2024 PWS.pdf

PERFORMANCE WORK STATEMENT

William Beaumont Army Medical Center, El Paso, Texas, has a requirement for a full service on-site maintenance contract. Contractor shall furnish all parts, labor, equipment, materials, travel, and transportation to perforn1all scheduled and unscheduled maintenance for the equipment listed below.

1. LASER-MANF: LUMENIS-MDL:ULTRAPULSE SN: 1181

2. LASER- MANF: CANDELA, MDL: VBEAM, SN: 9914-0300-4874

3. LASER- MANF: CANDELA. MDL: VBEAM. SN: 9914-0300-4471

4. LASER- MANF: LUMENIS, MDL: ULTRA PULSE SN: 194

5. LASER- MANF: LUMENIS, MDL: SELECTA DUET, SN: 10135

6. LASER-MANF: LUMENIS, MDL: ULTRAPULSE ENCORE, SN: 1167

7. LASER- MANF: CANDELA, MDL: GENTLE MAX PRO, SN: 9914-9035-3537

8. LASER-MANF: LUMENIS, MDL: VERSAPULSE, SN: 77

1. CONTRACTOR REQUIREMENTS:

1.1 Contractor will provide only technically qualified technicians who are formally trained on the above equipment. Service personnel must have a good working knowledge of the equipment.

1.2 Contractor provides a plan for service coverage if less than two (2) personnel are trained on the equipment. The plan describes and ensures the Government is not without service support for more than one day (i.e., coverage during technician illnesses, vacations, terminations, and /or strikes).

1.3 Contractor shall obtain the most current legal editions of the original equipment manufacturer (OEM) literature or approved copies.

1.4 Contractor shall furnish and install only OEM repair parts and OEM recommended substitution/ modifications, as required ensuring proper and safe operation of the equipment.

1.5 Contractor shall have knowledge of, furnish and install all OEM sponsored modifications at no additional charge. This includes all the OEM published Equipment

Changed Orders (ECO) and Fielded Change Orders (FCO). Mandatory modifications include equipment upgrades or enhancements to equipment design, and changes necessary for operator and patient safety. Manufacturer sponsored modifications are made as hardware/software updates/ corrections becoming available from the manufacturer. In addition, the Government may request the Contractor to install said

OEM sponsored modification in the event that the Government obtained knowledge of

ECO or FCO before the contractor. Contractor will make all ECO and FCO modifications in a timely manner, but in no case shall it exceed sixty (60) calendar days after ECO or FCO is announced by the OEM. All such modifications shall be made so as not to interfere with the Government's operation. If such modification is not possible during normal duty hours, the Contractor will do the modifications outside of normal duty hours (overtime) at no additional cost the Government

1.6 If the Contractor is unable to repair the unit and subcontracts out to a third party, the

Contractor will not stop the third party in the middle of the repair job and will not charge the Government for the subcontracted labor.

2. MAINTENANCE TIME FRAMES:

The Contractor shall provided (2) preventive maintenance (PM) in March and September, and (1) annual calibration verification check (CVC). The Contractor shall perform CVC in conjunction with the preventive maintenance services. Services during the time frame will include one (1) electrical safety current leakage test to determine the amount of electrical current electrical leakage to the case of the unit. All services performed are documented and indicated on the service ticket upon completion of services as follows:

(a) Calibration: CA with the time spent

(b) Preventive Maintenance INSP is inspection with the time spent, the electrical safety test is considered to be part of this process.

(c) Scheduled Parts Replacement SPR with the time, name, and part numbers with cost of parts replaced.

3. SCHEDULED SERVICES:

3.1 For base year, the Contractor shall perform the schedule preventive maintenance

(PM) inspection within 3 weeks after the award of the contract, October and one six months later. April.

3.2 For all option years, two Preventive Maintenance services. (PM) inspection. (October and April)

3.3 The Contractor shall complete all required scheduled services within 4 working days after starting each scheduled services.

3.4 The Contractor shall coordinate with the Contracting Officer Representative (COR), to ensure access to the equipment to be serviced, no later than the 4th working day of the month scheduled for service.

4. UNSCHEDULED SERVICES:

4.1 All repairs must be accomplished and the unit fully operational within three (3) working days of telephonic notification of a malfunction. These days are Monday through Friday, excluding all Government holidays. All equipment is repaired to meet manufacturers specifications at all times.

4.2 The Contractor shall respond telephonically within four (4) hours during normal duty hours days and within six (6) hours after normal duty hours/or weekends/holidays.

4.3 Delays caused by the Government must be immediately communicated to the COR and will not counted against the repair completion time frame.

4.4 Ifparts are required and are not in stock with the original equipment manufacturer, authorized sales representative, or repair parts supply outlets, an allowable delay will be determined by the COR and subsequent ship time will not exceed two days.

4.5 The Contractor shall provide for all replacements of worn and/or defective parts necessary to restore the equipment to 100% operational condition as specified by the

OEM.

4.6 HOURS OF OPERATION: Medical Maintenance Branch, WBAMC, office hours

7:30 A.M. thru 4:30 P.M., MST, Monday thru Friday.

5. SERVICE REPORTS:

Upon completion of services, a service report shall be provided to the COR. This report is initiated by the Contractor at the completion of each repair and will be provided the

COR within 48 hours upon completion and at the minimum will include:

5.1 Contractor's name

5.2 Contract number

5.3 Name of technician performing the repair (full printed and signed name)

5.4 Number of hours expended on each and associated Contractor's hourly rate. Hours are in tenths and rounded up to the nearest tenth of an hour. Example 1.1is one hour and six minutes.

5.5 Part number and listed cost of each repair part used

5.6 Equipment Control Number and serial number of equipment being repaired.

Sexual Assault Reporting. The contractor will immediately (within 24 hours) report an incident of sexual assault to the COR.

Sexual Harassment Reporting. The contractor will immediately (within 24 hours) report an incident of sexual harassment to the COR.

6. GOVERNMENT FURNISHED PROPERTY AND MATERIALS:

The COR will provide the contractor access to the equipment covered under the contract.

7. CONTRACTOR FURNISHED PROPERTY:

71. All materials, other than those materials specified as Government furnished, required in the performance of this contract shall be furnished by the Contractor.

7.2 Availability of manufacturer's service literature needed in the performance of the contract will be Contractor's responsibility and will remain Contractor owned at the termination of the contract.

7.3 Equipment maintenance performance under the contract includes the unlimited replacernent of defective repair parts.

7.4 Contractor shall notify the COR immediately when parts required to accomplish a maintenance service are not available from the original manufacturer, authorized sales representative, or other repair parts supply outlets.

7.5 The Government shall not be responsible for any damages or loss of Contractor supplies, materials, or equipment.

7.6 The Government shall not be responsible for any damages or loss of the Contractor's personal belongings, or those of the Contractor's employees, due to fire, theft, accidents or other causes

8. PERSONS AUTHORIZED TO PLACE SERVICE CALLS

The Government's COR as well as those authorized to give instructions, place service calls, or request updates status, are listed below No instructions will be accepted by any one other than the people listed below or the Contracting Officer. One of the persons listed below will call and leave their name and number and the Contractor will return the call, or come directly to the COR in room 3K4 of the Bradley Building to verify the call prior to initiating any action.

Chief, Medical Maintenance Branch (CW2 Sean Mahany) (915) 569-1042

CO R - Contract Service - (Patricia Klauss) (915) 742-0179

9. SCOPE OF WORK

9.1 Qualified Technician shall report to the Medical Maintenance, and sign-in the

Contractor's Log by indicating company name, individuals name, time of arrival, and destination. When departing WBAMC, the technician must exist through Medical

Maintenance and provide the service report with applicable information.

9.2 The performance of all services shall meet or exceed the specifications of the original equipment manufacturer.

9.3 The Contractor is not responsible for the maintenance of equipment listed when damage resulted from act of God, or Government neglect/misuse/abuse, or when services from other than the Contractor's personnel have been performed.

9.4 The Contractor shall provide unlimited unscheduled maintenance services for the equipment covered under the contract.

9.5 The Contractor shall perform scheduled preventive maintenance inspection two (2) times per year and calibrated/verification/certification as needed.

9.6 The Contractor shall establish and follow a procedural checklist when performing scheduled services. Any updates shall be supplied to the COR.

9.7 The Contractor shall comply with applicable federal, state, and local laws and regulations.

9.8 The Contractor shall ensure that all maintenance services meet or exceed accreditation requirements/standards of the Joint Commission on Accreditation of

Healthcare Organizations.

9.9 The Contractor shall complete DD Form 2164 in accordance with the instruction provided in TB 38-750-2. A continuation sheet shall be attached to the DD Form 2164 indicating the manufacturer, model, serial number, and date of calibration expiration of all items of test and measurement equipment used to perform the calibration. Required forms and extracts from pertinent directives will be furnished to the contractor by the government.

9.10 When CVC services are complete, the Contractor shall affix a DD Form 2163 to the equipment, update the current form, when appropriate, as specified 750-1. The COR shall determine where on the equipment the DD Form will be affixed.

9.11 Upon completion of each repair or service, the Contractor shall provide the COR with a Service Report not later than the second duty day following the performance of each maintenance service.

9.12 The Contractor shall have available or have reasonable access to all repair parts to maintain the equipment. At no time during the contract period shall the equipment remain inoperative more than four (4) consecutive working days following initial on-site visit. Delays caused by Government will not be counted as contractor "down time" for the purpose of this requirement.

9.13 Repair services shall continue uninterrupted until the equipment is fully operational.

Ifthe Contractor determines that additional parts are required, services will resume as soon as parts become available.

9.14 DD Form 2164, Verification/Certification Worksheet, will be completed and returned to the COR.

9.15 When it is questionable as to whether a malfunction exists with the Contractor maintained equipment or the Government's utilities (i.e., water, air, electricity). The COR shall notify the Government's maintenance representative and establish an arrival time for said representative will arrive at the job site within 30 minutes or less upon notification by COR. The Contractor's maintenance representative shall remain at the site, if not, the Contractor's maintenance representative is allowed to depart the site and return at a time which coincides with the arrival of the Government's maintenance representative. The utilities will be tested; it will then be determined what failed (the utility or the equipment). Should it be determined that the Contractor maintained equipment malfunctioned, the Government shall be reimbursed by the Contractor for the added costs for chargeable maintenance time spent testing utilities.

10. REPLACEMENT REPAIR PARTS:

10.1 The Contractor shall have and maintain an adequate inventory of repair parts to service the equipment listed herein and satisfactory sources of supply for such parts as may be needed in the performance of this contract. Inventory of available parts shall be readily available and be verifiable by the Government if so desired at any time. The

Contractor shall ensure a backup inventory of spare parts so that any spare parts can be delivered to the site within the time frames established, if the spare part is not available from the local contractor inventory

10.2 Repair parts used in the performance of this contract shall be new or reconditioned, however, Government approved reconditioned repair parts shall be the only reconditioned repair parts allowed for performance of services under this contract.

10.3 Parts which have been replaced with Contractor furnished parts shall become the property of the Contractor. Parts once placed in a system or sub-system becomes the property of the Government.

10.4 The Contractor shall replace all worn, failed, or doubtful components and parts at no further cost or charge to the Government. Replacement parts shall be of like or current design to minimize system depreciation and obsolescence. Where statistical data of the manufacturer indicated the failure point is approaching for any component, such component, such component may be repaired or replaced in advance to prevent a system failure.

11. CONTRACTOR PERSONNEL:

11.1 The Contractor ·shall provide technically qualified technicians to accomplish all maintenance services required by the contract. Repair technician must have received formal training presented by the original equipment manufacturer specific or similar to make and model of equipment listed herein within the last 24 month or received a combination of formal training presented by the original equipment manufacturer specific or similar to the make and model of equipment listed herein, and has had repair experience on this equipment within last 12 months. The Contractor's service representative will be factory trained and have a minimum of two years of experience working on the contracted equipment.

11.2 The Contractor shall designate a Point of Contact (POC) for the contract. The

Contractor's POC shall be authorized to discuss with the COR, any and all maintenance services required by the contract and ensure response to requests for performance of the contract. The POC shall have the authority to make decision for the Contractor. The

Contracting Officer or the COR shall be notified immediately whenever the POC changes. Contractor's POC shall be submitted no later than 10 days after award of contract, and shall included as a minimum name, title, and telephone number.

11.3 The Contractor shall not hire off-duty Government employees who serve as inspector or COR's in their Government position, or any other persons whose employment would result in a conflict of interest.

11.4 The Contractor shall provide each employee an identification badge which shall be displayed on their outer garment at all time when on duty, The badge shall include, as a minimum, the employee's name, current picture, the Contractor's name, and title identification.

12. SAFETY:

12.l When the Contractor leaves on-site location where maintenance services are being performed, the site shall be lift in a clean, neat, and orderly condition ensuring the hospital staff and patients are not subjected to any safety hazards, including but not limited to expose wiring, open circuit panels, or tripping hazards.

12.2 Equipment which is left unserviceable at the end of normal duty hours or until performance can be resumed, will be identified by the Contractor attaching DD Form

1577 (TAG) to the equipment in plain view of hospital staff. The COR will be informed personally or in writing of the equipment status prior to the Contractor leaving the work site.

13. APPLICABLE PUBLICATION AND FORMS - Publications documents and forms applicable to this PWS are listed below. The Contractor is required to comply with these directives. Supplements or amendments may be issued during the life of the contract and will be considered to be in full force and effective immediately upon receipt by the

Contractor. Ifcompliance with such supplements and amendments changes the contract cost, it shall be a change within the meaning of the "Changes" clauses of the contract.

14. ARMY PUBLICATION -Army publications shall be made available to the

Contractor during the period of the contract. These publications are located in the

Medical Maintenance Branch, WBAMC.

AR 40-5 Preventive Medicine

AR 40-61, Medical Logistics Policies and Procedures

SB8-75-11 Supplement to AR 40-61

TB MED 7, Maintenance Expenditure Limits for Medical Equipment

TB MED 750-1, Operating Guide for Medical Equipment Maintenance

15. OTHER PUBLICATIONS - The following publications will be acquired by the

Contractor for his use at his own expense. These publications are other than Army publications which establish guidelines for administering adequate healthcare services.

When a conflict between these publications and Army publications arises, the publication which is more restrictive will be followed.

Joint Commission of Accreditation of Healthcare Organization Manual (Current edition)

National Fire Protection Association (NFPA) 99, Health Facilities Handbook, (Current edition).

National Fire Protection Association (NFPA) 101, Life Safety Code, (Current edition).

16. DOCUMENTATION FORMS -No Contractor developed forms will be used except those used as a Service Report.

The forms listed below will be provided to the Contractor by the Government for use in the performance of this contract.

DD Form 1577, Warning Tag.

DD Form 2163, Medical Equipment Verification/Certification.

17. DEFINITIONS: Terms used throughout this contract have the following meaning:

17.l CALIBRATIONNERIFICATION/CERTIFICATION (CVC) -The comparison of a system or device of unverified accuracy to measure system or device of known accuracy to detect and correct deviations from required performance specifications/standards. Required performance specification/standards are detailed within the original manufacturer's service literature/manuals and Federal publications.

17.2 MAINTENANCE SERVICE - An action taken to keep equipment in a serviceable condition in accordance with original equipment manufacturer's specifications. It includes the systemic care, inspection, service, repair, testing of equipment, and repair parts.

17.3 PREVENTIVE MAINTENANCE (PM) -A systematic scheduled inspection of equipment per the original manufacturer's literature/service manual. Preventive maintenance includes, but is not limited lubrication, cleaning, inspections, functional tests and adjustments.

17.4 SCHEDULED SERVICES -Periodic maintenance services to medical equipment at

Government prescribed times during the contract period. These services includes PM and eve.

17.5 ON-SITE MAINTENANCE SERVICE - Scheduled and unscheduled maintenance performed at the Government's facility and location where the equipment is utilized in the treatment and care of patients.

17.6 TEST, MEASUREMENT, AND DIAGNOSTIC REQUIREMENT (TMDE). An instrument or device, the accuracy of which is directly traceable to the National Bureau of Standards, natural physical constant, or material with known performance characteristics, which is used to provide maintenance services on equipment listed in this contract.

17.7 UNSCHEDULED SERVICES -A repair service performed on an as required basis when an equipment item or system fails to perform as specified by the original equipment manufacturer. These are commonly referred to as repairs.

18. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Government Quality Assessment and Improvement (QA&I): The government will monitor the contractor's performance under this contract using the quality and improvement procedures established by William Beaumont Army Medical Center and pursuant to the Inspection of Services Clause. Additionally the contractor's performance is subject to schedule and unscheduled review by quality assessment personnel as defined by the Quality Assurance Surveillance Plan.

PERFORMANCE

OBJECT

PERFORMANCE

STANDARD

REFERENCE

METHOD OF

ASSESSMENT

Reporting

Requirements

Ensure that all technicians report to

Medical

Maintenance.

Para 9.1

Verify (COR)

Log Book

Field Service Reports

Ensure the Field

Service Report

(FSR) - is provided to the COR upon completion of PM or repair.

Para. 5

Confirm FSR is provided to the

COR.

Scheduled/Unscheduled

PM's and Repairs

All repairs must be accomplished and the unit fully operational within

3 working days.

Para 4.1

Confirm all repairs are completed.

RANGE RATING

(91-100) Exceptional

(81-90) Very Good

(71-80) Satisfactory

(61-70) Marginal

(less than 61) Unsatisfactory