36C24719Q0378-001.pdf

Statement of Work

Preventive Maintenance for Sterile Processing Reverse Osmosis

Systems

1. REQUIREMENT:

Provide all parts and labor to perform semi-annual Preventive Maintenance and repair service coverage on two Hydro Reverse Osmosis water systems at the Columbia VA Health Care System used in the Sterile Processing Service.

2. BACKGROUND:

Columbia VA Health Care System is a 216-bed facility, encompassing acute medical, surgical, psychiatric and long-term care. The hospital is located in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Annually, the medical Center serves approximately 56,116 patients. Satellite outpatient clinics are located in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina.

Service is required to provide manufacturer’s recommended Preventive Maintenance on the R.O. systems to ensure proper operation and continued deliverance of purified water to be used in the steam sterilization of surgical equipment.

3. PERIOD OF PERFORMANCE:

This is a requirement for semi-annual preventive maintenance services, repair service coverage, and supplying of related disposables. This requirement is for Base year and four (4) renewal options. The Period of performance shall be as follows:

BASE YEAR April 1, 2019 through March 31, 2020

OPTION YEAR 1 April 1, 2020 through March 31, 2021

OPTION YEAR 2 April 1, 2021 through March 31, 2022

OPTION YEAR 3 April 1, 2022 through March 31, 2023

OPTION YEAR 4 April 1, 2023 through March 31, 2024

Work shall be performed during this period during normal business hours of 8:00am - 4:30pm Monday – Friday, excluding Federal holidays. If extended hours are required by the contractor they must notify Biomedical Engineering and the owning department prior to scheduling the work.

4. PLACE OF PERFORMANCE:

The equipment is located in Building 100, Basement within the Sterile Processing Decontamination preparation area at the Columbia VA Medical Center, 6439 Garners Ferry Road, Columbia, SC 29209.

5. PERFORMANCE REQUIREMENTS:

A. Contractor shall provide all personnel, parts, tools, glassware, test equipment, service manuals, computer software, applications support and schematics necessary to effect repairs and preventive maintenance procedures on the Hydro Reverse Osmosis water purifiers during normal working hours, 8:00 AM – 4:30 PM EST Monday through Friday except federal holidays. The following equipment will be covered under this contract:

a. Hydro A2920TF-125R02 S/N: 11241

b. Hydro A2920TF-125R02 S/N: 11242

Contractor shall be responsible for performing preventive maintenance on the listed systems, annual replacement of R.O. membranes for both, and annual disinfection of both systems.

B. Disposables to be provided include, but are not limited to:

a. Filter capsules

b. Chlorine bleach

c. Test strips

d. R.O. membranes

e. Required filters

C. The contractor’s service representative (CSR) will contact Biomedical Engineering to schedule an inspection or prior to responding to a service call. CSR will acknowledge receipt of a service call within 2 hours and will arrive on the premises to effect repairs within 24 hours. CSR will provide, upon request, suitable loaners for contracted equipment that will be out of service for more than 48 hours. Equipment repaired by the CSR or loaned to the Medical Center by the vendor will be calibrated and safety tested by the CSR before being placed into service. CSR will not deviate from this protocol without the prior approval of Biomedical Engineering representative.

D. The vendor’s service representative will present the field service report to a representative of Biomedical Engineering for an authorized signature, leaving one legible copy for inclusion in the individual equipment’s Historical Maintenance Record.

Vendor will also provide Biomedical Engineering with a legible copy of the calibration reports including numerical values of measurements taken within 5 business days.

E. Preventive maintenance will be on a semi-annual basis and shall include, but not be limited to, electrical safety testing, lubrication, output adjustments, calibration, testing, annual disinfection, and replacement of faulty parts and parts which are likely to fail at no additional charge, returning the instruments or equipment to the operating conditions specified by the manufacturer, NFPA 99 and VA MP-3 guidelines. A copy of the Preventive Maintenance Inspection procedure (including Qualitative and Quantitative tests) used by the vendor service representative for each item listed on the contract, shall be made available upon request. All work shall be performed by competent, experienced personnel qualified to work on the specified equipment in accordance with good manufacturing practices. Vendor will provide factory training certificates/competencies for all technicians assigned to service the specified equipment, in accordance with JCAHO standards. Such certificates/competencies are to be submitted to Biomedical Engineering within 30 days from date of contract award.

Failure to provide required documentation will result in non-payment of invoices for this service.

F. Per ISO 9001, vendor must list all the test equipment that had been used along with the details including their calibration due date, test equipment name, model, serial number, Mfg. etc. on the service report during any service associated with medical equipment

6. INVOICES:

a. Payment will be made monthly in arrears, invoices will be prepared by the Contractor, and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain:

✓ Invoice Number and Date

✓ Contractor’s Name and Address

✓ Accurate Purchase Order Number

✓ Supply or Service provided

✓ Period Supply or Service Provided

✓ Total Amount Due

b. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.

c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:

• Tungsten e-Invoice Setup Information: 1-877-489-6135

• Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

• FSC e-Invoice Contact Information: 1-877-353-9791

• FSC e-invoice email: vafsccshd@va.gov http://www.tungsten-network.com/us/en/ http://www.tungsten-network.com/us/en/ mailto:VA.Registration@Tungsten-Network.com http://vafsccshd@va.gov

d. Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP

7. TERMINATION FOR CONVENIENCE: In accordance with FAR 52.212-4 (l) The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience.

8. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS:

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

d. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the http://www.fsc.va.gov/EINVOICE.ASP alienation or unauthorized destruction of records, including all forms of mutilation.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.