Attachment 3 - Statement of Work_36C26226Q0309_0002.pdf
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- 36C26226Q0309_0002
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Statement of Work Summary: Preventative Maintenance and Repair of Anesthesia Equipment
This is a Statement of Work for the New Mexico Veterans Affairs Healthcare System (NMVAHCS) requiring preventive maintenance and repair services for government-owned anesthesia equipment used in patient care. The contractor shall perform preventive maintenance inspections including complete equipment inspection, vaporizer efficacy testing, and calibration on three equipment types: Carestation 650s and Avance CS2s require semi-annual preventive maintenance; Carescape Respironics Modules require annual preventive maintenance; and LCS vaporizers require semi-annual efficacy testing. The contractor is responsible for all repair services on Carestation 650s, Avance CS2s, and Carescape Respironics Modules, including parts, labor, and travel. Original Equipment Manufacturer (OEM) parts must be used exclusively; refurbished and non-OEM parts are not authorized. The contractor shall provide next-day shipping for required parts through its parts depot and must deliver replacement or loaner equipment within 48 hours if a unit cannot be repaired. Service technicians must be OEM-certified, and the contractor shall provide Field Service Reports within two weeks of all service activities detailing dates, technician name, equipment identification, complaint description, services performed, parts installed, and labor hours.
The contractor must respond to emergencies within 4 hours and operate during normal hours of 7:00 a.m. to 4:00 p.m. Mountain Time, Monday through Friday. Work outside normal hours requires Contracting Officer approval and modification funding. The contract includes two OEM technical training sessions each for Carestation 650 and Avance CS2 models at the GE Healthcare Institute in Waukesha, Wisconsin, with one individual trained during the base year and one during Option Year One. The contractor provides unlimited telephone technical support with response within four hours, and for emergency or additional work, quotes must be submitted for Contracting Officer approval prior to service. All equipment serviced must be verified as fully functional before return. The facility is located at 1501 San Pedro Drive SE, Albuquerque, NM 87108, and all Field Service Reports must be emailed to ABQBIOMED@va.gov. The contract period is one base year plus four one-year options, covering 48 equipment units including 8 Avance CS2 systems, 11 Carestation 650 A1 systems, and 29 E-SCAIO-00 Respiratory Modules with specified serial numbers and warranty end dates.
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Attachment Three: Statement of Work
1. Contract Title: Preventative Maintenance and Repair of Anesthesia Equipment
2. Background: The New Mexico Veterans Affairs Healthcare System (NMVAHCS) requires preventive maintenance and repair of Government—Owned Anesthesia Equipment directly used for patient care. Note: The term “facility” within this statement of work references the New Mexico Veterans Affairs Healthcare System.
3. Scope of Work: The contractor shall be responsible for preventive maintenance on all anesthesia equipment listed in this contract. Reference enclosed equipment listing and SOW for quantities and details in section 11.
a. Each preventive maintenance inspection will include a complete inspection, vaporizer efficacy testing, and calibration of each unit as described in the Preventative Maintenance Section of the current associated equipment Service Manual that will be provided to the Contractor.
b. The preventative maintenance inspection is to be scheduled with the Program Point of Contact and should be in accordance with the manufacturer’s recommendation. Any parts that are needed to perform the preventative maintenance will be provided by the Contractor.
i. The Carestation 650s and Avance CS2s will receive semi-annual preventative maintenance.
ii. The Carescape Respironics Modules will receive annual Preventative Maintenance.
iii. The LCS vaporizers will undergo an efficacy test semi-annually.
c. The Contractor shall be responsible for repair services on the Carestation 650s, Avance CS2s and Carescape Respironics Modules including all parts, labor and travel required to repair the units to manufacturer specified functioning levels.
i. Original Equipment Manufacturer (OEM) parts must be used for all repairs and preventative maintenance. Refurbished and non-OEM parts are not authorized.
d. The contractor shall provide next day shipping to the facility for any parts required for repairs or preventative maintenance for the equipment through the Contractor’s parts depot.
i. The Contractor shall provide the facility with prefilled shipping labels.
e. The Contractor shall respond within 4 hours to any emergency that arises regarding the equipment.
f. The Contractor shall send a replacement or loaner if the unit cannot be repaired and send it back to the facility within 48 hours.
g. The Contractor shall not replace the equipment in section 11 with another without Contracting approval and all changes must be noted through a contract modification. The location of this equipment is found in section 8 of this SOW.
h. The Contractor shall verify that the equipment that was serviced is fully functional before sending it back to the facility.
i. The Contractor shall deliver a hard copy or electronic copy of a Field Service Report that delineates the service performed and confirms quality assurance tests results to the facility, refer to section 5 for additional details.
j. Service technicians shall be certified by the OEM to perform preventative maintenance, inspection and repairs on the enclosed specified equipment. The Contractor shall provide documentation/copy of certification upon request.
k. This contract shall provide for the addition and removal of equipment covered in the scope of services. The Contractor shall not remove any hard drives off station without prior approval from the Program Point of Contact.
l. The Contractor shall provide a total of two OEM Technical Training Sessions for Biomedical Staff, focusing on basic servicing and troubleshooting of the Carestation 650 model. These sessions will take place in a classroom setting at the GE Healthcare Institute, located at 3114 N.
Grandview Blvd., Waukesha, WI 53188. All relevant training materials will be provided by the Contractor, while GE will issue certifications of completion to the participants. A total of two individuals will be trained, one during the base year of the contract and the other during Option Year One, travel is not included.
m. The Contractor shall provide two OEM Technical Training Sessions for Biomedical Staff, focusing on basic servicing and troubleshooting of the Avance CS2 Model. These sessions will take place in a classroom setting at the GE Healthcare Institute, located at 3114 N. Grandview Blvd., Waukesha, WI 53188. All relevant training materials will be provided by the Contractor.
GE will issue certificates of completion to the participants. A total of two individuals will be trained, one during the base year and the other in Option Year One, travel not included.
4. Over and Above Repairs/Emergency Maintenance:
a. The Contractor shall provide unlimited telephone technical support and onsite service calls.
These service calls shall be used for any maintenance or repair service as determined by Biomedical Engineering.
b. Telephone Response Time: The Contractor's Field Service Engineers (FSE) or Technical Support must respond by phone to Biomedical Engineering within four (4) hours after receipt of telephone notification between the hours of 7:00 am to 4:00 pm Mountain Time, Monday through Friday.
c. Any emergency or additional work that needs to be performed must be approved through an executed contract modification signed by the Contracting Officer.
d. The Contractor shall provide an on-schedule quote to both the CO and Program Point of Contact for review and consideration. Additional funding will be provided by the facility through an executed contract modification.
e. Once an emergency modification has been issued to the contractor, the FSE shall be on site within 48 hours of modification emergency notification.
5. Field Service Reports shall be provided to the Biomedical Engineering Department, New Mexico Veterans Affairs Healthcare System located at section 8 of this SOW, within two weeks of service for all service activities including preventive maintenance, emergency repairs, and safety inspections, and shall contain the following information:
a. Date(s) and period of service.
b. Name of Technician who performed service.
c. Complete description of equipment serviced including model number and serial number.
d. A statement of the complaint that initiated the service call.
e. Complete description of equipment services performed including upgrades, updates and software changes made.
f. Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable.
g. Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair.
All field service reports for equipment located at the New Mexico Veterans Affairs Healthcare System shall be emailed to ABQBIOMED@va.gov. Failure to carry out the above procedures shall be considered as a failure to document the service visit and shall constitute a failure to perform.
6. Security:
a. Security Requirements for Unclassified Information: The Contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security that are delineated in this contract.
b. The contractor is required to obtain the Contracting Officer’s approval prior to engaging in any contractual relationship in support of this contract requiring the disclosure of information, documentary material, and/or Program Point of Contact generated under or relating to this contract. The contractor is required to abide by Government and facility guidance for protecting sensitive and proprietary information.
c. Upon arrival to the facility, the Contractor shall check in with Biomed prior to performing any service. Please contact the program point of contact in section 8 to check in procedures.
7.
Guarantee:
The contractor shall guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days.
8. Places of Performance:
Delivery of services shall be coordinated through Biomedical Engineering located at:
New Mexico VA Health Care System 1501 San Pedro Dr. SE Albuquerque, NM 87108
Program Point of Contact: To be determined upon award
9. Hours of Coverage:
a. Normal hours of coverage are Monday through Friday from 7:00 am to 4:00 pm local time. All service/repairs shall be performed during normal hours of coverage unless requested or approved by the Program Point of Contact.
b. Work performed outside the normal hours of coverage shall be approved by the Contracting Officer. Funding for services that are outside the normal coverage hours or on holidays shall have approved modification prior to any service being allowed. If services are conducted outside of normal hours of coverage are requested for the sole convenience of the contractor, no additional cost to the Government shall be allowed and must be coordinated with the Program Point of Contact.
NOTE: All hardware/software modifications, upgrades, updates, enhancements, installations et, for the enclosed inventory listing shall be scheduled and performed during normal hours of coverage at no additional charge to the government.
c. Federal Holidays observed are located at the following link:
https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/
10. Period of Performance: One base year plus four one-year options.
11. Equipment Inventory Listing to be Supported:
Table 1
L/I SYSTEM SERIAL# EE# VAHCS Warranty end
i. AVANCE CS2 APKA01838 108139 NMVAH
CS
4/6/2023
ii. AVANCE CS2 APKA01839 109032 NMVAH
CS
4/6/2023
iii. AVANCE CS2 APKA01840 109029 NMVAH
CS
4/6/2023
iv. AVANCE CS2 APKA01841 108135 NMVAH
CS
4/6/2023
v. AVANCE CS2 APKA01842 109030 NMVAH
CS
4/6/2023
vi. AVANCE CS2 APKA01843 109031 NMVAH
CS
4/6/2023
vii. AVANCE CS2 APKB00232 108269 NMVAH
CS
4/6/2023
viii. AVANCE CS2 APKB00233 108270 NMVAH
CS
4/6/2023
ix. CARESTATION 650 A1 SM720150104M A
100568 NMVAH
CS
11/4/2022
x. CARESTATION 650 A1 SM720150106M A
100573 NMVAH
CS
11/4/2022
xi. CARESTATION 650 A1 SM720150107M A
100580 NMVAH
CS
11/4/2022
xii. CARESTATION 650 A1 SM720150108M A
100567 NMVAH
CS
11/4/2022
xiii. CARESTATION 650 A1 SM720150110M A
100565 NMVAH
CS
11/4/2022
xiv. CARESTATION 650 A1 SM720150114M
A 100570 NMVAH
CS
11/4/2022
xv. CARESTATION 650 A1 SM720150118M
A 100574 NMVAH
CS
11/4/2022
xvi. CARESTATION 650 A1 SM720150124M
A 100577 NMVAH
CS
11/4/2022
xvii. CARESTATION 650 A1 SM720150125M
A 100576 NMVAH
CS
11/4/2022
xviii. CARESTATION 650 A1 SM721390018M A
107502 NMVAH
CS
11/4/2022
xix. E-SCAIO-00, RESPIRATORY MODULE
SGV20080152H
A
NMVAH
CS
4/6/2023
xx. E-SCAIO-00, RESPIRATORY MODULE
SGV20090014H
A NMVAH
CS
4/6/2023
xxi. E-SCAIO-00, RESPIRATORY MODULE
SGV20090062H
A NMVAH
CS
4/6/2023
xxii. E-SCAIO-00, RESPIRATORY MODULE
SGV20090066H
A NMVAH
CS
4/6/2023
xxiii. E-SCAIO-00, RESPIRATORY MODULE
SGV20090143H
A NMVAH
CS
4/6/2023
xxiv. E-SCAIO-00, RESPIRATORY MODULE
SGV20100015H
A NMVAH
CS
4/6/2023
xxv. E-SCAIO-00, RESPIRATORY MODULE
SGV20100075H
A NMVAH
CS
4/6/2023
xxvi. E-SCAIO-00, RESPIRATORY MODULE
SGV20100085H
A NMVAH
CS
4/6/2023
xxvii. E-SCAIO-00, RESPIRATORY MODULE
SGV20100102H
A NMVAH
CS
4/6/2023 xxviii. E-SCAIO-00, RESPIRATORY MODULE
SGV20110003H
A NMVAH
CS
4/6/2023
xxix. E-SCAIO-00, RESPIRATORY MODULE
SGV21450044H
A NMVAH
CS
11/4/2022
xxx. E-SCAIO-00, RESPIRATORY MODULE
SGV21450047H
A NMVAH
CS
11/4/2022
xxxi. E-SCAIO-00, RESPIRATORY MODULE
SGV21450052H
A
NMVAH
CS
11/4/2022
xxxii. E-SCAIO-00, RESPIRATORY MODULE
SGV21450066H
A
NMVAH
CS
11/4/2022 xxxiii. E-SCAIO-00, RESPIRATORY MODULE
SGV21450185H
A
NMVAH
CS
11/4/2022
xxxiv. E-SCAIO-00, RESPIRATORY MODULE
SGV21450214H
A
NMVAH
CS
11/4/2022
xxxv. E-SCAIO-00, RESPIRATORY MODULE
SGV21460004H
A
NMVAH
CS
11/4/2022
xxxvi. E-SCAIO-00, RESPIRATORY MODULE
SGV21460009H
A
NMVAH
CS
11/4/2022
xxvii. E-SCAIO-00, RESPIRATORY MODULE
SGV21460301H
A
NMVAH
CS
11/4/2022 xxviii. E-SCAIO-00, RESPIRATORY MODULE
SGV21460302H
A NMVAH
CS
11/4/2022
12. Acronyms:
a. BAA - Business Associate Agreement
b. CO - Contracting Officer. The Federal employee who is warranted by the Government to enter into contracts on behalf of the Government and is the only person authorized to make changes to those contracts
c. PROGRAM POINT OF CONTACT - Contracting Officer's Representative. Individual designated by the CO to place orders, furnish technical guidance, advice, certify invoices, and provide general supervision of the work performed under the executed contract
d. FSE - Field Service Engineer
e. GMP - Good Manufacturing Practice
f. HIPAA - Health Insurance Portability and Accountability Act of 1996
g. IPRM - Information Protection Risk Management
h. ISA - Interconnection Agreement
i. ISO - International Standards Organization
j. MOU - Memorandum of Understanding
k. NMVAHCS – New Mexico Veterans Affairs Healthcare System
l. OEM - Original Equipment Manufacturer
m. PM - Preventive Maintenance
n. SOW – Statement of Work
o. SME - Subject Matter Expert
p. VAMC-Department of Veterans Affairs Medical Center
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