Atch 1 - SOW Dental Equipment Maintenance.pdf

Statement of Work

Preventive Maintenance Agreement for the

STERIS Washer and Sterilizers

1.0. Scope of Work. The contractor shall provide all labor, tools, materials, facilities and transportation necessary to perform on-site, full service preventive maintenance, repair, and calibration. Contractors shall have STERIS certified technicians to work on these products listed. Additionally, installation of replacement parts, other servicing of equipment, and travel time shall be included keep the following equipment fully operational:

A) RELIANCE VISION SC 460-480V 60Hz 3Ph ELECTRIC HTD, Serial Number 3625318024

B) AMSCO 400 20X20X38 PVAC DD SLIDE R1W ELEC 480V CHX,

Serial Number 032571803

C) AMSCO 400 20X20X38 PVAC DD SLIDE R1W ELEC 480V CHX,

Serial Number 032001837

The equipment is currently located in the 5th MDG, Dental Clinic, 194 Missile Ave, Minot AFB ND.

1.1. Requests for Service. Only Biomedical Equipment Technician (BMET) personnel are authorized to place requests for service on this contract.

2.0. Description of Services.

2.1. Preventive Maintenance Inspections.

2.1.1. The contractor shall provide annually, four preventive maintenance inspections (PMI) to ensure that the equipment performs in accordance with manufacturer’s conformance standards, one each quarter.

2.1.1.1. The contractor shall schedule PMI and calibrations 15 days in advance with the BMET. Preventive maintenance shall be performed during normal hours of coverage.

2.1.2. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) and provide them to the BMET at the completion of the PMI.

2.1.3. PM services shall, as a minimum, include the system services at the frequencies recommended by the original equipment manufacturer (OEM).

2.1.3.1. The PM system services shall include, but are not to be limited to:

2.1.3.1.1. Clean the equipment.

2.1.3.1.2. Calibrate and lubricating the equipment.

2.1.3.1.3. Perform remedial maintenance of a non-emergency nature.

2.1.3.1.4. Test and replace faulty and worn parts and/or parts which are likely to become faulty, fail, or become worn before the next PMI. This will be at no additional cost to the government.

2.1.3.1.5. Inspect for wear and fraying, and replacing where necessary, electrical wiring, cables, high voltage cables, bushings and dielectric, as necessary.

2.1.3.1.6. Measure, adjust and calibrate settings as necessary.

2.1.3.1.7. Inspect and replace where indicated, all mechanical components including, but not limited to, support devices; cables and mounting hardware; chains, belts, bearings and tracks; interlocks, clutches, motors, and keyboards for mechanical integrity, safety, and performance.

2.1.3.1.8. Consult with the equipment operator(s) regarding equipment performance.

2.1.3.1.9. Return the equipment to the operating condition defined by the original equipment manufacturer’s specifications.

2.1.3.1.10. Provide service report of services performed.

2.1.3.1.11. The contractor shall provide all parts, services, manuals, tools, instrumentation, or software required to successfully complete scheduled PMIs.

2.2. Unscheduled/Corrective Maintenance.

2.2.1. The contractor shall respond to all intervening service calls between scheduled PMI's and calibrations.

2.2.2. All required parts and services shall be furnished as part of this contract without additional cost to the government.

2.2.3. The BMET has the authority to place a service call with the contractor.

2.2.4. Maintenance actions. Once a maintenance action is initiated, it shall be continuous until the task is complete. Compliance shall be manifested by continuous presence of the contractor on the job site, unless waiting for delivery of replacement parts. Under no circumstances shall maintenance actions be delayed by more than 24 hours while waiting for delivery of parts.

2.2.5. Parts. The contractor shall furnish and replace parts to meet up-time requirements. The following requirements apply to parts provided under this contract.

2.2.5.1. The contractor shall have ready access to unique and/or high mortality replacement parts.

2.2.5.2. All parts supplied shall be compatible with existing equipment.

2.3. Service Manuals.

2.3.1. The government will not provide service manuals or service diagnostic software to the contractor. The contractor shall be responsible for providing all service manuals, operational manuals, schematics, and diagnostic software necessary to maintain the required system up-time to the contractor’s field service representative(s).

2.4. Updates. The contractor shall provide all updates, to include: installing manufacturer designed and issued field modifications, safety corrections and revisions for correcting software and equipment deficiencies at no additional cost to the government. Upgrades and modifications shall be furnished at no additional cost under the contract and installed during one of the quarterly PMI’s after the manufacturer makes them available. Updates shall not include those designed primarily as performance enhancements or performance upgrades.

2.5. Conformance Standards. The contractor shall keep the system in good operating condition, meeting all equipment and performance requirements published by the OEM. The contractor assumes responsibility for system conformance with the latest published edition of National Fire Protection Association (NFPA) 99, Occupational

Health and Safety Administration (OSHA), and Center for Devices and Radiological Health (CDRH) standards.

3. General Information.

3.1. Personnel.

3.1.1. Point of contact. The contractor shall designate in writing a single point of contact to the BMET for any maintenance service required under this contract. This information shall include name, title, address, and telephone number.

3.1.2. Contractor’s field service representative shall be able to speak and understand English.

3.1.3. Qualifications/Education/Training. Prior to award of the contract and each subsequent performance period, the contractor shall certify to the BMET that the field service representative

3.2. Telephone Assistance. The contractor shall provide telephone technical support assistance during twenty-four hours a day, seven days a week for equipment covered under this contract. Telephone assistance shall be toll free to the government. The BMET shall be able to call and receive assistance in correcting problems with equipment operation.

3.3. Hours of Coverage.

3.3.1. Normal hours of coverage are, Monday through Friday, 0730-1630 hrs, excluding Federal holidays listed in paragraph 3.3.2 below and additional holidays where the clinic will be closed. All service/repairs shall be performed during normal hours of coverage.

3.3.2. United States Federal holidays observed by the Department of Defense (DoD) include: New Years Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans

Day, Thanksgiving Day, and Christmas Day.

3.3.3. Response Time. The contractor shall respond with a phone call to the BMET or his/her designee within four (4) working hours after telephone notification during normal hours of coverage. If the problem cannot be corrected by phone, the contractor shall commence work on-site during normal hours of coverage. The contractor shall respond on-site within forty-eight (48) hours after contractor’s initial receipt of notification. Repairs shall proceed progressively until completion. For example, if a routine call is placed during normal coverage hours and insufficient hours are remaining in the day, the contractor shall be on-site within two business days of the initial telephone notification.

3.4. Administrative Control.

3.4.1. Service Call Log.

3.4.1.1. The contractor shall report to the BMET and sign-in on the contractor service log with the BMET prior to reporting to the work-site.

3.4.1.2. Upon completion of each PMI, calibration, or corrective service call, the contractor shall provide a signed system maintenance record to the BMET.

3.4.1.3. The BMET will countersign the report to certify that the services were rendered. At this time, the contractor shall sign-out on the contractor service log.

3.4.1.4. The government will not recognize any maintenance actions that have not been signed by the BMET.

3.4.1.5. All maintenance documents shall be prepared and validated in triplicate. The system user, BMET, and the contractor shall each retain a copy.

3.4.1.6. Documentation and reporting shall be in compliance with the Joint Commission standards.

3.4.2. The System Maintenance Record for each PMI or service call will include at minimum:

3.4.2.1. Name of the contractor.

3.4.2.2. Name of the contractor’s field service representative.

3.4.2.3. Date, time (starting and ending), equipment downtime, and hours-on-site. The contractor’s field service representative must report to the BMET in accordance with local guidelines.

3.4.2.4. Description of the problem reported by the BMET/user and an itemized description of service performed

(including labor, parts, and corrective action taken)

3.4.2.5. Identification of equipment to include equipment control number (ECN), manufacturer, device, model number, and serial number.

3.4.3. Billing Procedures. This service contract shall be billed quarterly. The contractor’s invoice shall reflect the following information:

3.4.3.1. Invoice number

3.4.3.1.1. Contract/purchase order number.

3.4.3.1.2. Billing period.

3.5. Claims of government misuse or abuse. If the contractor claims any service calls are the result of government abuse or misuse, the damage shall immediately be shown on the system maintenance record, verified by the BMET, and approved by the CO before repairs are made. The CO will resolve disagreements as to responsibility between both parties.

3.6. Reporting. Required services beyond the scope of contract. The contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and BMET in writing of the existence or the development of any defects, or repairs required for the scheduled equipment for which the contractor considers he/she is not responsible under the terms of the contract. The contractor shall furnish the CO and BMET with a written estimate of the cost to make necessary repairs, and a full technical description.

3.7. Safety. The Contractor shall comply with American OSHA Standards, and Air Force safety standards at all times while on government property. Safe working practices shall be followed.