Attachment 2 - Statement of Work 2p.pdf

Phoenix Area IHS Maintenance and Repair of Audiology Equipment Phoenix Area IHS Service Units

IHS1428618 75H71221Q00023

Statement of Work (SOW)

Project Title: Phoenix Area IHS Audiology Equipment Preventative Maintenance and Repair Service Contract

1. Introduction and Background

The Indian Health Service (IHS), Phoenix Area Office (PAO) Department of Acquisition (DAM), is procuring for a Contractor to provide Preventative Maintenance (PM) and Calibration Services for the audiology equipment at the PAO Service Units. To ensure that the audiology equipment provides reliable and consistent results with minimum downtime, it is necessary to obtain annual Preventative maintenance and calibration services by field service engineers with specific technical expertise and manufacturer-certified replacement parts. The services are required to ensure equipment is maintained to operating specification which meet or exceed manufacture’s specification and receives the latest software version upgrades.

2. Objective

The Contractor shall provide qualified personnel to perform a comprehensive on-site visit to each Phoenix Area Service Unit that includes inspection, preventative maintenance, calibration service, and software maintenance of audiology equipment. There are currently over 40 audiology instruments located within the Phoenix Area Indian Health Service (see Section 11 for complete inventory list). The audiology equipment types in service include, but are not limited to, sound booths, audiometers, and hearing aid test devices. All audiology equipment types require specialized calibration services by certified technicians to ensure the acoustical, electrical, and mechanical properties of the device are correct. Calibration services are required on an annual basis in compliance with original equipment manufacturer specifications, ANSI (American National Standards Institute) standards, and/or current NASED (National Association of Specialized Equipment Dealers) specifications where applicable. Required annual maintenance checks include but are not limited to verifying mechanical and electrical integrity, permissible ambient noise levels, and decibel level deviation. The Contractor shall meet or exceed the manufactory specification requirements, National Fire Protection Association (NFPA) 101, 99, and the Standards for Health Care Facilities and Environment of Care (EC.02.04.01, EC.02.04.03) Joint Commission Standards.

The Contractor shall provide valid documentation of National Association of Specialized Equipment Dealers (NASED) and Hearing Instrument Manufacturers’ Software Association (HIMSA) certification at the time of solicitation.

3. General Requirements

The services/work that the Contractor shall provide specifically includes those described or specified herein. However, the performance as described and specified shall not be deemed to constitute a detailed specification having the effect of excluding other needed work not specifically mentioned that will be necessary for the successful completion of this project as generally described. The Contractor is required to furnish all service necessary to successfully fulfill the overall objectives set forth in the contract.

Complete mechanical and electrical Preventative maintenance and calibration services shall be provided by the Contractor for Government-owned Audiology Equipment.

The Contractor shall maintain a current list of instruments covered by this contract and shall provide an updated list to the Contracting Officer Representative (COR) upon request. This list must include the following information for each covered instrument; description, model number, serial number, IHS property number (if applicable), location of instrument (room number), end user, and responsible contact.

Phoenix Area IHS Service Units

IHS# 1428618

Contractor personnel shall check-in with the PAO Service Units Bio-Medical Department or Engineering Department before beginning any work. Contractor shall call or email PAO Service Unit to locate the Bio-Medical department.

The contractor shall provide all maintenance, inspection, certification and/or calibration services, and relocations during normal operating hours Monday through Friday from 8:00 a.m. to 4:30 p.m. excluding the weekend and federal holidays.

Service schedule shall be agreed to by the contractor and the designated COR. There is no need for emergency repair services before 8:00 a.m. or after 4:30 p.m. weekdays and weekends.

The Contractor shall remove all trash, discarded parts, dunnage, and other material from areas immediately after completion of Preventative maintenance and/or repair. Government-owned dumpsters may be used for disposal of this nonhazardous waste material. The general area shall be left in a clean and orderly condition free of any foreign material caused by the Preventative maintenance or repair activities.

The contractor shall provide a minimum of one (1) Preventative maintenance on-site visit for all audiology equipment (see Section 11) and for all listed Government-owned instruments consistent with standards for workmanship and materials prevailing in the trade. The contractor must guarantee minimum of 48 hours on-site response time from the notification of needed repair. The contractor shall furnish all necessary tools, consumables, software and test equipment to pursue the fulfillment of work performed under this Statement of Work.

4. Contractor Personnel Requirements

The Contractor shall provide trained personnel with experience in Preventative maintenance and calibration of the audiology equipment types listed herein. Personnel must be qualified to perform the required Preventative maintenance services and calibration services for all listed equipment (see Section 11), and to properly install relocated instruments. In the event the service representative is unable to rectify the situation, the Contractor shall provide a senior service engineer, or like, to resolve any problems. All workmanship performed by the Contractor shall be of acceptable industry standard quality and shall be immediately rectified at no additional cost to the Government upon notification of non-acceptability by the Government. Valid documentation of technician’s training and current manufacturer’s authorization to perform technical support/PM/calibration on the items listed in Section 11 shall be submitted with the offer.

5. Contractor Requirements

The Contractor shall provide all needed supplies, parts, materials, equipment, and tools that are necessary for the performance of the contract requirements. The Contractor shall be held responsible for the cost of any repairs cause by negligence and abuse on his/her part. The Contractor shall be responsible for the cost for safeguarding all Government property that will be serviced under this contract. If applicable, the Contractor shall be responsible for replacing, purchasing, and disposing of bio-hazardous sources, and shall consider such services a regular part of this contract.

6. Specific Requirements and Tasks

The Contractor shall provide the following services:

6.a. Preventative Maintenance

The Contractor shall provide calibration and Preventative maintenance services by certified technicians to ensure the acoustical, electrical, and mechanical properties of the audiology device re correct correct. Calibration and Preventative maintenance services provided shall be in compliance with original equipment manufacturer specifications, ANSI (American National Standards Institute) standards, and/or current NASED (National Association of Specialized Equipment Dealers) specifications where applicable. The instruments shall be inspected and all necessary adjustments made at the time of inspection or call. To continue proper performance, the units shall be checked completely for parts that may need to be replaced, reassembled, adjusted, and thoroughly tested. Inspections by the Contractor are to be made in accordance with model specific Preventative maintenance checklists to assure maintenance in accordance with original factory specification. A copy of Preventative maintenance checklists shall be provided to the Government as part of the Contractor’s technical proposal. The Contractor shall utilize the Master-Cal system to ensure precise calibrations and provides full documentation that meets national requirements.

The Contractor shall provide upgrades and updates for the Noah integrated hearing software in accordance with the Hearing Instrument Manufacturers’ Software Association recommendations.

The Contractor shall furnish all necessary personnel, labor, facilities, equipment, parts, materials, and supplies to provide the required technical support and expertise for Preventative maintenance, inspection, repair, and relocation of Government- owned audiology equipment located at each facility.

Each piece of equipment to be maintained has been identified by the manufacturer serial number. Prior to the removal or replacement of the equipment, advance approval must be given by the COR or designee. If the equipment is to be temporarily removed or temporarily replaced by the Contractor for the purpose of repair, it shall be the responsibility of the Contractor to contact the COR or designee. The Contractor must identify all information on the replacement equipment, such as generic name of item, manufacturer, type/model, serial number, etc. to the COR or designee.

The Contractor must complete the PM’s and submit the paper work to the COR or designee for equipment scheduled to receive service by the 7th day after services is performed. The Contractor shall perform Preventative maintenance procedures as described in checklists that are provided to the Government as part of the Contractor’s technical proposal.

The Contractor shall provide the COR or designee with a Preventative Maintenance Service Report upon completion of the Preventative maintenance.

The Contractor shall notify the PAO Service Unit users and COR or desingee at least forty eight hours in advance of making Preventative maintenance inspections, and shall confirm that the schedule work will be performed at a time convenient to the user.

The Contractor shall perform annual and preventative maintenance services on time in compliance with OEM requirements and The Joint Commission Standard (EC.02.04.03). Annual is defined as 12 months from the previous occurrence, plus or minus 30 days. Semiannual as six months from the previous occurrence, plus or minus 20 days.

6.b. Initial Inspection

The Contractor shall provide initial/incoming inspection services for new audiology equipment. Initial and incoming inspection services provided shall be in compliance with original equipment manufacturer specifications, ANSI (American National Standards Institute) standards, and/or current NASED (National Association of Specialized Equipment Dealers) specifications where applicable. The instruments shall be inspected and all necessary adjustments made at the time of inspection or call. To continue proper performance, the units shall be checked completely for parts that may need to be replaced, reassembled, adjusted, and thoroughly tested. Inspections by the Contractor are to be made in accordance with model specific Preventative maintenance checklists to assure maintenance in accordance with original factory specification.

6.c. Repair

In the event a medical device fails its Preventative Maintenance Inspection, the Contractor shall generate a “Corrective Action” work order to document that the device must be repaired and tested before the device can be returned to service.

Prior to the contractor performing work on the “Corrective Action” work order, the local Point of Contact (POC) or COR will determine whether the repair will be performed locally or assigned to the Contractor to complete. If the “Corrective Action” work order is assigned to the contractor, the BESS or POC will contact the COR to develop a Service Request Task Order that will include the minimum handling and a troubleshooting charge plus shipping. This charge shall be defined by the Contractor prior to the award of the contract.

After troubleshooting the audiology device, the Contractor shall provide a cost estimate to the COR. If approved, the COR will have the original Task Order modified to reflect the total cost of the repair and return shipping cost to complete the task. When the device is returned to service, and the service report with invoice is received, payment of the Task Order will be processed and the associated Computerized Maintenance Management System (CMMS) work order will be “Closed” by the COR. If for any reason a change is required to the existing Task Order, the COR, or his designate must be immediately contacted at 602-363-5058 with the appropriate equipment information and dollar amount. The COR verifies with the financial budget analyst that the funds are available. The COR emails the Contract Officer: 1) work to be done, 2) dollar amount, 3) verification of funds, and 4) Period of Performance. Only after the Contracting Officer emails the COR with a positive response, the COR can approve the change to the Task Order. The COR must follow up the change with a formal modification to the Task Order.

The Contractor shall state the equipment cannot be repaired due to excessive damage, software incompatibility, end of life issues, parts no longer available or supported, or repair cost exceeds 50% of original purchase cost. The Contractor shall recommend a replacement device/technology and generate a GSA or equivalent cost estimate for the replacement of said device. If approved, the COR will have the original Task Order modified to reflect the total cost of the repair and return shipping cost to complete the task. Only after the Contracting Officer emails the COR with a positive response, the COR can approve the change to the Task Order, if required. The contractor shall take the device out of service and deliver to the local biomedical equipment support specialist or property officer for proper disposal.

6.d. Replacement Parts and Supplies

All necessary materials, removal, and disposal of bio hazardous materials (if applicable) for maintenance of the instruments listed herein shall be furnished at no additional cost to the Government.

6.e. Relocations

The Contractor, at the request of the COR or designee, shall provide the necessary services to relocate equipment covered by this contract. The Contractor shall uninstall, relocate, and reinstall such instruments at the new location and assure the end user that the instrument is operating at optimum capacity. Whenever possible, the Contractor shall combine the Preventative maintenance inspection with the installation of the instruments following relocation.

6.f. Reporting Requirement and Deliverables

1. Service Reports – Delivery Tickets: The Contractor shall instruct its service representatives to obtain a signature from the COR or designee official responsible for the equipment on a service report upon completion of each service call. A copy of the signed service report shall be left with the COR or designee official responsible for the equipment under Preventative maintenance and repair. The Contractor shall also forward copies of the Preventative Maintenance, Repair Service, and Relocation Service Reports to the COR by the 7th day after service is performed. However, Emergency Maintenance Service Reports shall be forwarded to the COR within 10 working days after completion of the service. At a minimum, Service Reports should include the following:

A. The Model Number, Serial Number, IHS Property Decal Number (if applicable), Responsible End User

Name, Location, Date of Service, General Condition, Manufacturer, Estimated Age, Production Status, Technician Name, and a description of the service performed (i.e. calibration, parts replaced, etc.).

2. Certifications of Calibration: The Contractor shall provide individual, digital copies of Certificates of Calibration to COR or designee no later than 30 days after services performed. The certificates shall include the following:

A. The Model Number, Serial Number, IHS Decal Number (if applicable), Responsible End User Name, Location, Technician Name and Date of Calibration, All test results including Pass/Fail assessments and measurements with tolerance values. The certificate shall also include the manufacturer specifications and/or current ANSI/NASED standards upon which the device is calibrated.

3. Invoices: The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. A copy of the invoice shall be emailed to the COR or designee. An invoice must include the following:

A. Name and address of the Contractor;

B. Invoice date and number;

C. Contract number, line item number and, if applicable, the order number;

D. Requisition number E. Description, quantity, unit of measure, unit price and extended price of the items delivered;

F. Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

G. Terms of any discount for prompt payment offered;

H. Name and address of official to whom payment is to be sent;

I. Name, title, and phone number of person to notify in event of defective invoice; and J. Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

K. Electronic funds transfer (EFT) banking information.

a. The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

b. If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer— System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

c. EFT banking information is not required if the Government waived the requirement to pay by

EFT.

L. Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

6.g. Inspection

The Contractor shall establish an inspection system covering the equipment stated in this Statement of Work. The Contractor shall maintain a history file on all Preventative maintenance, repairs, relocations and inspections conducted.

The history file shall be the property of the Government and shall be maintained by the Contractor and turned over to the COR upon completion of the contract.

6.h. Inventory

The Contractor shall perform an inventory of all equipment covered on the contract. An inventory list with general condition, manufacturer, model number, serial number, estimated age, production status, and parts added shall be provided to PAO HIS upon request and after the on-site visit.

6.i. Quality Assurance

The Government will monitor the Contractor’s performance under this contract and shall retain the right to perform unscheduled inspections, as it deems necessary. Furthermore, the Government retains all rights provided by the FAR (Federal Acquisition Regulations) clause entitled “Inspection of Services – Fixed Price” and any other inspection clause, which may be specified in the contract.

6.j. Safety Precautions/ Bio-Hazard Safety

All system, either mechanical or electrical that must be deactivated before servicing shall be rendered by whatever disconnect or shut-off means are provided. Each deactivated system shall be properly “tagged-out” to prevent accidental reactivation. The PAO Service Unit Bio-Medical Department will furnish “tag-out” procedures and tags. The Government shall be responsible for removing the contents of any equipment and ensuring it is biologically safe. If applicable, the Contractor shall notify the PAO Service Unit Bio-Medical Department and Safety Officer before removing any bio-hazardous material. If applicable, the Contractor is responsible for removing and disposing of all hazardous materials/sources.

6.k. Servicing Stickers

The Contractor Service Representative shall affix a sticker to each instrument each time that service is performed on the instrument. The sticker shall have the following information: Contractor Name & Contract Number, Instrument Serial Number, Service Representative Name/Telephone Number, and Date of Service.

7. Schedule and Notification, Government Responsibility

The COR or designee will ensure that the service personnel have government issued badges to gain access to the PAO Service Unit facility and any equipment or instrument to be serviced 48 hours prior to beginning services and upon completion.

Contractor shall comply with IHS visitation policy.

1. Before performing services the Contractor personnel shall report to the PAO Service Unit Biomedical Department at the beginning and end of their entire visitation at the facility, to sign-in and receive a facility “Guest” badge.

2. The contractor shall report to the Facilities and/or Biomedical Department at the beginning of each visitation for a wellness screening prior to start of work due to Covid-19 response.

3. The Contractor shall comply with the Executive Order on Protecting the Federal Workforce and Requiring Mask- Wearing.

4. The Contractor shall be authorized to park only in areas opened to the public.

5. The Contractor shall be allowed minimal use of government space to store supplies and/or equipment as required under this contract.

6. The Contractor shall be responsible for any repair or damage incurred to the building system as a result of contractor errors or poor workmanship.

8. Instrument Condition, Government Responsibility

The instruments to be covered by this contract have been under continuous maintenance following the expiration of the respective warranties. The instruments shall, therefore, be considered to be at an acceptable level of upkeep to the Government at the commencement of this contract.

9. Inspection and Acceptance Criteria, Government Responsibility

The COR will monitor the Contractor’s activities and accomplishments and will indicate acceptance or non-acceptance of the deliverable. The deliverables identified in this scope of work will be inspected and either approved or, if they are not acceptable, rejected by the COR. Such inspections will occur within thirty workdays after the COR receives the deliverable.

10. Definitions

The definitions listed below are the special terms and phrases used in this Performance Work Statement or elsewhere in the contract document. The purpose of the contract, all definitions will apply throughout.

a. Preventative Maintenance (PM) – scheduled checks and services (to include adjustments, cleaning, calibration, inspection, parts replacement and equipment servicing) of installed equipment at intervals recommended by the manufacturer or standards within the industry to ensure proper and efficient operation with minimum breakdowns, deterioration, or other deficiencies.

b. Repair Service – the restoration of failed or failing Government-owned property to its intended capacity or use.

c. Relocations - the uninstall, relocation, and re-installation of moved instruments from its existing location to a new location and assurance that the instrument is operating at optimum capacity.

11. Audiology Equipment Inventory

The audiology equipment listed below are located throughout the Phoenix Area. Each device shall receive complete Preventative maintenance, calibration service, and repair service as needed by the Contractor’s certified technical experts.

PHOENIX INDIAN MEDICAL CENTER

MANUFACTURER MODEL

SERIAL

NUMBER BIOMED NUMBER ASSET NUMBER

AUDIOSCAN VERIFIT 2 C2149 40PIB-83820 40-62725

Grason-Stadler AUDIOSTAR PRO GS0047870 40PIB-80209 40-60361 Grason-Stadler AUDIOSTAR PRO GS0051164 40PIB-80207 40-60360 Grason-Stadler AUDIOSTAR PRO HF GS0047870hf None None Grason-Stadler AUDIOSTAR PRO HF GS0051164hf None None Grason-Stadler TYMPSTAR PRO GS0085763 40PIB-84876 40-73771 Grason-Stadler TYMPSTAR PRO GS0084248 40PIB-84877 40-73772

INTERACOUSTICS TITAN 0967139 40PIB-84634 40-69295

INTERACOUSTICS TITAN 0969004 40PIB-84639 40-69292

INTERACOUSTICS TITAN 0969014 40PIB-84637 40-69294

INTERACOUSTICS TITAN 0969016 40PIB-84640 40-69291

INTERACOUSTICS TITAN 0969017 40PIB-84636 40-69293

MEDRX AVANTARC ARCQK035C2 40PIB-84642 None MEDRX AVANTARC ARCQK037C2 40PIB-84641 None MEDRX AVANTARC ARCQK069C2 40PIB-84635 None MEDRX AVANTARC ARCQK099C2 40PIB-84638 None

MEDRX AVANTARC ARDCQK051C2 40PIB-84643 None IAC 1605ACT Unknown 40PIB-83823 None IAC 1605ACT Unknown 40PIB-83824 None

MADSEN HIPRO 244291 None 102-00326

WHITEIRIVER INDIAN HOSPITAL

MANUFACTURER MODEL

SERIAL

NUMBER BIOMED NUMBER ASSET NUMBER

AUDIOSCAN VERIFIT 2 C3535 40WRB-301445 None Grason-Stadler AUDIOSTAR PRO GS0077561 40WRB-301444 None Grason-Stadler TYMPSTAR PRO GS0077082 40WRB-301443 None

INTERACOUSTICS EP25 0965078 None None INTERACOUSTICS TITAN 0966390 None None INTERACOUSTICS TITAN OAE 0966390oae None None

WELCH ALLYN 39501 GI5005025 None None WELCH ALLYN 39501 GI5005142 None None WELCH ALLYN 39501 GI5005163 None None Acoustic Systems RE142 Unknown None None

HOPI HEALTH CARE CENTER

SERIAL

NUMBER BIOMED NUMBER ASSET NUMBER

AUDIOSCAN RM500 6460 40KCB-HDL2188 40-36473

Grason-Stadler 18 GS0047727 40KCB-PHN2215 40-60527 Grason-Stadler 18 GS0047745 40KCB-PHN2217 None Grason-Stadler 18 GS0047747 40KCB-PHN2216 40-60528 Grason-Stadler 38V2 200011400 40KCB-HDL2141 40-30778 Grason-Stadler 61 20000108 40KCB-CE2163 40-29706

MAICO MB11 1250500 40KCB-IPD2213 40-50713

MAICO MB11 1253133 40KCB-OPD2024 40-50711

Acoustic Systems RE140 7x7 40KCB-OPD2059 None

FORT YUMA HEALTH CENTER

SERIAL

NUMBER BIOMED NUMBER ASSET NUMBER

Grason-Stadler Audio Star Pro GS0089291 40YUB-401711 None

Audioscan Verifit VF-2 C4613 40YUB-401712 None Grason-Stadler TympStar Pro GS0089308 40YUB-401713 None

Acoustic Systems RE143MC Unknown None None

12. Audiology Equipment Inventory

The Contractor shall provide audiology equipment services to the Phoenix Area locations.

Phoenix Area Service Unit Location (s)

Uintah-Ouray Service Unit Fort Duchesne PHS Indian Health Center 6822 E. 1000 S.

For Duchesne, UT 84026

Whiteriver Service Units

Whiteriver Indian Hospital - Fort Apache Indian Reservation 200 W Hospital Dr Whiteriver, AZ 85941-0860

Cibecue Health Center 2 West 3rd Street Cibecue, AZ 85911

Keams Canyon Service Unit

Hopi Health Care Center (HHCC) Hwy 246 Mile Marker 388 Polacca, AZ 86042

Phoenix Service Units

Phoenix Indian Medical Center (PIMC) 4212 North 16th Street Phoenix, AZ 85016-5319

San Lucy District/Gila Bend Health Center Gila Bend Health Center 1216 N 307 Avenue Gila Bend, AZ 85337

Colorado River Service Units

Parker PHS Indian Hospital 12033 Agency Road Parker, AZ 85344-7718

Peach Springs Health Center 943 Hualapai Way Peach Springs, AZ

Chemehuevi Clinic Chemehuevi Trail Rd Havasu Lake, CA 92363

Moapa Valley Clinic #10 Lincoln St Moapa, NV 89025

Fort Yuma Service Unit

Fort Yuma Health Center One Indian Hill Road Winterhaven, CA 92283

Elko Service Unit Elko Service Unit 515 Shoshone Circle Elko, Nevada 89801