Solicitation Attach D. WRSU MedGas Service.docx

MEDICAL GAS SERVICE CONTRACT FOR THE WHITERIVER INDIAN HEALTH SERVICE HOSPITAL (WRSU)

A. INTRODUCTION:

The Contractor shall provide inspection, testing, maintenance, and repair services for the medical air, medical gas, and medical vacuum systems located at the Whiteriver Indian Health Service Hospital Complex at Whiteriver, Arizona. The hospital complex includes a main hospital facility and a dental facility. The systems include a Beacon Medaes Medical Air, Beacon Medaes Medical Vacuum, Ramvac Bison 5, and bulk oxygen storage system.

B. BACKGROUND:

WRSU requires contracted support to comply with the manufacturers’, NFPA 99, NFPA 101, and the Joint Commission annual inspections, annual testing, preventative maintenance and unscheduled repair requirements.

The hospital systems include medical gas, medical air, medical vacuum, bulk oxygen storage, oxygen reserves, and an emergency oxygen connection. The hospital Beacon Medaes Scroll Medical Air System, Model 4107005495, is a stacked duplex configuration including two 7.5 horse power motors, two compressors, duplex desiccant drying system with purge control, dew point sensor, carbon monoxide, corrosion resistant air receiver, and control panel. The hospital Beacon Medaes Medical Vacuum System, Model LPV-5T-L120-TC, is a triplex, stacked configuration. The hospital bulk storage system includes a 900 cubic feet primary oxygen storage with twelve 250 cubic feet reserve H(K) tanks monitored by two SOR pressure gauges. The hospital medical gas and air systems are controlled and monitored by two Beacon Medaes Total Alert MedPlus P6819 Series master alarm panels, eight zone valve units, twenty-four zone valves, eight area alarms, seventy-eight oxygen terminals, fifty-nine medical air terminals, ninety-four medical vacuum terminals, and four WAGD terminals. The hospital emergency oxygen supply connection is a Beacon Medaes exterior surface mount unit with one inch valve.

The Specially Services Building (SSB) provide dental services for the hospital complex. The SSB systems include medical gas and medical vacuum. The SSB Ramvac Bison 5 Medical Vacuum System, model 818E.1050.3, is a duplex, stacked configuration. The oxygen and nitrous oxide systems are supplied by two H size tanks; one for oxygen, and one for nitrous oxide. The SSB vacuum and gas systems are monitored and controlled by an Accutron Guardian II manifold, Guardian II alarm panel, and four Digital Ultra flow meter. Equipment specifications and serial numbers are listed in Section D.

C. SCOPE OF REQUIREMENT:

Scope of work includes performing annual inspections & testing, and associated repairs identified during annual inspection & testing, preventative maintenance, and unscheduled repairs to include completing required documentation.

1. The contractor shall perform annual inspections, annual testing, preventative maintenance, and annual testing in accordance with NFPA 99, NFPA 110, The Joint Commisison, and the manufacturer’s written prescribed maintenance requirements. Written copies of the respective manufacturer’s prescribed annual inspections, annual testing, and preventative maintenance shall be submitted to the Contracting Officers Representative (COR) upon contract award prior to the commencement of work.

a. All repairs required not covered in the manufacturer’s prescribed maintenance shall be approved by the COR prior to commencement of work.

b. All parts purchased not covered in the manufacturer’s prescribed maintenance shall be approved by the COR prior to commencement of work.

c. All parts required in the annual inspection, annual testing, and preventative maintenance shall be new in container and kept in stock by the contractor and be available on site at each annual inspection, annual testing, and preventative maintenance.

2. The contractor shall perform maintenance and repairs as required by the manufacturer’s written prescribed maintenance, identified during the annual inspection, identified during the annual testing, or as requested through the Computerized Maintenance Management System (CMMS). The government shall provide contractor with necessary access, user profiles, and training on CMMS in order to perform this function.

3. The contractor shall report all activities through CMMS in accordance with WRSU requirements. Reports shall include planned actions, completed actions, results, hours worked, associated costs, and supporting documentation. Report formats shall be developed by the contractor and approved by the COR. Reports shall be uploaded to WebTMA and submitted via email to the COR within 72 hours after completion of the annual inspection, annual testing, or scheduled maintenance. Ownership of these records and data remain with IHS.

4. The contractor shall acknowledge via telephone call, email, or WebTMA work orders that are assigned to them within 12 hours of work order creation. The Contractor shall be on-site within 72 hours to fix work order classified as “urgent”, “routine”, and “deferred”.

5. The contractor shall respond via telephone call to the COR within 8 hours of an “emergency” work order as categorized in CMMS. The contractor shall be on-site within 24 hours to fix work order classified as “emergency”.

6. The contractor’s technical personnel dispatched to perform inspections, testing, maintenance, and repairs shall be certified or licensed to perform the required action on the equipment included in this contract. Written certification or license shall be provided to the COR upon contract award.

7. The contractor shall provide all materials and tools necessary to perform the duties.

8. The contractor shall follow established written guidelines and procedures (testing standards, policies, codes, regulations, and manufactures instructions).

9. The contractor shall take all necessary precautions for safety of and shall provide reasonable protection to prevent damage, injury or loss to persons, properties, equipment, and vehicles.

10. Inspection, testing, preventative maintenance, and repairs shall be performed in accordance with local policies, state policies, and federal policies, laws, regulations, The Joint Commission, NFPA 99, NFPA 110, and other applicable codes.

11. Contractor shall submit invoicing to WRSU Finance Department in accordance with contract requirements. Contractor shall provide electronic copies of invoices to Shandon.Altaha@IHS.gov and Dwayne.Melton@IHS.gov and PHXAOAP-Team@ihs.gov.

D. ASSETS: The Contractor shall verify all locations and quantities.

E. PERFORMANCE REQUIREMENTS:

F. DESIGNATED CONTRACTING OFFICERS REPRESENTATIVE (COR):

Lance Matthews, Facility Manager, WRSU, Facilities & Engineering Department, Telephone Number (928) 338-3586, email address: Lance.Matthews@ihs.gov, is hereby designated the COR to monitor the requirements of this order on behalf of the government.

1. The Contracting Officer shall designate the COR representing the Government for the purpose of this contract in writing. Such designation will set forth the duties specifically delegated concerning the performance of this contract. A copy of the designation will be provided to the contractor.

2. The major responsibility of the COR is to ensure Contractor accountability, monitor contract performance, and assist the Contractor in the resolution of program problems encountered during the performance of this contract.

3. The COR shall be responsible for:

a) Monitoring the Contractor’s technical progress, including the surveillance and assignment of performance and recommending to the contracting Officer changes in requirements;

b) Interpreting Statement of Work;

c) Performing technical evaluation as required;

d) Performing technical inspection and acceptance required by the contract;

e) Assisting the contractor in the resolution of technical problems encountered during performance.

The COR’s responsibilities will be to coordinate with the contractor the technical aspects of this service and the review of performance hereunder. The COR does not have the authority to change or alter the order amount, terms and conditions.

Lance Matthews

Telephone: (928) 338-3586

WRSU Facilities & Engineering

400 W. Apache Drive

Whiteriver, AZ 85941 image1.emf