ATTACHMENT B SOW CRYOSTAT PM AND SERVICE.docx

STATEMENT OF WORK (SOW)

1. BACKGROUND: The VISN22 PALMS is seeking full Preventive Maintenance and Repair Services for the 14 Cryostar NX50 instruments located on its 7 campuses and the 3 additional Cryostar NX50s at the Tucson VA Medical Center. Contractor shall perform full preventive maintenance and repairs on all equipment listed in this requirement. Contractor shall provide timely responses to all service calls and repairs to minimize equipment downtime. Government may also add additional analyzers to this contract as agreed upon by both parties.

2. SERVICE/WORK TO BE PERFORMED:

2.1. Contractor shall provide all necessary labor, materials, travel, tools, equipment, transportation and parts required to perform Preventive Maintenance, Recalls and Repairs on listed equipment.

2.2. All equipment shall be maintained in proper operating conditions as specified by the manufacturer.

2.3. Contractor shall have access to Original Equipment Manufacturers (OEM) parts, manuals and schematics to perform the service.

2.4. Contractor shall furnish all original equipment manufacturer (OEM) parts to provide maintenance of the seventeen (17) listed devices, in accordance with OEM guidelines.

2.5. Contractor shall provide software support and updates defined as bug and/or patch fixes, error correction, equipment enhancement or modification to already existing features for the purposes of maintaining current functionality of the equipment.

2.6. Contractor must provide toll free phone support 24 hours a day, seven days a week.

2.7. Contractor must provide unlimited service calls with on-site response time within 24 hours, next business day, (Monday to Friday 8:00 AM to 5:00 PM excluding holidays); unless otherwise agreed upon by POC or designee Response: The contractor shall consider ALL requests for repairs/services as emergencies unless a statement to the contrary is made by the Point of Contact (POC) or designee. A competent service representative adequately equipped with tools, test instruments, service manuals and repair parts will arrive at the VA facilities within the designated response time. The service representative may contact VA staff by phone before arrival at the facilities. Such contacts, however, will not serve to alter the requirements for arrival on-site except when the request for service is withdrawn by the POC or designee.

2.8. Contractor must offer a dedicated PM and service agreement.

2.9. After the work is completed, the Contractor is to submit in writing, complete report of service rendered to the POC or designee. At a minimum, this report must contain a detailed description of any service performed and any recommendations necessary to meet regulations.

2.10. If this is a test for a routine PM service, inspection, etc., then the test should just ensure that the equipment is functioning within the guidelines of the OEM or the applicable standards (OSHA, ASSE, JCAHO, NEFP, etc).

2.11. Contractor must have authorization from manufacturer to complete PM and service.

3. PERIOD OF PERFORMANCE:

The base period of performance will be for one (1) with provision of four (4) Option Years.

Base year: 1/1/26-12/31/26 Option Year 1: 1/1/27-12-31-27 Option Year 2: 1/1/28-12-31-28 Option Year 3: 1/1/29-12-31-29 Option Year 4: 1/1/30-12-31-30

3.1. 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.

3.2. 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. the Contractor shall check-in with the BIOMED Service and with the POC before proceeding to the job site. All contractor personnel (without exception) must coordinate with the VA point of contact (POC) for ID badge assignment.

3.3. 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.

3.4. Waste Removal: The contractor is responsible for coordinating with the VA POC to remove and properly dispose of all waste related to the services provide on-site at VA sites.

3.5. 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.

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

4. LIST OF EQUIPMENT AND SERVICE LOCATIONS:

5. CORRECTIVE REPAIRS

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

5.2. Contractor shall test the functionality of the equipment upon completion of corrective maintenance.

5.3. If this is a test for repair, the Test should ensure that damaged parts have been successfully repaired and all functions including, but not limited to those related to repaired parts, are operational.

5.4. Corrective maintenance services will be provided, at the request of the VA, to diagnose and correct equipment malfunctions on a routine basis. These services will also include support for recalls. All repairs shall be performed by a manufacturer-trained technician.

6. REMOVAL OF EQUIPMENT:

6.1. Whenever possible, all repairs and preventive maintenance will be performed at the VA facility. When that is not possible, the VA POC or designee may give approval for service work to be done at another location. All transportation charges will be borne by the contractor.

6.2. VA property may not be removed from the facility prior to execution, and approval of all documents as required by Logistics Service. Computer hard drives and other storage media items may not leave VA property.

6.3. Requirements for service reports for designated equipment not at this location are the same as for work done on-site. Service reports for incoming equipment will be presented for signature at the time of delivery. If equipment is returned via commercial carrier, the service report may be included with the shipment.

7. DOCUMENTATION:

7.1. 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:

· Date(s) and time period of service.

· Complete description of equipment serviced including model number and serial number.

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

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

· A statement of the complaint that initiated the service call.

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

8. SECURITY:

8.1. Information Security

8.1.1. The vendor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard contract language, conditions laws, and regulations. The vendor’s firewall and web server shall meet or exceed the government minimum requirements for security. All government data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA Project Manager and the VBA Headquarters Information Security Officer as soon as possible. The vendor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification accreditation.

8.1.2. The contractor shall follow The Veterans Affair Acquisition Regulation (VAAR) security clause VAAR- 852.273-75 “SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES” sited in section C. Contract Clauses

8.1.2.1. The contractor and their personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA personnel, regarding information and information system security. These include, but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce's National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST's Web site at: http://checklists.nist.gov

8.1.2.2. To ensure that appropriate security controls are in place, Contractors must follow the procedures set forth in "VA Information and Information System Security/Privacy Requirements for IT Contracts" located at the following Web site: http://www.iprm.oit.va.gov