Attachment 1 - Statement of Work.pdf

Sterilization, Disinfection and OR Integration System Service/Maintenance Statement of Work

The Contractor shall provide full service corrective maintenance, repair parts, preventive maintenance (PM) inspections, travel, labor and all other incidentals necessary to maintain or restore the listed equipment to operating specifications per manufacturer literature/recommendations located at the Cheyenne VA Medical Center, 2360 Pershing Blvd., Cheyenne, WY 82001 and the Northern Colorado VA Outpatient Clinic, 4575 Byrd Dr, Loveland, CO 80538. The Contractor shall provide all required licenses, documentation of performance, and perform field modification instructions, manufacturer recalls, software upgrades, and patches offered by the Original Equipment Manufacturer (OEM) during the time this agreement is in effect (one full year). In-house Biomedical Equipment Support Specialists will provide “first look” response to all trouble calls and will notify the Contractor when services are required. PM schedules shall consist of semi-annual and quarterly inspections. Semi-annual inspections shall be performed in May and November. Quarterly inspections shall be performed in February, May, August, and November.

NORTHERN COLORADO VA OUTPATIENT CLINIC EQUIPMENT

a. EE 35862 – AMSCO 600 SERIES SN: 030142229

b. EE 35825 – AMSCO 600 SERIES SN: 030142222

c. EE 35752 – V-PRO MAX SN: 032092207

d. EE 36222 – 7053HP SN: 3601322015

e. EE 36224 – INNOWAVE UNITY SN: 01224617508

f. EE 36225 – INNOWAVE UNITY SN: 01214617504

g. Chamber cleanings for all applicable items at the facility

CHEYENNE WY VA MEDICAL CENTER EQUIPMENT

h. EE 12743 – RELIANCE SYNERGY SN:3612108001

i. EE 14730 – RELIANCE SYNERGY SN: 3626509006

j. EE 18026 - AMSCO V-PRO MAX SN: 032471217

k. EE 20368 – CAVIWAVE ULTRASONIC WASHER SN: 0214C1992

l. EE 13165 – CAVIWAVE ULTRASONIC WASHER SN: 0608C0346

m. AMSCO 600 SERIES SN: 031362211

n. AMSCO 600 SERIES SN: 030902206

o. EE 24136 – CAVIWAVE ULTRASONIC WASHER SN: 0218TC0036

p. EE 37943 – AMSCO 400 SERIES SN: 03282317

q. EE 24387 – VISION 1327 SN: 3634916002

r. 2800 BASE UNIT – SN: RL0010F364C4

s. Chamber cleanings for all applicable items at facility

t. Steam trap preventative maintenance and corrective maintenance

u. Quarterly steam quality testing for pH, conductivity, total alkalinity, and total hardness

Preventative Maintenance services and repairs include, but are not limited to:

a) Cleaning of equipment to include overhead tube suspension rails.

b) Reviewing operating system software diagnostics to ensure system is operating in accordance with the OEM specifications.

c) Cleaning and lubricating equipment.

d) Performing remedial, non-emergent maintenance.

e) Testing and replacing faulty and worn parts or parts likely to become worn or faulty.

f) Returning the equipment to condition and normal operating modes

I. OPERATING INSTRUCTIONS

Unless previously agreed upon and at no further cost, inspections and maintenance shall be performed during regular work hours for this facility between 8:00 a.m. and 4:30 p.m., Monday through Friday, excluding Federal Holidays. UNDER NO CONDITIONS WILL

ANY SERVICE BE PERFORMED OUTSIDE THE SCOPE OF THE AWARDED

CONTRACT WITHOUT PRIOR APPROVAL BY THE CONTRACTING OFFICER.

Preventative maintenance inspections shall be scheduled with the Biomedical Engineering Department (Biomed), giving a minimum of three (3) business days’ notice.

A preventative maintenance inspection may be combined with an emergency service call only when notice has been given and approval received from the Biomedical Engineering Supervisor. The Contractor shall inform Biomed at the time of the inspection that a combined repair action and preventive maintenance inspection is to be performed. All completed repairs will be confirmed and approved by a Biomed representative. The Contractor shall indicate on the service/repair ticket the specific action taken, all parts replaced, and the number of hours of labor required. The Contractor shall, upon request from Biomed, present for inspection all parts replaced. Failure to provide the service/repair ticket may be cause for delay in payment for services performed.

Preventive maintenance reports shall include a checklist with results. Any results found to be out of calibration shall be reported. Service reports shall be sent to the COR electronically at CHYBioMed@va.gov.

IV. SPECIAL WORK REQUIREMENTS

Response time: contractor shall respond by telephone for initial diagnostics within two mailto:CHYBioMed@va.gov

(2) hours after notification. Contractor shall be on-site to make the repairs within twenty-four (24) hours of an originating call for emergency service and shall restore equipment to full performance (OEM-Specifications) within seventy-two (72) hours of the origination of call.

V. TRAINING REQUIREMENTS

OEM training certificates for field service engineer shall be provided to the facility and kept on file in the contractor record.

VI. DOCUMENTATION REQUIREMENTS

Prior to starting work, the Contractor shall provide to the Contracting Officer Representative/Point of Contact COR/POC a written description and itemized checklist of preventive maintenance actions which shall be performed on each individual piece of equipment to include electrical safety. Per American Advancement of Medical Instrumentation Copyright AAMI 2013, “Documentation of a hospital’s medical equipment management program is, in general, necessary to demonstrate compliance with the Joint Commission requirements during the triennial survey and during the Annual Periodic Performance Review.” “[Documentation] offers evidence that standards are being met… and is nothing less than the foundation of standards compliance.” “…documentation [shall] show that the inspection and maintenance strategies used for different equipment minimizes the clinical and physical risks.”

Biomedical Engineering, Biomed, maintains the medical equipment in the hospital and is tasked with assuring that the equipment remains in safe, fully functioning condition. Additionally, Biomed is tasked with the risk management associated patient care equipment and certain non-patient care equipment. “This equipment inspection reporting requirement is in keeping with the Cheyenne VA Medical Center policies and Joint Commission medical equipment management standards.”

A. Reports for any maintenance shall include the following at a minimum:

a. Name of contractor and field service engineer.

b. Description of problem/malfunction reported.

c. Date and time of the contractor’s arrival on station

d. To ensure NIST traceability, type, model, and serial number(s) of all test instruments used to perform maintenance shall be annotated on report.

e. Total time of performance period- start and end time- equipment downtime and hours on-site for service call, excluding travel time.

f. Detailed narrative describing the reason for service to include malfunction and remedial actions.

g. Complete list of parts replaced, and system repaired.

h. Date and time equipment were returned to serviceability.

i. VA purchase order number(s) covering the call if outside normal working hours and authorized by Contracting Officer.

These reports shall be provided to the COR/POC within 5 working days of completion of the inspection.

VII. SECURITY

A. Upon arrival at the Medical Center, Contractor shall report to VA Police Dispatch Office to sign in and receive a temporary badge. Contractor shall notify Biomed that they have arrived on-site. Upon completion of service, the Contractor shall return the temporary badge to the Police dispatch office.

VIII. INFECTION CONTROL

There is a potential for exposure to bloodborne pathogens or other infectious materials throughout this facility. Contract personnel shall wear appropriate Personal Protective Equipment and are informed that “Universal Precautions” shall be used (i.e. hand washing protective aprons, gloves, goggles, etc.).

IX. CONTRACTOR QUALIFICATIONS:

Contract personnel shall be fully qualified and competent for the equipment which they are servicing. Should additional contracted subject matter experts be required to perform a repair, services rendered are covered within this agreement. The VA will not assume any additional costs without the approval of the contracting officer. Certificates of OEM factory equipment training or a statement of proficiency concerning specific on-the-job equipment repair training signed by the Regional Manager will also be provided to the COR/POC prior to performing any services.