S02 - RFQ Attachment B - SOW 0002.pdf

STATEMENT OF WORK

The contractor shall provide all labor, personnel, equipment, tools, materials, supervision and other items necessary to provide preventive maintenance and corrective repair service and software support remotely and on-site for the equipment/systems listed below for the Southern Arizona VA Health Care System (SAVAHCS) and as defined in this Statement of Work (SOW).

1. SERVICE/WORK TO BE PERFORMED:

The contractor shall perform on-site preventive maintenance (PM) inspection on equipment/systems, if necessary, as determined by the Contractor. Preventive maintenance will be accomplished in accordance with the Original Equipment Manufacturer (OEM) recommendations. Contractor must use OEM certified parts and service engineer/technicians must be OEM trained and certified on all equipment included in the contract.

Contractor shall provide software support and updates defined as bug and/or patch fixes, error correction, equipment enhancement or modification to already existing features for the purposes of maintaining current functionality of the equipment.

Contractor must provide toll free phone support 24 hours a day, seven days a week.

Contractor will provide unlimited service calls with negotiated on-site response time at the time of contact, (Monday to Friday 8:00 AM to 4:30 PM excluding holidays) as agreed upon by Contracting Officers’ Representative (COR) or designee.

Response: The contractor shall consider ALL requests for repairs/services as emergencies unless a statement to the contrary is made by the COR, Point of Contact (POC) or designee. A competent service representative adequately equipped with tools, test instruments, service manuals and repair parts will arrive at the VA facilities within the designated response time. The service representative may contact VA staff by phone before arrival at the facilities. Such contacts, however, will not serve to alter the requirements for arrival on-site except when the request for service is withdrawn by the COR, POC or designee.

Contractor must offer a dedicated PM and service agreement.

All preventive maintenance parts covered (wearables such as needles, syringes, etc. are not included).

Travel and labor included.

Preventive maintenance to be performed two (2) times per year in accordance with the instrument’s operational manual.

- Interested Contractors may visit the instrument, at their own cost, to verify its status for proposal/quote creation.

2. PERFORMANCE:

Period of Performance: 16 April 2024 through 15 April 2025 with four (4) additional Option Years.

Hours: Normal duty hours are 8:00 a.m. through 4:30 p.m., Mountain Standard Time, Monday through Friday, not including federal holidays. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated COR, POC or designee. The contractor may contact the Utility System Repair Operator (USRO) via the hospital operator at extension "0" to contact the USRO operator via radio after hours.

For any repairs or service that will be performed during the normal working hours of 8:00 a.m. through 4:30 p.m. the Contractor shall check-in with the Police Service and with the COR before proceeding to the job site.

Preventive maintenance will be scheduled with a contact person as assigned by the COR, POC or designee. This PM work must be completed in the month specified during the request unless another date is agreed upon by COR or designee. Biomedical Engineering can be contacted at

(520) 792-1450 x16679. All contractor personnel (without exception) must report to the Engineering Department, Bldg. 38-room A22, to sign in and receive a contractor identification badge before any work is performed and return to the same location to sign out and turn-in said badge along with the documented service report (as described in section DOCUMENTATION) for the service performed.

Legal Federal official holidays can be found in 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97. If a holiday falls on a Saturday, the previous Friday is observed as the holiday. If a holiday falls on a Sunday, the following Monday is observed as the holiday.

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

Payment: Payment will be made in arrears , and upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number. The invoice must include the correct payment address.

Waste Removal: The contractor is responsible to remove and properly dispose of all waste related to the services provide on-site at all VA facilities.

Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform.

All shipping for parts will be included in the cost of the contract.

3. DOCUMENTATION:

Service reports will be provided prior to departure from the VA facility for all service activities including preventive maintenance, emergency repair, and safety inspections, and must contain the following information:

a) Date(s) and time period of service.

b) Complete description of equipment serviced including model number and serial number.

c) Complete description of equipment services performed including upgrades, updates and software changes made.

d) Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable.

e) A statement of the complaint that initiated the service call.

f) Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair.

4. REMOVAL OF EQUIPMENT:

Whenever possible, all repairs and preventive maintenance will be performed at the VA facility. When that is not possible, the COR, POC or designee may give approval for service work to be done at another location. All transportation charges will be borne by the contractor.

VA property may not be removed from the VA facility prior to execution, and approval of all documents as required by Logistics and Materiel Management Service. Computer hard drives and other storage media items may not leave VA property.

Requirements for service reports for designated equipment not at this location are the same as for work done on-site. Service reports for incoming equipment will be presented for signature at the time of delivery. If equipment is returned via commercial carrier, the service report may be included with the shipment.

5. GOVERNMENT REPAIRS:

Government employees will work on contract equipment only with authorization of the contractor or following the failure of the contractor to respond. The government is not obligated to perform any work on contract equipment.

6. GUARANTEE:

The contractor will guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days.

7. EQUIPMENT:

EQUIPMENT MODEL: Bioplex 2200 EE#77143 SN:22000427

8. SERVICE LOCATIONS AND CONTACT INFORMATION:

Southern Arizona VA Healthcare System (Tucson) 3601 S 6th Ave Tucson, AZ 85723

POC During Duty Hours:

COR: Lisa Mercer (520) 792-1450 Ext. 1-4251 lisa.mercer1@va.gov Vanessa Aries (520) 792-1450 Ext. 1-6447

After Duty Hours:

Chemistry Lab (520) 792-1450 Ext. 16296