SoW - Guldmann Lifts PMI -Updated 6.8.26.docx

STATEMENT OF WORK

1. TITLE: VA Guldmann Ceiling Patient Lift Equipment Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) Support

2. BACKGROUND: The VA Greater Los Angeles Healthcare System requires Guldmann 3G Warranty Program or equivalent to provide preventative maintenance inspection (PMI) and CM support on Guldmann ceiling mounted patient lifts throughout the VA Greater LA Healthcare system and CBOCs including west Los Angeles Medical Center, Sepulveda VA Medical Center, Los Angeles VA Ambulatory Care Center, and Ventura Outpatient Clinic.

3. SCOPE:

3.1. The Contractor shall provide all necessary labor, materials, supplies, parts, batteries, software (needed for the general operation of the equipment), tools, equipment, travel, transportation expenses and other related costs to provide Preventive Maintenance Inspection (PMI) and Corrective Maintenance (CM) services on selected Government Owned Guldmann Patient Lifts defined in included list (VA Patient Lift List-203) at the participating facilities listed herein of the Veterans Integrated Service Network (VISN) 22. All services to inspect, adjustments, repairs, replace parts, test for operating efficiency and other such services in accordance with manufacturer recommended specifications shall be performed in accordance with the terms, conditions, provisions, specification of the contract, and the checklist outlined in the Patient Safety Alert AL14-07 attachments. Contractor shall perform work in strict accordance with the statement of work, and all VA local, state and federal policies, and regulations. The corrective maintenance must cover any repairs to bring the device up to operating standards and consists of all parts and labor needed.

4. PARTICIPATING FACILITIES:

VA GREATER LOS ANGELES HEALTHCARE SYSTEM

11301 Wilshire Blvd Los Angeles, CA 90073

SEPULVEDA VA HOSPITAL MEDICAL CENTER

16111 Plummer St, Sepulveda, CA 91343

VA LOS ANGELES AMBULATORY CARE CENTER

351 EAST TEMPLE STREET

LOS ANGELES, CA 90012-3328

VA VENTURA OUTPATIENT CLINIC

5250 Ralston Street Ventura CA 93003

5. GENERAL REQUIREMENT:

5.1. All work shall be in accordance with manufacturer’s instructions, including, but not limited to, adjustments, calibration, cleaning, lubrication, testing, disassembly, checkout, replacement of worn and/or defective parts, battery change. The above shall be performed as necessary as required to keep equipment in optimal working condition.

5.2. Equipment shall be maintained in accordance with the Joint Commission (JC) standards, VHA Patient Safety Alert mandates.

5.3. Contractor shall apply VA supplied PMI labels with completed date and the next required PMI date to the equipment after PMI is completed.

5.4. Should equipment require repair at the contractor’s plant, contractor will provide an exact loaner equipment at no extra charge within 48 hours. Loaner equipment shall be delivered to the clinical site, set up, tested and in place for safe clinical use within 48 hours of removal of VA-owned equipment

5.5. This service request pertains to the ceiling lift equipment (quantity: 203) and their locations listed in the attachment.

5.6. The contractor shall provide Field Service Reports and the filling of the safety checklist AL14-07 as needed for all work done on the equipment including any verification checks.

5.7. The associated facility will provide access to the equipment requiring inspections and scheduled services during normal business hours.

6. PREVENTIVE MAINTENANCE AND INSPECTION (PMI)

6.1. The Contractor shall perform PMI per the established timelines in accordance with the equipment manufacturer during the life of the contract. This shall include software updates (if applicable) needed for the general operation of the equipment. All equipment must also be maintained in such a condition that will satisfy the requirements of the Joint Commission (JC). The Contractor may request a copy of the JC standards from the POC.

6.2. The Contractor, in addition to performing PMI in accordance with the equipment manufacturer guideline, will fill out, sign and perform the equipment checks according to the Patient Safety Alert AL14-07 checklist for corrective and preventative maintenance. This will be required to be presented to Biomedical Engineering contact upon completion with the service report

6.3. The Contractor shall provide all PMI-related replacement parts at no cost to the Government.

6.4. The Contractor will be responsible for providing latest proprietary firmware updates to keep equipment working properly and safely, and clearing or resetting of any software locks due to maintenance requirement checks

6.5. The Contractor shall provide all travel, transportation, and replacement part shipping expenses at no cost to the Government.

6.6. The PMI will be scheduled a minimum of two (2) weeks in advance with the point of contact (POC) for this requirement.

6.7. The Contractor shall provide a detailed service report to the POC within ten business days of PMI maintenance.

7. CORRECTIVE MAINTENANCE(CM) / REPAIR SERVICES:

7.1. The Contractor shall conduct corrective maintenance or repair services as required by the Government. All equipment must also be maintained in such a condition that will satisfy the requirements of the Joint Commission(JC). The Contractor may request a copy of the JC standards from the POC.

7.2. The Contractor shall provide a 24-hour response time from initial contact when service call or request is placed to schedule site visit for servicing

7.3. Onsite support response time from the Contractor shall be within 48-72 business hours after a service call has been placed on the equipment listed, and it is determined that the contractor needs to be onsite to remediate the issue.

7.4. The Contractor, in addition to performing CM in accordance with the equipment manufacturer guideline, will fill out, sign and perform the equipment checks according to the Patient Safety Alert AL14-07 checklist for corrective and preventative maintenance. This will be required to be presented to Biomedical Engineering contact upon completion with the service report

7.5. The Contractor shall notify Biomedical Engineering or the POC when any required repairs or replacements are needed.

7.6. Removal of Equipment: Should a piece of equipment require repair at the Contractor’s plant, contractor will provide an exact loaner equipment at no extra charge within 48 hours. Loaner equipment shall be delivered to the clinical site, set up, tested and in place for safe clinical use within 48 hours of removal of VA-owned equipment. The Contractor may not remove equipment from a government site for only minor repairs. Government property cannot be removed from the station without notification and authorization by the POC.

7.7. The Contractor shall provide all travel and transportation expenses at no cost to the Government

7.8. The Contractor shall provide all corrective maintenance repair and replacement parts, including batteries, and shipping expenses at no cost to the Government.

7.9. Any call back for service request for the same type of malfunction shall be at no charge to the Government.

7.10 The Contractor shall provide a detailed service report to the POC within ten business days of corrective maintenance.

8. REPLACEMENT PARTS:

8.1. Only new standard OEM parts shall be furnished by the Contractor for repairs and replacements. All parts shall be of current manufacture and shall have versatility with presently installed equipment. All major components and parts furnished shall carry the manufacturer’s standard commercial warranty.

8.2. All newly installed parts will become property of the Government. Parts shall be itemized as no-charge items on the Contractor’s invoice and shall be identified by part numbers listed on the manufacturer schematics or part list.

8.3. Replaced parts are to be disposed by the Contractor after approval of POC.

8.4. All worn or defective parts are to be replaced at no cost to the Government.

8.5. Any shipping costs or related expenses for replacement parts will be at no cost to the Government

8.6. The Veterans Affairs Healthcare Facility shall not furnish parts, service manuals and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring appropriate equipment and/or supplies necessary to complete the work as required, including but not limited to test weights.

9. TEST EQUIPMENT:

9.1. The VA shall not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and supplies necessary to complete the work as required.

9.2. The VA shall not provide test weights required for inspection testing. It is the responsibility of the Contractor to bring the required weights for testing and bringing it to the equipment that requires functionality verification.

10. PREVENTATIVE MAINTENANCE AND INSPECTION SCHEDULE:

10.1. Each Guldmann patient lift is required to have an annual PMI according to the PM month cycles assigned by Biomedical Engineering and to be completed within the allotted time.

10.1.1. Annual PM are to be completed within the assigned PM month

10.1.2. The POC or Biomedical Engineering shall be notified should any equipment that is inaccessible or not expected to be completed within the allotted time due to availability of equipment

10.1.3. The vendor will not alter the PMI schedule for any unit of equipment without the notification and approval from Biomedical Engineering, with a reasonable justification.

11. Qualifications:

11.1. Personnel performing maintenance and repair services must be fully qualified, competent Field Service Engineers (FSE) who have been trained and certified to perform work on the specific equipment in accordance with the original manufacturer’s required PMI/ repair procedures and requirements. “Fully qualified” is defined as factory-trained, certified, and experienced to work on the equipment assigned.

11.2. FSE will render repairs and services in a manner that follows OEM requirements and will not invalidate the manufacturer's warranty due to unqualified work.

11.3. The Contractor shall provide written verification and certifications of their personnel prior to the commencement of the contract.

11.4. The Government CO or POC reserves the right to reject any of the Contractor’s personnel and, refuse them to work on VA equipment if they are determined not “fully qualified” or the Contractor fails to provide the necessary documentation for approval of each FSE.

12. HOURS OF WORK:

12.1. This contract is a full-service contract to include all necessary scheduled service call during normal work hours five (5) days per week, Monday through Friday, 7:00 am –3:30 pm, excluding National holidays.

12.2. Telephone support services are available at no additional cost to the Government.

12.3. Any service performed during other than normal work hours must have prior approval and coordinated with the POC.

12.4. NATIONAL HOLIDAYS:

If the 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, and any day specifically declared by the President of the United States of America.

13. OVERTIME & HOLIDAY PAY:

13.1. Any overtime and/or holiday pay that may be entitled to the Contractor’s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.

13.2. Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for “availability” or “on-call” services unless otherwise provided herein.

14. SERVICE:

14.1. Service shall include software updates (if applicable) needed for the general operation of the equipment. At the completion of PMI on each equipment and ensure upon departure that the equipment is in optimal working condition.

14.2. Service also includes necessary intervening service calls required to replace any worn or defective parts needed due to instrument failure and maintain equipment in optimum operating condition. Intervening services shall be rendered as directed by the POC. Any call back for service request for the same type of malfunction shall be at no charge to the Government.

15. ADDITIONAL REQUIREMENT:

15.1. Contractor shall ensure all equipment is in optimal working condition at the expiration date of the contract.

15.2. Contractor personnel that perform changes, updates, or retrofits made on any component, system, or equipment will log it in the station equipment manual.

15.3. Contractor will maintain all manufactures manual necessary to perform maintenance.

16. REPORTING PROCEDURES:

16.1. For services to be performed during normal working hours, the Contractor shall report upon arrival to the Biomedical Engineering Department, Bldg 500, Room 0261 and sign-in or site POC. In addition to signing-in, the Contractor personnel shall identify him/herself to the POC before proceeding to the job site.

16.2. For services to be performed outside normal working hours, the Contractor shall obtain a visitor’s badge from the security guard assigned at the facility entrance prior to signing the after-hours logbook located outside the Biomedical Engineering Department, Bldg 500, and proceeding to Room 0261.

16.3. Prior to leaving the facility the Contractor shall communicate status of equipment to the POC, sign out at the same location that they signed in and return the visitor’s badge.

17. SUBMISSION OF REPORTS:

17.1. The Contractor shall submit a complete field service report (FSR) electronically to the POC within 10 business days of the work being completed.

17.2. The FSR at a minimum must contain company name, service technician’s name, contact telephone number, date of service, a detailed description of any services performed on the equipment (model number and location included), serial number of the equipment being worked on, customer asset number (EE#) of the equipment being worked on, signs of misuse or neglect, findings of problems and correction, including all performance verification, listing of replacement parts, when applicable; total hours of service; safety check; performance data; and recommendations necessary to maintain the equipment in optimum operating condition.

18. GENERAL INFORMATION:

18.1. CONTRACTOR’S PROGRAM MANAGER: The Contractor shall provide a Program Manager who shall be responsible for managing the performance of work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor’s program manager shall have full authority to act for the Contractor on all matters relating to daily operations of this contract.

Name:

Address:

Phone No.:

Fax No.:

Email:

19. CONTRACTOR EMPLOYEES:

19.1. The Contractor shall not employ any person for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, and general well-being of the public.

19.2. The Contractor shall not employ any person for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, and general well-being of the public.

19.3. The Contractor personnel shall present a neat appearance and be easily recognized as a contractor employee. This may be accomplished by wearing distinctive clothing bearing the name of the company. The Contractor field service personnel shall be dressed to present a clean, neat appearance at all times when performing under this contract.

19.4. All contractor personnel are required to wear Vendor ID Badges noting Contractor Name, Personal Name, and Photo of Contractor personnel.

20. PARKING:

20.1. It is the responsibility of Contractor personnel to park only in designated parking areas. The Contractor shall make alternate arrangements for its personnel to park off-site if motor vehicles are required to access those facilities. Parking information is available from the VA Police & Security Service Office. The VA will not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances. The Contractor assumes full responsibility for any parking violations

21. SMOKING:

21.1. VAGLAHS is a smoke free facility. This includes the use of vapes, electronic cigarettes and tobacco products.

22. INVOICING & PAYMENT

22.1. The Contractor shall submit a monthly invoice

22.2. The Contractor shall submit in arrears a properly completed itemized invoice in accordance with via Tungsten Network:

http://www.tungsten-network.com/customer-campaigns/veterans-affairs/

22.3. No advance payments shall be authorized. Payment shall be made monthly for services provided during the billing month in arrears in accordance with FAR 52.212-4, para. (i). Upon submission of a properly prepared invoice for prices stipulated in this contract for services delivered and accepted in accordance with the terms and conditions of the contract, less any deductions stipulated in this contract.