36C24719Q0854-001.pdf

PERFORMANCE WORK STATEMENT

For

Low Temperature Sterilizer

A. GENERAL INFORMATION

1. Title of Project: V-Pro Steris Low Temperature sterilizer

Background: The U.S. Department of Veterans Affairs Medical Center is requesting one Steris V- Pro Max II within the Atlanta VA Medical Center SPS Department located on 1670 Clairmont Rd, Decatur, GA 30033. The Steris V-Pro Max II will be utilized to sterilize Reusable Medical Equipment that cannot withstand the elevated temperature and pressure of steam sterilization.

This unit is essential to reprocess delicate heat, and pressure sensitive RME i.e. telescopes and endoscopes. The Steris V-Pro Max II is needed to replace one Sterrad NX which is uneconomical to repair. This Steris V-Pro Max II allows for more efficient throughput than the model it is replacing.

1. Scope of Work: The Contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified.

Contractor shall provide the Steris V-Pro Max II low temp sterilizer units to include installation meeting minimum specifications contained herein. Work shall meet all applicable codes and regulations and is subject to the terms and conditions of the contract.

1.1 Vendor shall deliver Celerity HP incubators for testing the biological indicators with each sterilization loads in V-Pro Max II for sterilization assurance.

INSTALLATION:

Installation will be performed during the working hours of 8:00am thru 4:30pm, Monday through Friday. Work at the government site shall not take place on Federal holidays or weekends unless coordinated with the Contracting Officer Representative (COR). The Contractor must notify the Facility’s point of contact or COR for coordination of any required access to additional work areas.

Contractor(s) will need to obtain an Identification Badge which shall always be worn while on station. After all work is completed, the Contractor must notify the facility’s POC or COR of completion. A verbal or written status report will be provided to the COR following the completion of the work day as determined by the COR.

http://www.bing.com/local?lid=YN873x10495025261088960704&id=YN873x10495025261088960704&q=Atlanta+VA+Medical+Center&name=Atlanta+VA+Medical+Center&cp=33.8016471862793%7e-84.3116836547852&ppois=33.8016471862793_-84.3116836547852_Atlanta+VA+Medical+Center&FORM=SNAPST http://www.bing.com/local?lid=YN873x10495025261088960704&id=YN873x10495025261088960704&q=Atlanta+VA+Medical+Center&name=Atlanta+VA+Medical+Center&cp=33.8016471862793%7e-84.3116836547852&ppois=33.8016471862793_-84.3116836547852_Atlanta+VA+Medical+Center&FORM=SNAPST

2. Performance Objectives: The contractor shall provide specific deliverables described below with in the performance period stated.

3. Deliverables Schedule:

Description Requirements Delivery Date

Task 1: The contractor shall provide two low temperature sterilizers Steris V- ProMax II and two Celerity HP incubator units

The contractor shall provide two low temperature sterilizers along with 2 units of Celerity HP incubators for testing of biological indicators with each sterilization load.

30 days after contract award

Task 2: The contractor shall Install two low temperature sterilizers Steris V- ProMax II units and two Celerity HP incubators

The Contractor will provide on-site set-up of two low temperature sterilizers. Only authorized technicians will complete the on-site set-up on these units. The estimated time for this project will be up to 24 working hours (3 working days).

The date and time of the visit will be coordinated between the customer and the vendor after the low temperature sterilizers (Steris V-Pro Max II) have been delivered and has been imaged by the customer

35 days after contract award

Task 3: Verification of proper and functional installation of two

(2) low Temp Sterilizers Steris V- ProMax II units

• low temp sterilizers will operate in the manner intended for mission.

The Contractor will verify the proper functionality of these Steris V-Pro Max II units and the functionality of Celerity HP incubators. Only authorized technicians will complete this task on-site.

The estimated time for this project will be up to 24 working hours (3 working days). The date and time of the visit will be coordinated between the customer and the vendor after installation of (Steris V-Pro Max II) Low temperature sterilizers.

40 days after contract award

Task 4: Deliver Training to SPS staff.

The Contractor shall deliver training on the new Steris V-Pro Max II units and Celerity HP incubators on the VA site for a minimum of 25 and an option to train up to a maximum of 40 employees. Upon completion of the training the

2 days after installation of the new Steris V-Pro Max II units

Description Requirements Delivery Date trainees will be able to operate these units on regular basis to sterilize critical and semi critical reusable medical equipment to provide care to veterans. Training will take less than 2 days of face-to-face training time.

6. Period of Performance: The project start date shall be within 30 days after a signed contract authorizes the work. The period of performance is eight months, 240 calendar days, from date of the signed contract. If for any reason a deliverable cannot be delivered as scheduled, the Contractor is required to submit a request for a time extension to the Contracting Officer and the COR. The request must include the reason(s) for the delay, the impact on the overall project, and the impact on the cost of the project. The Contracting Officer will consider each request on the basis of its merits and will, if approved, issue a modification to the contract. The Contractor is required to proceed as originally scheduled until such modification is issued. The Contracting Officer is the only official authorized to make changes to the contract.

7. Key Personnel: Approval of Key Personnel, as specified in Contractor’s Technical Proposal who will be working on this project, must be obtained from the Government within five business days of any change in these Key Personnel.

8. Type of Contract: This is a firm fixed price contract.

9. Locations of Performance: The work shall be performed at the prescribed locations at no additional cost to the government.

Atlanta VA Medical Center Sterile Processing Service Department 1670 Clairmont Rd, Decatur, GA 30033

10. COR Authority: In no event is the COR empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR’s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify the Contracting Officer of any deficiencies observed. A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR.

11. Hours of Work: Normal operational hours for the Washington, DC Government’s Claims

Processing Center are from 8:00 – 4:30pm. Use of overtime is not applicable.

B. CONTRACT AWARD MEETING

The Contractor shall not commence performance on this contract until the Government has conducted a contract kickoff meeting, post-award conference or the COR has advised the Contractor that a kickoff meeting is waived.

C. GENERAL REQUIREMENTS

1. The Contractor shall prepare a detailed Project Management Plan (PMP). For every task, the Contractor shall identify in writing all necessary subtasks (if any), associated costs by tasks, and associated dates.

2. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

3. The Government shall complete their review of draft deliverables within 30 business days from date of receipt. The Contractor shall have 30 business days to deliver the final deliverable from date of receipt of the government’s comments.

4. The Contractor shall provide written weekly and monthly status updates to report on topics such as: schedule review, risk review, tasks accomplished in the past week; explanation of tasks not accomplished as expected; tasks to be accomplished in the upcoming week.

D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

Description of Tasks and Associated Deliverables: The Contractor shall provide the specific deliverables described below within the performance period stated in Section A-6.

Task One: The contractor shall provide two low temperature sterilizers Steris V-ProMax II and two Celerity HP incubator units

The contractor shall provide two Steris V-Pro Max II Units (low temperature sterilizers) along with 2 units of Celerity HP incubators for testing of biological indicators with each sterilization load.

These units should be delivered 30 days after contract awarded.

Task Two: The contractor shall Install two low temperature sterilizers Steris V-ProMax II units and two Celerity HP incubators

The Contractor will provide on-site set-up of two low temperature sterilizers. Only authorized technicians will complete the on-site set-up on these units. The estimated time for this project will be up to 24 working hours (3 working days). The date and time of the visit will be coordinated between the customer and the vendor after the low temperature sterilizers (Steris V-Pro Max II) have been delivered and has been imaged by the customer. The installation of these units must be started within 5 days of delivery of the units.

Task Three: Verification of proper and functional installation of two (2) low Temp Sterilizers Steris V-ProMax II units

• low temp sterilizers will operate in the manner intended for mission.

The Contractor will verify the proper functionality of these Steris V-Pro Max II units and the functionality of Celerity HP incubators. Only authorized technicians will complete this task on-site.

The estimated time for this project will be up to 24 working hours (3 working days). The date and time of the visit will be coordinated between the customer and the vendor after installation of (Steris V-Pro Max II) Low temperature sterilizers.

Task Four: Deliver Training to SPS staff.

The Contractor shall deliver training on the new Steris V-Pro Max II units and Celerity HP incubators on the VA site for a minimum of 25 and an option to train up to a maximum of 40 employees. Upon completion of the training the trainees will be able to operate these units on regular basis to sterilize critical and semi critical reusable medical equipment to provide care to veterans. Training will take less than 2 days of face-to-face training time.

E. CHANGES TO REQUIREMENT

Any changes to this solicitation shall be approved through written correspondence from the Contracting Officer.

F. TRAVEL

There is no travel associated with this contract.

G. GOVERNMENT RESPONSIBILITIES

The Government shall provide access to claims processing documentation, management reports, process performance data, claimant records and enrollment data for review and scheduled access to Claims Processing Services’ subject matter experts for interviews, training and reviews. The Government shall also provide on-site and/or electronic and/or phone access to Contractor personnel and Trainers to assist with Contractor performance of work on Monday through Friday between the hours of 8:00 and 5:00 pm (EST), excluding Government holidays. In addition, the Government will provide access to systems necessary for claims processing, and Information Technology support for installation and use of related systems. The Government will also provide notification of any systems outages and access to system help desks.

H. CONTRACTOR PERSONNEL REQUIREMENTS

The Contractor shall provide personnel capable of performing process analysis and process re-design, as well as instruction designers and trainers for successful accomplishment of the work to be performed under this contract. Additionally, all personnel shall pass a Government specified background investigation prior to working with Personally Identifiable Information. The position sensitivity for this effort has been designated as Low Risk and the level of background investigation is a National Agency Check with Written Inquiries. All personnel shall be U.S. Citizens. The Contractor will coordinate with the COR for all Security Issues.

I. SECURITY REQUIREMENT

See attachment B.

J. CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

1. The preliminary and final deliverables and all associated working papers, electronic files, course materials and reports, and other material deemed relevant by the Government which have been generated by the Contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the Contracting Officer at the end of the contract.

2. The Contracting Officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. There shall be no information released by the Contractor. Any request for information relating to this contract presented to the Contractor shall be submitted to the Contracting Officer for response.

3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the Contracting Officer.

4. All selected Contractor personnel assigned to work on this project shall be required to sign a non-disclosure statement regarding key aspects of the project and project content.

K. QUALITY CONTROL

After contract award, the Contractor shall implement and follow the Quality Control Plan or Quality Assurance and Surveillance Plan (QASP) that it submitted as part of its proposal and accepted by the Government. The solution-based PMP using the Quality Control Plan or QASP with performance goals and acceptable quality levels is necessary to ensure quality for this project. The Contractor shall address any issues meeting established Government performance goals as needed. The Contractor will provide full access of its internal QASP for the COR to monitor performance.

L. QUALITY ASSURANCE

As stated in the Quality Control Plan or QASP, the Government shall evaluate the Contractor's performance under this agreement. For those tasks listed in the Quality Control Plan or QASP, the COR or evaluators shall follow the methods of surveillance specified in this agreement. The Government shall record all surveillance observations. When an observation indicates defective performance, the COR shall forward the observation to the Contractor manager or alternate(s), who shall initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance. Government surveillance of tasks not listed in the Quality Control Plan/QASP or by methods other than those listed in the Quality Control Plan/QASP may occur during the performance period of this agreement. Such surveillance shall be done according to standard inspection procedures or other agreement provisions. Any action taken by the contracting officer as a result of surveillance shall be in accordance with the terms of this agreement.

In regard to Task 2, making claims process improvement recommendations, the COR will serve as the final authority on whether a recommendation is considered to be “accurate.” The Government will return claims to the Contractor as needed for re-work; a claim process improvement recommendation shall not be considered accurate until all applicable re-work has been performed.

M. PERFORMANCE EVALUATION MEETINGS

The Contracting Officer may require the Contractor to meet with Government personnel as deemed necessary. The Contractor may request a meeting with the Contracting Officer or COR when Contractor believes such a meeting is necessary. At a minimum, the Contractor Project Manager (and other key personnel), and the Contracting Officer or COR (or other Government personnel, as deemed necessary) shall meet monthly to discuss the ongoing operation of the agreement. The Contractor shall prepare written minutes of such meetings, which shall be recorded in the agreement file. The Contractor Project Manager and the COR shall sign the minutes indicating their approval or provide in writing their non-concurrence within five calendar days following receipt of the minutes.

N. COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS

The Contractor shall ensure that services provided to the Government under this agreement comply with all applicable laws, statutes, regulations, and guidelines that govern the operation of systems by the Government. The Contractor shall also ensure that all services provided to the Government under this agreement comply with all Government mandated procedures, standards, and requirements.

As the Government develops and implements new or modified policies and procedures either to comply with internal agency rules and procedures or to comply with applicable rules, regulations, statutes, or other binding obligations ("Additional Compliance Terms"), the Government reserves the right to incorporate such Additional Compliance Terms into this Agreement. The Contractor hereby acknowledges and agrees that such Additional Compliance Terms shall become part of this agreement. The Government shall provide the Contractor with prior written notice regarding the date by which the Contractor shall comply with each set of Additional Compliance Terms ("Compliance Date"). Failure to comply with the Additional Compliance Terms prior to the Compliance Date shall be cause for the Government to immediately terminate this agreement. In the event that the Government terminates this agreement because of the Contractor's failure to comply with Additional Compliance Terms by the Compliance Date, the Contractor shall be liable for such reasonable costs as may be associated with the Government’s efforts to procure a replacement Contractor and associated systems and services.

O. HOURS OF OPERATION

Except as otherwise set forth in this agreement or for scheduled maintenance, the Contractor shall conduct work in accordance with Government’s Washington D.C. Claims Processing Center Claims Processing Center’s normal business hours. Generally, these normal business hours are Monday through Friday from 8:00 AM to 5:00 PM for the time zone of the RPO.

P. ADMINISTRATIVE INFORMATION

The Department of Veterans Affairs Claims Processing Center post 9/11 GI Bill, Claims Processing Enhancement Project point of contact is:

John Sheldon, Assistant Director for Program Management, Claims Processing Services 202-333-9800

I. SECURITY REQUIREMENT