ATTACHMENT 1 - PWS.docx

PERFORMANCE WORK STATEMENT (PWS)

Audiology Equipment and Calibration Preventive Maintenance (PM) Services

A. GENERAL INFORMATION

1. Title of Project: Audiology Equipment and Calibration PM Services

2. Scope of Work: The contractor shall furnish all labor, transportation, tools, and parts necessary to provide a preventive maintenance and certification for the audiology equipment listed in Section G below from February 1, 2024, through January 31, 2025, with a possibility of four (4) one-year option periods. The equipment is located at 13,000 Bruce B. Downs Blvd., Tampa, Florida 33612 and other JAHVH facilities (14020 North 46th Street, Tampa, 10770 N.46th Street, Tampa, New Port Richey CBOC, South Hillsborough CBOC, Brooksville CBOC, and Lakeland CBOC).

3. Background: Medical equipment must be properly maintained in order to assure proper function and reduce equipment down-time. The listed equipment is used daily at the hospital and clinics for patient diagnostic studies and compensation exams.

4. Type of Contract: The contract will be Firm-Fixed Price.

5. Places of Performance:

James A. Haley Veterans’ Hospital (JAHVH) 13000 Bruce B Downs Blvd.

Tampa, FL 33612

Audiology/Comp and Pen North 14020 North 46th St.

Tampa, FL 33613

Audiology/Comp and Pen South 10770 North 46th St.

Tampa, FL 33617

New Port Richey Community Based Outpatient Clinic 7900 Little Road New Port Richey, FL 34654

South Hillsborough Community Based Outpatient Clinic 12920 Summerfield Crossing Blvd.

Riverview, FL 33579

Lakeland Community Based Outpatient Clinic 4231 South Pipkin Road Lakeland, FL 33811

Brooksville Community Based Outpatient Clinic 14540 Cortez Blvd Brooksville, FL 34613

B. CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this PWS until the Contracting Officer (CO) has conducted a kickoff meeting or has advised the contractor that a kick-off meeting is waived.

C. PERFORMANCE REQUIREMENTS

1. Services to be Provided:

A. Service –

1. All maintenance will be performed during normal VA business hours (8:00a.m.-5:00p.m.) Monday through Friday, except Federal holidays, unless otherwise specified. Contractor may work outside normal business hours by arrangement with the COR if such services are provided without additional charge to the Government. Any overtime charges must be approved by the COR or designee prior to the initiation of overtime work.

ELEVEN (11) HOLIDAYS OBSERVED BY THE FEDERAL GOVERNMENT ARE AS FOLLOWS:

2. The VA shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its Field Service Engineers (FSEs) all operational and technical documentation (e.g., operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. Any charges for parts, manuals, tools, or software required to successfully complete scheduled Preventive Maintenance (PM) are included within this contract, and it is agreed upon price unless specifically stated in writing otherwise.

B. Parts –

1. All replacement parts, except exclusions listed below, required to keep equipment performing within the manufacturer's specifications will be provided by the contractor. All parts must meet or exceed factory specifications to maintain compatibility with systems presently in place and with future performance/reliability upgrades. Parts removed (replaced) by the contractor become the property of the contractor.

C. Scheduled Maintenance –

1. The contract will include two (2) comprehensive scheduled maintenance inspections (preventive maintenance, calibration) for audiometers to be performed in December and June, or as needed based on prior maintenance. The contract will also include annual scheduled maintenance for other audiology device types. A mutually agreeable time for the inspections will be scheduled through the COR.

2. The contractor will perform PM service to ensure that equipment listed below functions in conformance with the latest published editions of NFPA-99, OSHA, CDRH, CAP. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). The Service Reports shall be provided for all service activities including preventive maintenance and calibration., emergency repair, and safety inspections, and must contain the following information at minimum:

Upon request, preventive maintenance procedures will be submitted to COR for approval prior to initiation of this service contract.

PM SERVICES SHALL INCLUDE BUT NEED NOT BE LIMITED TO THE FOLLOWING:

Cleaning of equipment; Reviewing operating system diagnostics to ensure that the systems operate to the manufacture’s specifications; Calibrating and lubricating the equipment; Performing remedial maintenance of non-emergent nature; Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail, or become worn; Inspecting all cables and bushings and replacement as necessary; Inspecting and replacing where indicated electrical wiring and cables for wear and fraying; Inspecting and replacing where indicated all mechanical components including but not limited to cables and mounting hardware, chains, hoses, tubing and clamps, belts, bearings and tracks, interlocks, clutches and motors for mechanical integrity, safety, and performance; Returning the equipment to full and proper operating condition; Providing documentation of service performed. Parts and assemblies will be repaired or replaced as necessary. An electrical safety inspection will be done at the time of the preventive maintenance and results will be documented.

2. Special Instructions:

A. Contractor Check-in - The contractor's representative will report to Biomedical Engineering, D022-01, when servicing the main hospital, and to designated personnel at the off-site locations prior to performance of service. After normal business hours, contractor will report to Hospital Police, E.R. Lobby.

B. Documentation - At the conclusion of each repair or scheduled maintenance visit, the contractor will provide a written service report indicating the date of service, the model, the serial number, the location of the equipment serviced, the name of the FSE, the hours worked, services performed, and parts replaced. The reports shall be delivered to the COR, Biomedical Engineering for review and signature when work is complete.

3. Terms and Conditions:

A. Exclusions - Consumable parts and supplies are not covered under this contract.

B. Inspection of Equipment - Any site visits will be coordinated in advance with COR, Biomedical Engineering.

4. Performance Standard:

The services requested in this PWS will be evaluated using a Quality Assurance Surveillance Plan (QASP). The performance standards specified in the QASP will need to be met to be paid for services.

D. CHANGES TO PERFORMANCE WORK STATEMENT

Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

1. New Equipment:

During the term of this contract, the Government may at its option, add or delete equipment to this contract. Maintenance charges and credits for the added/deleted equipment are:

a. For the same type and model number, the charges specified in the contract; or

b. For items not specified in the contract, a mutually agreed upon charge no greater than the OEM’s GSA schedule charge or commercial charge if no schedule is available.

E. GOVERNMENT RESPONSIBILITIES

The government will make the equipment available in accordance with the established schedule for the work.

F. CONTRACTOR EXPERIENCE REQUIREMENTS

Each respondent must have an established business, with an office and full-time staff to include a "fully qualified" field service engineer (FSE) and a "fully qualified" FSE who will serve as backup. "Fully qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program of the equipment identified below. For field experience, the FSE(s) has a minimum of two years’ experience with respect to maintenance of Audiology equipment identified in Section G. The FSE(s) shall be authorized by the contractor to perform the maintenance services. All work shall be performed by "fully qualified" competent FSE(s). The contractor shall provide written assurance to the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at the VA. The Contracting Officer (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 VA equipment. The CO and/or Contracting Officer's Representative (COR) specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VA equipment. If subcontractors are used, they must be approved in advance by the CO; the contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

G. EQUIPMENT COVERED

1. James A. Haley Veterans’ Hospital – 13000 Bruce B Downs Blvd, Tampa, FL 33612

2. 14020 N 46th Street

3. 10770 N 46th St

4. Lakeland CBOC

5. South Hillsborough CBOC

6. New Port Richey CBOC

7. Brooksville CBOC

PERFORMANCE AND QUALITY STANDARDS

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards.

The Performance Requirements are listed below. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

· Disincentive: May result in adverse CPARS Rating.

· Disincentive: May result in adverse CPARS Rating.

POTENTIAL REQUIREMENT GROWTH:

The Government may require additional effort in order to successfully accomplish the Government’s scope of this requirement. The Government reserves the right to include services at additional locations within the VISN as required and funding becomes available. Additional locations include VA Medical Facilities in Bay Pines, Gainesville, Miami, Tampa, West Palm Beach, and San Juan. In accordance with Federal Acquisition Regulation 52.212-4, any changes in the terms and conditions of this contract may be made only by written agreement of the Contractor and Government. The price for services at additional locations are to be determined upon agreement between the Contractor and the Government via bi-lateral modification at the Government’s request.

NARA Records Management Language For Contracts

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. James A Haley Veterans’ Hospital and Clinics and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of James A. Haley Veterans’ Hospital and Clinics or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to James A. Haley Veterans’ Hospital and Clinics. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to James A. Haley Veterans’ Hospital and Clinics control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and James A. Haley Veterans’ Hospital and Clinics guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with James A. Haley Veterans’ Hospital and Clinics policy.

8. The Contractor shall not create or maintain any records containing any non-public James A. Haley Veterans’ Hospital and Clinics information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The James A. Haley Veterans’ Hospital and Clinics owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which James A Haley Veterans’ Hospital and Clinics shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #4192704, Records Management for Everyone. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]