FASS; telephone: 202-304-0500; email: Sophie.DeFeo@usdoj.gov.

6.0 PLACE OF PERFORMANCE:

Locations in the Washington D.C. area as follows:

1. RFK Main Justice Building, 950 Pennsylvania Avenue NW, Washington, DC 20530

2. 2CON Building, 145 N Street NE, Washington, DC 20002

7.0 TRAVEL COSTS:

Local travel to respond to a service call, to conduct preventive maintenance or to attend meetings within the local city or base of assignment commuting vicinity shall be considered a cost of doing business and shall not be separately reimbursed. Vendor travel for contract related meetings, service maintenance calls or performance reviews is considered a cost of doing business and will not be reimbursed.

8.0 GOVERNMENT-FURNISHED INFORMATION (GFI), EQUIPMENT (GFE), AND

FACILITIES:

No GFI/GFE will be issued to the vendor.

9.0 SPECIFIC TASKS:

The vendor shall provide all equipment, labor, tools, and materials to maintain the AEDs as defined in this Performance Work Statement. The vendor shall ensure that all AEDs are kept in working condition and in compliance of all governing AED laws and regulations. Any deficiencies on any of the AEDs shall be reported to the Government/COR within 24 hours of identification of a problem.

As part of the compliance requirement, DOJ requires a full-service maintenance program which will monitor the working order of each leased AED. The vendor shall provide the necessary oversight to ensure that DOJ is compliant with the rules and regulations governing the use of the AEDs.

The vendor’s AED Management Program shall comprise and provide the following services:

a. TASK ONE: PROVIDE MEDICAL DIRECTION & OVERSIGHT The vendor shall provide Medical Direction & Oversight of all DOJ AEDs and ensure that all regulatory and statutory requirements are met. In addition, the vendor shall maintain all necessary medical prescriptions for all AEDs in accordance with the Food and Drug Administration (FDA) classification of AEDs as Class III medical devices and AED protocols required by law.

Deliverables:

1. Maintain device prescriptions for 45 (forty-five) AEDs in accordance with FDA and AED protocols required by law.

b. TASK TWO: FULL PROGRAM IMPLEMENTATION SUPPORT

The vendor shall provide full program implementation support, complete device with equipment setup and ongoing regulatory support for all AEDs.

Vendor will provide installation, up-keep, maintenance, replacement and testing of AEDs, AED pads, AED cabinets, AED location “V” signs, and AED response kits at all AED locations with the DOJ RFK Main Justice and 2CON buildings. For historical federal buildings, if there is no suitable mounting surface, a free-standing AED Cabinet Stand shall be used.

All AED device and AED-related equipment installation at each DOJ location shall adhere to all ADA height requirements. Vendor will work with each DOJ location for the shipping and receiving of all AEDs and AED-related equipment. Vendor will work with all DOJ locations to provide guidance on how vendor and DOJ will work together to send equipment back to vendor for maintenance and or replacement of AEDs and AED related equipment.

The vendor is able to provide the ZOLL PLUS brand or equal automatic defibrillator with Graphical Cover LCD as the AED option for the contract. The AED should include CPR-D pads and rate sensors with one set of lithium batteries with minimum of a five-year warranty. The vendor should provide AED cabinets, free-standing AED cabinet stands (as needed), AED location “V” signs, and AED response kits, which include nitrile gloves, barrier mask in hard case, trauma scissors, razor, wet wipe, dry wipe, and soft pack carry case or bag. All AED units should be delivered, assembled, and installed.

Deliverables

1. AED and AED equipment installation and maintenance.

2. The vendor shall provide written instruction as to how equipment will be retuned to vendor for maintenance and or replacement.

b. TASK THREE: WEB-BASED APPLICATION The vendor shall provide an interactive web-based AED maintenance application that provides the DOJ with information on the compliance state and readiness of all AEDs.

The following capabilities and information, at a minimum, shall be functions of the application:

Track each AED location, manufacturer, model number, serial number, battery expiration date, pad expiration date, consumable supplies, readiness checks and trained responders and their attributes in compliance with DOJ operational and information security requirements. This may require the approval of vendor systems or storage of information on DOJ approved networks only.

DOJ must always have access to the vendor-managed web-based maintenance application.

Deliverables

1. Web-based AED maintenance application.

c. TASK FOUR: AED INSPECTION The vendor shall send monthly AED system check reminders to designated points of contact in all DOJ locations to assist in assuring that AED equipment and supplies are present in each cabinet and that each AED is functioning correctly. Provide a specific monthly equipment inspection check-off sheet that will be kept in every AED cabinet to document all equipment is working and accounted for.

Deliverables:

1. Monthly AED inspections.

d. TASK FIVE: REGULATORY SUPPORT The vendor shall provide regulatory support in the completion and filing of all registration forms and other documentation required to register the current inventory of AEDs with Emergency Medical Services (EMS) at its facility in accordance with Federal, State, and local AED laws to ensure “Good Samaritan Law” compliance.

Deliverables:

1. Regulatory support.

e. TASK SIX: POST EVENT INCIDENT REPORT, POST-INCIDENT SUPPORT AND DATA RETRIEVAL The vendor shall provide assistance in completing an AED incident report, post-incident support, and data retrieval. After an AED has been used for an emergency/resuscitation attempt, the vendor will go to the DOJ location to collect the AED to conduct a post-event data/medical review. The medical reviewer will review all post-event elements contained in the AED and generate a written summary of the data, evaluation of the use, and recommendations (if any) to improve clinical outcomes in future AED uses to the Safety and Occupational Health Manager, JMD/FASS. The vendor will provide a loaner AED to utilize while the medical review is being conducted to ensure no interruption to AED coverage. Once the post-event review has been completed, vendor will return the AED to the DOJ location and place in back in service for deployment.

Deliverables:

1. Post event assistance.

f. TASK SEVEN: ANNUAL INSPECTION The vendor shall provide annual on-site inspection of all units, perform out-put checks which include calibration, electrodes, and software updates if required.

Deliverables:

1. Annual inspection of all AEDs.

g. TASK EIGHT: REPLACEMENT & MAINTENANCE SERVICE – EXPIRED WARRANTY The vendor shall provide Replacement & Maintenance services to support the operation of additional AEDs after the date the AED manufacturer warranty period expires. AEDs with an expired warranty must be replaced with a comparable, updated AED with the latest technology.

Deliverables:

1. Provide replacement and maintenance services to support the operation of additional AEDs after the date the manufacturer’s warranty period expires.

10.0 DELIVERABLE SCHEDULE

Invoices will be submitted electronically. Vendor will be paid monthly for completed deliverables accepted by the COR. Acceptability criteria are provided in the table below: