Attachment 1 DHA_PWS_Biomedical Test Equipment Maintenance- DHA Recs 12 23 25 KO.docx

Department of Defense Defense Health Agency Performance Work Statement

Preventative Maintenance Biomedical Test Equipment Maintenance

633rd Medical Group, Joint Base Langley-Eustis, Virginia

Date: 9 January 2026

PART 1

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide Biomedical Test Equipment Maintenance services.

1.2 Description of services/introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, shipping and other items and non-personal services necessary to perform preventive maintenance and calibration for all equipment listed in Appendix 5 as defined in this Performance Work Statement (PWS)

1.3 Background: The 633rd Medical Group, Joint Base Langley Eustis in Hampton Virginia has requirement forpreventative maintenance for Bio Medical Department testing equipment.

1.4 Objectives: - Contractor shall provide preventive maintenance as required by manufacture to maintain its full capabilities. Ensure rapid repair and return to service of malfunctioning equipment.

Task include but not limited to:

1.4.1 Calibrate and lubricate the equipment

1.4.2 Perform remedial maintenance of a non – emergency nature.

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

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

1.4.5 Measure, adjust and calibrate as necessary for optimal image quality.

1.4.6 Inspect output devices, e.g. monitors, laser imagers, cameras and processors. Calibrate or recommend calibration, if appropriate

1.4.7 Return the equipment to the operating condition defined by the original equipment manufacturer's specifications.

1.4.8 Provide service report of services performed.

1.5 Scope: The contractor shall furnish all labor, tools, parts, materials, facilities, shipping and transportation necessary to provide preventive maintenance and calibration for all equipment listed in Appendix 5. The equipment is currently located at the United States Air Force (USAF) Hospital, 633d Medical Group (633 MDG), Joint Base Langley-Eustis (JBLE), Virginia, Langley AFB division, also referred to as the Military Treatment Facility (MTF) herein. All labor necessary to perform calibration, installation of replacement parts and other servicing of equipment.

1.6 Period of Performance (PoP): The anticipated Period of Performance will be a base period of 12-months and additiona 12- months Option periods.

1.7 Administrative specifications

1.7.1 Place of performance: The work shall be performed at the United States Air Force (USAF) Hospital, 633d Medical Group (633 MDG), Joint Base Langley-Eustis (JBLE), Virginia, Langley AFB division, also referred to as the Military Treatment Facility (MTF)

1.7.2 Reserved

1.7.3 Hours of operation: The contractor is responsible for conducting business Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.7.4 Emergency Services: On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours.

1.8 Contractor travel: All labor necessary to perform calibration, installation of replacement parts, other servicing of equipment, and travel time shall be included in the contractor's pricing to maintain the systems and ancillary equipment.

1.9 Other Direct Costs (ODC): In the event that service cannot be performed on-site, the contractor shall furnish all shipping costs required to perform work listed under Section 5 of this PWS.

1.10 Quality

1.10.1 Quality Control (QC): The contractor shall develop and maintain an effective QC program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence of defective services. The contractor’s QC program is the means by which the work complies with stated requirements. A description of how records will be kept. Records must document all inspections and corrective or preventive actions taken. A written report out lining all service and parts used shall be provided upon work completion. After acceptance of the Quality Control Plan (QCP) the contractor shall receive the CO’s acceptance in writing of any proposed change to his QC system. See Part 7, Technical Exhibit 1 - CDRL A001.

1.10.2 Quality assurance (QA): The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan provides a systematic method for the Government to evaluate performance and 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).

PART 3

3.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

The Requiring Activity Authority has assessed the need for Government Furnished Property, Equipment, and Services and determined:

3.1 Services: The Government:

☒ Will NOT provide Government Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Government Furnished Services required in support of this contract/task orders. These Services are described below: provide

3.2 Facilities: The Government:

☒ Will NOT provide Facilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Facilities in support of this contract/task orders. The Government provided Facilities are described below:

3.3 Utilities: The Government:

☒ Will NOT provide Utilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Utilities in support of this contract/task orders. The Government provided Utilities are described below:

3.4 Equipment: The Government:

☒ Will NOT provide Equipment in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Equipment in support of this contract/task orders. The Government provided Equipment is described below:

3.5 Materials: The Government:

☒ Will NOT provide Materials in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ IS providing Materials in support of this contract/task orders. The Government-provided Materials are described below:

PART 4

4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 Services: The Contractor:

☒ Will NOT provide Contractor Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Contractor Furnished Services required in support of this contract/task orders. These Services are described below: N/A

4.2 General: The contractor shall furnish all supplies, equipment, facilities and services required to perform work listed under Section 5 of this PWS.

4.3 Secret Facility Clearance: Reserved

4.4 Materials:

4.5 Equipment: The contractor shall

4.6 Facilities: N/A

PART 5

5.0 SPECIFIC TASKS

5.1 Preventive Maintenance Inspections, (PMI).

5.1.2 The contractor shall provide one (1) There must be one (1) on-site PMI per year. The contractor shall schedule PMI 15 days in advance with the Contracting Officer Representiative| and Medical Maintenance department. Preventive maintenance shall be performed during normal hours of coverage, (0730-1630) between the 1st and the 25th day of the month of April. PMI service shall be performed to ensure that the equipment performs in accordance with manufacturer's conformance standards.

5.1.3 For the items not capable of being inspected during the on-site PMI, the contractor will ensure the items are inspected by a valid inspection authority during the maintenance cycle they are currently on. This will include providing shipment labels and coordinating any return materials authorizations (RMAs) required.

5.1.4 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 COR and Functional Requirements Evaluator Designee|n the Medical Maintenance department at the completion of the PMI.

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

5.1.6 The PM system services must include, but are not to be limited to:

5.1.7 Calibrate and lubricate the equipment.

5.1.8 Perform remedial maintenance of a non-emergency nature.

5.1.9 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.

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

5.1.11 Measure, adjust and calibrate as necessary for optimal image quality.

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

5.1.13 Inspect output devices, e.g. monitors, laser imagers, cameras and processors. Calibrate or recommend calibration, if appropriate.

5.1.14 Return the equipment to the operating condition defined by the original equipment manufacturer's specifications.

5.1.15 Provide service report of services performed.

5.1.16 All exceptions to the PM schedule must be arranged in writing and approved in advance by the CO/COR.

5.1.17 The contractor shall provide all OEM parts, services, manuals, tools, instrumentation, or software required to successfully complete scheduled PM is.

5.2 Calibration Services.

5.2.1 The contractor shall provide one on-site calibration per year, with the calibrations occurring at the same time as the PMI's. Equipment not capable of being calibrated on-site will be calibrated in accordance with manufacturer specifications.

5.2.2 Equipment not calibrated on-site will be shipped to contractor for PMI and calibration within the first 1O days of the month. Equipment should then be mailed from contractor by the 25 of the same month.

5.2.3 For the items not capable of being inspected during the on-site calibrations, the contractor will ensure the items are calibrated by a certified authority during the maintenance cycle they are currently on. This will include providing shipment labels, furnishing shipping costs and coordinating any return materials authorizations (RMAs) required.

5.3 Service Manuals.

5.3.1 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).

Service Call Log.

5.3.2 The contractor shall report to the Medical Maintenance department, building 257 room IE054A, and sign-in on the contractor service log with the FRED/Medical Maintenance department prior to reporting to the work-site.

5.3.3 Upon completion of each PMI, calibration, or corrective service call, the contractor shall provide a signed system maintenance record to the FRED/Medical Maintenance department.

5.3.4 The FRED/Medical Maintenance department will countersign the report to certify that the services were rendered. At this time, the contractor shall sign-out on the contractor service log.

5.3.5 The government will not recognize any maintenance actions that have not been signed by the FRED/Medical Maintenance department.

5.3.6 All maintenance documents shall be prepared and validated in duplicate. The FRED/Medical Maintenance department and the contractor shall each retain a copy.

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

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

5.4.1 Name of the contractor.

5.4.2 Name of the contractor's field service representative.

5.4.3 Date, time (starting and ending), equipment downtime, and hours-on-site. The contractor's field service representative must report to the Medical Maintenance department in accordance with local guidelines.

5.4.4 Itemized description of service performed (including labor, parts, and corrective action taken).

5.4.5 Identification of equipment to include equipment control number, manufacturer, device, model number, and serial number.

5.5 Billing Procedures. This service contract shall be billed monthly, in arrears. The contractor's invoice shall reflect the following information:

5.5.1 Invoice number

5.5.2 Contract/purchase order number.

5.5.3 Billing period.

5.5.4 Amount in American dollars.

5.5.5 Manufacturer, model and serial number of each piece of equipment serviced with documentation of work performed or part(s) provided.

5.5.6 Invoices shall be submitted in accordance with (IAW) wide area workflow (WAWF) procedures.

5.5.7 Certification of payment will not be accomplished until all required service documents have been received by the FRED/Medical Maintenance department for the payment period.

5.5.8 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 FRED/Medical Maintenance department, and approved by the CO before repairs are made. The CO will resolve disagreements as to responsibility between both parties.

5.5.9 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 FRED or Medical Maintenance department in writing of the existence or the development of any defects in, or repairs required to 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 FRED/Medical Maintenance with a written estimate of the cost to make necessary repairs, and a full technical description, prior to the commencement of work.

5.5.10 Additional charges. There shall be no additional charge for time spent at the site awaiting the arrival of additional contractor personnel and/or delivery of parts.

5.6 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. Requirements include, but are not limited to:

5.6.1 The government's use of lock-out/tag-out procedures while working on electrical systems and equipment.

5.6.2 Report any injuries to contracted employees or damage to government equipment to the COR/Medical Maintenance department at 757-764-6785, immediately.

5.7 Special Qualifications: Prior to award of the contract, the contractor shall provide to the FRED, the field service certification of professional formal training on equipment specific to this contract, and annual continuing education, to include OEM specific training.

5.7.1 If the training occurred more than three years ago, proof of recent (during past 18 months) maintenance experience on specified equipment must be provided.

The FRED/Medical Maintenance department may at any time request verification of service personnel credentials who are servicing the equipment from the contractor.

5.7.2 Reserved

PART 6

6.0 INFORMATION TECHNOLOGY & SECURITY

Reserved

PART 7

7.0 ATTACHMENTS/TECHNICAL EXHIBIT LISTING

PART 7, ATTACHMENT 1

PERFORMANCE REQUIREMENTS SUMMARY

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement from Part 5)

Performance Requirements Summary (PRS) # 1.

The contractor shall provide scheduled maintenance on all specified test equipment.

Customer Complaint

PRS # 2

The contractor shall provide one on-site calibration per year, with the calibrations occurring at the same time as the PMI's. Equipment not capable of being calibrated on-site will be calibrated in accordance with manufacturer specifications.

Customer

PRS # 4

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).

7.2 Other Attachments

PART 7, ATTACHMENT 6

ESTIMATED WORKLOAD DATA

PART 7, TECHNICAL EXHIBIT 1

DELIVERABLES SCHEDULE

CDRL A001 – Quality Control Plan

Transition-out: 6 months prior to close of contract or unexercised option.

1.6.1.1 and 1.6.1.2.

November 18, 2025 image1.png image2.emf

CDRL 1 Quality Plan A001.pdf

DD FORM 1423-1, FEB 2001

CONTRACT DATA REQUIREMENTS LIST

(1 Data Item)

PREVIOUS EDITION MAY BE USED.

Form Approved OMB No. 0704-0188

The public reporting burden for this collection of information is estimated to average 110 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing the burden, to the Department of Defense, Executive Services Directorate (0704-0188). Respondents should be aware that notwithstanding any other provision of law, no person shall be subject to any penalty for failing to comply with a collection of information if it does not display a currently valid OMB control number. Please do not return your form to the above organization. Send completed form to the Government Issuing Contracting Officer for the Contract/PR No. listed in Block E.

A. CONTRACT LINE ITEM NO. B. EXHIBIT C. CATEGORY:

TDP ________ TM _______ OTHER

D. SYSTEM/ITEM E. CONTRACT/PR NO. F. CONTRACTOR

1. DATA ITEM NO. 2. TITLE OF DATA ITEM 3. SUBTITLE

4. AUTHORITY (Data Acquisition Document No.) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE

7. DD 250 REQ

8. APP CODE

9. DIST STATEMENT

REQUIRED

10. FREQUENCY

11. AS OF DATE

12. DATE OF FIRST SUBMISSION

13. DATE OF SUBSEQUENT

SUBMISSION

14. DISTRIBUTION

a. ADDRESSEE

b. COPIES

Draft Final

Reg Repro

15. TOTAL

16. REMARKS

17. PRICE GROUP

18. ESTIMATED

TOTAL PRICE

G. PREPARED BY H. DATE I. APPROVED BY J. DATE

Page of Pages

CONTRACT DATA REQUIREMENTS LIST

(1 Data Item)

A. CONTRACT LINE ITEM NO. B. EXHIBIT C. CATEGORY:

TDP ________ TM _______ OTHER

D. SYSTEM/ITEM E. CONTRACT/PR NO. F. CONTRACTOR

16. REMARKS (Continued)

DD FORM 1423-1, FEB 2001 Page of Pages

INSTRUCTIONS FOR COMPLETING DD FORM 1423

(See DoD 5010.12-M for detailed instructions.)

FOR GOVERNMENT PERSONNEL

Item A. Self-explanatory.

Item B. Self-explanatory.

Item C. Mark (X) appropriate category: TDP - Technical Data Package;

TM - Technical Manual; Other - other category of data, such as "Provisioning,""Configuration Management," etc.

Item D. Enter name of system/item being acquired that data will support.

Item E. Self-explanatory (to be filled in after contract award).

Item F. Self-explanatory (to be filled in after contract award).

Item G. Signature of preparer of CDRL.

Item H. Date CDRL was prepared.

Item I. Signature of CDRL approval authority.

Item J. Date CDRL was approved.

Item 1. See DoD FAR Supplement Subpart 4.71 for proper numbering.

Item 2. Enter title as it appears on data acquisition document cited in Item 4.

Item 3. Enter subtitle of data item for further definition of data item (optional entry).

Item 4. Enter Data Item Description (DID) number, military specification number, or military standard number listed in DoD 5010.12-L (AMSDL), or one-time DID number, that defines data content and format requirements.

Item 5. Enter reference to tasking in contract that generates requirement for the data item (e.g., Statement of Work paragraph number).

Item 6. Enter technical office responsible for ensuring adequacy of the data item.

Item 7. Specify requirement for inspection/acceptance of the data item by the Government.

Item 8. Specify requirement for approval of a draft before preparation of the final data item.

Item 9. For technical data, specify requirement for contractor to mark the appropriate distribution statement on the data (ref. DoDD 5230.24).

Item 10. Specify number of times data items are to be delivered.

Item 11. Specify as-of date of data item, when applicable.

Item 12. Specify when first submittal is required.

Item 13. Specify when subsequent submittals are required, when applicable.

Item 14. Enter addressees and number of draft/final copies to be delivered to each addressee. Explain reproducible copies in Item 16.

Item 15. Enter total number of draft/final copies to be delivered.

Item 16. Use for additional/clarifying information for Items 1 through 15.

Examples are: Tailoring of documents cited in Item 4; Clarification of submittal dates in Items 12 and 13; Explanation of reproducible copies in Item 14.; Desired medium for delivery of the data item.

FOR THE CONTRACTOR

Item 17. Specify appropriate price group from one of the following groups of effort in developing estimated prices for each data item listed on the DD Form 1423.

a. Group I. Definition - Data which is not otherwise essential to the contractor's performance of the primary contracted effort (production, development, testing, and administration) but which is required by DD Form 1423.

Estimated Price - Costs to be included under Group I are those applicable to preparing and assembling the data item in conformance with Government requirements, and the administration and other expenses related to reproducing and delivering such data items to the Government.

b. Group II. Definition - Data which is essential to the performance of the primary contracted effort but the contractor is required to perform additional work to conform to Government requirements with regard to depth of content, format, frequency of submittal, preparation, control, or quality of the data item.

Estimated Price - Costs to be included under Group II are those incurred over and above the cost of the essential data item without conforming to Government requirements, and the administrative and other expenses related to reproducing and delivering such data item to the Government.

c. Group III. Definition - Data which the contractor must develop for his internal use in performance of the primary contracted effort and does not require any substantial change to conform to Government requirements with regard to depth of content, format, frequency of submittal, preparation, control, and quality of the data item.

Estimated Price - Costs to be included under Group III are the administrative and other expenses related to reproducing and delivering such data item to the Government.

d. Group IV. Definition - Data which is developed by the contractor as part of his normal operating procedures and his effort in supplying these data to the Government is minimal.

Estimated Price - Group IV items should normally be shown on the DD Form 1423 at no cost.

Item 18. For each data item, enter an amount equal to that portion of the total price which is estimated to be attributable to the production or development for the Government of that item of data.

These estimated data prices shall be developed only from those costs which will be incurred as a direct result of the requirement to supply the data, over and above those costs which would otherwise be incurred in performance of the contract if no data were required. The estimated data prices shall not include any amount for rights in data. The Government's right to use the data shall be governed by the pertinent provisions of the contract.

DD FORM 1423-1 (BACK), FEB 2001

data_item: A001 title: Status Report sub: Quality Program Plan auth: DI-QCIC-81722 ref: PWS 1.10 req_ofc: DHA COD dd250: LTR appcode: A dist: B freq: Annual asof: blk 16 firstsub: blk 16 subsub: blk 16 addressee1: DHA CO draft1:

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total_draft: 0 total_reg: 1 total_repro: 0 remarks: BLK 8: The government will have 5 business days to approve the report. If report is returned to contractor for rework, the contractor will have 3 business days to make changes.

BLK 9: DISTR B. "Administrative or Operational Use" BLK 11: Reporting will be completed within 30 days of award.

BLK 13: Submitted within 5 business days when changes are made to the plan.

BLK 14: Electronic submission via email.

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remarksb: None

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