ATTACHMENT A SOW EPREDIA PM and SERVICE.doc

STATEMENT OF WORK (SOW)

The contractor shall provide all labor, personnel, equipment, tools, materials, supervision and other items necessary to provide annual preventive maintenance and corrective repair service on-site for the equipment and systems listed below for the New Mexico VA Health Care System (NMVAHCS) and as defined in this Statement of Work (SOW).

1. SERVICE/WORK TO BE PERFORMED:

· The contractor will perform on-site preventive maintenance (PM) inspection on equipment/systems as provided for in the contract agreement. PMs will be accomplished in accordance with the Original Equipment Manufacturer (OEM) recommendations. Must use OEM certified parts and service engineer/technicians must be OEM trained and authorized to work on all equipment included in agreement.

· Toll free support Technical Phone Support 24x7

· Unlimited service calls with on-site response within 48 hours (Monday to Friday 8:00 AM to 5:00 PM excluding holidays).

· All parts covered.

· Travel and labor included.

· Extensive preventive maintenance as needed based on usage. This includes a complete system check, test to assure the equipment is functioning according to factory acceptable standards, and replacement of worn parts due to normal use. The service representative will provide all supplies and equipment to perform the necessary PM and be shipped prior to their appointment arrival time.

· Designated Response time 48 hours unless otherwise agreed upon by POC or designee

· Response: All requests for repair service will be considered requests for emergency service unless a statement to the contrary is made by the POC or designee. A competent service representative adequately equipped with tools, test instruments, service manuals, and repair parts will arrive at the NMVAHCS within the designated response time. The service representative may contact VA staff by phone before arrival at the NMVAHCS. Such contacts, however, will not serve to alter the requirements for arrival on-site except when the request for service is withdrawn by Biomedical Engineering.

2. EQUIPMENT:

· Epredia Fa-Tech Laser Cassette Printer VEGA six hopper printer w?PC DI /SN#1 5000-E-075-0323

· EPREDIA SLIDEMATE AS SLIDE PRINTER /SN#2 SPA02235160

· EPREDIA SLIDEMATE AS SLIDE PRINTER /SN#3 SPA12225098

· EPREDIA SLIDEMATE AS SLIDE PRINTER /SN#4 SPA11224996

· EPREDIA SLIDEMATE AS SLIDE PRINTER /SN#5 SPA06214276

3. PERIOD OF PERFORMANCE:

Estimated 1/27/2025 – 1/26/2026

· Hours: Normal duty hours are 8:00 a.m. through 5:00 p.m. PST, Monday through Friday, excluding federal holidays in accordance with 5 U.S. Code § 6103, Executive Order 11582 and Public Law 94-97. Furthermore, when a holiday falls on a Sunday, the following Monday will be observed as a National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government Agencies. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated VA POC or designee.

Independence Day

· Preventive maintenance will be scheduled with a contact person as assigned by the VA Point of Contact (POC) or designee. This PM work must be completed in the month specified during the request unless another date is agreed upon by POC or designee. For any repairs or service that will be performed during the normal working hours of 8:00 a.m. through 5:00 p.m.

· Contractor to provide all labor, material, transportation, and professional knowledge for maintenance and repair of the VEGA cassette printer and SlideMate slide printers on the New Mexico VA Health Care Systems Facilities. The contract shall provide all services and support in accordance with manufacturer’s specifications and following instruction. The plan will include the provision of a replacement in the case of SlideMate printer failure.

· Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer.

· Payment: Payment will be made upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number. The invoice must include the correct payment address.

· Waste Removal: The contractor is responsible to coordinate with the VA POC to remove and properly dispose of all waste related to the services provide on-site at VA Tucson.

· Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform.

· All shipping for parts will be included in the cost of the contract.

4. DOCUMENTATION:

· Service reports will be provided prior to departure from the VA facility for all service activities including preventive maintenance, emergency repair, and safety inspections, and must contain the following information:

a) Date(s) and time period of service.

b) Complete description of equipment serviced including model number and serial number.

c) Complete description of equipment services performed including upgrades, updates and software changes made.

d) Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable.

e) A statement of the complaint that initiated the service call.

f) Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair.

5. COVERAGE TO INCLUDE:

a) Onsite preventative maintenance to include a minimum of one (1) inspection per year to include evaluation of hardware and software, calibrations, alignments, cleaning, part replacements as needed.

b) Software upgrades as needed

c) Telephone/email support services - support to include assistance for all covered products.

d) On-site Service Calls - included in the service calls are the exchange or repair procedures and parts will be supplied as needed.

6. COMPLIANCE - The Contractor shall be fully responsible for compliance with all VA, local, state, and Federal environmental/occupational safety laws, rules and regulations. The Contractor shall follow life and safety codes and take necessary actions to avoid conditions that may be hazardous to the health and safety of hospital personnel and patients. The Contractor is responsible for meeting all applicable OSHA and VA guidelines and all work for the duration of the contract shall be performed by certified trained technicians.

7. SERVICE CALLS; NOTIFICATION AND RESPONSE TIME - The Contractor must provide an emergency telephone number for purposes of accepting service calls, available 24 hours a day, 7 days a week to the requiring activity as designated at the facility and to be identified in each task order in order to notify the Contractor of equipment malfunctions, the nature of the malfunction, and the availability of the equipment. The VA is responsible to make the equipment available. In an emergency, the Departments will inform the Contractor of the delay and schedule a new availability time. The Contractor must acknowledge receipt of notification by calling the respective POC within two hours, if possible of the originating call. The Contractor shall be on-site to make repairs within 48 hours of the originating call unless unforeseen circumstances arise at which time the respective POC will be notified of the delay.

8. PARTS - The Contractor shall supply and bear the cost of all parts, and software update required for preventive maintenance and, as a result of normal wear and tear, restore equipment to full performance All parts shall meet the original manufacturer’s design specification. Lubricants shall meet manufacturer’s specifications and have prior VA approval for use.

9. CONFIRMATION OF REPAIR WORK - All completed repairs must be confirmed and approved by the respective POC during regular hospital working hours, 8:30 A.M. – 4:30 P.M., Monday through Friday excluding Federal Holidays. After regular working hours, weekends, and holidays, Research POC may approve equipment available for use after repairs have been made.

10. MAINTENANCE, INSPECTIONS, AND TESTS - Inspections will be scheduled during the timeframe of the Contract year. Prior to scheduled month of service, the Contractor will provide respective POC a schedule of the weekdays this service is to be performed, for approval. The Contractor, directly or through one of its designated service providers, will use commercially reasonable efforts to provide services. Inspections may be completed prior to the scheduled date. Contractor shall inspect, adjust, lubricate, repair and test to ensure safe reliable service within all tolerances as required by manufacturer’s specifications.

11. PREVENTIVE MAINTENANCE SERVICE - Preventive maintenance inspections shall be performed as necessary to meet manufacturer/factory specifications.

12. PERFORMANCE AND TESTING - After completion of maintenance, the system shall be operated by the Contractor to ensure all components meet required standards as outlined in manufacturer’s specifications. All components and controls shall be checked and adjusted if necessary or applicable.

13. CLEANUP - The Contractor shall be responsible for cleaning the work area and equipment upon completion of work. All accumulated rubbish shall be removed.

14. SPECIAL TOOLS - The Contractor shall provide all tools, testing equipment for disassembly, assembly, adjustment, calibrating, software updates and other work as required for the performance of this Contract.

15. OVER AND ABOVE REPAIR - Upon discovery of a malfunctioning part the Contractor shall immediately notify the respective POC.

16. CONTRACTOR EMPLOYEES - Contractor personnel shall present a neat appearance and be easily recognized as Contractor employees. Example: wearing of distinctive clothing such as uniform, badges, patches, etc.

17. ESCORT AND FACILITY CHECK-IN - All Contractor personnel working on-site at each facility shall check in and out with the POC.