Attachment 1 - SOW- PM Various Analyzers_Redacted.pdf

STATEMENT OF WORK

PREVENTIVE MAINTENANCE SERVICE OF LABORATORY EQUIPMENT AT

U.S. NAVAL HOSPITAL OKINAWA CAMP FOSTER, OKINAWA, JAPAN

1. DESCRIPTION OF REQUIREMENT:

The requirement includes the preventive maintenance, calibration verification, corrective maintenance, emergency services, and phone support services necessary to maintain the equipment listed below.

1.1. TISSUE TEK TEC5 HISTOLOGY Analyzer SAKURA (No Replacement Parts Required) Histology/Laboratory Department, ROOM#: 2W0114/0116 EMA-1/CMA-1 Serial # 51013188/51023141, ECN 120788,

1.2. BACK-T ALERT MICROBIOLOGY Analyzer BIOMERIEUX

Histology/Laboratory Department, ROOM#: 2W0102 Serial # 200290, ECN 124539

1.3. VITEK 2 MICROBIOLOGY Analyzer BIOMERIEUX

Histology/Laboratory Department, ROOM#: 2W0120 Serial # VTK24482, ECN 124948

1.4. LEICA RM 2255 MICROTOME LEICA

Histology/Laboratory Department, ROOM#: 2W0102 Serial # 2950, ECN 102812

1.5. LEICA ST5010 (A-XL) Histology Analyzer LEICA

Histology/Laboratory Department, ROOM#: 2W0114/0116 Serial # 3143, ECN 116887

1.6. LEICA CV5030 Histology Analyzer LEICA

Histology/Laboratory Department, ROOM#: 2W0102 Serial l# 3538, ECN 116888

1.7. LEICA ASP 300S Histology Analyzer LEICA

Histology/Laboratory Department, ROOM#: 2W0114/0116 Serial # 12416328, ECN 126768

1.8. LEICA ASP 300S Histology Analyzer LEICA

Histology/Laboratory Department, ROOM#: 2W0114/0116 Serial # 12416323, ECN 126767

1.9. CLINITEK ADVANTUS SIEMENS (No Replacement Parts Required) Hematology/Laboratory Department, ROOM#: 2W0102 Serial # KPS52041212, ECN 116834

1.10. CLINITEK ADVANTUS SIEMENS (No Replacement Parts Required) Hematology/Laboratory Department, ROOM#:2W0102 Serial # KPS50461206, ECN 116833

1.11. LEICA RM2255 MICROTOME LEICA

Histology/Laboratory Department, ROOM#:2W0114/0116 Serial # 2949, ECN 102811

2. PLACE OF PERFORMANCE:

U.S. Naval Hospital Okinawa (USNHO) Building 960 Camp Foster, Okinawa, Japan.

Laboratory Department, 2F

3. PERIOD OF PERFORMANCE:

Period of Performance: 1 Apr 2025 thru 31 Mar 2026.

This contract covers a 12-month period ending 31 March 2026.

4. PREVENTIVE MAINTENANCE (PM) PROGRAM:

The Contractor shall perform preventive maintenance (PM) and calibration verification services in accordance with the OEM’s PM checklists. See Attachments (1 thru 4) – OEM Preventive Maintenance Checklists. The services shall be performed on site two times annually during the performance period with mutually agreed upon schedule between the Contractor and the requiring activity. Exception: Line items 1.9. and 1.10. performed one time only where the vendor shall send the equipment to the OEM for PM servicing and provide equivalent equipment loaners during the PM. Calibration verification shall also be performed at least two (2) times annually, preferably concurrent with the preventive maintenance. Only Biomedical Repair personnel are authorized to coordinate and schedule PM services. Such services shall include but not limited to, technical inspection, adjustment, cleaning, and replacement of parts and other services to keep the equipment in good working condition. The Contractor shall perform emergency services, corrective maintenance and phone service support in accordance with the manufacturer’s instructions. The emergency and corrective maintenance services shall not exceed twenty-four (24) times, each, during the period of performance. Phone service support shall be unlimited and provided 24/7. The contractor shall be at the job site within forty-eight (48) hours after receipt of an emergency service call and shall restore the equipment to fully functional status within 7 calendar days, if the equipment can be fully restored within the service and parts covered in this contract. Only parts listed in Attachment (5) – OEM Preventive Maintenance Consolidated Parts List, shall be used for the services stated above. Any other service and parts not covered in this contract will be processed through a separate action. Emergency services will not be available during local Japanese holidays.

Attachment (1) OEM Preventive Maintenance Checklist Sakura Attachment (2) OEM Preventive Maintenance Checklist Leica Attachment (3) OEM Preventive Maintenance Checklist Sysmex Attachment (4) OEM Preventive Maintenance Checklist Sysmex BacT VITEK 2 Attachment (5) OEM Preventive Maintenance Consolidated Parts List

REPLACEMENT PARTS:

The Contractor shall furnish replacement parts listed in Attachment (5) – Combined OEM Preventive Maintenance Parts List at no additional cost to the Government. Parts and services needed that are not covered in this contract will be purchased through a separate action.

PM services do not include:

Maintenance/repair for equipment/system stated other than in paragraph 1 of Performance Work Statement Overhaul/renewal of subject equipment.

Replacement parts out of scope of normal preventive maintenance.

Movement/Removal of equipment Repair caused by inappropriate operation/treatment by the Government, Consumable items/consumption parts

5. CONTRACTOR REQUIREMENTS AND EXPERIENCE/TRAINING:

The Contractor shall be OEM authorized for each of the different manufacturers listed in the contract, and provide proof of OEM authorization upon request, which shall include documentation of the OEM’s training and certification programs for authorized service providers, to the extent applicable and feasible, considering the OEM's role in servicing certain equipment (equipment numbers 1.9 and 1.10).

The contractor shall comply with the OEM’s service and maintenance requirements for each of the different manufacturers listed in the contract and provide documentation of such compliance upon request.

The Contractor shall have a physical presence in Okinawa, Japan, and be able to respond to emergency service calls within 48 hours.

The Contractor shall have experience and expertise in providing preventive maintenance services for the specific types of analyzers listed in the contract and provide references or case studies to demonstrate this experience.

Comply with all relevant Japanese laws and regulations, including those related to labor, tax, and environmental protection.

6. REPORTING TO BIOMEDICAL REPAIR BEFORE AND AFTER SERVICE:

Inspection and acceptance of the preventive maintenance services performed hereunder shall be made by Biomed Repair personnel. The Contractor shall report to the authorized Biomedical Repair personnel prior to and upon completion of each service. Upon completion of the service, the Contractor shall provide a copy of the service slip, signed by the Department Technician, certifying that the service has been performed and that the equipment is functioning at working condition. If the service is performed or completed outside the regular working hours, the Contractor shall present the certified service slip to the Command Duty Officer.

7. SERVICE REPORTS:

All medical equipment service slips must contain the following minimal information:

a. Contract Number

b. Plant Accounting Number of Unit

c. Unit Malfunction

d. Replacement Parts Number and Description

e. Details of Preventive Maintenance

f. Service performance date and time

g. Name of Technician

8. MAINTENANCE COSTS:

Costs of preventive maintenance services include labor, parts within preventive maintenance scope, travel time, mileage, and all other related expenses necessary to perform preventive maintenance service without any additional cost to the Government.

9. DAMAGE TO THE SYSTEM:

The Contractor shall not perform any repairs or maintenance to the unit listed above, if the unit is damaged as a result of the following, and the damage is beyond the control of and without fault or negligence of the contractor:

If the unit is damaged by fire, water, acts of God, and repairs by Government personnel, abuse, any unauthorized alterations or modifications.

For the situations described above, the contractor is authorized to examine and provide the government with an estimated cost of repair. If the required medical Officer authorizes the unit to be repaired, the contractor for the required repair will issue a one-time repair order. Any repairs preformed without this authorization and purchase order shall be at the contractor’s own expense

10. INVOICE:

An invoice must include –

(1) Name and address of the contractor;

(2) Invoice date;

(3) Invoice number;

(4) Contract number, contract line-item number and, if applicable, the order number;

(5) Description, quantity, unit of measure, unit price, and extended price of services performed;

(6) Name and address of official to whom payment is to be sent; “Designated Invoice Office”

(7) Name, title, and phone number of person to be notified in event of defective invoice. Contractors are encouraged to assign an identification number to each invoice

11. SERVICES PERFORMANCE TIME:

The scheduled preventive maintenance/calibration service shall be performed during regular working hours from

0800 to 1700, Monday through Friday excluding U.S. and Japanese Holidays.

The contractor shall contact two (2) days prior to providing preventive maintenance services.

12. POINT OF CONTACT FOR BIOMEDICAL REPAIR:

CONTRACTOR ADMINISTRATION

***** ATTENTION *****

Service Contract Reporting (SCR)

“Services Contract Reporting (SCR) requirements apply to this contract. The contractor shall report required SCR data fields using the SCR section of the System for Award Management (SAM) at following web address:

https//sam.gov/SAM/.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk, linked at https//sam.gov/SAM/.”

End of Performance Work Statement

Attachments.

Attachment (1) OEM Preventive Maintenance Checklist Sakura.pdf

Attachment (2) OEM Preventive Maintenance Checklist Leica.pdf

Attachment (3) OEM Preventive Maintenance Checklist Sysmex.pdf

Attachment (4) OEM Preventive Maintenance Checklist Sysmex BacT VITEK 2..pdf

Attachment (5) OEM Preventive Maintenance Consolidated Parts List.pdf