614-26-1-069-0003--Electronic Power systems SOW.pdf

Statement of Work

General Description of Equipment:

Electronic Power Systems

Contractor Name:

Electronic Power Systems

C.1 EQUIPMENT IDENTIFICATION

A. Contractor shall furnish all necessary travel, labor, materials, tools, documentation, and parts required for the inspection, support, and repair of the equipment, software, and accessories listed in the Schedule of Equipment, located at the Lt. Col. Luke J. Weathers, Jr. VA Medical Center, , Memphis, TN 38104. This contract shall cover the period of October 1, 2025 through September 30, 2030, during the designated hours of coverage, in accordance with all terms, conditions, provisions, schedules, and specifications of this solicitation.

B. Schedule of Equipment is

EE# 87923 N MED MPR APC SRT 2200XLA

EE# 84196 DATA ROOM BIO MED APC 5000

EE# 84329 E300 APC 5000

EE# 102840 RAD ONC 50K TRANSTECTOR

EE# 102834 IR8 EATON 9390 40K

EE# DATA RM BIO MED 911 APC 2000

EE# 102839 Nuc Med 830 EATON 9PX 6K

EE# 102833 CT2 EATON 9155 14K

EE# 84200 DATA RM BIO MED

EE# 102838 Nuc Med 850 EATON 9PX 6K

EE# 102832 CT1 EATON 9355 14K

EE# 84197 DATA RM BIO MED APC 5000

EE# 102837 TRANSFORMER 870 EATON 9PX 6K

EE# 84195 DATA RM APC 5000

EE # 102836 NUC Med 870 TBD EATON 9155 8000 EE # 102836 NUC Med Pet CT TBD TOSHIBA 4400 15K EE# 110111 E300 # 2 TBD Smart UPS 5000

EE# 69013 MRI 1 GE SG SERIES

EE# 105452 MRI2 RIELLO 160

C.2 DEFINITIONS/ACRONYMS

A. Lt. Col. Luke Weathers, JR. VA Medical Center - Department of Veterans Affairs Medical Center, 1030

Jefferson Ave., Memphis, TN 38104.

B. Biomedical Engineering - Chief, Biomedical Engineer or designated staff (138), telephone number: (901)

523-8990 ext. 5246, VAMC room AEG19.

C. CO - VAMC Contracting Officer, staff of Acquisition and Materiel Management Service.

D. COR - Contracting Officer's Technical Representative, designated as a Biomedical Engineering Staff

Member.

E. PM - Preventive Maintenance. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence or inoperative conditions.

F. FSE - Field Service Engineer. A fully qualified individual who is authorized by the contractor to perform maintenance (corrective and preventive) services on the VAMC premises as defined in the terms of this contract.

G. ESR - Vendor Engineering Service Report (Service Tickets). Documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

H. Acceptance Signature - Signature by VAMC employee indicating acceptance of FSE work completion or pending status as stated on ESR.

I. Authorization Signature - COR's signature accepting work as stated on the ESR.

J. Glassware - radiographic emission and image intensifier tubes, unless otherwise stated.

C.3 CONFORMANCE STANDARDS

A. Contract service shall ensure that the equipment functions in conformance with the specifications used when the equipment was procured by the VAMC, and any upgrades/updates, as well as following LATEST published standards/ specifications/regulations:

Manufacturer’s specifications, Association for the Advancement of Medical Instrumentation (AAMI), Joint

Commission for the Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Agency 99 (NFPA-99), Center for Device and Radiological Health (CDRH), Original Equipment Manufacturer (OEM), American Hospital Association (AHA), Institute of Electrical And Electronic Engineers (IEEE), Occupational Safety and Health Administration (OSHA), College of American Pathologists (CAP), Memphis VAMC standard operating procedures, and any other Federal, State, and Local regulations mandated.

C.4 HOURS OF COVERAGE

A. Normal VAMC working hours are Monday through Friday, 8 a.m. to 4:30 p.m., excluding federal holidays.

Federal Holidays observed by the VAMC are:

New Years' Day Martin Luther King Day Presidents' Day Memorial Day Independence Day Labor Day Columbus Day Veterans' Day Thanksgiving Day Christmas Day Juneteenth

B. All service/repairs, for the following systems, shall be performed during normal hours of coverage, with approval of the COR. Work performed outside the normal hours of coverage at the request of FSE will be considered service during normal hours of coverage. Normal hours of coverage for this contract are:

Monday through Friday from ____8:00_______ a.m. to ___5:00______ p.m., excluding federal holidays.

• EE# 87923 N MED MPR APC SRT 2200XLA

• EE# 84196 DATA ROOM BIO MED APC 5000

• EE# 84329 E300 APC 5000

• EE# 102840 RAD ONC 50K TRANSTECTOR

• EE# 102834 IR8 EATON 9390 40K

• EE# DATA RM BIO MED 911 APC 2000

• EE# 102839 Nuc Med 830 EATON 9PX 6K

• EE# 102833 CT2 EATON 9155 14K

• EE# 84200 DATA RM BIO MED

• EE# 102838 Nuc Med 850 EATON 9PX 6K

• EE# 102832 CT1 EATON 9355 14K

• EE# 84197 DATA RM BIO MED APC 5000

• EE# 102837 TRANSFORMER 870 EATON 9PX 6K

• EE# 84195 DATA RM APC 5000

• EE # 102836 NUC Med 870 TBD EATON 9155 8000

• EE # 102836 NUC Med Pet CT TBD TOSHIBA 4400 15K

• EE# 110111 E300 # 2 TBD Smart UPS 5000

• EE# 69013 MRI 1 GE SG SERIES

• EE# 105452 MRI2 RIELLO 160

All service/repairs, for the following systems, shall be performed during normal hours of coverage, with approval of the COR. Work performed outside the normal hours of coverage at the request of FSE will be considered service during normal hours of coverage. Normal hours of coverage for this contract are:

Monday through Friday from ____8:00_______ a.m. to ___5:00______ p.m., excluding federal holidays.

C. Contractor must provide the COR with the means to request and receive prompt emergency telephone support from an FSE, within ______2_________ hours of the COR’s request. This emergency call back service shall be provided twenty-four hours a day, seven days a week at no extra charge to the Government.

C.5 PREVENTIVE MAINTENANCE

A. The Contractor shall perform PM service to ensure that equipment listed in the schedules performs in accordance with Section C.3, Conformance Standards.

B. The date of PM service must be scheduled by the FSE with the COR at least a week in advance according to the schedule below. All exceptions to the preventive maintenance schedule and procedure shall be addressed and approved in advance with the COR. The time and frequency of preventive maintenance shall be based on the latest manufacturer’s specifications, and all Conformance Standards listed in Section C.3, according to hours of use or months in service, and past PM dates.

Specifically, PM service inspections shall be performed Semi-Annually. Performed between the hours of 8:00 a.m. and 5:00 p.m. Monday through Friday, excluding holidays. Service and preventative maintenance reports will be left on-site and/or sent electronically to the COR.

C. As detailed in Section C.14, Contractor shall provide the COR with a copy of the preventive maintenance procedures that the Contractor shall follow, including the manufacturer specifications and any additional procedures followed by the Contractor. PM services provided by the Contractor must include but are not limited to the following:

i. The contractor shall ensure that all Installation, repairs, and maintenance provided meet and or exceed the OEM’s specifications.

ii. The contractor shall ensure that only FULLY QUALIFIED TECHNICIANS/ENGINEERS are employed in the performance of all work performed under this contract.

iii. Upon request, the contractor shall provide training certificates (or notarized copies) to the VAMC Memphis Point of Contact.

iv. The contractor shall ensure that the highest standard of professional capability and workmanship is maintained throughout the life of this contract.

v. Contractor is responsible for De-installation of old batteries and EPA compliant disposal

vi. Must have at least three factory certified service technicians permanently domiciled within

100 miles of VAMC Memphis. Addresses of assigned technicians shall be supplied if requested.

vii. Techs on-call and able to respond onsite to VAMC on a 24/7/365 basis.

D. The Contractor shall provide complete and original documentation indicating PM work performed, referencing the procedures followed, actual values obtained to the COR at the completion of the PM service, Title 21, Chapter I, Subchapter J, Radiological Health, Part 1020, Performance Standards for Ionizing Radiation Emitting Products, Sections 30 and 33 as applicable, based upon the date of system manufacture.

E. Any charges for materials such as lubricants, fluids, cleaning supplies, parts, services, manuals, tools, or software required for the Contractor to successfully complete scheduled PM shall be provided by the Contractor and are included within this contract, and it’s agreed upon price.

C.6 UNSCHEDULED MAINTENANCE AND REPAIR SERVICES

A. Contractor shall maintain the equipment in accordance with the specifications listed in Section C.3, Conformance Standards, by returning failed components of a system to full operational capacity. The Contractor shall provide these repair services, which may consist of calibrating, cleaning, oiling, adjusting, replacing parts broken or worn beyond repair, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. Maintenance shall be carried out with the objective of minimizing equipment downtime.

B. Contractor must provide prompt emergency telephone support to request service as defined in Section

C.4, Hours of Coverage. Service calls to the Contractor requesting service are only authorized when they are received from the COR, CO, or designated equipment users. Outside of the equipment's hours of coverage, emergency on-site services require authorization by the COR under a separate purchase order. Service responses on calls from unauthorized personnel can result in nonpayment.

C. Response Time: Contractor's FSE must respond with a phone call to the COR ___1____ hours after receipt of telephoned notification (see C.4, Hours of Coverage). If the problem can not be corrected by phone or VPN, the FSE shall commence work (on-site physical response) within _______4_________ normal hours of coverage after receipt of notification and shall proceed progressively to completion without undue delay. (For example, if hours of coverage are 7:30 a.m. to 4:30 p.m., Mon. through Fri., a two hour response means, if a call is placed at 4:15 p.m., Monday August 10th, the FSE must start on-site service before 9:45 a.m., Tuesday, August 11th, except when service outside hours of coverage is authorized by appropriate personnel.)

D. The Contractor shall provide timely and quality maintenance service and materials to ensure all equipment is operable and available for use, not exceeding a downtime (as defined in Section C.13) of _____10________ percent of the normal hours of coverage or _____24_____________ consecutive normal hours of coverage. Failure to maintain the equipment to meet these requirements will subject the Contractor to DEFAULT and PENALTY (Section C.13) action as stated in the terms of this contract.

C.7 MAINTENANCE MATERIALS

A. The Contractor shall have ready access to all materials needed to maintain equipment to meet the

Conformance Standards in Section C.3 and shall make them available to its FSEs at no extra cost to the Government. This includes all: manufacturer operator and technical documentation (service manuals, operator manuals, parts list, schematics, etc.), test equipment, tools, diagnostic software, equipment software versions, all replacement parts, and all other materials needed to perform the necessary unscheduled and scheduled maintenance to the equipment.

B. PARTS: Will be billed at a discounted rate of cost plus 15%. Only new standard parts (manufactured by the maker of the equipment or equal thereto) shall be furnished by the Contractor. Rebuilt parts, used parts, or those removed from the same model of equipment shall not be installed without specific approval by the COR. All parts supplied by the Contractor shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications.

C. SERVICE MANUALS: The VAMC shall not provide service manuals or service diagnostic software to the

Contractor. The Contractor shall obtain, have on file, and make available to its FSEs all operational and technical documentation (such as: operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract.

D. TEST EQUIPMENT: As detailed in Section C.14, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which are to be used by the Contractor on VAMC's equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard.

C.8 EQUIPMENT MODIFICATIONS

All modifications, upgrades, updates, enhancements, etc., must be scheduled in advance with the COR. CO and COR must receive notice at least one week in advance before any equipment updates, upgrades, enhancements, and modifications are begun along with justification (if Vendor-suggested modification), estimated costs (if applicable), probable effect on equipment operation, and needs for new or additional in-service training.

C.9 REMOVAL OF EQUIPMENT

Approval of the COR and a VAMC equipment pass must be obtained before removing equipment to

Contractor's plant. Removal of the equipment shall be done with no additional costs to the government. The Contractor will be responsible for loss or damage of equipment.

C.10 REPORTING REQUIREMENTS

A. The Contractor shall be required to report to the COR in Biomedical Engineering, Room AEG19, during normal working hours, prior to and after any work is performed, every day that is required to complete the job. This check in is mandatory. At this time FSE will be required to enter the following information into the log: current date, name of FSE, name of Contractor, equipment being serviced, and time in and out.

B. When service is completed, the FSE shall document services rendered on a properly completed ESR, as required in Section C.11. The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COR. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature". If the COR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested on the ESR).

C. When the job cannot be completed by 4:30 p.m. during normal working hours, a status of progress, in the form of an ESR or verbal description, must be provided to the COR before 4:00 p.m.

D. At times when work is authorized to be done outside normal working hours and Biomedical Engineering is not staffed, FSEs shall be required to log in and out with Security/Police Service at the VAMC entrance and receive proper identification badges. ESRs for these services, both completed and left in progress, will need an acceptance signature and left with the equipment user.

E. In order for any contractor to engage in work at VA, he/she is required to ensure all contractors and

FSEs who will be working on the contract complete a mandatory training program titled VA Privacy and Information Security Awareness Training and Rules of Behavior as well as VHA Privacy and HIPAA training. This training is offered through the VA Talent Management System (TMS), a system that offers web-based training to VA employees and its partners.

He/she must ensure each contract employee self-enrolls for a profile on the VA TMS by visiting https://www.tms.va.gov/SecureAuth35/. Once there, employees should follow the steps to create a profile, launch the mandatory training, and complete the content prior to their next day at VA.

Upon completion by all employees, the contractor shall provide their Contracting Officer Representative with each employee’s printed certificate of completion from the TMS. This certificate displays the employee’s TMS User ID.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.tms.va.gov%2FSecureAuth35%2F&data=04%7C01%7C%7Ce334a4ae211e4a1a62b108d916114c6b%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637565085806482608%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=VbzToPq%2FCNVrlIAf3a595NC%2FAjHdcM7rMgOK6p89a2Y%3D&reserved=0

The COR shall be contacted if further instructions on completion of this training are needed.

C.11 DOCUMENTATION/REPORTS

A. Documentation in the form of ESRs must be furnished to the COR for all scheduled and unscheduled maintenance performed by the Contractor. Payment will not be certified by Biomedical Engineering if proper documentation is not provided.

B. The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance, including replaced parts and prices (for service outside normal working hours) procedures performed required to maintain the equipment in accordance with Section C.3, Conformance Standards. Each ESR must, at a minimum, document the following data legibly and in complete detail:

1. Name of Contractor.

2. Name of FSE who performed services.

3. Contractor service ESR number/log number.

4. Date, time (starting and ending), equipment downtime and hours on-site for service call.

5. VA purchase order number(s) covering the call (for the contract or one provided for authorized work performed outside normal hours of coverage or not covered by the contract).

6. Description of problem reported by COR/user (if applicable).

7. Identification of all equipment serviced: device name/description, device location (if applicable), manufacturer's name, model number, serial number, inventory/barcode number, and other identification numbers.

8. Itemized description of service performed, and parts replaced.

9. Results of calibration and/or performance testing.

10. Total cost to be billed if work was not in scope of contract (see paragraph C of this section).

11. Signatures:

a. FSE performing services described.

b. Acceptance signature as defined in Section C.2.

c. Authorization signature by COR. (If the COR is unavailable a signed, authorized, copy of the

ESR will be sent to the Contractor after the work can be reviewed, if requested by the FSE and noted on the ESR.)

C. Any additional charges claimed by the FSE/Contractor must be approved by the COR before the service is completed. A purchase order number must then be provided to the FSE/Contractor by the COR.

C.12 PAYMENTS AND ADDITIONAL CHARGES

A. PAYMENTS: Invoices will be paid IN ARREARS on a _____Monthly____ basis. The Contractor shall mail the invoices to the attention of Fiscal Service, Accounting Section. Invoices, MUST INCLUDE, at a minimum, the following information: Contractor name, purchase order number, period of service the billing covers, list of equipment items covered during the stated period of service.

B. REPORTING REQUIRED FOR SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but not later than twenty-four (24) hours after discovery, notify the CO and the COR, IN WRITING of the existence or the development of any defects in, or repairs required to the schedule of equipment which the Contractor considers not to be responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.

C ADDITIONAL CHARGES: There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts.

NOTE: Hardware/software update/upgrade installations will be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the COR).

C.13 INITIAL CONTRACTOR INSPECTION AND SUBMITTALS

A. All Contractor inspections and submittals must be done within thirty days after this contract has been awarded to the Contractor.

B. Equipment placed under maintenance contract for the first time shall be subject to inspection by the

Contractor. Within a thirty (30) day period after award of the contract, the Contractor shall reject any equipment deemed to be in poor operating condition. Failure to reject such equipment shall constitute acceptance. Upon rejection, the CO and COR shall be notified in writing as to the specific item(s) of equipment deemed to be in poor operating condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract.

C. As stated in Section C.5, the Contractor shall perform scheduled preventive maintenance on contracted equipment manufacturer's specifications. Within a thirty-day period after award of the contract, the Contractor shall submit to the COR, at no cost, a copy of these preventive maintenance procedures that the Contractor will follow. These procedures include a copy of the manufacturer's procedures, which must be followed at a minimum, and any additional preventive maintenance procedures the Contractor will provide.

D. As stated in Section C.15, the Contractor shall have fully qualified FSE performing all service on the equipment under contract. Within a thirty-day period after the award of the contract, the Contractor shall submit a list of the fully qualified FSEs who shall perform the contracted service at this VAMC for each make and model of equipment on the equipment schedule. The list for each FSE performing work at this VAMC will include: their name, geographic location, length and type of experience maintaining medical equipment (specific to make and model of equipment), and their formal training (specific to the make and model of equipment).

E. As stated in Section C.7, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment, which are to be used by the Contractor on VAMC's equipment, within a thirty (30) day period after the award of the contract.

C.14 COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:

A. Each respondent must have an established business, with an office and full time staff. Generally, the

Contractor shall have two years of successful experience in fully maintaining the full schedule of equipment for this contract. This staff includes two "fully qualified" FSEs who shall serve as the primary technician and backup for the servicing of the items listed on the schedule of equipment at this VAMC.

B. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in the schedule of equipment. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) performing preventive maintenance and equipment repairs on the equipment.

C. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "fully qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC, as detailed in Section C.14. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and COR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment.

D. If subcontractor(s) are used, they must be approved by the CO and COR; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval or disapproval.

E. All FSE must complete the VA Information Security and VHA Privacy training and produce certificates documenting completion.

C.15 IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:

The Contractor's FSE shall abide by all VAMC station policies and requires. The Contractor's FSEs shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VAMC Police/Security Service, room CE127. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited at the VAMC at any location other than the designated smoking areas. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

C.16 SPECIAL CONDITIONS

A. The Contractor shall support all system and third party software of the equipment, providing on site or remote (via VPN) support and repairs during normal hours of coverage. Telephone support will be provided by the Contractor during normal hours of coverage. The Contractor will provide provision revisions and updates of all software that corrects functional flaws.

B. The Contractor must maintain all VPN lines from equipment to the Contractor and take all precautions necessary to ensure security/limited access to those VPN lines.

C. The Contractor shall provide on site or remote support via VPN of the system network.

D. All system software upgrades will be provided and installed on equipment at no additional cost to the government, within six (6) months after each software version is released. Installation shall be done outside normal working hours, unless requested by the COR, at no additional cost to the government.

Information Security and Privacy Requirements

“The Authorization requirements do not apply, and that a Security Accreditation Package is not required.”