Attachment 3 - Statement of Work_36C26226Q0957.pdf

STATEMENT OF WORK

1. Contract Title: Preventative Maintenance, Inspection, and Repair Services (Including Software) for the Linear Accelerator System

2. Background: The Long Beach Veterans Affairs Healthcare System (LBVAHCS) needs Preventative Maintenance, Inspection, and Repair (including software upgrades/updates) for the Linear Accelerator System used in radiation treatments of Patients.

3. Scope: The services to be provided by the Contractor under this agreement shall consist of furnishing all necessary parts, labor, transportation, system updates and upgrades, and services required to repair and maintain the Government-Owned Varian systems (hardware and software) listed below:

a. TrueBeam (EE# 140860; S/N: H194062) o PerfectPitch Couch Serial Number: HPR1594 o MLC 120 Serial Number: HMLA448 o MV Imager Serial Number: HXMD269 o KV Imager Serial Number: HXKD269 o RapidArc Delivery Serial Number: HRD5709 o TrueBeam Optical Imager Serial Number: HOID269

b. Clinac Trilogy (EE#: 100694; S/N: H294418) o MLC 80/120 Serial Number: H545158 o PV 1000 Serial Number: H812560 o OBI Serial Number: H082969 o CBCT Serial Number: H072969 o Treat Serial Number: H515126 o SRS / SRT Serial Number: H090501 o Rapid Arc Serial Number: HRD0286 o RPM Serial Number: H503536

c. VELOCITY GRID-Essentials: HVG2068

d. ARIA/Eclipse Essentials: HIT1875

e. TPS Eclipse Essentials: HIT1875

f. RGSC (Respiratory Gating System): HGS508Z

g. Service Level Service Agreement-Software Support

h. These Services also include Preventative Maintenance Services, Corrective Maintenance

Services, Software Updates, Software Upgrades, Operating Systems (OS) Upgrades, Firmware Patches, Telephone Technical Support, and Remote Technical Support.

4. Details of Work to Be Performed:

a. Telephone Clinical and Technical Support: Standard Hours: Monday through Friday, between 8:00am to 5:00pm, Pacific Time. Non-Standard Hours: Monday through Friday, 5:00pm-8:00am Pacific Time (PT) and all day Saturday and Sunday. The Contractor will provide technical telephone support to LBVAHCS regarding the operation of the Aria and Truebeam Systems.

5. Preventative Maintenance: Preventive maintenance inspections will be provided during the contract period. The scheduling of preventive maintenance inspections will be coordinated with the Program Point of Contact. Preventive maintenance inspections will be performed in a manner which clearly demonstrates that the equipment meets or exceeds all manufacturers’ technical performance specifications. Maintenance of all specified systems will include, but is not restricted to:

a. Cleaning of the equipment.

b. Reviewing operating system diagnostics to ensure the system is operating within its specifications.

c. Calibrating and lubricating the equipment.

d. Installing and maintaining all recommended updates.

e. Inspecting electrical wiring for wear and fraying.

f. It is the sole responsibility of the Contractor to perform all preventive maintenance inspections. The VA will not assume the responsibility of reminding the Contractor that a preventive maintenance inspection is due to be performed. If a PM is not performed within the month specified, the amount corresponding will be deducted from the Contractor’s payments. Preventive maintenance inspections will be performed on a weekday at a time set once the contract is awarded. The equipment user and Program Point of Contact must all agree to the recurring time set for preventive maintenance inspections. The Contractor must maintain an uptime guarantee of at least 97% on all equipment as specified by OEM service and safety guidelines withing the service agreement.

6. Remote diagnostics support during business hours for issues that cannot be resolved by telephone or email. This support must meet all VA Cyber-Security and PHI requirements and vetted/approved through the MOU/ISA between the VA and Contractor. This agreement can be requested through the Contracting Officer Representative.

7. Parts: The Contractor will supply, at its own expense, necessary factory-certified equipment manufactured parts, if replacement of the parts is required because of normal wear and tear, or outright failure or as otherwise deemed necessary by the Contractor.

8. Upgrades/Updates: Contractor shall provide all necessary software and hardware upgrades necessary for the continued operability of the Linear Accelerator System. This includes all mandatory and eligible upgrades. The Contractor will provide all necessary training associated with upgrades and updates. These upgrades will be scheduled during normal working hours defined in the Statement of Work and at no additional cost to the LBVAHCS.

9. Software Coverage: Software Releases. Access to generally released Software updates and patches for the Aria and Truebeam Systems and SmartConnect when available.

10. Labor: The Contractor will provide all labor associated with the repair of the equipment covered under the contract agreement. Inadequate or improper repairs performed by the Contractor will be correctly repaired at a time convenient to the VA at no additional expense to the VA. There will be no limitation to the number of labor hours provided within the stipulated timeframes of contract coverage.

11. Hours of Coverage: Normal hours of coverage will be Monday through Friday from 8:00am to 5:00pm (PT), excluding federal holidays. All services/repairs will be performed during stipulated hours of coverage unless requested or approved by Biomedical Engineering.

12. Response Times: The Contractor will acknowledge requests by telephone for service within thirty (30) minutes. The Contractor will be on site within four (4) hours of telephone acknowledgement of service request.

a. The Contractor will always contact the Biomedical Engineering Section, (562) 826-5977 before and after arrival at the site.

In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following National holidays are observed and for the purpose of this contract are defined as “Legal Federal official holidays”:

13. Federal Holidays observed are:

HOLIDAY DATE

New Year’s Day January 1 Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day November 26 Christmas Day December 25

14. On-Site Reporting Procedures:

a. The Contractor must report to the Biomedical Engineering Department (Building 5, Room 138) to sign the visitor logbook. In addition to signing-in, the Contractor personnel shall wear their VA issued badge and identify him/herself to the Using Service before proceeding to the job site.

b. For services to be performed outside normal working hours, the Contractor must obtain approval from the Biomedical Engineering’s Program Point of Contact prior to performing any after-hours’ work. If the afterhours request is approved, the Contractor must report to the Biomedical Engineering Department (Building 5, Room 138) to sign the visitor logbook and pick up a visitor badge. In addition to signing-in, the Contractor personnel shall identify him/herself to the Using Service before proceeding to the job site.

c. Prior to leaving the facility, the Contractor shall communicate status of equipment to the Using Service and sign out of the logbook in the Biomedical Engineering Department.

15. Documentation Instructions:

a. For Preventive Maintenance, the Contractor will provide a PM checklist to LBVAHCS Biomedical Engineering, listing each action taken to complete the maintenance.

b. Contractor will provide individual results which describe services performed (in sufficient detail to be acceptable to the field inspectors of The Joint Commission). The following information must be provided in each report:

i. Date of service

ii. Summary of problem and action taken

iii. Parts replaced

iv. Labor hours

v. Travel time

vi. Equipment serviced (description, Equipment ID #, serial number, etc.)

vii. Purchase order number

c. Note One: To ensure proper equipment history documentation, the Contractor will forward all preventive maintenance records within 5 working days of completion to Biomedical Engineering.

d. Note Two: This report must be approved and signed by Biomedical Engineering personnel or their representative. The service report must be provided to Biomedical Engineering within 5 business days of service provided. A copy of each report will be left with Biomedical Engineering. If Biomedical Engineering is not available to receive the service report (outside normal working hours), the service report will be left with the supervising official of the equipment that was serviced; the supervising official will forward the service report to Biomedical Engineering (138M) the next working day.

16. Contractor Submittals: Within fifteen calendar days after the contract award date, the

Contractor shall furnish two copies of its Preventative Maintenance Procedures which, shall be used during the Preventative Maintenance Service of this contract.

17. Contractor Qualifications: The Contractor shall be engaged full-time in the service and support of the equipment listed in the Statement of Work.

a. The Contractor shall have access to complete service manuals

b. The Contractor shall have access to software diagnostic keys

c. The Contractor shall, without exception, provide all hand tools, diagnostic test equipment, ladders, and anything else necessary to perform the work.

18. Contractor Badging:

a. Compliance with VA Handbook 0735 – HSPD-12 Program VA Handbook 0735 - HSPD- 12 Program VA Handbook 0735 - HSPD-12 Program. To comply with Department of Veterans Affairs (VA) Handbook 0735, Homeland Security Presidential Directive 12 (HSPD-12) requirements, the Prime Contractor shall coordinate with the Program Point of Contact regarding all site visits to LBVAHCS. Badges are mandatory for all Contractors entering the facility.

b. The Contractor is responsible for ensuring that all required information and documentation are submitted to the Program Point of Contact with sufficient lead time, 30 days, to allow for proper processing of badge requests. No contractor or subcontractor may begin work onsite without an approved badge, except under emergency conditions as outlined below.

c. Processing Time

i. Badge issuance may take up to 30 calendar days due to required background checks. The Contractor must begin coordination with the Program Point of Contact immediately upon contract award to avoid repair, service, or project delays.

d. Onsite Visits for Badging: Contractor personnel should anticipate at least two separate onsite visits:

i. One visit for fingerprinting.

ii. One visit to pick up the issued badge.

e. Mandatory Training

i. All contractors and subcontractors must complete mandatory training assigned through the VA’s electronic Training Management System (TMS) before badges are issued. This training typically requires approximately two (2) hours to complete. Badge issuance and retention are contingent upon successful completion of this training. Information is to be provided by assigned VA Biomedical Equipment Technician working with the Contractor for services.

f. Emergency Repairs Exception

i. In cases where an emergency repair or service is required and the Contractor or subcontractor has not yet been issued a permanent VA badge, a temporary day badge may be issued by VA Police, Bldg. 5, for that emergency only. The Contractor must still ensure that permanent badging is pursued without delay following the emergency event.

19. Period of Performance: Base year and four, one-year options.

20. Government Points of Contact:

a. Program Point of Contacts:

NAME PHONE NUMBER EMAIL

TBD TBD TBD

NAME PHONE NUMBER EMAIL

TBD TBD TBD