36C25619Q1191-001.pdf

Attachment 1

STATEMENT OF WORK (SOW)

Alcon Equipment Maintenance Alexandria VA Medical Center

(5/3/19)

1. SCOPE

The contractor shall provide all the management, tools, supplies, equipment and labor necessary to maintain and repair government owned equipment listed in section 5.3 located at the VA campus in Alexandria, LA. Service maintenance, preventative maintenance and repair task shall be in accordance with the procedures recommended by the respective Original Equipment Manufacturer (OEM). The contractor shall provide copies of all field service maintenance work orders related to the equipment listed in Section 4. The contractor shall furnish all parts, paints, lubricants, cleaning supplies, special tools, service manuals, software, firmware, hardware, and diagnostic equipment that are necessary to service, maintain, and certify as required.

2. SPECIFIC TASKS

2.1. Service Call Response: The Biomedical Department or COR will act as the first responder to establish the severity of the failure. The Biomedical Department or COR will then notify the contractor’s Customer Service Dispatch Office to initiate a service call. The contractor shall respond by phone within 2 hours and the authorized service technician will arrive at the hospital to start the repair request within 48 hours.

2.2. Preventative Maintenance: The contractor shall ensure that all equipment listed in Section 4 is maintained to the OEM’s specifications and recommendations by performing preventive maintenance task. The contractor shall ensure all equipment listed operates safely, are clean, free of defects, and free of corrosion. The contractor shall minimize disruptions and inconveniences to users and complete the PM’s within the first 3 full weeks of the month that PM is scheduled. If unable to complete scheduled service within the first 3 weeks the Biomed Department or COR must be notified prior to the last business day of the third week. Copies of the PM Service reports must be provided to the Biomedical Supervisor and COR.

2.3. Schedule: A minimum of one week prior to scheduling a preventative maintenance (PM) visit to the medical center, the contractor shall call the COR at 318-483-5009 or Biomed Supervisor at 318-466-2508 to verify equipment availability for inspection.

2.4. Signs, Barriers, and Labels: If a hazardous condition might exist the contractor shall place signs and if necessary barriers to warn of a potential hazardous condition or equipment. A signed and dated label indicating the contractors’ name, date of service/pm and next service/pm due date and initials of service technician shall be prominently affixed to the equipment.

2.5. Property Control: The contractor shall obtain approval of the Government Contracting Officer before removing any item from its existing location on campus.

2.6. Equipment Repair Service: The contractor shall return the equipment to operational condition within 24 hours (not including weekends or government holidays). After notification of service requirement, unless otherwise approved by the Government Contracting Officer. The contractor shall notify the Biomedical Supervisor or COR when any replacement part must be ordered, repair delays are expected and availability of loaner equipment. The contractor must sufficiently notify users of the expected delay and provide a replacement or loaner of same kind if the repair time exceeds 10 work days.

2.7. Parts: All replacement parts will be new OEM parts. No reconditioned or remanufactured parts are acceptable unless they meet or exceed OEM’s specifications for reconditioning. The contractor shall not exceed established repair cost limits without prior approval by the contracting officer. Contractor is responsible for the return of any exchange or repair parts that need to be returned to the manufacture.

2.8. Telephone Assistance: The contractor shall provide telephone assistance 24 hours per day for the equipment covered under this contract. Telephone assistance shall be a toll free to the Government. The Biomedical Department or COR shall be able to call and receive assistance in correcting problems with equipment operation.

2.9. Updates: The contractor is responsible for providing and installing manufacture designed and issued field modifications, safety corrections and revisions for correcting software and equipment deficiencies. The contractor will verify that all devices listed in Section 4 have the most current firmware, hardware and software updates available by Alcon during the first on-site visit in the contract year.

2.10. Training: The contractor shall provide training documents on each technician who will service the equipment listed in Section 4. It must indicate that they are approved/trained by the OEM to service, calibrate, maintain and install all software and hardware upgrades.

3. GENERAL INFORMATION

3.1. Quality Control: Contractor shall develop and maintain a quality program to ensure services are performed in accordance with commonly accepted commercial practices for equipment maintenance and repair. The contractor shall develop and implement procedures to identify and prevent defective services from recurring. As a minimum, the contractor shall develop quality control procedures that address the items identified in Section 4.

3.2. Quality Assurance: The government will periodically evaluate the contractor’s performance.

3.3. Hours of Operation: The VA Medical Centers normal hours of operation are from 7:30 a.m. to 4:30 p.m., Monday through Friday, workweek excluding Federal Government Holidays.

Overtime, weekend, and holiday service, if requested by will be billable to the customer at 1.5 (1 ½) times the normal rates. The Contracting Officer must approve any billable charges (OT, parts, etc.). Failure to receive approval will result in non-payment for billable services provided. The Federal Government Holidays are New Year’s Day, Martin Luther King’s Jr’s Birthday, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. In the event one of the holidays fall on a weekend then the adjoining work day is then considered a Federal Government Holiday.

3.4. Security Requirements: When the Contractor’s Service Technician(s) arrive at the VA Medical Center they will go to the Biomed Department in Building 7, Room 57 to check in. If contractor does not have a VA contractor ID badge provided by this campus a biomed representative will escort the contractor to the VA Police building 142 to be issued a Visitor Pass which must be returned at the end of each day unless otherwise instructed.

3.5. Special Qualifications: All Contractor and Sub-Contractor Service Technicians shall be trained and certified on all equipment identified in Section 4. Training shall be on the same manufacture and model of the equipment identified in Section 4. The contractor shall provide current completion of training certificate indicating the date training took place, training provider, date certificate was signed, and signature of certifying official for each Service Technician who will be assigned to work on the equipment under this contract.

4. EQUIPMENT MAINTENANCE SERVICES

Equipment service shall be rendered according to the OEM’s recommendations. The following is a list of equipment to be included in this agreement along with the OEM peripherals associated with each device, carts, foot switches, and hand pieces.

Quantity Manufacture Product Serial # Location 1 Alcon Alcon Centurion Vision

System 1701617301X 451-7

1 Alcon Constellation LXT 1302304901X 451-7 1 Alcon Centurion Vision

System 1403067001X 451-7

5. PERFORMANCE MONITORING

This will be monitored by the contractor providing the Biomed Supervisor and COR copies of all service reports during the contract period of performance. The contractor must also check-in and out prior to starting any type of work (pm, repair, updates) on the VA campus and at the completion of services performed. All devices listed in Section 4 must have a current inspection/PM tag on it at all times.

6. SECURITY REQUIREMENTS

The contractor will have access to the equipment that is listed in Section 4 above but none of these devices are connected to the network. Any hard drive that is replaced must be returned to Biomed for disposal and must not leave this campus.

7. OTHER PERTINENT INFORMATION OR SPECIAL CONSIDERATIONS

The contractor will provide service technicians that are specialized in serving the Alcon equipment listed in Section 4 have OEM training on these devices.

a. Identification of Potential Conflicts of Interest (COI).

N/A

b. Identification of Non-Disclosure Requirements.

Only the OEM will have access to the manufactures proprietary software/hardware. These three devices listed in Section 4 do not connect to the hospital network.

c. Packaging, Packing and Shipping Instructions.

If contractor decides to have materials or parts drop shipped to the VA facility, they must use the following address below to ensure that shipment is received to reduce any delays.

2495 Shreveport Hwy71 Warehouse Building 136 Pineville, LA 71360 Attn: Biomed

Contractor is responsible for the return packaging and shipping on any parts or materials that have to be returned back to the manufacture. Packaged and pre-paid shipments can be delivered to the warehouse building 136 for UPS or FedEx pickup.

d. Inspection and Acceptance Criteria.

The contractor will provide the Biomedical Supervisor and COR with copies of all service reports and ensure all PM tags are current on devices listed in Section 4. Contractor will also check in and out at the biomed department building 7 room 57 upon each visit and departure.