36C24919Q0395-001.docx

STATEMENT OF WORK

Toshiba X-ray Systems TVHS, Nashville Campus

I. INTRODUCTION AND SCOPE OF WORK:

Contractor shall provide all parts, service, manuals, tools or software required to successfully complete scheduled preventive maintenance and emergency maintenance on the following equipment for one base year plus four option years. This is a firm-fixed-price contract.

II. REQUIREMENTS:

A. EQUIPMENT IDENTIFICATION:

1. NAME/DESCRIPTION OF EQUIPMENT – S/P VASCULAR

MANUFACTURER - Toshiba

MODEL – INFINIX VC-I

SERIAL NUMBER – 99F07X2425

EQUIPMENT ID NUMBER – 90107

LOCATION – D24-1-NA, TVHS-Nashville

SID - 274241

2. NAME/DESCRIPTION OF EQUIPMENT – Kalare R/F Pulse System MANUFACTURER - Toshiba

MODEL – 450F16A/PF

SERIAL NUMBER – 99B07732130

EQUIPMENT ID NUMBER - 86666

LOCATION – D54-1-NA, TVHS-Nashville

SID - 274126

3. NAME/DESCRIPTION OF EQUIPMENT –TRAD DR ORTHO

MANUFACTURER - Toshiba

MODEL – T8000-HS

SERIAL NUMBER – QG80G-07C-0302

EQUIPMENT ID NUMBER - 87506

LOCATION – D105O-1-NA, TVHS-Nashville

SID - 274258

B. SCHEDULED MAINTENANCE:

1. The Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with Section III, References. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. PM services shall include, but need not be limited to, the following:

a. Cleaning of equipment.

b. Reviewing operating system software diagnostics to ensure that the system is operating to the manufacturer's specifications.

c. Calibrating and lubricating the equipment.

d. Performing remedial maintenance of non-emergent nature.

e. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn.

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

g. Inspecting, and replacing where indicated, all mechanical components which may include, but is not limited to: x-ray tube mounting hardware, patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance.

h. Returning the equipment to the operating condition defined in Section III, References.

i. Providing documentation of services performed.

j. Inspecting and calibrating the hard copy image device.

(1) Preventive Maintenance services shall be performed in accordance with, and during the hours defined in, the preventive maintenance schedule established herein. All exceptions to the PM schedule shall be arranged and approved in advance with the COR.

(2) Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and its agreed upon price, unless specifically stated in writing otherwise.

C. OPERATIONAL UPTIME REQUIREMENTS:

The Toshiba X-ray Equipment covered by this contract shall be operable and available for use 95% of the normal operating hours of the equipment as detailed in paragraph V., HOURS OF COVERAGE. Downtime will be computed from notification of problem during normal work hours. Scheduled maintenance will be excluded from downtime. (Normal work hours are 8:30M - 5:00PM, Monday through Friday, excluding national holidays). Operational Up-time will be computed during a month long time period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action.

D. HOURS OF COVERAGE:

1. Normal hours of coverage are Monday through Friday from 8:30AM to 5:00PM, excluding Federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the COR or his designee.

2. Work performed outside the normal hours of coverage at the request of the COR will be billed at the price listed in this contract. Billing will include service time plus one (1) hour for travel time, and exclude parts, as they are included in Section B, [item 1]. Work performed outside the normal hours of coverage at the request of FSE will be considered service during normal hours of coverage.

NOTE: Hardware/software update/upgrade installations will be scheduled and performed outside normal hours of coverage at no additional charge to the government (unless it would be detrimental to equipment up-time; to be determined by the COR).

3. Federal Holidays observed by the VAMC are:

E. UNSCHEDULED MAINTENANCE (Emergency Repair Service):

1. Contractor shall maintain the equipment in accordance with Section III, References. The Contractor will provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished, with the exception of operating supplies such as paper, disks, etc.

2. The CO, COR or designated alternate has the authority to approve/request a service call from the Contractor.

3. Response Time: Contractor's FSE must respond with a phone call to the COR or his/her designee within two (2) hours after receipt of telephoned notification 24 (twenty-four) hours per day. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within 2 (two) hours after receipt of this second notification and will proceed progressively to completion without undue delay. For example, if hours of coverage are 8:30 am to 5:00 pm, a [2] hour response means, if a call is placed at [4:45 pm, Monday August 10th], the FSE must start on-site service before [9:45 am, Tuesday, August 11th], except when outside hours of coverage is authorized by the COR.

F. PARTS

The Contractor shall furnish and replace parts to meet up-time requirements. The Contractor has ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts except for x-ray tubes, glassware and operating supplies. The Contractor shall use new or rebuilt parts.

G. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:

The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.

H. CONDITION OF EQUIPMENT:

The Contractor accepts responsibility for the equipment described in , paragraph I., in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract.

I. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:

1. Each respondent must have an established business, with an office and full time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup.

2. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in the Section B schedule. For field experience, the FSE(s) has a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on Toshiba R/F X-ray equipment.

3. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment.

4. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

J. TEST EQUIPMENT:

Prior to commencement of work on this contract, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VAMC's equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard.

K. SERVICE MANUALS:

The VAMC shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to all FSE’s all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) 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.

III. REFERENCES:

Contract service shall ensure that the equipment functions in conformance with the latest published edition of National Fire Protection Agent, NFPA-99 Code. The above equipment shall be maintained in accordance with the manufacturer's standards/specifications. Preventive Maintenance inspection/repair procedures shall be semi-annually in March and September in accordance with the manufacturer's specifications and schedule for PM's.

IV. DELIVERY:

A. The Contractor shall be required to report to Biomedical Engineering to log in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COR. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature". If the COR is unavailable, a signed copy of the ESR will be sent to the COR after the work is performed.

VA Biomedical Contact Person(s): Geminia Hopkins Location (Building/Room Number): Building 1, Room E-01, Nashville Campus Telephone Number: (615) 873-6887 Cell phone: (615) 456-5058

VA Biomedical Contact Person(s): Elizabeth Byers Location (Building/Room Number): Building 5, Room G27, Murfreesboro Campus Telephone: (615) 225-2880 Cell phone: (615) 456-9810

Contractor -- Provide telephone number(s) to call for your Service Department:

Provide name(s) of authorized contact person(s):

V. PROGRESS AND COMPLIANCE:

A. Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99. The above equipment shall be maintained in accordance with the manufacturer's standards/specifications. Preventive Maintenance inspection/repair procedures shall be in accordance with the manufacturer's specifications.

B. DOCUMENTATION/REPORTS: The documentation will include detailed descriptions of the scheduled and unscheduled maintenance procedures performed (i.e., Emergency repairs), including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with the manufacturer’s specifications.. Such documentation shall meet the guidelines as set forth in the III, Conformance Standards. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail:

1. Name of contractor.

2. Name of FSE who performed services.

3. Contractor service ESR number/log number.

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

5. VA purchase order numbers(s) covering the call if outside normal working hours.

6. Description of problem reported by COR (If applicable).

7. Identification of the equipment to be serviced:

(a) Inventory ID number

(b) Manufacturer’s name

(c) Device name

(d) Model number

(e) Serial number

(f) Any other manufacturer’s identification numbers

8. Itemized Description of Service Performed (including Costs associated with after normal working hour services) including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location Of problem/corrective action.

9. Total Cost to be billed (If Applicable -- i.e., part(s) not covered or service rendered after normal hours of coverage).

10. Signatures:

(a) FSE performing services described.

(b) VA Employee who witnessed service described.

Note: Any additional charges claimed must be approved by the COR before the service is completed!

VI. NOTES AND OTHER INFORMATION:

A. PAYMENT: Invoices will be paid in arrears on a quarterly basis upon receipt of service reports.

B. ADDITIONAL CHARGES: There will be no additional charge for time spent at the site (during or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts.

C. SECURITY ISSUES: There are no known security issues with this Statement of Work.

D. DEFINITIONS/ACRONYMS:

1. Biomedical Engineering - Supervisor or designee.

2. CO - Contracting Officer

3. COR - Contracting Officer's Technical Representative

4. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.

5. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises.

6. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

7. Acceptance Signature - VA employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending as stated in ESR

8. Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR.

9. NFPA - National Fire Protection Association.

10. CDRH - Center for Devices and Radiological Health.

11. VAMC - Department of Veterans Affairs Medical Center

12. VAH - Department of Veterans Affairs Hospital

E. Contractors are responsible for finding their own parking. Currently, contractors cannot park at the VAMC Nashville Campus. Contractors may park temporarily to drop off tools and supplies only.

F. Contractors required to obtain Temporary ID Badge from Engineering Service, Murfreesboro Bldg 6, Room 268 or Nashville Room D73 while on VA property, if not escorted during entire visit by an Engineering Service employee.