Attachment A - draft - Statement of Work.docx

GE Precision Radiology Preventive Maintenance

-DRAFT-

STATEMENT OF WORK

1. Scope of Work:

1.1. The contractor will furnish all labor, transportation, parts, test equipment, tools, and expertise necessary to maintain the GE Healthcare located at the Ben Charles Steele, 1766 Majestic Lane, Billings, MT 59102, Missoula 3885 W Broadway Missoula, MT 59808, and Helena/Fort Harrison, 3687 Veterans Dr, Helena, MT 59636 VA Medical Center. The Contractor shall provide the following coverages on the system: Corrective Maintenance (including x-ray tube, acquisition processor, table and workstation), Planned Maintenance and Software Maintenance. The selected Contractor shall have the ability to connect to the system remotely through an approved Veterans Administration (VA) Virtual Private Network (VPN) connection for troubleshooting purposes. The Contractor shall have the ability to apply all General Electric (GE) Healthcare Field Change Orders to ensure the system is maintained to manufacturer’s standards to include software and quality updates. The Contractor shall provide all coverages and benefits normally given in their commercial service and support agreements.

1.2. The Period of Performance shall be 12/15/2026-12/14/2027.

1.3. The medical equipment covered by this contract may contain electronic patient health information (EPHI). The Contractor shall not remove/copy/delete any of the EPHI. If a computer hard drive needs to be replaced, the old hard drive must be turned-in to biomedical engineering for destruction. The Contractor will not receive compensation for the hard drive. The contractor, their personnel, and their subcontractors shall be subject to the federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

1.4. Normal service requirements under this contract consist of scheduled preventive maintenance inspections, adjustments and repairs, as specified herein, along with scheduled contractor maintenance in response to service calls made by VA to the contractor due to a partial or complete system or subsystem failure which requires the contractor to respond within a specified time frame to make needed repairs/adjustments to the system.

2. Equipment:

2.1. The equipment to be serviced/maintained includes:

· System ID: 406447VACTUPS2 Powerware MV PR UPS 10KVA

· System ID: 406447VAAW3, GE WORKSTATION, ADVANTAGE WORKSTATION 4.7, (W47H03)

· System ID: 406447VACT2 Phy Loc Acct: 2013525, GE CT REVOLUTION EVO EL/EX/ES, (CSPL20)

· System ID: 406447XR1801 GE XR PRECISION RF180, (XRF149)

· System ID: 406447FP2, GE XR, FlashPad - Digital Wireless Detector(XRA614)

· System ID: 406447FP1, GE XR FlashPad - Digital Wireless Detector(XRA614)

· System ID: 406447OPT1, GE XR OPTIMA XR646 2-D, (XRA692)

· System ID: 406461DIS GE XR, Definium 656 HD, (XRA732)

· System ID: 406461DISFP GE XR FlashPad - Digital Wireless Detector (XRA779)

· System ID: 406461DISFP1 GE XR, FlashPad - Digital Wireless Detector, (XRA779)

· System ID: ESXXXX04507, GE XR OEC SERIES 9900 ELITE, (XMS584)

· System ID: 6197431WX0,GE UL, LOGIQ e R8 (ULOGEU)

· System ID: AU82772 GE Cardiology E95 Ultrasound

· System ID: 512394SU2 GE UL Logiq S8 R4.5

· System ID: FBMHTX00468 OEC Elite Touch

· System ID: AU85776, GE Cardiology E95 Ultrasound

3. Locations:

GE Healthcare located at the Ben Charles Steele, 1766 Majestic Lane, Billings, MT 59102. The phone number for Biomed is 406-439-6037 and 406-373-3982 for radiology. For two machines Missoula 3885 W Broadway Missoula, MT 59808, contact Biomed at 406-202-2602 for three machines Helena/Fort Harrison, 3687 Veterans Dr, Helena, MT 59636 VA Medical Center. 406-447-7605 or 406-447-7385 for 12 machines

4. Definitions/Acronyms . CO – Contracting Officer.

COR – Contracting Officer’s Representative.

IAW – In Accordance With PM – Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.

FSE – Field Service Engineer. A person who is authorized by the contractor FSR – Field Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

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

OSHA – Occupational Safety and Health Administration.

First Look / CO-OP – type of service contract coverage where the VA BESS attempts to solve minor problems or makes easily completed repairs with parts provided by the Contractor. May also include the VA BESS accomplishing scheduled maintenance (PM) instead of the Contractor performing it. This type of coverage normally results in a cost savings to the government.

BESS — Biomedical Equipment Support Specialist. VA employee responsible Contractor coordination of maintenance for VA owned medical equipment.

5. Conformance Standards:

4.1. Contract service shall ensure that the equipment/system functions in conformance with the latest published edition of NFPA-99, OSHA, manufacturer’s Network Equipment/System. Upgrades/updates shall be installed in strict accordance with manufacturer’s specifications and must operate within manufacturer’s specifications and must operate within manufacturer’s specified parameters.

5. Hours of Coverage:

5.1. The contractor will respond by phone at no additional charge, within the normal business hours (8:00 AM to 5:00 PM (Mountain Time) M-F).

5.2. All scheduled service/repairs shall be performed during these normal hours of coverage unless one of the following conditions exist:

5.2.1 The contractor wishes to perform such maintenance at a time that is outside of the normal hours of coverage, at no additional cost to the Government, and the contractor submits a request to the COR prior to the proposed start of the maintenance and the request is approved by the COR before work is begun.

5.2.1.1 The COR directs that the scheduled maintenance be performed at a time that is outside the normal hours of coverage and the additional cost is recommended by the COR and authorized by the CO.

5.3. Scheduled maintenance shall be performed in accordance at the manufacturer’s recommended intervals and should be scheduled/completed during the month the VA requests. Changes in this periodicity will occur only when approval is granted by the COR and CO.

5.4. Scheduling for unscheduled maintenance requirements outside of normal hours shall be coordinated with and require the approval of the COR.

5.6. Federal holidays observed by VA Montana are:

Labor Day Columbus Day Juneteenth Veteran’s Day Thanksgiving Day New Years Day Martin Luther King Day President's Day Memorial Day Independence Da y Christmas Day and any other day specifically designated by the President of the United States.

6. Unscheduled Maintenance:

6.1. Contractor shall maintain the equipment in accordance with manufacturer’s standards.

6.2. The contractor shall provide repair service, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and installing parts.

6.3. All parts will be covered in this agreement.

6.4. The Contracting Officer, COR and designated Alternate have the authority to approve/request a service call from the contractor.

6.5. Response time:

6.5.1. Contractor’s FSE shall respond by phone during normal business hours or within (30) minutes after normal business hours.

6.5.2. If the problem cannot be corrected by phone or by remote diagnostics the contractor will dispatch a technician to arrive not later than 4 business hours after the call is placed. Uptime commitment shall be 95%.

7. Scheduled Maintenance:

7.1. Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with the manufacturer's recommendations as published in the Manufacturer’s Maintenance Manuals for the system.

7.2. Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM.

7.3. PM services shall include, but need not be limited to, the following:

7.3.1. Cleaning of equipment to include filters, gearing, and other parts.

7.3.2. Reviewing operating system software diagnostics to ensure that the system is operating as specified by the manufacturer’s specifications.

7.3.3. Calibrating and lubricating the equipment.

7.3.4. Performing remedial maintenance of non-emergent nature.

7.3.5. Performing electrical safety inspection IAW NFPA 99.

8. Parts:

8.1 The Contractor will provide all replacement parts needed to keep the system in operating condition as originally designed by the manufacturer.

8.2 Parts may be repaired or replaced, as the contractor deems appropriate. No used parts will be used to repair this equipment.

8.3 Parts shall be shipped for arrival the next day by 1230 P.M.

9. Service Manuals:

9.1. VA will not provide service manuals of service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSEs all operational and technical documentation, (such as: operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract.

9.2. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the Contracting Officer upon request.

10. Documentation/Reports:

10.1. 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 manufacturer specifications. Test equipment used for calibration shall be listed on the service report by manufacturer, model number, serial number and date due calibration.

10.2. Any additional charges claimed will be approved by the CO via the COR before service is completed.

11. Reporting Requirements:

11.1. Upon arrival at VA Montana facilities the contractor shall be required to log in with Biomed in room ENG01 in Billings MT, room Biomed 444 in Helena MT or room Biomed 257 in Missoula MT. This log-in is mandatory as well as wearing the contractor badge issued upon log-in. Contractor’s FSE(s) shall wear visible identification at all times while on the premises of the VA. Identification shall include, at a minimum, the employee’s name, position, and the contractor’s trade name. In addition, the contractor shall submit fingerprints through the VA police for issuance of a VA identification badge that shall be worn at all time while working at a VA facility.

11.2. When service is completed, the FSE shall document services rendered on a legible ESR(s) and submit to the BESS who set-up the service. The ESR can be submitted when logging out with Biomed, via an internet web site or e-mail. ESRs should be submitted not later than 5 business days after service is complete. Preferred method of delivery is via email to adam.wooten@va.gov.

11.3. In those cases when the Biomed office is closed, contractor personnel will log in and/or out via the VA police and after-hours service shall be prearranged with the BESS.

12. Services Beyond the Contract Scope:

12.1. Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COR, (in writing), of the existence of 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.

12.2. Contactor shall furnish the COR with a written estimate of the cost to make necessary repairs.

13. Condition of Equipment:

13.1. The contractor accepts responsibility for the equipment described in “as is” condition.

13.2. Failure to inspect the equipment prior to contract award shall not relieve the contractor from performance of the requirements of this contract.

14. Test Equipment:

14.1. Test equipment calibration shall be traceable to National Institutes of Standard Technology standards. Each service report shall list test equipment used and date calibration to NIST is due. Test equipment out of calibration shall not be used.

15. Identification, Parking, Smoking, and VA Regulations:

15.1. Contractor’s FSE(s) shall wear visible identification at all times while on the premises of the VA. Identification shall include, at a minimum, the employee’s name, position, and the contractor’s trade name.

15.2. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

15.3. Smoking is prohibited inside all VA buildings.

15.4. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

15.5. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court.

16. Contractor Qualifications:

16.2. “Fully qualified” is based upon training and experience in the field. For training, the FSE(s) has successfully completed a formalized training program for the equipment identified in this solicitation as required by the Original Equipment Manufacturer (OEM) and equal to what the manufacturer provides their own field service personnel.

16.3. Contractor must provide, upon request, evidence of appropriate training of any FSE(s) providing services under terms of the contract. Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer.

16.4. Contractor must have access to all OEM proprietary information due to the critical nature of these services. Examples of this information would be software updates and factory service bulletins that describe updates/modifications needed to make the equipment under this contract safe for use.