Austin GU BK Medical_s Priority Care SOW v2.docx

Statement of Work

Austin GU BK Medical’s Priority Care Service and Support Agreement

SCOPE OF CONTRACT

Central Texas Veterans Healthcare System, 7901 Metropolis Dr., Austin, TX 78744-3111 Surgical Service Austin VA Outpatient Clinic has a requirement for a BK Medical’s Priority Care SERVICE AND SUPPORT AGREEMENT for Ultrasound system (serial number 2003630) & transducers. The Contractor shall provide as part of this firm-fixed price contract, all resources necessary to perform the required tasks in accordance with BK Medical’s Priority Care Service and Support Agreement specified herein.

The mission of the Department of Veterans Affairs (VA), Veterans Health Care Administration, Central Texas Veterans Healthcare System (CTVHCS), at Austin, Texas, is to provide benefits and services to veterans of the United States. In meeting these goals, Surgical Service at CTVHCS strives to provide high quality, effective and efficient services to those Departments providing care to the Veterans at the point-of-care as well as throughout all the points of the veterans’ health care in an effective, timely and compassionate manner. CTVHCS depends on the skills and services of the Surgical Service to meet mission goals.

The Contractor shall ensure proper service levels are maintained and make certain that equipment performance is optimal in accordance with manufacturer specifications.

All work must be performed by Certified and Qualified Field Service Technician in compliance with applicable manufacturer’s recommendations, codes, and standards in its entirety. Maintenance and repair (when necessary) shall be performed as indicated in manufacturer’s requirements and recommendations for this equipment. Additional inspections and tests shall be performed as needed or upon request of the Government.

Performance Period

This Contract will provide to the Government BK Medical’s supplies and services listed herein on contract for a one (1) year Base period and three (3) option years, starting June 15, 2024.

Option Yr. 3: June 15, 2027 – June 14, 2028

BK Medical’s Priority Care SERVICE AND SUPPORT AGREEMENT

NOTE: The Government assumes no liability for any item(s) assigned to the Department of Veterans Affairs on a SERVICE AND SUPPORT AGREEMENT basis until requirement for the item exists and delivery of order is placed against the agreement. The company is responsible for providing BK Medical’s service and support as agreement to prevent repair needs and the facility from having equipment down.

Work To Be Performed

The contractor shall provide service to cover the repair, service, and restoration to factory specifications of BK Medical’s Priority Care Products, and electronics regardless of cause of damage. The items are all located at the Central Texas Veterans Healthcare System Austin VA Outpatient Clinic and are used by Surgical Services in the GU. manufacturer’s warranty on BK Specto Ultrasound system (serial number 2003630) & transducers after expiration of warranty on June 15, 2024. In the event that a probe needs repair, the probe will be sent to the contractor directly for repair, without the need for a third party. During repair, the contractor shall provide probe loaners for every single probe under contract until the probe is repaired and returned or a new replacement is delivered. In the event the probe can not be repaired, the contractor shall offer a replacement once for free, during the term of the contract as according to the Transducer Forgiveness Exchange Program. Comment by Smith, Donald D.: Spell out acronyms for first use

The contractor shall cover at 100% of the BK Specto ultrasound console including items like front-end boards and engines.

All work shall be maintained at the quantities listed in agreement Schedule of Services and Support in contract. The VA shall confirm receipts of the work performed and items replaced. The VA shall be responsible for any BK Medical’s Priority Care services and support that are scheduled with a confirmation of receipt. The VA will not be responsible for broken items and the company will be responsible for replacement of equipment. Payment for this BK Medical’s Priority Care service and support shall be in accordance with the payment terms of this agreement.

Priority Care includes the following:

Transducer Forgiveness Exchange Program: The contractor shall exchange a transducer damaged because of an accident or if the probe cannot be repaired. The accident forgiveness can be used only once, per covered transducer, during the four (4) year term and is a benefit beyond the standard inclusion.

A Transducer Loan Program: The contractor shall provide temporary use of transducers while broken transducer is being evaluated or repaired to minimize downtime. The contractor will provide the following:

Priority for transducer repairs.

Remote/Online Diagnostics; Remote Technical Support; On-Site Technical Support Unlimited Clinical Phone Support: On-Site Clinical Support (4 training/cases per year included. Additional training/cases available at additional charge.)

Priority Care is only available as a four-year term. A discount is offered on the multi-year contract and the price is locked in for the four years.

SCHEDULE OF SERVICES/SUPPORT

The quantities listed herein are the Option Years of service and Support. Actual quantities of service/support to be purchased under this agreement as requested only.

Hours of Services shall be performed according to specifications of Government point of contact and COR. The regular work hours four this facility is Monday through Friday 0800am to 4:30pm (CST).

The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer.

This contract shall cover all repairs/maintenance/factory restoration that is needed for all BK Medical’s Priority Care Products accessory equipment, regardless of cause of malfunction.

The contractor shall be responsible for providing Original Equipment Manufacturer (OEM) BK Medical’s Priority Care Products, shipping, labeling, and providing updates to the Biomedical Engineering department and Medical/Surgical Services on the progress of the repairs.

The contractor shall provide replacement OEM BK Medical’s Priority Care Products of an equal quality while repairs on an electronic are being completed.

The contractor shall take all necessary precautions to prevent damage to any government property and will notify the Contracting Officer Representative immediately if damages occur. The Contracting Officer will authorize the contractor to remedy the situation in one of the following ways: be assessed current replacement costs for damaged property, replace damaged property in a timely manner, or correct the damages with like materials at no additional cost.

Place of Performance

The contract will be performed at Central Texas Veterans Healthcare System, Austin Outpatient Clinic (AOPC), located at 7901 Metropolis Dr., Austin, Texas 78744-3111.

General Requirements

The intent of this Statement of Work is to provide a broad overview of the requirements not to list all the requirements. Partial listing of the requirements in this Statement of Work does not reduce or eliminate the obligation of the Contractor to meet all manufacturers’ requirements. The Contractor shall provide scheduled maintenance and emergency repair service for the equipment listed in accordance with all applicable standards and manufacturer’s requirements and recommendations.

The Contractor shall perform the required preventative maintenance tasks as scheduled; repairs and maintenance calls will be addressed as needed. The Contractor shall employ Field Service Representatives who has had OEM training on each, individual Equipment listed. Software shall have the current updates provided by the Contractor.

The Contractor shall provide all parts, tools, labor, and travel to perform maintenance service and repairs (preventative or corrective). In order to maintain the equipment in accordance with Original Equipment Manufacturer specifications, parts requiring replacement will be replaced on new part basis. All parts that are removed from Government equipment during repairs or preventative maintenance must be turned in to the Biomedical Engineering Department (COR) prior to Contractor departure. All parts shall be OEM.

The Contractor shall provide Technical support/Help Desk support 24 hours a day, 7 days a week, 365 days a year to address questions and problems on an immediate, real-time basis.

Preventative maintenance and unscheduled repairs shall be accompanied by Diagnosis/root cause analysis, defined resolution approach and or workaround or fix. Operator instruction on actions to be taken on the customer’s end to correct the problem Quality/training initiatives to increase operator knowledge and decrease the number of incoming incidents (informal).

The Contractor shall notify the COR, at least three weekdays before a preventative maintenance visit is required. All work shall be coordinated with the COR before commencement of work or entry onto Government premises. The Vendor shall ensure the COR is notified of the name of each Contractor representative assigned to the task at least 24 hours/one business day before the work is to begin.

Each representative of the Contractor will be required to sign-in and out with the Security Police and be prepared to provide a government issued picture identification during the sign-in process. Contractor staff shall remain under escort while on Government premises.

This contract includes preventative maintenance and repair services. However, the Contractor shall submit a list of all needed or anticipated repairs revealed, during the performance of preventative maintenance tasks, to the COR (or designee) along with the test reports prior to leaving site.

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.

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.

Records Manager

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.

DELIVERY

Initial Service and Support shall be delivered within one (1) day after date of contract award (subject to availability of product).

Replacements shall be delivered FOB Destination the next business day following receipt of notification.

PAYMENT

The VA shall not be billed for only those items covered in the agreement. Payment for used Medtronic supplies shall be made by Purchase Order or Government Credit Card. If payment is made by Purchase Order the Contractor shall submit the invoice to the address provided in this agreement. Comment by Smith, Donald D.: Does this mean that the contractor is not to bill this contract for services, or that the parts required for repair are going to be purchased through Government credit card?

TERMINATION OF CONTRACT

This contract may be terminated by the Government or the Contractor by giving seven (7) days written notice of termination to the other party.

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.

CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The COR for this task order is:

Selman Bridges Austin, Texas Phone: 254-743-0828

E-mail address: Selman.Bridges@va.gov

The COR will serve as the primary point of contact for the contractor.

The contractor shall notify the COR if problems arise adversely impacting the performance of work.

The COR duties are not delegable and all responsibilities shall revert back to the Contracting Officer, should the COR be unable to discharge their responsibilities.

Inspection and Acceptance shall be by the COR assigned to this Task Order.

The COR shall request security badges,(as applicable) through his/her immediate supervisor, for all contractor and subcontractor employees needing physical access to Government facilities; ensure that contractor employees complete pre-employment security awareness training and refresher training when required; ensure that contractor employees sign the Certificate of Confidentiality and Non-disclosure and a copy is provided to the Contracting Officer; coordinate the collection of necessary information from contractors to meet background investigation requirements for contractor personnel; and initiate the appropriate steps for contractor employees when the contract is complete or the contractor employee leaves for any reason.