36C25919R0107-0001000.docx

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION

OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADM

INISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and d ate specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 3

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO

MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 05-07-2019 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 To all Offerors/Bidders

36C25919R0107

X

X The purpose of this amendment is to revise the statement of work and change the Unscheduled Maintenance response time to twenty-four (24) hours or less. This also changes Factor 1c. to read the same.

Ronnie R. Jones Contracting Officer

B.2 STATEMENT OF WORK for Comprehensive Maintenance for Steris Sterilization, Disinfection and OR integration system equipment.

BACKGROUND: The VA Cheyenne Health Care System has a need for comprehensive maintenance service requirement for Steris Sterilization, Disinfection and OR integration system.

The contractor shall provide all labor, parts, supplies and equipment necessary to provide scheduled and unscheduled maintenance, and periodic preventive maintenance inspections for the equipment listed below in Section D, Inventory List. The equipment is located at the VA Cheyenne Health Care System, 2360 E. Pershing Blvd., Cheyenne, WY 82001.

SCOPE of WORK

Contractor shall provide full service comprehensive, corrective maintenance, repair parts, preventive maintenance inspections, travel, labor and all other incidentals necessary to maintain or restore the listed equipment to operating specifications per manufacturer literature/recommendations located at the VA Cheyenne Health Care System, 2360 Pershing Blvd., Cheyenne, WY 82001.

Contractor shall provide all required licenses, documentation of performance, and perform field modification instructions, manufacturer recalls, software upgrades, and patches offered by the Original Equipment Manufacturer (OEM). In-house Biomedical Equipment Support Specialists will provide “first look” response to all trouble calls and will notify the contractor when services are required.

HOURS OF COVERAGE

Normal hours of coverage are Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding the federal holidays listed as follows:

Federal Holidays:

Any other day specifically declared a National Holiday by the President of the United States

When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by US Government Agencies.

PARTS

The contractor shall provide all spare and replacement parts needed to service the equipment. The price of all parts used to perform all scheduled preventive and unscheduled maintenance shall be included in the coverage. The Government will not pay for any parts provided (during either scheduled or unscheduled maintenance), by the contractor during the period of the medical equipment being covered. Only new standard parts (manufactured by the maker of the equipment, or equal) shall be furnished to maintain the equipment.

SERVICE MANUALS/TOOLS/EQUIPMENT

The contractor shall provide tools, (test) equipment, service manuals or service diagnostic software. The contractor shall obtain, have on file, and make available to its Field Service Engineers (FSE's) all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) necessary to meet the performance requirements and repair of the medical equipment. A reference list of applicable service manuals and their respective locations shall be provided to the Biomedical Engineer upon request.

SCHEDULED MAINTENANCE

The Contractor shall perform PM Service to ensure that the equipment listed performs in accordance with the original manufacturer’s specifications. Annual PM Service must be completed by December 31st of each year. An outline of the PM schedule and procedures shall be provided to the Biomedical Engineer.

The contractor shall provide a written description of the Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. PM services shall include, but need not be limited to, the following:

1. Cleaning of equipment.

1. Reviewing operating system software diagnostics to ensure that the system is operating in accordance with the manufacturer's specifications.

1. Calibrating and lubricating the equipment.

1. Performing remedial, non-emergent maintenance.

1. Testing and replacing faulty and worn parts and/or parts likely to fail or become faulty or worn.

1. Inspection and replacement of worn or frayed electrical wiring and cables.

1. Returning the equipment to the operating condition and mode

1. Providing documentation of services performed.

All service/repairs shall be performed during normal hours of coverage unless requested or approved by the Biomedical Engineer. The only exception is hardware/software update/upgrade installations which shall be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the Biomedical Engineer). The contractor shall provide software/hardware updates at no charge.

All exceptions to the PM schedule shall be arranged and approved in advance with the Point of Contact, or Biomedical Engineer. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to the Point of Contact at the completion of the PM.

Work performed outside the normal hours of coverage, at the request of FSE, shall be considered service during normal hours of coverage and shall be exempt from an extra labor hour charge.

UNSCHEDULED MAINTENANCE

The contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, to include all intervening service calls performed between scheduled services and calibrations. All required parts shall be furnished by the contractor to the VA at no cost. The contractor shall repair the equipment to functional level equivalent to the original manufacturer’s specifications.

Only the Biomedical Engineer, Point of Contact (POC), designated by the CO has the authority to approve/request an unscheduled maintenance service call to the contractor.

The contractor's FSE shall respond on site within twenty-four (24) hours or less after receipt of request for service. The contractor shall provide parts, if required to effect repair, within 24 hours of diagnosing the problem.

There shall be no hourly charge to the Government for unscheduled maintenance performed within the normal hours of coverage, 8:00am MT to 5:00pm MT. Work performed outside the normal hours of coverage, at the request of the Biomedical Engineer, Point of Contact, or Contracting Office Representative, shall be invoiced separately and shall not have service rendered until Purchase Order is obtained. In the event of a Government caused delay, the VA will pay hourly labor charges for unscheduled service the inadvertently extends beyond the specified normal hours of coverage.

DOCUMENTATION/REPORTS

The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with the specifications Each ESR must, at a minimum, document the following data legibly and in complete detail:

1. Name of contractor and contract number

1. Name of FSE who performed services

1. Contractor service ESR number/log number

1. Date, time (starting and ending), equipment downtime and hours on-site for service call.

1. VA purchase order number(s) covering the call if outside normal working hours.

1. Description of problems reported by the POC/user (if applicable).

1. Identification of equipment to be serviced:

· Inventory ID number,

· Manufacturer's name, device name, model number & serial number,

· Any other manufacturer's identification numbers.

1. Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including:

· Labor and Travel,

· Parts (with part numbers),

· Materials and Circuit Location of problem/corrective action.

· Total Cost to be billed (if applicable - i.e., part(s) not covered, or service rendered after normal hours of coverage).

1. Signatures:

· FSE performing services described.

· Authorized VA Employee who witnessed service described.

NOTE: - Any additional charges claimed must be approved by the CO before service is completed

The Contractor shall log in with Biomedical Engineering prior to performing any services. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall log out with Biomedical Engineering and submit the ESR(s) to the Biomedical Engineer or Point of Contact. All ESRs shall be submitted to the equipment user for an “acceptance signature” and then to the POC for an “authorization signature”. If the POC 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).

ADDITIONAL CHARGES

There will be no additional charge for time spent at the site (during or after the normal coverage areas) awaiting the arrival of additional FSE and/or delivery of parts

REPORTING REQUIRED SERVICES BEYOND SERVICE SCOPE

The contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the POC, in writing, of the existence or development of any defects in, or repairs required, to the scheduled equipment which, the contractor does not consider his/her responsibility due to “abuse” or “damage” to the equipment. The contractor shall furnish the Government with a written estimate of the cost to make the necessary repairs.

ACCEPTANCE OF CONDITION OF EQUIPMENT

The contractor accepts responsibility for the equipment covered under this equipment in an “as is” condition. Inspection of the equipment by the contractor shall be done prior to coverage, if required by the contractor.

COMPETENCY AND CERTIFICATION OF PERSONNEL SERVICING EQUIPMENT

Each respondent must have an established business, with an office and full-time staff. The staff shall include a fully qualified FSE and fully qualified alternate FSE.

“Fully Qualified” is based on successful completion of factory training and experience in the field. For training, the FSE shall have successfully completed a formalized training program for the equipment identified in the schedule. For field experience, the FSE(s) shall have a minimum of two years of experience (with the exception of equipment on the market less than two years) with respect to scheduled and unscheduled preventive and remedial maintenance, on the covered equipment.

The FSEs shall be authorized by the contractor to perform the maintenance services. All work shall be performed by fully qualified competent FSEs. The contractor shall provide copies of all factory certificates for FSEs showing types of equipment and dates of training for all equipment identified to be covered. When deemed appropriate, the POC reserves the right to prohibit contractor personnel from working on VAMC equipment.

CONTRACTOR TEST EQUIPMENT

The contractor shall ensure all contractor supplied test equipment is properly calibrated, and certified. If requested by the POC, the contract shall be able to supply any certificates tied to the quality of the test equipment. Test equipment calibration shall be traceable to a national standard.

Preventative Maintenance services and repairs shall include, but not be limited to:

1. Cleaning of equipment to include overhead tube suspension rails.

1. Reviewing operating system software diagnostics to ensure system is operating in accordance with the OEM specifications.

1. Cleaning and lubricating equipment.

1. Performing remedial, non-emergent maintenance.

1. Testing and replacing faulty and worn parts or parts likely to become worn or faulty.

1. Returning the equipment to condition and normal operating modes

SPECIAL WORK REQUIREMENTS

Response time: contractor must respond by telephone for initial diagnostics within two (2) hours after notification. Contractor shall be on-site to make the repairs within twenty-four (24) hours of an originating call for emergency service and will restore equipment to full performance (OEM-Specifications) within seventy-two (72) hours of the origination of call.

TRAINING REQUIREMENTS

Original Equipment Manufacturer (OEM) training certificates for field service engineer will be provided to the facility and kept on file in the contractor record.

DOCUMENTATION REQUIREMENTS

Upon award of contract, contractor will provide to the POC a written description and itemized checklist of preventive maintenance actions which will be performed on each individual piece of equipment to include electrical safety. Per American Advancement of Medical Instrumentation Copyright AAMI 2013, “Documentation of a hospital’s medical equipment management program is, in general, necessary to demonstrate compliance with the Joint Commission requirements during the triennial survey and during the Annual Periodic Performance Review.” “[Documentation] offers evidence that standards are being met… and is nothing less than the foundation of standards compliance.” “…documentation shall show that the inspection and maintenance strategies used for different equipment minimizes the clinical and physical risks.”

Biomedical Engineering, Biomed, maintains the medical equipment in the hospital and is tasked with assuring that the equipment remains in safe, fully functioning condition. Additionally, Biomed is tasked with the risk management associated patient care equipment and certain non-patient care equipment. “This equipment inspection reporting requirement is in keeping with the Cheyenne VA Medical Center policies and Joint Commission medical equipment management standards.”

Reports for any maintenance will include the following at a minimum:

1. Name of contractor and field service engineer.

1. Description of problem/malfunction reported.

1. Date and time of the contractor’s arrival on station

1. To ensure NIST traceability, type, model, and serial number(s) of all test instruments used to perform maintenance will be annotated on report.

1. Total time of performance period- start and end time- equipment downtime and hours on-site for service call, excluding travel time.

1. Detailed narrative describing the reason for service to include malfunction and remedial actions.

1. Complete list of parts replaced, and system repaired.

1. Date and time equipment were returned to serviceability.

1. VA purchase order number(s) covering the call if outside normal working hours and authorized by Contracting Officer.

1. These reports will be provided to the POC within 5 working days of completion of the inspection.

SECURITY

Upon arrival at the Medical Center, Contractor will report to VA Police Dispatch Office to sign in and receive a temporary badge. Contractor will notify Biomed that they have arrived on-site. Upon completion of service, the Contractor will return the temporary badge to the Police dispatch office.

INFECTION CONTROL

There is a potential for exposure to bloodborne pathogens or other infectious materials throughout this facility. Contract personnel will wear appropriate Personal Protective Equipment and are informed that “Universal Precautions” must be used (i.e. hand washing protective aprons, gloves, goggles, etc.).

CONTRACTOR QUALIFICATIONS:

Contract personnel shall be fully qualified and competent for the equipment which they are servicing. Should additional contracted subject matter experts be required to perform a repair, services rendered are covered within this agreement. The VA will not assume any additional costs without the approval of the contracting officer. Certificates of OEM factory equipment training or a statement of proficiency concerning specific on-the-job equipment repair training signed by the Regional Manager will also be provided to the OC prior to performing any services.