SOW Revised.pdf

PERFORMANCE WORK STATEMENT

Preventive Maintenance Services for 3 Surfacide Helios UV-C Disinfection

Systems for VA Palo Alto Health Care System

1.0 General

1.1 Background

The Department of Veterans Affairs (VA) mission is to serve and honor America’s Veterans by providing exceptional healthcare. The VA Palo Alto Healthcare System utilizes Surfacide Helios UV-C disinfection systems as part of its infection prevention program. These systems support patient and staff safety through enhanced disinfection of clinical environments.

1.2 Objective

To provide a 2-year extended preventive and corrective maintenance service, including software support, training, data analytics and reporting, and replacement services for three (3) Surfacide Helios UV-C disinfection systems.

1.3 Scope of Work

The contractor shall provide all labor, materials, parts, tools, equipment, software support, and services required to maintain the three Surfacide Helios systems.

Services include:

• Preventive and corrective maintenance

• Part replacement and repair services

• Software support and licensing

• Training and program support

• Data analytics and reporting

List of the serial # of the three systems.

• Surfacide Helios UVC disinfection robot, Serial Number: R52N40QTYCY, Components: 2432, 2431, 2450, MS 82A39A

• Surfacide Helios UVC disinfection robot, Serial Number: R52N40QVCGN, Components: 2433, 2434, 2430, MS B2B295

• Surfacide Helios UVC disinfection robot, Serial Number: R52N40QTVQJ, Components: 2437, 2436, 2435, MS 82A2D6

1.4 Place of Performance

VA Palo Alto Healthcare System, 3801 Miranda Ave, Palo Alto, CA 94304

VA Menlo Park campus, 795 Willow Road, Menlo Park, CA 94025

1.5 Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

Contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

• Tungsten e-Invoice Setup Information: 1-877-489-6135

• Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

• FSC e-Invoice Contact Information: 1-877-353-9791

• FSC e-invoice email: vafsccshd@va.gov

2.0 Required Services

2.1 Replacements and Repairs

• Complete Emitter Repair – 1 per year continuous coverage required

• Hassle free replacement of accessories via exchange program

• Control Tablets – 2 per year (ground shipping included)

• Safety Sensors – 3 per year (ground shipping included)

• One complete end of life lamp replacement in the extended equipment life – years six through eight, continuous coverage required

2.2 Software Support

•Cybersecurity and malware protections •Surfacide proprietary operating software licensing for up to 15 concurrent users per system.

•All software and firmware updates as they are released to ensure the most up-to-date technology.

2.3 Training and Program Support

•Assigned Account Manager •On-going training via library of recorded videos, online training, and/or live webinar.

•Additional onsite training (charges may apply) •Customer service hotline and troubleshooting

2.4 Data Analytics

•Customer requested utilization and analytics assessment (quarterly business review) •Cycle data archive and storage with Metrics Dashboard •Real-time cycle reporting with custom query and template creation through customer portal •Custom report creation and scheduled report delivery via email in multiple format options.

http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.fsc.va.gov/einvoice.asp file://///r01palhsm07.r01.med.va.gov/Services/Environmental%20Management/Quality%20Assurance/CONTRACTOR%20MEETINGS/Hughes/New-PWS/VA.Registration@Tungsten-Network.com%20 file://///r01palhsm07.r01.med.va.gov/Services/Environmental%20Management/Quality%20Assurance/CONTRACTOR%20MEETINGS/Hughes/New-PWS/vafsccshd@va.gov%20

3.0 Reporting Requirements

3.1 Upon arrival at the VA Palo Alto facility, the contractor shall be required to check in with Police Dept in Building 100 Floor 1st. This check-in is mandatory as well as wearing the contractor badge issued upon check-in. The contractor’s field service engineer/technician shall always wear visible identification 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 always worn while working at a VA facility.

3.2 When service is completed, the field service engineer/technician shall document services rendered on a legible field service report (FSR) and submit the FSR to the COR. The FSR can be submitted when checking out with Environmental Management Service (EMS). via an internet web site or e-mail. The FSRs should be submitted no later than five (5) business days after the service is complete.

Preferred method of delivery is via e-mail to Xiaoyu.xiong2@va.gov.

4.0 Contractor Qualifications

4.1 “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 statement of work as required by the Original Equipment Manufacturer (OEM) and equal to what the manufacturer provides their own field service personnel.

4.2 Contractor must provide, upon request, evidence of appropriate training of any FSE(s) providing services under terms of the contract.

4.3 Contractor must have access to all Original Equipment Manufacturer(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.

5.0 Parking, Smoking, and VA regulations

5.1 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 condition.

5.2 Smoking is prohibited inside all VA buildings.

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

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

5.5 Security: The C&A requirements do not apply, and a Security Accreditation Package is not required.

mailto:Xiaoyu.xiong2@va.gov

PERFORMANCE WORK STATEMENT