A.03 PWS draft.pdf

Performance Work Statement Hill-Rom NaviCare Nurse Call System Equipment Maintenance Service

Evans Army Community Hospital Fort Carson, Colorado

GENERAL.

1. DESCRIPTION OF WORK: Evans Army Community Hospital (EACH), Fort Carson, Colorado has a requirement for an on-site maintenance service contract. The contractor shall provide their Software & Extended Maintenance Service Contract to include all resources, labor, travel, transportation, parts, materials, equipment, and management necessary to keep the medical equipment in good operating condition and to perform all scheduled and unscheduled maintenance of the equipment listed in Table 1.

This non-personal services maintenance contract shall cover the repair, PM, calibration, and exchange services according to the Manufacturer’s specifications for the equipment listed in Table 1.

Table 1 - Equipment List

Make Model Serial Number ECN Coverage Hill-Rom Company

Varies -- Software Licenses / Communication Aids / Servers / Consoles

Various SNs Site ID/Account # Evans ACH 602569

Primary Sys.

includes all monitors, consoles, licenses, servers

Software Maintenance Agreement

(SMA) &

Extended Service Agreement (ESA)

1.1. This contract is a NON-PERSONAL SERVICES contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees.

1.2. The inspection and acceptance point for all services rendered under this contract will be by the Contracting Officer’s Representative (COR). The performance by the contractor technician, the quality of services rendered, and any documentation or written material in support of same, shall be subject to continuous inspection, surveillance and review for acceptance by the COR or designated representative. Other performance evaluation factors will be monitored that are not quantified by numerical measurements, Contractor technician relationship with hospital staff/Government contracting personnel and compliance with hospital policy and procedures.

1.3. Objectives: Enforce Software Maintenance Agreement (SMA) and Extended Service Agreement

(ESA

1.4 Scope of work: Major & Minor Upgrades including Patches & Fixes for NNC Software, On-site Labor for Upgrades including Certifications, 24/7/365 Remote Technical Diagnostics & Support, Minor Configuration Changes - Up to 4 Hours. Part Replacement, On-Site Labor including Travel & Living Expenses, 1 Preventative Maintenance per install, Minor Configuration Changes (On-Site)-4 Hour Maximum, RTLS: 2 Battery Maintenance Visits per year including dead Battery Replacement for system Monitors & Virtual Walls-- **250 batteries Maximum & 5 Days On-Site Annually** draft

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and two (2) 12‐month option years. The Period of Performance reads as follows:

Base Year 2020-2021 Option Year I 2021-2022 Option Year II 2022-2023

1.5 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.7 Place of Performance: The work to be performed under this contract: Coverage For: Radiology Gr Fl Area 1&2, 2nd Fl, 3rd Fl Womens Center, 3rd Fl Transition Rooms, 4th & 5th Fl w/locating, 4th & 5th w/locating, 4th&5th Fl ESL, enhanced system location adds, Restroom Adds, Radiology Ultrasound Rooms.

1.8 Type of Contract: The government will award a service contract.

1.9 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.10 Key Personnel: The following personnel are considered key personnel by the government:

Primary POC: Vanetta Knight 719-526-7768 Technical Advisory/Alternate POC: Kevin Griffin: 719-526-5507

2. Contractor Requirements.

2.1. Contractor will provide only technically qualified technicians who are factory trained and certified to perform maintenance on the equipment in Table 1 and have a minimum of two years of experience working on the contracted equipment. Service personnel must have a good working knowledge of the equipment.

2.2. The Contractor shall not hire off-duty Government employees who serve as inspector or COR’s in their Government position, or any other persons whose employment would result in a conflict of interest.

3. Administrative.

3.1. Reports. The Contractor shall submit reports to the COR or Contracting Officer as requested for use in monitoring Contractor performance.

3.2. Safety. The Contractor shall ensure its personnel comply with all installation and MTF safety regulations. Such regulations include, but are not limited to, general safety, fire prevention, and waste disposal. Copies of these regulations are on file in the medical activity safety office or may be obtained through the COR. The use of cellular phones and 2-way radios is expressly forbidden in all Medical Treatment Facilities and Health Clinics.

3.3. Security.

3.3.1. The Contractor shall ensure its personnel comply with the local installation requirements for vehicle registration and operation on the military facility. Any vehicle operated by contract personnel on the military installation must have the minimum liability coverage required by the state in which the performance is located.

3.3.2. The Contractor shall ensure its personnel comply with installation and MTF personnel identification and access requirements. The Contractor is responsible for absences due to expired identification and access documents.

3.4. Hours of Operation. Health Information Technology, HIT, EACH, office hours 8:00 A.M. thru 4:00 P.M., MST, Monday thru Friday. Overtime hours are not allowed, in accordance with the contract. Thus, the contractor is not allowed to work overtime hours, if service is required, after normal business hours.

3.4.1. Recognized Holidays: Not required to perform services on holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

3.4.2. Software upgrades. All software upgrades, corrective in nature, or which enhance equipment features shall be at no-cost to the government.

3.4.3. Contractor shall provide all documentation required to meet all regulatory compliance testing procedures.

3.7. Invoices and Payment Information.

3.7.1 Payment will be made by Defense Finance and Accounting Service, (DFAS Indianapolis), Indianapolis, IN (address in Block 18a), after receipt of services. Contractor submits their 2-N-1 invoice in the Wide Area Workflow (WAWF) system for payment. The Contracting Officer’s Representative (COR) shall verify for acceptance to be submit to DFAS Indianapolis. Government Payment will only be authorized for services actually rendered. Advance payments under this contract are not authorized.

4. Contractor Conduct.

4.1. The Contractor is responsible for the conduct of his/her employees. All services shall be provided in accordance with established standards, principles, and ethics of the profession and applicable professional specialty organizations, and shall ensure the highest regard to patient dignity.

4.2. The Contractor shall ensure that its personnel comply with MTF policies regarding personal appearance and conduct.

4.3. Inquiries. Contractor shall ensure that its personnel do not respond to any media inquiries. Any inquiries from the media shall be immediately relayed to the COR, who will relay them to the MTF Commander. There shall be no interviews, comments, or any other response without the knowledge and approval of the MTF Commander. Other than routine inquiries from external agencies, all other inquiries and complaints shall be brought to the attention of the Government.

4.4. Smoking. The Contractor shall ensure its personnel shall comply with the MTF smoking policy.

4.5. Complaints. Complaints will be validated by the COR and be reported in writing to the Contracting Officer and the Contractor for action, if it constitutes a failure to perform, as determined by the Government. The Contractor shall have no more than one substantiated complaint for each period of performance.

4.6. Contractor Representation. The Contractor shall designate a Point of Contact (POC) for the contract.

The Contractor’s POC shall be the only authorized representative of contractor authorized to discuss with the COR, any and all maintenance services required by the contract and ensure response to requests for performance of the contract. The POC shall have the authority to make decision for the Contractor. The Contracting Officer or the COR shall be notified promptly whenever the POC changes. Contractor’s POC shall be submitted no later than 10 days after award of contract, and shall include as a minimum name, title, and telephone number.

5. Government /Contractor Furnished Property.

5.1. Government. The COR or Technical Advisor will provide the contractor access to the equipment covered under the contract.

6. Contractor.

6.1. The Contractor shall provide each employee an identification badge which shall be displayed on their outer garment at all times when responding to a service call at EACH. The badge shall include, as a minimum, the employee’s name, current picture, the Contractor’s name, and title identification.

6.2. All materials, other than those materials specified as Government furnished, required in the performance of this contract shall be furnished by the Contractor.

6.3. Availability of manufacturer’s service literature needed in the performance of the contract will be Contractor’s responsibility and will remain Contractor owned at the termination of the contract. The Contractor shall obtain the currently available literature of the original equipment manufacturer (OEM).

6.4. Equipment maintenance performance under the contract includes the unlimited replacement of defective parts.

6.5. Contractor shall notify the COR or Technical Advisor when replacement parts are needed to complete service are not available.

6.6. The Government will not be responsible for any damages or loss of Contractor supplies, materials, or equipment nor is the Government responsible for any damages or loss of the Contractor employees’ personal belongings, due to fire, theft, accidents or other causes.

6.7. The contractor shall report immediately to the Government Point of Contact all accidents which may arise out of or in connection with the performance of services required within the scope of this contract.

7. Scope of Work.

7.1. A facility badge/escort will need to be provided to comply with Security Plan. The Contractor employee is required to check-in with the COR or Technical Advisor Room 0407 (Service Level) Health Information Technology Division, HIT and with Supply Chain Management, Room 0400A (Service Level), at the kiosk Vendor Credentialing System, VCS, before proceeding to complete the service repair work.

7.2. Persons Authorized to Make Calls. Only those people listed below and the Contracting Officer are authorized to give the Contractor instructions, place service calls, or request updates status. The, COR or Technical Advisor will call and leave their name and number. The Contractor will return the call or come directly to HIT Division to verify instructions prior to initiating any action.

Primary POC: Vanetta Knight @ 719-526-7768

Alternate POC and Technical Advisor: Kevin Griffin @ 719-526-55077

7.3 Representative (COR). The COR will be appointed. However, the Contracting Officer will designate a primary point of contact in which the Contractor will receive guidance.

7.4. Any service performed without the prior approval of one of the individuals above shall be at no cost to the Government.

7.5. Maintenance Time Frames.

7.5.1. The Contractor shall provide one preventive maintenance (PM) each year. If OEM standards requires more than one PM then this will be covered by the Contractor. These tasks shall be performed together. Services during the time frame will include one electrical safety current leakage test to determine the amount of electrical current electrical leakage to the case of the unit. All services performed are documented and indicated on the service ticket upon completion of services as follows:

7.5.1.1. Scheduled Parts Replacement SPR with the time, name, and part numbers with cost of parts replaced.

7.5.1.2. Preventive Maintenance INSP is inspection with the time spent, the electrical safety test is considered to be part of this process.

7.6. Services Required and Specific Tasks.

7.6.1. Scheduled Services.

7.6.1.1. One PM annually for the life of the contract starting at the time of award. More than one PM might be required depending on the OEM standards and will be covered under this contract.

7.6.1.2. The Contractor shall complete all required scheduled services within four working days after starting each scheduled services.

7.6.1.3. No later than the fifth day of the month for scheduled services, the Contractor shall coordinate with the HIT and the end-users, ensuring access to the equipment to be serviced.

7.6.1.3.1. Include any additional scheduled preventive maintenance repairs to the medical equipment.

7.6.1.3.2. Unscheduled Services.

7.6.1.3.3. Contractor shall use reasonable efforts to provide on-site services with a response time not to exceed two business days after telephonic notification of a malfunction if contractor is unable to provide services via telephone support. These days are Monday through Friday, excluding all Government holidays. All equipment is repaired to meet manufacturers specifications in accordance with contractor's policies and procedures at all times.

7.6.1.3.4. The Contractor shall use reasonable efforts to respond telephonically within four hours during normal duty hour’s days and within six hours after normal duty hours.

7.6.1.3.4. Delays caused by the Government must be promptly communicated to the COR or Technical Advisor and will not be counted against the repair completion time frame.

7.7. If parts are required and are not in stock with the contractor or original equipment manufacturer, an allowable delay will be determined by the COR or Technical Advisor.

7.7.1. The Contractor shall provide for all replacements of worn and/or defective parts that contractor has determined have failed under proper use as necessary to restore the equipment to 100% operational condition as specified by the OEM.

7.7.2. Contractor is required to be available and respond to the needs of EACH within 24 hours of being called. The Contractor should be able or willing to be present if required.

7.7.3. Service Reports.

7.7.4. Upon completion of services, a service report shall be provided to the COR prior to the contractor technician’s departure. In the event all information is not available when services are performed, the initial service report shall include all available information. The contractor shall provide the balance of the required information no later than 48 hours after services are completed. This report is initiated by the Contractor at the completion of each repair and at the minimum will include:

7.7.5. Contractor’s name

7.7.6. Contract number

7.8. Name of technician performing the repair (full printed and signed name)

7.8.1. Part number and listed cost of each repair part used.

7.8.2. Equipment Control Number and serial number of equipment being repaired.

7.8.3. Detailed information regarding the equipment malfunction and corrective action taken and preventive maintenance and calibrations standards checked.

8. Other Required Tasks

8.1. A facility badge/escort will need to be provided to comply with Security Plan. The Contractor employee is required to check-in with the COR or Technical Advisor Room 0407 (Service Level) Health Information Technology Division, HIT and with Supply Chain Management, Room 0400A (Service Level), at the kiosk Vendor Credentialing System, VCS, before proceeding to complete the service repair work. When departing EACH, the contractor technician must exit through appropriate exits and provide the service report as required above.

8.2. The performance of all services shall meet or exceed the specifications of the original equipment manufacturer.

8.3. The Contractor is not responsible for the maintenance of equipment listed when damage resulted from act of God, or Government neglect/misuse/abuse, or when services from other than the Contractor’s personnel have been performed.

8.4. Delays caused by Government will not be counted as contractor “down time” for the purpose of this requirement.

8.5. Contractor shall furnish and install only OEM replacement parts or OEM recommended substitution/ modifications, as approved by the Medical Maintenance Branch as required ensuring proper and safe operation of the equipment. The Contractor shall provide technical assistance; install hardware/software updates as required by the manufacturer.

8.6. The Contractor shall perform scheduled preventive maintenance inspection and CVC one time per year or per OEM standards/specifications.

8.7. If a malfunction exists with the Contractor maintained equipment or the Government’s utilities (i.e., water, air, electricity), the contractor’s maintenance representative will be notified. The Contractor’s maintenance representative and the Government’s maintenance representative will test the utilities and will determine whether the utility or the equipment failed. If it is determined that the equipment failed, the contractor shall perform maintenance services immediately.

8.8. The Contractor shall comply with applicable federal, state, and local laws and regulations.

8.9. The contractor shall use reasonable efforts to continue uninterrupted until the equipment is operational. Equipment which is left unserviceable at the end of normal duty hours or until performance can be resumed, will be identified by the Contractor notifying the COR or Technical Advisor. If the Contractor determines that additional parts are required, services will resume as soon as parts become available. The COR or Technical Advisor will be informed personally or in writing of the equipment status prior to the Contractor leaving the work site.

8.10. Contractor personnel shall leave job site in the same condition as found upon arrival.

9. REPLACMENT PARTS:

9.1. The Contractor shall have and maintain an adequate inventory of repair parts to service the equipment listed herein and as may be needed in the performance of this contract. The Contractor shall maintain a backup inventory of spare parts so that any spare parts can be delivered to the site within the time frames established, if the spare part is not available from the local contractor inventory.

9.2. Replacement parts used in the performance of this contract shall be new or reconditioned, however, Government approved reconditioned repair parts shall be the only reconditioned repair parts allowed for performance of services under this contract.

9.3. Parts which have been replaced with Contractor furnished parts shall become the property of the Contractor. Parts once placed in a system or sub-system becomes the property of the Government.

9.4. The Contractor shall replace all worn, failed, or defective parts at no additional cost to the Government.

TOBACCO FREE MEDICAL CAMPUS (TFMC)

In accordance with Army Regulation 600-63, paragraph 7-3, 14 April 2015; Operations Order 15-48 (Army Medical Command (MEDCOM) Tobacco Free Living – USAMEDCOM), 8 May 2015; and any Operations Order, regulation or other instruction implementing, defining or otherwise addressing the Tobacco Free Medical Campus (TFMC) on any military installation or DoD-controlled location, Contractor personnel are prohibited from using any tobacco product on or within any TFMC while performing under this contract. TFMCs are established at each installation or DoD-controlled location and include: (1) any property or non-residential building that is operated, maintained or assigned to support medical activities, including but not limited to, hospitals, medical laboratories, outpatient clinics (including medical, dental, and veterinary facilities), or aid stations operating for the primary purpose of delivering medical care and services for DOD eligible beneficiaries and /or meeting the mission of the Army Medical Command; (2) all other facilities in which medical activities or administration take place, to include HQ MEDCOM and Defense Health Headquarters; (3) all internal roadways, sidewalks and parking lots; and (4) all sidewalks, parking lots and grounds external but adjacent to the building or related to the migratory corridors surrounding the medical facility. The Contractor shall obtain from the COR any orders, regulations, instructions or other documents implementing, defining or otherwise addressing the TFMC for any given installation or DoD- controlled location where Contractor personnel may perform under this contract and shall instruct Contractor personnel on the TFMC limitations for installations or DoD-controlled locations where they may perform under this contract.