SOW - Surgical Instrument Maintenance - Columbia VAMC.pdf

Statement of Work

Surgical Instrument Maintenance – Columbia VAMC

1. Background

The Harry S. Truman Memorial Veterans’ Hospital (HSTMVH) in Columbia, Missouri, requires recurring preventive maintenance and repair services for reusable medical devices (RMD), including general stainless-steel surgical instruments, laparoscopic instruments, and sterile container systems.

2. Scope of Work

The contractor shall inspect, repair, refurbish, maintain, and document surgical instruments and sterile container systems used at HSTMVH. Services shall be performed primarily onsite using a mobile repair van. The contractor shall restore serviced items to applicable manufacturer specifications and perform all work in accordance with manufacturer instructions for use (IFUs) and applicable standards.

3. Technical Requirements:

The contractor shall provide preventive maintenance and repair services for individual instruments and instruments contained in specialty trays, including general surgery, orthopedic, neurological, ENT, gynecological, cardiothoracic, vascular, plastic surgery, laparoscopic, microsurgical, and ophthalmic trays.

Services shall include, as applicable:

• Inspecting instruments for functionality and compliance with operating-room requirements.

• Sharpening scissors, knives, curettes, and other cutting surfaces.

• Aligning and adjusting jaws, ratchets, and working ends.

• Straightening and refurbishing bent or worn components.

• Removing stains, polishing surfaces, and lubricating instruments.

• Calibrating instruments in accordance with manufacturer IFUs.

• Testing laparoscopic and electrosurgical instruments for insulation integrity.

• Replacing individual components within instrument tray sets.

• Performing final inspections and functional tests before returning items to service.

Trained technicians shall repair sterile containers using OEM replacement parts when required to maintain compliance with applicable IFUs, validations, and warranties.

The contractor shall perform onsite work in a mobile repair van during scheduled service visits. During each eight-hour service day, the technician shall service the instruments and containers made available by the facility, subject to repair complexity and quality requirements.

4. Maintenance Schedule

The contractor shall provide onsite service three (3) times per month during normal business hours. Each visit shall consist of one eight-hour service day unless otherwise approved by the Contracting Officer's Representative (COR).

5. Deliverables

The contractor shall submit a monthly progress report that:

• Identifies the number and type of instruments and containers serviced.

• Identifies parts or replacement items provided, if applicable.

• Summarizes work completed during the reporting period.

• Identifies work planned for the next reporting period.

• Describes problems encountered, corrective actions taken, and unresolved matters requiring Government attention.

Draft versions of major deliverables (e.g., Project Plan, Semi Annual Review) shall be provided to the Government for review; the Government will provide comments within 10 calendar days, and the contractor shall submit final versions within 10 business days after receiving comments.

6. Place of Performance and Travel

The primary place of performance is the Harry S. Truman Memorial Veterans’ Hospital in Columbia, Missouri. When necessary, repairs may be completed at the contractor’s facility. Travel is not separately reimbursable unless authorized in advance. Authorized travel shall be reimbursed in accordance with applicable Federal and Department of Veterans Affairs travel regulations.

7. Government-furnished Support

The Government will provide:

• Access to HSTMVH, including Sterile Processing and designated areas for equipment staging and retrieval of instruments sets.

• Parking and space for mobile repair van during scheduled service days.

• Instrument set, loose instruments, and sterile containers to be serviced, including associated documentation and tracking information where available.

8. Government Coordination

The contractor shall coordinate with designated Sterile Processing Services personnel regarding:

• Service dates.

• Instrument and container availability.

• Equipment staging and retrieval.

• Repair reports and work orders.

• Recommendations for replacement.

Facility access may be restricted during Federal holidays, emergencies, or other periods designated by HSTMVH. The contractor shall coordinate schedule changes with the COR.

9. Contractor Key Personnel

The contractor shall provide the following key personnel or equivalent functions:

• Lead Mobile Repair Technician (Technical Services) – Responsible for on-site inspection, repair, refurbishment, quality control, and documentation of work performed.

• Field Representative – Provides customer communication, coordinates in-service education, and supports preventive maintenance planning.

• Contract Manager / Project Manager – Serves as primary point of contact for contractual matters, scheduling, and performance oversight.

10. Security Requirements

Contractor shall comply with VA and local facility security requirements, including badging, check-in procedures, and escort requirements where applicable.