36C25619Q1430-002.pdf

Philips Medical IMAGING (BXD)

FY20

076-biomedical contracts

STATEMENT OF WORK

SECTION C – DESCRIPTION/SPECIFICATIONS

1. SCOPE & EQUIPMENT

CONTRACTOR SHALL PROVIDE ALL. When called for support the Contractor SHAL PROVIDE ALL

TOOLS, LABOR, TRANSPORTATION, SUPERVISION, AND PARTS NECESSARY TO PROVIDE FULL

MAINTENANCE AND REPAIR SERVICES INCLUDING (Includes Telephone & On-Site Service), FOR listed Philips Imaging Equipment, LOCATED AT The Gulf Coast Veterans Healthcare System; 400 Veterans Av.;

Biloxi, MS 39531. PROPOSALS SHALL BE DONE ON AN ALL OR NONE BASIS. Operator/applications phone support for users required.

Equipment to be serviced/repaired/maintained includes at Gulf Coast Veterans Health Care System (Biloxi VA Medical Center) spanning coverage dates beginning October 1, 2019 through September 30, 2020:

Model/Device Site #

(serial) Location EE# Contract Type

Skylight(gamma) w/ 2 workstations

531776, 532501,53

2D127-3-BXD 34008 Support

CT Brilliance 40 w/ 2 workstations

541724, 541725, 543657

2D111-3-BXD 38285 Support

CT Brilliance 40 41938676 2D104-3-BXD 45783 Support Rad-Digital Diagnost Support

R/F Easy Diag Eleva 522193 2B115A-BXD 34137 Support R/F Easy Diag Eleva 542829 2B111A-BXD 38287 Support

Mobile Veradius C-ARM w/FD

56204081 4D129-3-BXD 59467 Support

Mobile Veradius C-ARM w/FD

56563672 4D129-3-BXD 60852 Support

Rad-Digital Diagnost Dual Detector

41445281 Support

NITC452: Xcelera R3.x Core

1H153-30-BXD Support

FIT1733: Xcelera User 3-

5 CU

1H153-30-BXD Support

FIT2386: 2DQ 3-5 CU 1H153-30-BXD Support

FIT1832: CV U/S

Reporting 3-5 CU

1H153-30-BXD Support

NITC421: Xcelera Connect

1H153-30-BXD Support

FIT2045: DICOM MWL

1 I/F

1H153-30-BXD Support

NITC422: Formatted Echo Results I/F

1H153-30-BXD Support

NITC437: Xcelera Test

SW

1H153-30-BXD Support

NITC607: Xcelera Connect Test SW

1H153-30-BXD Support

NITD203: Dell Rack Server

1H153-30-BXD Support

FIT2050: External 2.0 TB RAID Dell

1H153-30-BXD Support

NITC664: Xcelera Connect Server Dell Rack

1H153-30-BXD Support

NITD207: Xc Test hardware Rack Dell

1H153-30-BXD Support

NITC675: Xc Connect Test Hardware Dell Rack

1H153-30-BXD Support

NITC675: Xc Connect Test Hardware Dell Rack

1H153-30-BXD Support

FIT2675: Advanced Workstation DELL

WINXP

1H153-30-BXD Support

FIT2065: LCD HQ

COLOR MONITOR (19")

1H153-30-BXD Support

FIT2684: Netgear ReadyNAS 3200 18TB

1H153-30-BXD Support

BV PULSERA MOBILE

C-ARM

12647 2B100A-3-BXD 1745994 Support

VERADIUS UNITY

1G152-30-BXD

1745992

Support

VERADIUS UNITY

1CORR72-30-

BXD

1745991

Support

Note: Contract pricing is to include base year plus four option years.

2. DEFINITIONS/ACRONYMS:

A. Biomedical Engineering – Supervisor or designee, Bldg 1 Rm 2B114, phone (228) 523-5720.

B. CO – Contracting Officer. Government Agent authorized to effect contract, contract changes, and issue direction.

C. COR – Contracting Officer 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 project will be issued and s signed by all parties prior to issuance of the NTP, or within ten (10) calendar days of contract award.

D. PMI – Preventive 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.

E. FSE – Field Service Engineer. A person who is authorized by the contractor to perform maintenance

(corrective and/or preventive) services.

F. ESR – Vendor Engineering Service Report. The documentation/report of services rendered for each incidence of work performance under the terms and condition of the contract.

G. Acceptance Signature – Authorized Department of Veterans Affairs (DVA) employee who indicates

FSE demonstrated service conclusion/status and User has accepted work as complete/pending as stated in ESR.

H. Authorization Signature – COR’s signature; indicates COTR accepts work status as stated in ESR.

I. NFPA – National Fire Protection Association.

J. OEM- Original Equipment Manufacture.

K. ISO- Independent Service Organization.

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

M. GCVHCS- Gulf Coast Veterans Health Care System

3. CONFORMANCE STANDARDS:

Contractor shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, and the original equipment manufacturer’s performance standards and specifications.

4. HOURS OF COVERAGE:

A. Normal business hours of coverage are Monday through Friday from 8:00 a.m. to 4;30 p.m., excluding Federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the COR. Contractor's representative shall check in with Biomedical Engineering upon entering the facility, and shall sign in and out of the facility with Biomedical Engineering.

B. Preventive maintenance inspections will be performed semi annually during the months of January and July (adjusted for the basic year, depending on DOA). Coordinate with COR). Inspections will be scheduled two weeks in advance with Biomedical Engineering.

C. Work performed outside the normal hours of coverage at the request of COR shall be billed at the prices listed in the schedule. Billing shall include service time plus travel, and exclude parts as they are included in the contract. Work performed outside normal hours of coverage at the request of FSE shall be considered service during normal hours of coverage.

D. Federal Holidays observed by the GCVHCS are:

New Years Day Labor Day Martin Luther King Day Columbus Day President’s Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day

Or any other day specifically declared by the President of the United States to be a national holiday

5. SCHEDULED MAINTENANCE:

Will be performed by the Biomedical Engineering Staff.

6. UNSCHEDULED MAINTENANCE:

A. Contractor shall maintain the equipment in accordance with the Conformance Standards Section. The contractor shall provide repair services, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, etc., and maintaining the equipment including all intervening calls necessary between regular services and calibrations. All required parts should be furnished.

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

C. Response Time: Contractor’s FSE shall respond to the OVAHC’s initial service request call, with a phone call to the COR and/or his/her designee within one (1) hour after receipt of initial telephoned notification 24 hours per day. If the problem cannot be corrected by phone, the FSE shall commence work (on-site physical response) within eight (8) normal duty hours after receipt of initial notification/service request, and shall proceed progressively to restore equipment to full operating performance IAW the conformance standards, within 48 hours of initial service request.

7. PARTS:

The contractor has ready access to unique and/or high mortality replacement repair parts. All parts supplied shall be compatible with existing equipment. The contract shall include all repair parts. The contractor shall use only new or rebuilt parts, approved by the OEM, and shall not install used parts; those removed from another system without written COR approval.

8. UPDATES:

Contractor shall provide all software and hardware updates upon release 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 (i.e. to ISOs) from the OEM and are provided by the OEM to their customers at no cost. Hardware/software update/upgrade installations shall be scheduled and performed at no additional charge to the Government.

9. SERVICE MANUALS:

The GCVHCS shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE’s all operational and service manuals, schematics, parts list, etc., 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.

10. DOCUMENTATION/REPORTS:

The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices, required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the conformance Standards Section. In addition, each ESR shall at a minimum document the following data legibly and in complete detail:

A. Name of Contractor

B. Name of FSE who performed services

C. Contractor Service ESR Number/Log Number

D. Date, Time (starting and ending), Equipment Downtime and Hours on Site for service call.

E. GCVHCS PO#(s) covering the call, if outside normal working hours.

F. Description of Problem Reported by COR/User.

G. Identification of Equipment to be serviced:

Equipment Inventory ID#, Manufacturer’s Name, Device Name, Model #, Serial #, and any other Manufacturer’s identification #s.

H. Itemized Description of Service Performed (including costs associated with after normal business working hours service), including:

Labor and Travel, Parts (with part #s), Materials and Circuit Location of problem/corrective action.

I. Total cost to be billed.

J. Signatures:

1. FSE performing services described.

2. DVA Employee who witnessed service described.

K. Equipment downtime.

NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COTR

BEFORE SERVICE IS COMPLETED.

11. REPORTING REQUIREMENTS:

For all on-site service, the contractor shall be required to report to Biomedical Engineering to log in during normal business hours, Monday through Friday. 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, authorized copy of the ESR shall be sent to the contractor after the work can be reviewed (if requested or noted on the ESR.)

12. PAYMENT:

Invoices shall be submitted quarterly in arrears to Gulf Coast Veterans Health Care System, Fiscal (04), 400 Veterans Av.; Biloxi, MS 39531. Invoice shall have contract number and purchase order identified as well as period of services. Any hourly rate charges shall be itemized as a separate line item with total cost, on the invoice. Failure to submit a proper invoice shall cause payment delay. Each invoice must be provided in triplicate.

Invoices shall be submitted to:

Chief, Fiscal Service (04) Gulf Coast Veterans Health Care System 400 Veterans Av Biloxi, MS 39531

13. 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.

14. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:

The Contractor shall immediately, but not later than 24 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 the necessary repairs.

This contract does not include labor or materials for service lines and fittings, equipment not set forth on this schedule, or operating problems related to environmental conditions, e.g. electrical, steam, water, and/or ventilation that does not comply with equipment specifications. This also applies to improper operation of the equipment by operating personnel.

Repairs made by the contractor, which are the result of neglect or improper operation of the equipment by the medical center, will result in issuance of a separate purchase order by the Government. Contractor must obtain a purchase order in this respect prior to effecting such repairs.

Contractor must notify the Biomedical Program Manager and/or his representative prior to this type of repair and secure a purchase order before proceeding further.

15. CONDITION OF EQUIPMENT:

The contractor accepts responsibility for the equipment listed in an “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.

16. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:

A. 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.

B. “Fully Qualified” is based upon training and on experience in the field. For training, the FSE(s) shall have successfully completed a training program, for the equipment listed in this SOW. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on the equipment listed in this SOW, or comparable to similar equipment. Evidence of said training shall be provided with your proposal (see

PROPOSAL PREPARATION ADDENDUM).

17. TEST EQUIPMENT:

Prior to commencement of work on this contract, the contract awardee shall provide the GCVHCS with a copy of the current calibration certification of all test equipment that is to be used by the contractor on OVAHC’s equipment, not later than ten (10) calendar days after contract award.

18. IDENTIFICATION & PARKING:

The contractor’s FSE’s shall wear visible company identification at all times while on the premises of the OVAHC. It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing. Information on parking is available from the OVAHC Police & Security Section.

19. PRIVACY INFORMATION: The contractor’s employee(s) will secure (in a sealed envelope) and relinquish any documentation found on the VA grounds (either by themselves or others) that contains sensitive patient and/or employee information (i.e. privacy information) to Ms. Melanie Lane, VA Gulf Coast Veterans Health Care System Privacy Officer, Bldg T-102, Room No.

A132, Phone: (228) 523-5526. Please contact Ms. Lane within 60 minutes of finding or of receipt of such documents for instructions on what action to take on the documentation. Ms.

Lane can also be reached at melanie.lane@va.gov. If Ms. Lane cannot be immediately reached, the documentation will be secured in the Police Office until instructions are received from Ms.

Lane.

mailto:melanie.lane@va.gov.

20. CERTIFICATION AND ACCREDITATION OF CONTRACTOR’S IT SYSTEMS:

Certification and Accreditation of the Contractor’s IT System(s) does not apply and a Security Accreditation Package is not required as contractor’s employee will only be utilizing VA owned computers and computer systems.

21. ANNUAL TB TESTING: All contractor personnel providing on-site Philips imaging systems maintenance at the GCVHCS are required to have an Annual TB Test accomplished at the Contractor’s expense. The contractor shall provide written certification of the TB testing on an annual basis and before any employees start work on this contract. New conversions to a positive PPD or new symptoms related to TB, if previously a positive PPD, must be reported to the VAGCVHCS Occupational Health Department within 10 working days. New hires shall provide certification of TB Testing before starting work at the GCVHCS.

22. PERFORMANCE REQUIREMENT SUMMARY

Performance Requirements Summary Matrix:

The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Task ID Indicator & Paragraph

Number Standard

Acceptable Quality Level

Method of Surveillance Incentive

Philips imaging maintenance

Philips imaging maintenance, Functions and Responsibilities;

complete field service calls within time limits and provide detailed

FSR

Complete all required PWS tasks

100%

Periodic Inspection & Customer (facility occupant) Complaint

Exercise of Option Period(s);

Positive Past Performance

Training;

contractor supplies necessary training documentation completion

Complete all Contractor and Government Furnished Training prior to starting operations

100% 100% Inspection

Exercise of Option Period(s);

Positive Past Performance

Personnel Requirements;

Ref. PWS Para.

Meet and complete necessary requirements

100% 100% Inspection

Exercise of Option Period(s);

Positive Past Performance

Task ID Indicator & Paragraph

Number Standard

Acceptable Quality Level

Method of Surveillance Incentive

TB Testing;

contractor shall supply Tb testing documentation prior to commencing work

Contractor must have annual TB Test conducted

100% 100% Inspection

Exercise of Option Period(s);

Positive Past Performance

STATEMENT OF WORK