36C24719Q0403-001.docx

STATEMENT OF WORK:

MEDTRONIC PREVENTIVE MAINTENANCE & REPAIRS

A. GENERAL GUIDANCE

1. Scope of Work: Vendor shall provide full annual preventive maintenance service on the Medtronic equipment listed below when requested by the Ralph H. Johnson VA Medical Center Healthcare Technology Management Service (RHJVAMC HTM). Phone support for VA Biomedical Engineering will also be provided under contract period specified below. One preventive maintenance visit per twelve (12) month term for the unit will be provided during the term of this agreement. The initial preventive maintenance will be coordinated at the hospital site. The unit requiring a PM under the terms of this agreement will be scheduled to be completed on the same visit. The PM includes functional check of the entire unit in conjunction with accessories, and a full diagnostic check. Vendor shall also provide corrective maintenance services for the specified equipment, including availability of tech support via phone and the terms and conditions below.

Contractor shall provide the following:

Complete maintenance responsibility of 106A3 CCT.2 CryoConsole 5M0668 (equipment records attached).

Period of Performance

Base Year: 05/31/2019 – 5/30/2020 Option Year 1: 05/31/2020 – 5/30/2021 Option Year 2: 05/31/2021 – 5/30/2022 Option Year 3: 05/31/2022 – 5/30/2023 Option Year 4: 05/31/2023 – 5/30/2024

Preventative Maintenance (onsite):

1. This includes conducting inspects at the main hospital: Ralph H. Johnson VAMC, 109 Bee St. Charleston, SC 29401.

2. Contractor shall abide by OEM’s (Medtronic) recommended Preventative maintenance guidelines.

3. Contractor shall provide an electronic report of the preventative maintenance results of each device following completion. Reports shall include the Charleston VAMC EE# (Electronic Equipment Entry Number)

4. Contractor shall provide an electronic report of the preventative maintenance results of device following completion.

5. VA will provide work bench for contractor to perform maintenance; however, contractor must provide his own tools.

Corrective Maintenance

1. Contractor shall perform onsite corrective maintenance.

2. Contractor shall only use new parts for OEM (Medtronic) provided at their expense.

3. Contractor shall provide an electronic report containing the corrective maintenance performed on each unit.

4. Contractor shall update firmware or software if one has been released by OEM (Medtronic).

5. VA will provide work bench for contractor to perform maintenance; however, contractor must provide his own tools.

6. If unable to correct onsite, Contractor shall ship out equipment for repair. The shipping will be at no cost to the government and will be expedited. The device will be repaired and returned in an industry acceptable period of time.

Loaners

1. Contractor shall provide loaner vital sign monitors of the exact make/model/software/configuration as the one that is being taken out of service for PM or Repair.

Training

1. Contractor shall be certified at the OEM (Medtronic) service training school and be able to provide written documentation of such.

B. TERMS OF AGREEMENT

1. Replacement Parts and Additional Charges.

Vendor shall supply necessary parts and provide replacement of these parts as required because of normal wear and tear, or otherwise deemed necessary by vendor and RHJVAMC HTM. All Parts will be new, standard parts, used, reworked or refurbished parts that comply with applicable performance and reliability specifications.

2. Exclusions. Preventive Maintenance service does not include:

i. Disposable items, including but not limited to catheters and/or wires.

ii. Software upgrades and revisions.

iii. Damage to the system due to negligence or misuse. Additionally, such damage can void this warranty.

iv. Labor and material will be charged at OEM applicable rates for any of the following:

a. Malfunction or damage due to improper use of equipment as outlined in the Operators Manual.

b. Malfunction or damage due to unauthorized modification or repair of the system. Additionally, such repair or modification could compromise the safety and reliability of the equipment and shall void the warranty.

c. Malfunction or damage due to unauthorized equipment interfaces. Additionally, such repair or modification could compromise the safety and reliability of the equipment and shall also void the warranty.

d. Any malfunction or damage due to accident, misuse, or neglect.

3. Inspection. Customer agrees that the contractor may inspect the equipment before the commencement date of this agreement. Any deficiencies discovered which are not otherwise covered by contractor’s sales warranty, will be handled with a separate contract if necessary.

4. Access to Equipment. Contractor’s authorized representatives shall have full and free access to the equipment to perform maintenance service.

5. Warranty. Repairs made during the term of this agreement are warranted for the period remaining on and under the conditions of this agreement or for ninety (90) days, whichever is longer.

Specialty Items:

a) Available Medtronic software upgrades and revisions will be considered under new contract terms if the current system fails or becomes unsupported by the Vendor during the performance period.

b) Field change orders shall be considered for contract revisions if-and-when they arise.

C. GENERAL REQUIREMENTS:

1. The contractor shall provide the COR with a list of contractor employees expected to enter building. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.

2. An access badge will be given to the contractor’s employee upon entrance into VA buildings. The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward) at all times in the facility. The contractor’s employees must return the access badge(s) to the COR or designee when the work is complete.

3. It is the responsibility of the contractor’s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility COR.

4. RHJVAMC does not validate or make reimbursement for parking violations of the contractor’s personnel under any circumstance.

D. GOVERNMENT RESPONSIBILITIES:

The Government shall be responsible for making the equipment available to the Contractor during normal business hours 8:00 am - 5:00 pm. If there is a need for work to be done after hours, the Government will make arrangements for the Contractor to have access to the equipment.

E. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS:

The contractor shall be required to comply with all security policies/requirements. All security policies/requirements must be met and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.

F. INTERFERENCE TO NORMAL FUNCTION:

Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts.

1. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.

2. Contractor personnel shall inform the COR or the designee of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with COR or designee.

G. CONTRACTING REQUIREMENTS

INFORMATION SECURITY:

Reference VA Interconnection Security Agreement – National Site to Site VPN Connection

REPORTING:

For repairs or services that will be performed during normal working hours, the Contractor’s repairman must report to the Biomedical Engineering Section, G200 or by telephone at 843-789-7396, and while on station an identification badge shall be worn at all times. During the repair process, once the problem is identified, the vendor shall notify VA Biomedical Engineering before replacement parts are installed. After all work is completed, the Contractor’s repairman must again report to the Biomedical Engineering Section and provide a complete report of services or repairs performed for each item of equipment and must also include a listing of replacement parts, when applicable.

NOTE: Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the Biomedical Engineering Section as required above.

PERIOD OF PERFORMANCE:

The Preventative Maintenance contract shall have a base year from 05/01/2019 through 04/30/2020, with 4 option years through 2024 Option years will be exercised at RHJVAMC’s discretion.

HOURS OF WORK:

The contractor shall be available during normal business hours of 8:00am – 4:30pm Monday – Friday excluding Federal Holidays and weekends. If it is deemed necessary that work be done outside of normal business hours due to clinic schedule, the contract will be flexible and decide – with HTM staff – on a time that does not impact patient care.

ADDITIONAL SERVICES:

The Contractor guarantees all equipment covered in this contract shall be in optimum working condition at the contract expiration date, provided the Contractor is notified of deficiencies at least one (1) day before the contract expiration date. All changes, updates or retrofits made on any component or system shall be annotated on station equipment manuals and records. Services also include recording all routine work; corrections and repair work in the equipment log.

AUTHORIZED SERVICES:

Only those services specified within the contract are authorized. Before performing any service or repair of a non-contract nature, the Contracting Officer or his/her designee must be advised of the reason for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. Contractor is cautioned that only the Contracting Officer or his/her designee may authorize additional services or repairs and reimbursement will not be made unless this prior authorization is obtained.

DISCONTINUANCE OF SERVICE:

The Government reserves the right to terminate service on a particular machine meeting replacement criterion upon thirty (30) days written notice to the Contractor with payment to be prorated.

TEST EQUIPMENT:

RHJVAMC will not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required within.

PERFORMANCE CONFERENCE:

If appropriate, the Contracting Officer will schedule a performance conference for contract orientation purposes with the Contractor receiving award.

SPECIAL CONTRACT REQUIREMENTS:

Vendor must follow all Department of Veterans Affairs, Joint Commission, OSHA, and NFPA regulations when working on VA equipment.

CONTRACTOR SUBMITTALS:

Within fifteen calendar days after award date, but not later than performance of the first servicing of equipment, the Contractor will furnish two (2) copies of its preventive maintenance procedures manual which will be used during the preventive maintenance services of this contract to the Contracting Officer. These manuals are required by the Government as a condition of the facility’s JCAHO accreditation and must be received before any invoice can be certified for payment.

SERVICE CONTRACTS:

Bidder shall provide in the space provided below, the name, location, and telephone number of the office where service calls are to be placed:

OBSOLETE MACHINES:

Services under a resulting contract will not cover obsolete machines where parts for such obsolete machines are not available under the original manufacturer’s commercial price list, unless mutually agreed to by the Contracting Officer and the Contractor.

ORDERS:

The Contractor’s repairman will report to the office of the Contracting Officer’s Technical Representative (COTR) prior to start of work and after completing the services required during that call. Services to be rendered will be directed by the COTR and any changes must receive concurrence of the Contracting Officer and/or the COTR.

TYPE OF CONTRACT

The RHJVAMC anticipates award of a FIRM FIXED PRICE contract based on the contents of this solicitation.