36C25720Q0077-001.pdf

STATEMENT OF WORK

1. Contract Title. VA Owned Centurion Surgical Units Comprehensive Service Maintenance Agreement (Centurion Vision System Service Agreement).

2. Background.

This service contract is required to keep the equipment operational to OEM specifications for repairs and preventative maintenances. Biomed currently does not have the training or equipment necessary to service this equipment to meet OEM specifications.

3. Scope of Work.

The contractor shall provide all the management, tools, supplies, equipment and labor necessary to maintain and repair government owned equipment listed in section 4.3.1 located at the VA campus in Harlingen, TX. Service maintenance, preventative maintenance and repair task shall be in accordance with the procedures recommended by the respective Original Equipment Manufacturer (OEM). The certified contractor/vendor/Full-time Equivalent (FTE) must be trained by the OEM and provide a technical training certificate from the OEM if requested. Only OEM parts can be used and any refurbished parts have to come from the OEM and if requested documentation must be provided for parts origins. The contractor shall provide copies of all field service maintenance work orders related to the equipment listed in section 4.3.1 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.

4. Specific Tasks.

4.1.1. Service Call Response: The Contracting Officer’s Representative (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 Alcon service technician will arrive at the hospital to start the repair request within 48 hours not including Saturday, Sunday and federal holidays of initial service call.

4.1.2. Preventative Maintenance: The contractor shall ensure that all equipment listed in section 4.3.1 is maintained to the OEM’s specifications and recommendations by performing Preventive Maintenance (PM) 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 within the first fifteen business days of the month the PM is scheduled. If unable to complete scheduled service within the first 15 business days, the Biomed Department or COR must be notified prior to the last business day. Copies of the PM Service reports must be provided to the Biomedical Supervisor and COR.

4.1.3. Schedule: A minimum of one business work week prior to scheduling a preventative maintenance (PM) visit to the medical center, the contractor shall call the COR at 956-291-9363 or Biomed Supervisor at 956-291-9096 to verify equipment availability for inspection.

4.1.4. Signs, Barriers, and Labels: If a hazardous condition might exist the contractor shall place signs and all necessary barriers to warn of a potentially 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.

4.1.5. Property Control: The contractor shall obtain approval of the COR before removing any item from its existing location on campus.

4.1.6. Equipment Repair Service: After notification of service requirement, unless otherwise approved by the COR, the contractor shall return the equipment to operational condition within 48 hours (not including weekends or government holidays). The contractor shall notify the Biomedical Supervisor and 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 at no cost to the VA via next day delivery of the same kind in the event that the repair time exceeds 10 work days.

4.1.7. 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. Only OEM parts can be used and any refurbished parts have to come from the OEM and if requested documentation must be provided for parts origins. 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.

4.1.8. 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.

4.1.9. 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 4.3.1 have the most current firmware, hardware and software updates available by Alcon during the first on-site visit in the contract year.

4.1.10. Training: The contractor shall provide training manuals to both the biomed and surgical department who will service the equipment listed in section 4.3.1 It must indicate that they are approved/trained by the OEM to service, calibrate, maintain and install all software and hardware upgrades. Contractor or FTE must be trained by the OEM and provide a technical training certificate from the OEM if requested.

4.2 Task 1. General Information

4.2.1. 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 4.3.1.

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

4.2.3. 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 will be billable to the customer at 1.5 (1 ½) times the normal rates. The COR must approve any billable charges (OT, parts, etc.) failure to receive approval could 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.

4.2.4. Security Requirements: When the Contractor’s Service Technician(s) arrive at the VA Medical Center they will go to check in with the police and alert the Biomed Department in Harlingen Healthcare Clinic (HCC) building, Room 1B-172 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 station to be issued a Visitor Pass which must be returned at the end of each day unless otherwise instructed.

4.2.5. Special Qualifications: All Contractor and Sub-Contractor Service Technicians shall be trained and certified on all equipment identified in section 4.3.1. Training shall be on the same manufacture and model of the equipment identified in section 4.3.1. 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.

4.3 Task 2. Equipment Maintenance Services

4.3.1 Contracted Equipment: 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 Centurion Vision System 1802432701X 3E100 1 Alcon Centurion Vision System 1802433401X 3E100

4.3.2 Performance Period: The period of performance of this contract shall consist of one 12-month base period. At the discretion of the Contracting Officer, the Government may exercise up to four 12-month option periods.

4.3.3 Type of Contract: Firm fixed price.

4.3.4 Place of Performance: The preventive maintenance will be performed at VA Valley Coastal Bend, Health Care Center at Harlingen (HCC), located at 2601 Veterans Drive, Harlingen, Texas 78550.

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 4.3.1 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 4.3.1 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. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). N/A

8. Other Pertinent Information or Special Considerations.

The contractor will provide service technicians that are specialized in serving the Alcon equipment listed in section 4.3.1 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 4.3.1 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.

Department of Veteran Affairs Texas Valley Coastal Bend Attn: Biomed 2601 Veterans Dr

Harlingen, Tx 78550

Contractor is responsible for the cost of 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 logistics warehouse 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 4.3.1. Contractor will also check in and out at the police window and then biomed department HCC building room 1b-172 upon each visit and departure ensuring that COR is aware of any/all visits.

9. Information Systems Officer, Information Protection:

The contractor will not have access to VA Desktop computers nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

10. Privacy Officer:

The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

11. Records Management:

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33;

Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

d. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

12. Changes To Statement Of Work.

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project.

Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

13. Travel.

The Government anticipates travel under this effort to perform the tasks associated with the effort through the period of performance. Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.