36C24818Q9867-001.doc

1 Scope

To provide preventive maintenance for all equipment, labor, materials, etc. for the Lionville 800 series Medication Carts (60 Total) located through the VA Caribbean Healthcare System (VACHS).

2 General Requirements

Contractor shall provide all tools, labor, transportation, supervision and parts, necessary to provide full maintenance and repair services, to include preventative maintenance and inspections for Lionville Medication Carts.

2.1 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer (CO) immediately.

2.2 Business Relations

The contractor shall successfully accomplish and coordinate all activities described in Section 3 of this PWS to execute the requirement. The contractor shall manage the timeliness described in Section 3 of this PWS, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors if any. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.3 Contract Administration and Management

The following subsections specify requirements for contract, management, and personnel administration.

2.3.1 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions within 24 hours. The contractor shall have a single point of contact between the Government and Contractor personnel assigned for support. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

2.3.2 Contracting Officer

A. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract on behalf of the Government.

B. In the event the Contractor effects any change(s) at the direction of any other person other than the Contracting Officer, that change shall be considered to have been made without authority and no adjustment in price will be made in the contract to cover any increase in charges incurred as a result thereof.

C. The Contractor shall submit all requests for modification(s) of the contract and any inquiries pertaining to the administration of the contract to the Contracting Officer in writing.

2.3.3 Contracting Officer Representative

A. The COR has the following scope and limitations of authority:

1. Place orders for supplies/services not to exceed those required under this contract

2. Certify acceptance of supplies/services received in accordance with the contract requirements.

3. Furnish technical guidance and advice, and monitor services performed under this contract.

4. Report any deficiencies in performance, quality of supplies/services, safety practices and questions on contract performance or suspensions of work to the Contracting Officer.

B. This delegation of authority does not include any authority to make changes in quantity,quality and delivery. The Contracting Officer acting within the scope of his/her authority will make all changes to this contract.

C. This delegation of authority will expire upon completion of the contract or unless sooner revoked in writing by the Contracting Officer, but in any case, will not extend beyond the contract period.

2.4 Location and Hours of Work

Normal business hours of coverage are: Monday through Friday from 8:00 a.m. to 5:30 p.m. excluding Federal holidays as listed below. All service/repairs will be performed during normal business hours of coverage requested and approved by the COR or designee.

Preventative maintenance inspections will be performed at a time/date mutually acceptable to COR or designee.

Federal Holidays observed are:

New Year’s Day Labor Day

Martin Luther King Jr. Day Columbus Day

Good Friday

Veterans Day Presidents Day Thanksgiving Day Memorial Day Christmas Day Independence Day

Any other day specifically declared by the President of the United States to be a National holiday.

3 Performance Requirements

The contractor shall furnish all labor, transportation, parts, equipment and supplies necessary for the Preventive Maintenance and repair of various models of Lionville medication carts located through the VACHS. Onsite repairs and replacement off all electronic parts of cart original manufacturer are required. These carts were manufactured with electrical parts by Metro Medical.

Contractor shall provide all parts original (or modified since purchase) to cart. Example of parts but not limited to:

· drawers

· slides

· lifter

· work surface

· keyboard

· charger output, and battery working to specification

· manual key override operational

· auto lock, keypad

· LCD display,

· wheels/casters and brakes

· cup insert

· power supply

· power cords

· Next day maintenance (Excludes Holidays)

· Annual, on site replacement of batteries

· Preventative maintenance check quarterly at the facility List of equipment to be included on this contract.

VA # SERIAL#

65220234 130829030

65220264 130829039

65220235 130829038

65220265 130829004

65220236 130829054

65220266 130829009

65220237 130829010

65220267 130829008

65220238 130829041

65220268 130829045

65220239 130829023

65220269 130829012

65220240 130829032

65220270 130829011

65220241 130829036

65220271 130829007

65220242 130829017

65220272 130829002

65220243 130829048

65220273 130829006

65220244 130829024

65220274 130829015

65220245 130829043

65220275 130829055

65220246 130829018

65220276 130829026

65220247 130829057

65220277 130829005

65220248 130829053

65220278 130829059

65220249 130829047

65220279 130829027

65220250 130829003

65220280 130829020

65220251 130829013

65220281 130829019

65220252 130829037

65220282 130829052

65220253 130829049

65220283 130829035

65220254 130829051

65220284 130829042

65220255 130829014

65220285 130829029 Addition and/or deletion of VACHS medication carts may be occurred via supplemental agreement.

3.1 Contractor shall Perform Quarterly Preventative Maintenance Inspection (PMI) on each piece of equipment per contract year.

PMI services shall include but are not limited to the following:

1. Reviewing operating system software diagnostics to ensure that the equipment is operating according to original manufacturers specifications.

2. Perform remedial maintenance of non-emergent nature.

3. Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail or become worn.

4. Measuring, adjusting and calibrating as necessary for optimal performance.

5. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying.

6. The contractor prior to issuance of contract shall identify parts of components that are considered consumables.

7. Return equipment to full operating condition in accordance with the conformance standards (3.2)

8. Provide documentation of services performed to the Contracting Officers Representative (COR).

9. PMI services shall be performed in accordance with, and during the hours defined in the preventative maintenance schedule established herein. All exceptions to the PMI schedule shall be arranged and approved in advance with the COR. Any charges for parts, services, manuals, tools or software required to successfully complete scheduled PMI are included within this contract and its agreed upon price.

3.2 Contractor shall perform unlimited on-site repairs by qualified service technicians

As describe on section (4.4) of this PWS.

3.3 Contractor shall be able to response on next business day for on-site repairs and maintenance

Next business day, on-site response to a unit that is inoperable during normal working hours

(Mon-Fri 8:30a-5:30p, excluding Federal Holidays)

3.4 The Contractor shall accomplish reporting for preventive maintenance and repairs.

The contractor shall furnish documentation of all repairs and preventative maintenance to the

COR, to ensure the system is performing in accordance with the Conformance Standards (section 3.5)

3.5 Conformance Standards

Contractor shall ensure that the equipment functions in conformance with the original equipment Manufacturer performance standards.

3.6 Unscheduled Maintenance

A. The Contractor shall maintain equipment in accordance with the Conformance Standards (3.5). The contractor shall provide repair services to include all intervening calls necessary between regular services and calibrations. All required parts shall be furnished by the contractor.

B. The Contracting Officer (CO), COR or designated alternate has the authority to approve/request a service call from the contractor.

C. Response Time: The Contractor will respond to requests for service by telephone within two (2) hours of notification during normal business hours and no later than seven (7) A.M. of the next business day if called after normal business hours. If the problem cannot be corrected by telephone, the Contractor will have an Field Service Engineer and/or technician commence on-site repairs within 48-72 hours of the initial service request.

3.7 Parts

All parts supplied shall be compatible with existing equipment. The contract shall include all repair parts. The contractor shall use only new or remanufactured parts, approved by the Original Equipment Manufacturer (OEM), and shall not install used parts.

3.7.1 Updates

Contractor shall provide all software and hardware updates at no additional cost to the Government throughout the life of the contract. Software and hardware updates are limited to those items which are commercially available from the OEM and are provided by the OEM to their customers at no cost. Hardware/software update/upgrade installations shall be scheduled at mutually agreed times by the VA and the Contractor, and performed at no additional charge to the Government.

3.7.2 Service Manuals

The contractor shall have on file or make available to its FSEs, all operational and service manuals, schematics and parts lists which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request.

3.8 Maintenance Service Reports

Each maintenance report shall at a minimum, document the following data legibly and in complete detail:

1. Name of Contractor

2. Name of FSE/Technician who performed services

3. Contractor service maintenance number/log number

4. Date, time (starting and ending), equipment downtime and hours on site for service call.

5. VA purchase order number in effect at the time of the call.

6. Description of the problem reported by the COR/user

7. Equipment inventory ID, Manufacturers name, device name, model number, serial number and any their manufacturers identification numbers.

8. Itemized description of service performed to include labor, parts, materials and location of problem/corrective action.

9. Signatures of FSE / technician performing services.

10. VA employee who witnessed the service described.

4 Special Requirements

4.1 Additional Charges

There will be no additional charges for time spent at the site awaiting the arrival of additional FSEs and/or delivery parts.

4.2 Reporting required beyond the scope of the contract

The contractor shall notify the Contracting Officer and COR, in writing, of the existence or the development of any defects in, or repairs to the equipment, which are not the responsibility of the contractor under the terms of this contract, within 24 hours of discovery.

4.3 Exclusions

Services does not include the following:

1. Parts or service needed as a result of the VAs negligence, misuse, theft, environmental factors such as floods, fires, acts of God or any other contingency outside the control of the Contractor, unauthorized modifications or accessory items not meeting the OEMs specifications.

2. Replacement of product supplies.

3. Reconditioning or refurbishment of instruments not covered by this contract.

4.4 Competency of personnel servicing equipment

A. Contractor shall have an established business with an office and full-time staff. The business must be able to provide fully qualified Field Service Engineer (FSE) and fully qualified technicians.

B. Fully Qualified is based upon training and experience in the field. For training, the FSE(s) shall have successfully completed a training program for the equipment listed in this PWS.

4.5 Condition of equipment

The contractor accepts responsibility for the equipment listed as is. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract.

4.7 Invoices and Payment

A. Payment of invoices for services rendered under this contract shall be made monthly in arrears, upon receipt of a properly prepared invoice submitted electronically via Tungsten Network. Contractor shall submit invoices for payment within 30 days of when services were provided.

B. Invoice information: Invoices shall be submitted monthly in arrears and shall include the following:

1. Contractors business name and address

2. Contractors Tax Identification Number (TIN)

3. Invoice Date

4. Description of service provided indicating month of service

5. Contract Number

6. Total Amount Billed

7. Purchase Order Number

Note: Failure to include the above information may result in delay of payment. Invoices will be returned to the Contractor for completion if there are any omissions.

4.8 Acceptance

The Contractor certified invoices, submitted in accordance with the instructions contained in FAR Clause 52.212-4(g), shall be the basis for acceptance of supplies and/or services conforming to the terms and conditions of this contract.

5 Quality

This section describes the Quality Control components for this effort. The following sub-sections provide details of various considerations on this effort.

5.1 Quality Control

The Contractor shall develop and maintain an effective Quality Control Program (QCP) to ensure services are performed in accordance with the contract and this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's QCP is the means by which he assures himself that his work complies with the requirement of the contract.

5.2 Quality Assurance Surveillance Plan (QASP)

The Government will monitor the Contractor's performance in accordance with the Government's QASP.

6 Definitions

CO: Contracting Officer. Government Agent authorized to affect contract changes/matters.

COR: Contracting Officers Representative. Individual designated by the Contracting Officer to monitor contract performance, and coordinates performance efforts subject to authority limits designated. A designation letter identifying the COR for this contract will be issued and signed by the COR and CO within ten (10) calendar days of the contract award.

Contractor: An individual, partnership, corporation or organization having a contractual

Relationship with the Government for provisions of services.

PMI: Preventative Maintenance Inspection. Services that are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with (IAW) its original manufacturers intended design and functional capacity, with minimal incidence of malfunction or inoperative conditions.

FAR: Federal Acquisition Regulation

VAAR Veterans Administration Acquisition Regulation

FSE: Field Service Engineer: A person who is authorized by the contractor to perform maintenance (corrective and/or preventative) services.

ESR: Engineering Service Report: the documentation/report of services rendered for each incidence of work performance under the terms and conditions of the contract.

Acceptance Signature: CORs signature; indicates COR accepts work status as stated in ESR.

OEM: Original Equipment Manufacture

PO: Purchase Order. The VA document that obligates funds. Include this number, as well as the contract number in all correspondence.

VA: Veterans Administration