ATTACHMENT B SOW PM and Service.docx

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 VA Long Beach Healthcare Systems (VALBHS) 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 refrigerators and freezers Quarterly (four times per year). 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 calibration of refrigerators and freezers during quarterly PM.

· Contractor shall provide alarm check of refrigerators and freezers during quarterly PM.

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

· Unlimited service calls with on-site response within two (2) business days (Monday to Friday 8:00 AM to 5:00 PM PST excluding holidays).

Response: The contractor shall consider ALL requests for repairs/services as emergencies unless a statement to the contrary is made by the VA 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contacts, however, will not serve to alter the requirements for arrival on-site except when the request for service is withdrawn by the POC or designee.

· Contractor must offer a dedicated PM and service agreement.

· After the work is completed, the Contractor is to submit in writing, complete report of service rendered to the Supervisor or COR (Contracting Officer Representative). At a minimum, this report must contain a detailed description of any service performed and any recommendations necessary to meet regulations.

· Extensive preventive maintenance as needed based on usage. This includes a complete system check, test to assure the equipment is functioning according to factory acceptable standards, and replacement of worn parts due to normal use.

· The Contractor must provide accidental insurance protection to their employees while working at the VALB PALMS

2. PERIOD OF PERFORMANCE:

Base Year - 4/15/2024 to 4/14/2025 Option Year 1 – 4/15/2025 to 4/14/2026 Option Year 2 – 4/15/2026 to 4/14/2027 Option Year 3 – 4/15/2027 to 4/14/2028 Option Year 4 – 4/15/2028 to 4/14/2029

· Hours: Normal duty hours are 8:00 a.m. through 5:00 p.m. PST, Monday through Friday, excluding federal holidays in accordance with 5 U.S. Code § 6103, Executive Order 11582 and Public Law 94-97. Furthermore, when a holiday falls on a Sunday, the following Monday will be observed as a National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government Agencies. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated VA POC or designee.

· FEDERAL HOLIDAYS

Federal are observed in accordance with 5 U.S. Code § 6103, Executive Order 11582 and Public Law 94-97. Furthermore, when a holiday falls on a Sunday, the following Monday will be observed as a National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government Agencies.

· Preventive maintenance will be scheduled with a contact person as assigned by the VA Point of Contact (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. For any repairs or service that will be performed during the normal working hours of 8:00 a.m. through 5:00 p.m. the Contractor shall check-in with the Police Service and with the COR before proceeding to the job site. Biomedical Engineering can be contacted at (520) 792-1450 ext. 6687. All contractor personnel (without exception) must coordinate with the VA point of contact (POC) for ID badge assignment.

· 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 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 coordinate with the VA POC to remove and properly dispose of all waste related to the services provide on-site at VA Tucson.

· 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 VA 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 facility prior to execution, and approval of all documents as required by Logistics 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.

PRIOR INSPECTION OF EQUIPMENT: Potential contractors may, at their own expense, inspect equipment covered by this solicitation (ref 52.237-1 SITE VISIT). Arrangements must be made in advance with Biomedical Engineering (see section 3, above).

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:

See attachment A

8. SERVICE LOCATIONS AND CONTACT INFORMATION:

VA Long Beach Healthcare System (VALBHS) Pathology & Laboratory Medicine Service 5901 E. 7th Street Long Beach, CA 90822

POC: Tracy Tang Administrative Officer, Pathology & Laboratory Medicine Service

(562) 826-8000 ext 17250 Email: Tracy.Tang@va.gov