36C26119Q0360-001.docx

Performance Work Statement (PWS)

1. GENERAL INFORMATION:

The VA Northern California Health Care System (VANCHCS) has multiple pieces of Steris medical equipment that is used for the sterilization and disinfection of medical/surgical tools. These pieces of equipment require preventative maintenance, repairs, and occasional software updates.

The vendor is to provide quarterly inspections, preventative maintenance, and technical support and repair services for various models of steam and electric sterilizer systems and washers, to include the Reliance Endoscope Processing Systems at VANCHCS.

The vendor shall have 24/7 technical support to assist with a variety of requests including part orders, upgrades and service essential for completing maintenance and repair

1.1 PREVENTIVE MAINTENANCE INSPECTIONS:

(a) Preventive maintenance, inspections shall be provided in accordance with the equipment listed in Attachment 1.

(b) The Contractor shall certify annually and provide documentation in writing that the instrument(s) included in this agreement shall perform to manufacturer's specifications. The certification inspection will be performed during the third quarter (May) of the contract period.

(c) The Contractor shall complete all manufacture's recommended preventive maintenance procedures for Steris equipment listed in Attachment 1. A copy of the preventive maintenance inspection report will be provided to the Contracting Officer Technical Representative (COR) or his designee at the completion of each inspection. The report shall be signed by the using service and the COR or his designee.

It is the sole responsibility of the service contractor to schedule and perform all preventive maintenance inspections during the months specified at a time mutually agreeable with the COR or his designee. The Department of Veterans Affairs will not assume the responsibility of reminding the service contractor that a preventive maintenance inspection is due to be performed.

2. EMERGENCY· SERVICE:

(a) An unlimited number of emergency service calls shall be provided at no additional charge to the Government.

3. AVAILABILITY OF TEST EQUIPMENT AND SPARE PARTS:

(a) Contractor shall have necessary test and calibration equipment and replacement parts available within 24 hours after the initial service call has been placed. Contractor need not own equipment, but can rent, lease, or borrow if it is necessary. If equipment is not owned, contractor must be able to prove that such equipment will be available, when needed within 24 hours.

(b) Contractor shall be able to show proof of order for parts replacement within 24 hours (1) day when part is not included in their inventory. The contractor shall make arrangements for the fastest delivery and will resume work upon receipt of part(s) within eight (8) hours. ·

(c) Contractor shall accomplish repairs without borrowing parts or supplies from any other facility.

(d) Each Contractor employee shall carry the manufacturer's recommended basic parts.

(e) All parts replaced shall be identified by part number shown on the manufacturer's part list. All parts replaced shall be new/exchange replacement parts, which meet the original manufacturer's specifications.

(f) The Contractor shall furnish all parts (including batteries required in the maintenance of the equipment listed herein at no additional cost.

4. DOCUMENTATION:

a. At the completion of each preventive maintenance inspection and emergency service call, the contractor shall present a written service report to the COR or his designee. The report shall clearly indicate the date of the service, the type of service performed (emergency or preventive maintenance) the model and serial number(s) of the equipment serviced, the name of the field service technician, and a brief description of the service performed. The COR or his Engineering designee will sign the report and shall receive a legible copy of the report from the Contractor. The report will be signed by the individual most responsible for the day-to-day operation of the equipment for all work performed at the facilities of VA NCHCS.

b. Document and report to the using service and the COR or his designee any unsafe conditions, misuse or negligence concerning the medical equipment.

5. RESPONSE TIME:

Emergency maintenance shall commence promptly after notification that equipment is inoperative or malfunctioning and needs service. Contractor shall respond on-site within 24 hours after a request for emergency service is called by authorized supervisor at the facility.

6. QUALITY OF SERVICE:

(a) All contractor Service Technicians responding to trouble/maintenance calls where actual on-site work is to be undertaken must have:

(1) Documented proof of a minimum of (2) years current experience repairing equipment listed within this contract.

(2) Documented proof of manufacturer's maintenance training on specific equipment under this contract.

(3) Each technician will also attend ongoing product training on each product line included in this contract.

(b) Each technician performing work on the instrumentation included in this agreement shall maintain a complete file of technical documentation on the product (a) he/she works on.

These items will include the following:

(1) Complete wiring diagram

(2) Service manuals

(3) Trouble shooting guides

(4) Updated Service bulletins

7. TECHNICAL SUPPORT:

If the equipment listed herein has a malfunction that remains undiagnosed after 24 hours (one day) once repairs have begun, then it becomes the responsibility of the Contractor to call in the next highest level of technical support at no additional cost to the Government. The next highest level technician shall be a specialist on the specific equipment, with extensive experience and repair expertise. Notification of arrival of the specialist will be made verbally to the COR or his designee.

8. PERFORMANCE GUARANTEE:

In the case of extended system downtime of 72 hours (3 days) after the initial call for service, extended failure of ten (10) consecutive days of a subsystem which is essential for system operation or in the case of three (3) repeated failures within thirty (30) calendar days of the same component. Government may at its own discretion terminate this contract in accordance with Default clause 52.249.8.

9. ENGINEERING CHANGES:

All Engineering changes issued by the instrument manufacturer for the propose of enhancing the level of maintenance or reducing the incidents of equipment problems, leading to downtime of equipment will be communicated to the section supervisor by the Contractor and implemented by the Contractor with the agreement of the COR or his designee.

10. DAYS AND HOURS OF WORK:

Work required in the performance of this contract shall be performed during the Medical Centers' regular administrative working hours 8:00 a.m. to 4:30 p.m., Monday thru Friday, except Federal Holidays. The Contractor will be expected to work "on site" until the end of the scheduled working hours' period whenever necessary. The Government shall not be charged for any contractor travel time costs incurred before or after the scheduled work period. Upon visiting the VA Outpatient Clinics/Medical Center for performing any service, the Contractor shall report to the COR, his designee, or appropriate supervisor in charge at the following locations.

Martinez Engineering, building number 12.

Sacramento Medical Center, building 702.

Redding Engineering room number 819.

11. CALL BACK SERVICE:

Day call back service which is required due to poor or incomplete repairs shall be available from 8:30 a.m. to 4:00 p.m. seven (7) days a week at no additional charge to the Government. Call back service does not cover:

Emergency calls necessitated by damage to equipment caused through the fault or negligence of the Government. The determination as to whether the Government was negligent will be decided by agreement between the Contracting Officer based on evidence presented, however, the decision of the Contracting Officer will be final, in accordance with Far Disputes Clause 52.233-1.

In the event a service call is required to repair equipment determined by the Contracting Officer to be damaged through the fault of negligence of the Government. The Contractor, prior to commencing work shall obtain a separate purchase order number from the Contracting Officer. Any charges for such service shall be in accordance with Section (B) (Emergency Service).

12. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS:

The contractor shall wear visible identification at all times while on the premises of any VA NCHCS campus. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Service. The government will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings on site. Cellular phones and two way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.

13. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD:

The contractor shall comply with the Federal/California OSHA Bloodborne Pathogens Standard. The contractor shall:

a. Have methods by which all employees are educated as to risks associated with bloodborne pathogens.

b. Have policies and procedures which reduce the risk of employee exposure to bloodborne pathogens.

c. Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens.

d. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, and mouthpieces for the employee during performance of the contract.

14. Records Management Language:

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. 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.

2. 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.

3. 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.

4. 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.

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

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

7. 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.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

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