SOW - FY27 Midlantic Technologies Service Agreement.doc

STATEMENT OF WORK (SOW)

as of 08/31/2026

1. Contract Title. FY27 Audiology Equipment Service Agreement

2. Background. The Coatesville VAHCS has many different departments that offer clinical services. One such department is Audiology. A number of different pieces of equipment are utilized and maintenance on the equipment needs to be completed.

3. Scope. This contract is to provide preventive maintenance and minor repairs on equipment located in Audiology at the Coatesville VA Medical Center and West Norriton Community Based Outpatient Clinic (CBOC). This service agreement consists of one calibration visit to be conducted during the month of June 2027. Documentation of preventive maintenance and any corrective maintenance must be provided to the Coatesville VAMC upon completion.

4. Specific Tasks.

This service agreement is for preventive maintenance, calibrations, and minor repairs on the Audiology equipment listed below. The contractor shall provide one (1) calibration visit per piece of equipment to be conducted during the month of June for the equipment listed below.

The contractor shall also provide the following parts line item for parts that may need to be replaced during the annual visit. The contractor shall only bill for the parts utilized to replace nonfunctioning parts during the annual visit.

· Coatesville VAMC Service Parts –

· West Norriton CBOC Service Parts – Please include four (4) option years in addition to this base year in the service agreement.

Equipment – The contractor shall provide maintenance, as described above, on the equipment listed below:

Scheduled Maintenance – The contractor will provide all parts and labor for equipment in need of repair still covered under the manufacturer’s warranty and travel. The contractor shall clean and perform preventive maintenance checks and calibrations on all equipment identified above. Preventive maintenance inspections shall be done according to manufacturer’s procedures and recommended schedule. Audiometers shall be calibrated to ANSI Specifications for Audiometers. There will be one (1) preventive maintenance (PM)/calibration visits for each unit during the contract period. They will be completed in June of the contract year.

Scheduling Maintenance Procedures - Upon request, Contractor must provide Biomedical Engineering with a written description of the procedures to be performed on each equipment item. The description must be provided in sufficient detail so as to be acceptable to the field inspectors of the Joint Commission.

Scheduling Arrangements: Except by special alternative arrangement, scheduled maintenance will be provided only during Contractor’s normal working hours (8:00 a.m. to 5:00 p.m., Monday thru Friday, excluding holidays). Upon acceptance of this contract, the Contractor shall immediately contact Biomedical Engineering to schedule mutually agreeable times for the performance of inspections.

Documentation: Contractor will provide Biomedical Engineering with individual written service reports and calibration certificates which describe the maintenance and repair service performed on the equipment in sufficient detail so as to be acceptable by field inspectors of the Joint Commission. This shall include a list of all parts replaced, all service performed as well as a statement that the equipment is operating per manufacturer’s specifications after repair.

Calibrations of Contractor’s Test Equipment: Upon request, Contractor must provide Biomedical Engineering with written confirmation that all gauging and measuring equipment, used to check and calibrate equipment covered by this contract, has been calibrated within the last twelve months either according to manufacturer’s specifications or against a standard that is traceable to the National Bureau of Standards.

Prior to award, Contractor must have a facility to include personnel, test equipment, parts inventory, licenses and technical documentation available for inspection by VA Medical Center personnel and be able to show written evidence to technical qualifications of personnel, test equipment (and calibration documentation) licenses and availability of parts. Parts availability must be written documentation from either the equipment manufacturer or authorized parts supplier. In either case, bidder must be able to show the availability of parts to him/her. For contracts for maintenance and repair services from other than the original manufacturer or a designated representative, the Contractor will be fully responsible for obtaining all technical documentation necessary to fulfill contractual obligations.

Negligence Clause: When services and parts are required as a result of accident, abuse, misuse or negligence by other than the Contractor or his representative, and are not included as a part of calibration or maintenance, such needs will be reported to the Contracting Officer’s Representative along with estimates of charges. The Contracting Officer and Representative will evaluate these needs and authorize appropriate action. The parts will be installed under the terms of the contract and each invoice is to include a legible itemized list of labor charges and parts cost. The government will incur no charges for service and parts including glassware due to accident, abuse, misuse or negligence by the contractor or his representative.

Contractor Control System: The procedures that must be followed by all Contractors (or agents of such Contractors) in the performance of servicing and/or repairing equipment at the Coatesville VA Medical Center.

A.

When service is rendered during normal working hours:

1. When the equipment is to be serviced, the agent of the contractor will report to Biomedical Engineering Section to log in before proceeding to the department requesting service.

2. When service is completed, the repairman must indicate on the service report the specific action taken, all parts replaced, hours of labor required and travel time. The equipment serviced must be clearly identified minimally by name and serial number. The department supervisor or his/her representative will sign the service report. This is required for repairs and PM visits.

3. Before leaving the hospital, the Contractor’s representative will log out with the Biomedical Engineering Section. He/she must give the user department and the Biomedical Engineering Section a legible copy of the service report.

B.

When service is required but the Biomedical Engineering Section is unattended:

1. The Contractor’s service representative may report directly to the department requesting service.

2. When service is completed, the Contractor’s representative must indicate on his/her service report the specific action taken, all parts replaced, hours of labor required, and travel time. The equipment serviced must be clearly identified by at least name and serial number. This is required for repairs and PM visits.

3. The person who requested the contractor’s service or his/her representative will indicate time in and out, sign his name and retain a copy of the service report.

5. Performance Monitoring The contractor shall keep the COR informed of work complete each day. The COR shall randomly inspect the work in progress.

6. Security Requirements. All contractor representatives who perform this work shall acquire the appropriate VAHCS identification badges. Tools and equipment may not be left unattended.

Contract personnel who will be in an area where Veteran Patients are being seen are required to complete the condensed training #20939 'VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Info' for incidental exposure to patient/sensitive information. Contractor shall not remove from the facility any equipment containing patient information and shall not disclose any patient information.

7. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

There is no GFE or GFI anticipated with this contract.

8. Other Pertinent Information or Special Considerations.

a. Identification of Possible Follow-on Work. There is no follow-on work anticipated.

b. Identification of Potential Conflicts of Interest (COI). None identified.

c. Identification of Non-Disclosure Requirements. Contractor shall be working in an area where patient care takes place with potential for incidental exposure to patient information. Contractor shall not disclose any patient information.

d. Packaging, Packing and Shipping Instructions. There are no special requirements.

e. Inspection and Acceptance Criteria. Documentation of inspections and calibrations of equipment will be verified by Biomedical Engineering.

9. Risk Control. Contractor is responsible for providing all applicable training and protective equipment to protect Contractor’s employees from any hazards, including blood borne pathogens, which may be encountered in the performance of this contract.

10. Place of Performance. All work will be performed at the VA Medical Center, 1400 Blackhorse Hill Road, Coatesville, PA, 19320 and the West Norriton CBOC, 2495 General Armistead Ave, Norristown, PA 19403.

11. Period of Performance. The period of performance is the duration of the service agreement.

12. Delivery Schedule. Contractor shall perform scheduled work beginning in June 2027.