P09_PWS-AED Maintenance- Final Revised.pdf

OFFICE OF HUMAN RESOURCES AND ADMINISTRATION (HR&A)

OFFICE OF ADMINISTRATION (OA)

BUILDING MANAGEMENT DIVISION (BMD)

AUTOMATED EXTERNAL DEFIBRILLATOR (AED)

1.0 TITLE: Department of Veterans Affairs Central Office (VACO) Automated External

Defibrillator (AED) program maintenance and licenses.

2.0 BACKGROUND:

The Department of Veterans Affairs Central Office (VACO) is responsible for managing the AED program in accordance with (IAW) the 2023 master agreement between VA and the American Federation of Government Employees (AFGE), Article 29/Section 18 B and D.C. Code § 44-

232. As such, to be in compliance with the regulations governing the use of AEDs at eight (8) VACO locations in the National Capitol Region, Building Management Division (BMD) has a requirement for a Medical Direction & Oversight program for sixty-nine (69) AED devices.

3.0 SCOPE:

Defibrillators:

The Contractor shall provide oversight/maintenance for (69) Zoll Automated External Defibrillators as stated in task (Section 8.0).

4.0 PERIOD OF PERFORMANCE:

The period of performance is a 10-month base period plus four (4) twelve (12) month option periods:

Base Period: May 26, 2024, through March 25, 2025 Option Period 1: March 26, 2025, through March 25, 2026 Option Period 2: March 26, 2026, through March 25, 2027 Option Period 3: March 26, 2027, through March 25, 2028 Option Period 4: March 26, 2028, through March 25, 2029

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 VA follows:

Under current definitions, five are set by date:

New Year's Day January 1 Independence Day July 4 Juneteenth June 19 Veterans 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's Birthday 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

5.0 PLACE OF PERFORMANCE:

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

1. 810 Vermont Avenue, NW Washington, DC 20420

2. 811 Vermont Avenue, NW Washington, DC 20420

3. 425 I Street, NW Washington, DC 20001

4. 801 I Street NW (Techworld) Washington, DC 20536

5. 1100 1st. Street, NE Washington, DC 20002

6. 1575 I Street, NW Washington, DC 20005

7. 1800 G Street, NW Washington DC 20226

8. Landover Warehouse – 7100 Old Landover Road Landover, Hyattsville, MD 20785

6.0 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. Contractor travel for task order related meetings, service maintenance calls or performance reviews is considered a cost of doing business and will not be reimbursed.

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

FACILITIES:

No GFI/GFE will be issued to the contractor.

8.0 SPECIFIC TASKS:

The contractor shall provide all equipment, labor, tools, and materials to maintain the AEDs as defined in this Performance Work Statement. The contractor 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, BMD requires a maintenance program which will monitor the working order of each AED that VACO owns. The Contractor shall provide the necessary oversight to ensure that VACO is compliant with the rules and regulations governing the use of the AEDs to comply with all regulatory requirements.

The Contractor’s Medical Direction & Oversight Program shall comprise and provide the following services:

a. TASK ONE: PROVIDE MEDICAL DIRECTION & OVERSIGHT- ACCESS

The contractor shall provide Medical Direction & Oversight of all VACO campus AEDs and ensure that all regulatory and statutory requirements are met. In addition, the contractor shall maintain all necessary medical prescriptions for all AEDs in accordance with the Food and Drug Administration classification of AEDs as Class III medical devices and AED protocols required by law.

Deliverables:

1. Maintain medical prescriptions for 69 (sixty-nine) AEDs in accordance with FDA and AED protocols required by law.

b. TASK TWO: WEB-BASED APPLICATION

The contractor shall provide an interactive web-based AED maintenance application that provides the VA 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 consumable supplies, Track and report expiration of each AEDs electrode pads, Notification of when the AED’s batteries require replacement, Track and report volunteer responder certification and provide VA notification of expiring certifications.

Issue reminders to VA Safety Staff via the interactive web-based AED maintenance application when and if an AED requires maintenance or restocking of supplies.

Deliverables

1. Web-based AED maintenance application.

c. TASK THREE: VA ACCESS TO PROTOCOLS

The contractor shall provide VA access to the applicable protocols and regulations concerning Federal, State, and local AED laws. AED Protocols are guidelines that regulate the site assessment, application, maintenance, training, and other components that are required for the continued use of the AEDs by VA AED program.

Deliverables:

1. Provide access to applicable protocols and regulations concerning Federal, State, and local

AED laws.

d. TASK FOUR: REGULATORY SUPPORT

The contractor 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 at its facility in accordance with (IAW) AED laws.

Deliverables:

1. Regulatory support.

e. TASK FIVE: EVENT DATA DOWNLOAD SERVICE

The Contractor shall provide Event Data Download Service which provides detailed information each time that an AED is connected to an individual.

Deliverables:

1. Provide Event Data Download Service.

f. TASK SIX: POST EVENT COUNSELING, INCIDENT REPORT, POST-INCIDENT SUPPORT

AND DATA RETRIEVAL

The Contractor shall provide post event counselling, assistance in completing an AED incident report, and provide post-incident support and data retrieval.

1. Post event counselling and assistance.

g. TASK SEVEN: HOTLINE SUPPORT

The contractor shall provide administrative and nonclinical hotline support.

Deliverables:

1. Hotline support.

h. TASK EIGHT: NETWORK CERTIFIED INSTRUCTORS

The contractor shall maintain and provide a list of network certified instructors to provide training to VACO employees.

Deliverables:

1. Maintain and provide a list of network certified instructors.

i. TASK NINE: YEARLY INSPECTION

The contractor shall provide yearly on-site inspection of all units, perform out-put checks which include calibration, electrodes, and software updates if required.

1. Annual inspection of all AEDs.

j. OPTIONAL TASK ELEVEN: TRANSITION AND MANAGEMENT PLANS

The contractor shall provide a transition plan that encompasses training on AED devices, recommended maintenance, and a management plan for the Medical Direction & Oversight program at the conclusion of the period of performance of the contract.

Deliverables:

1. Transition and management plans for Medical Direction & Oversight Program.

k. OPTIONAL TASK TWELVE: MAINTENANCE SERVICE- EXPIRED WARRANTY

The contractor shall provide maintenance services to support the operation of additional AED defibrillators after the date the AED defibrillators warranty period expires.

Deliverables:

1. Provide maintenance services to support the operation of additional AEDs after the date the

AED warranty period expires.

9.0 DELIVERABLE SCHEDULE

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

Task/ Deliverable

Deliverable Description

Quantity Deliverable Date (business)

8.1 Maintain medical prescriptions for 69

(sixty-nine) AEDs in accordance with FDA and AED protocols required by law.

Monthly Ongoing through period of performance

8.2 Web-based AED maintenance application. Monthly Ongoing through period of performance

8.3 Provide access to applicable protocols and

regulations concerning Federal, State, and local AED laws.

Monthly Ongoing through period of performance

8.4 Regulatory support. Monthly Ongoing through period of

performance

8.5 Provide Event Data Download Service. Monthly Ongoing through period of performance

8.6 Provide post event counselling and

assistance.

Monthly Ongoing through period of performance

8.7 Hotline support. Monthly Ongoing through period of

performance

8.8 Maintain and provide a list of network

certified instructors.

Monthly Ongoing through period of performance

8.9 Annual inspection of all AEDs. Yearly November or December of each period of performance

8.10 Transition and management plans Medical

Direction & Oversight Program.

Monthly Ongoing through period of performance

8.11 Provide maintenance services to support

the operation of additional AEDs after the date the AED warranty period expires.

Monthly Ongoing through period of performance