36C24819Q1214-0001002.docx

Attachment C – Updated B.4 PERFORMANCE WORK STATEMENT

B.4 PERFORMANCE WORK STATEMENT

1.0. Introduction. The Government requires Overhead Patient Lifts Maintenance and Repairs Services at the Bruce W. Carter.VA Medical Center.

2.0. Description / Scope / Objective

2.1. The Contractor shall provide all labor, equipment, tools, material, supervision, parts and services necessary to perform the work as defined in this Performance Work Statement (PWS).

3.0. Applicable Documents

3.1. The following laws, regulations, policies, and procedures in effect on date of contract issuance and all subsequent changes or updates apply:

http://www.acquisition.gov/far/index.html

http://www.acquisition.gov/far/index.html

3.2. Glossary. Acronyms used in this PWS are listed below for easy reference:

CM Corrective maintenance

POC Point of contact

4.0. Performance Requirements

4.1. The contractor shall provide Overhead Patient Lift maintenance services for Veteran Beneficiaries.

4.1.1. The contractor shall provide the following services of annual visual inspection for each lift and component, annual preventative maintenance on all lifts that tests weight bearing up to six hundred twenty five (625) pounds (or 100% of the safe loading capacity), all battery replacement for one-half of the lifts every year- so all lift’s batteries are changed within a two-year period and 50% of ceiling lift structures and tracks weight tested every year- so all lift frames and structure attachments are tested within every two-year.

4.2. Preventative maintenance services shall include multiple manufacturers of overhead patient lifts which are currently installed at the BWCMC.

4.2.1. The contractor shall have factory training/certification on each specific manufacture lift as follows:

MANUFACTURER – MODEL QUANTITY

4.3. The Contractor shall furnish all necessary services, including all parts and labor (remote and/or on site as needed), to maintain the overhead patient lifts at no cost to the Government. This shall include but not be limited to: Preventive maintenance service and inspections in accordance with the manufacturer’s specifications and Patient Safety Alert AL14-07 for all overhead patient lift models currently installed; Inspection of structural security of overhead rails including weight testing. Replace defective or malfunctioning parts; Repair operational malfunctions; Repair or replace units that fail with like models; Replace faulty non-Prism type models with Prism models and rail accessories to fit.

4.4. Annual Visual inspection (Ceiling Lift & Track products) shall include, but not be limited to: The lift lifting tape shows no of fraying or breaking along its entire length. The stitching on the lift lifting tape where it connects to the carry bar shows no signs of fraying or breaking. The sling (s) that will be used shows no signs of unusual wear and tear. The straps of the sling that connect to the carry bar of the lift show no signs of fraying or breaking. Refer to specific sling instructions. The airline tube that connects the hand control to the lift is not kinked, twisted, knotted, cut or damaged. All the functions on the hand control work correctly (e.g. UP/DOWN/LEFT/RIGHT, etc.) The brackets that hold the track in place on the ceiling are secure and do not move or appear loose. There are no cuts, dents or sharp edges on the carry bar that may damage the straps of the sling. Ensure the lift makes no unusual sounds when the carry bar is moved UP/DOWN, or the lift is moved LEFT/RIGHT. Ensure that there are end stops installed at each end of the track. Ensure the lift moves freely along the entire length of the track. Certify and record lift inspection for inspector records. In addition to any other checklists used there are working checklist documents which shall be completed by the contractor.

4.5. Annual Preventative Maintenance (Ceiling Lift & Track products) shall include, but not be limited to: 50% of Batteries will be replaced every year guaranteeing that 100% of lifts receive new batteries every two years. Complete all steps outlined above under Visual Inspection. Record then reset the PM lifts counter. Inspect complete lift operation. Inspect all power connections and record all power volts. Check and load test Batteries. Lubricate moving parts as needed. Clean all rails and trolleys within rails. Check strap limit switches. Certify and record lift inspection for inspector records.

4.6. Load Testing shall include but not be limited to: Load testing to EN10535 standards 1x yearly (Ceiling Lift products): Ceiling lifts shall be load tested to 625lbs or 100% of the safe working load; Lifts shall be load tested per manufactures specifications. Certify and record lift inspection for inspector records. Load testing to EN10535 standards 0.5x yearly (Track products): Tracks shall be load tested to 1.25 times the safe working load; each track attachment shall be point load tested. The deflection of the track shall be measured and determined if it is acceptable to (EN10535) standards. - Lifts shall be load tested per manufactures specifications. 50% to 100% of all tracks shall be load tested each year guaranteeing that 100% of lifts shall be tested every two (2) years. Inspect above ceiling attachments. Certify and record lift inspection for inspector records.

4.7. Emergency Services shall include, but not be limited to: Emergency repairs for each type of lift. The Government shall keep up to 5% of each type of lift maintained under this contract as spares. If not already purchased, the contractor shall supply (at minimum) two (2) loaners for each type installed. These loaners shall remain at the facility during the entire length of the contract.

4.8. Equipment Exchanges or Loaners: Biomedical Engineering shall exchange broken or malfunctioning units with the vendor or from loaner/spare stock as needed while awaiting repair. Any shipping/delivery to and from the facility shall be at no additional expense to the Government.

4.9. On-call Repairs: On-call repairs are emergency repairs beyond the scheduled maintenance.

4.9.1. The contractor shall respond to a call and be at the job site within two (2) hours during regular working hours, Monday – Friday, 7:30 a.m. – 4:30pm (est). After repair, the contractor shall submit a detailed work report to the COR for notice. Under no circumstances shall work begin without the coordination with Government CO/COR.

4.9.2. If the malfunction is reported to the contractor not later than 4:00pm (est) the failure elimination shall be started immediately on the same day. In very urgent cases, an immediate repair can be requested after 4:00pm (est.) hours and on Saturdays, Sundays and Federal holidays. The contractor shall bear the expense of all parts/repairs/services.

4.9.3. Response: The Contractor shall provide telephone operational and technical support (Customer Service Department). The Customer Service Department shall be operated by staff able to answer questions and issue work requests. The telephone line shall be manned (at minimum) during the hours of 7:30 a.m. – 4:30pm (est). (Monday through Friday. The Contractor shall respond within two (2) hours of notification to the Customer Service Department to be provided to each site COR/POC, and no later than 24 hours from notification. All requests shall be answered regarding shipping lift motors (paid for in both directions by vendor).

5.0 Performance Location and Hours

5.1. Primary place of performance is the Bruce W. Carter, Miami VA Medical Center, 1201 N.W. 16th Street, Miami, Florida, 33125.

5.2. Normal hours of operation for Miami VAMC are from 7:30a.m. – to 4:30pm, Monday through Friday. Eastern Standard time, excluding federal holidays, unless otherwise required in the contract or approved by the COR.

5.3. The following holidays are observed by the Department of Veterans Affairs:

5.4. If the holiday falls on a Sunday, the following Monday will be observed as a National holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by the U. S. Government Agencies, and any day specifically declared by the President of the United States of America.

6.0 Deliverables.

6.1. Report shall be completed for preventive (PM) procedures, the entire “Corrective and Preventive Maintenance report for Ceiling Mounted Patient Lifts”.

6.2. Any Modifications to or replacement of the lift unit. Replacement of the lift strap. Modifications to the track/rail structure. Other major corrective maintenance procedures that may not be identified. For any new installations or relocation of ceiling mounted patient lifts, the entire “Installation or Relocation report for Ceiling Mounted Patient Lifts” shall be completed.

6.3. The Contractor shall provide “Material Safety Data Sheets” (MSDS) from the manufacturer(s).

7.0 Key Personnel Replacement and Substitution.

7.1. Requests for approval of substitutions shall be in writing and shall provide a detailed explanation of the circumstances necessitating the proposed substitutions. The request shall contain a complete resume for the proposed substitute, and any other information requested or required by the Contracting Officer to approve or disapprove the request. Proposed substitutes shall have qualifications that are equal to or higher than the personnel being augmented. The Contracting Officer or his/her authorized representative shall evaluate such requests and promptly notify the Contractor in writing whether the proposed substitution is acceptable.

7.2. If the Contracting Officer determines that, (1) suitable and timely replacement of personnel who have been reassigned, terminated or have otherwise become unavailable for the contract work is not reasonably forthcoming, or (2) the resultant substitution would be so substantial as to impair the successful completion of the contract or the task order in accordance with the proposal accepted by the Government at time of contract award, the Contracting Officer may, terminate the contract for cause or for the convenience of the Government.

8.0. Contractor Personnel and Management.

8.1. Contractor Personnel. The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this PWS. The Contractor shall maintain the personnel, organization and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements.

8.2. Contractor Badges. Notwithstanding the requirement to wear a Government furnished badge, the contractor personnel shall also wear a laminated contractor identification badge at all times when performing services under this Contract to include when on Government directed travel. The badge will contain a personal picture, name of employee, and Contractor's name. Badges shall be worn on the outer garment attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

8.3. All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public or Congress that they are Government officials. Contractor shall also ensure that all documents or reports produced by Contractor personnel are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

8.4. Safety/Security Requirements. The Contractor shall comply with all applicable federal, state and local laws and ensure performance is secure while protecting material, equipment, and supplies from damage and loss. Government security personnel shall have the express right to inspect for security violations the contractor employee or property at any time during the term of the contract.

8.5. All information generated in performance of this contract becomes property of the Government and shall be surrendered upon request and/or completion of the contract. The Contractor shall protect against the destruction and/or misplacement of all information produced under this contract, unless directed under local policy to destroy. This includes both hard and soft copies of data.

8.8. The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the COR.

8.6. Standards of conduct.

8.6.1. Conduct of Personnel. Contractor personnel shall conduct themselves in a professional manner (i.e. timeliness, communication; spoken and written etc.). The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of suspected misconduct, a suspected security breach, or suspected to be under the influence of alcohol, drugs, or any other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government. The hospital director or designated representative has the authority to bar individuals from the Government facility. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this performance work statement. The Government shall not reimburse the Contractor for travel and other expenses associated with the removal of personnel.

8.6.2. Contractor personnel are not authorized to carry or possess personal weapons to include, but not limited to, firearms and knives with a blade length in excess of three inches, while assigned under this contract.

8.6.3. Working Attire and Appearance. Contractor personnel shall present a professional appearance commensurate with standards delineated for Government civilian personnel acting in similar capacities.

8.6.4. The Government reserves the right to review Contractor personnel qualifications. Upon request, resumes shall be provided to the Contracting Officer prior to clearance approval, for review and acceptance by the COR. The intent is verification purpose and not for the Government to become the hiring authority.

9. Travel – Not applicable.

10. NON-Personal Service Statement

10.1. Contractor employees performing services under this order will be controlled, directed, and always supervised by management personnel of the contractor. Contractor management will ensure that employees properly comply with the performance work standards outlined in the PWS. Contractor employees will perform their duties independent of, and without the supervision of, any Government official. The tasks, duties, and responsibilities set forth in the contract may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

11. Personnel Qualifications 11.1The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this PWS. The Contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements. The work history of each contractor employee shall contain experience directly related to the task and functions he/she is intended to perform under this contract. The Government reserves the right, during the life of the resulting contract, to request work histories on any contractor employee for the purposes of verifying compliance with the above requirements; additionally, the Government reserves the right to review resumes of contractor personnel proposed to be assigned. Personnel assigned to, or utilized by, the Contractor in performance of work shall be fully capable of performing the requirements contained in the PWS in an efficient, reliable, and professional manner.

11.2. All work shall be completed by manufacturer certified technicians in accordance with all applicable Federal, State, Local, and industry: standards, laws, policies, procedures, codes and any other applicable governing body for the proper performance of all equipment per manufactures specifications/calibrations.

12. Performance Standards and Qualify Measurement

12.1. Performance standards define desired services. The Government performs surveillance to determine if the Contractor exceeds, meets, or does not meet these standards. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL). The Quality Assurance Surveillance Plan (QASP) method of surveillance will be by random inspection.

12.2. The QASP and its performance objectives are as follows:

Standard

6.2

reports of services performed.