ATTACHMENT B SOW - Digital Pathology Service and Maintenance.docx

STATEMENT OF WORK

1. SCOPE: The Contractor shall provide all necessary labor, materials, supplies, parts, software (needed for the general operation of the equipment), tools, equipment, travel, transportation expenses and other related costs to provide licensing for software use and corrective maintenance services on the Ultra Fast Scanner and PIPS (IMS) to the participating facilities listed herein of the Veterans Integrated Service Network (VISN) 22. The Philips scanner and IMS is used for the examination of specimens on glass slides or a static digital pathology scanning mode for the creation of digitized tissue samples.

2. PERIOD OF PERFORMANCE:

The base period of performance will be for one (1) with provision of two (2) 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

3. GENERAL REQUIREMENT:

All work shall be in accordance with manufacturer’s instructions, including, but not limited to, adjustments, calibration, cleaning, lubrication, testing, disassembly, checkout, and replacement of worn and/or defective parts. The above shall be performed as necessary as required to keep equipment in optimal working condition. This refers to the equipment listed below:

Table 1: Equipment included as part of this requirement

4. CORRECTIVE MAINTENANCE / REPAIR SERVICES:

1.

2.

3.

4.

5.

4.1. Customer Helpdesk to support logging complaints 24x7 through Webform, or Mail, or through Phone during business hours.

5.1. Technical Phone Support by Philips-certified technical team during business hours.

5.2. Spare Parts Coverage for PIPS.

5.3. Planned maintenance activities carried out by a Phillips-certified engineer twice a year during business hours.

5.4. Corrective maintenance activities carried out by a Philips-certified engineer during business hours.

5.5. Path and Firmware mandatory software updates to keep products operating safely, effectively, and reliably.

5.6. Performance improvement software updates to enhance the performance of the system and software, such as enhanced features.

5.7. Operations Management Suite (OMS) account activation for log analysis and better root cause analysis (RCA) towards preventing repeat issues. OMS facilitates obtaining critical software updates in a timely manner and is a prerequisite to benefit form future capabilities of advance monitoring and utilization reporting.

5. REPLACEMENT PARTS:

5.1. Only standard new or like-new parts shall be furnished by the Contractor. All parts shall be of current manufacture and shall have versatility with presently installed equipment (See FAR Clause 52.211-5 (Aug 2000)). All major components and parts furnished shall carry the manufacturer’s standard commercial warranty.

5.2. All newly installed parts will become property of the Government. Replaced parts are to be disposed by the Contractor after approval of Program POC.

5.3. All worn or defective parts are to be replaced at no cost to the Government. Operating and consumable supplies are not included in this contract.

5.4. The Veterans Affairs Healthcare Facility shall not furnish parts, service manuals and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring appropriate equipment and/or supplies necessary to complete the work as required.

6. PARTICIPATING FACILITY:

VA Southern Arizona Healthcare System (VASAHS) 3601 A. 6th Ave.

Tucson, AZ 85723 VA New Mexico Healthcare System (VANMHS) 1501 San Pedro SE Albuquerque, NM 87108

VA Greater Los Angeles 11301 Wilshire Blvd.

Los Angeles, CA 90073 VA Phoenix Healthcare System (VAPHS) 650 E. Indian School Rd.

Phoenix, AZ 85012

VA San Diego Healthcare System (VASDHS) 3550 La Jolla Village Dr.

San Diego, CA 92161 VA Loma Linda Healthcare System (VALLHS) 11202 Benton St.

Loma Linda, CA 92357

VA Northern Arizona Healthcare System (VANAHS) 500 Hwy 89N Prescott, AZ 86313

7. HOURS OF WORK:

7.1. This contract is a full-service contract to include all necessary scheduled service calls five (5) days per week, Monday through Friday, 7:00 am –5:00 pm, excluding National holidays.

7.2. Telephone support services are available at no additional cost to the Government.

7.3. Any service performed during other than normal work hours must have prior approval and coordinated with the Program POC or CO.

NATIONAL HOLIDAY:

If the 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, and any day specifically declared by the President of the United States of America.

8. OVERTIME & HOLIDAY PAY:

8.1. Any overtime and/or holiday pay that may be entitled to the Contractor’s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.

8.2. Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for “availability” or “on-call” services unless otherwise provided herein.

9. QUALIFICATION:

Personnel performing maintenance and repair services must be fully qualified, competent Field Service Engineers (FSE) who has been trained to perform work on the specific equipment in accordance with the original manufacturer’s PMI/ repair procedures. “Fully qualified” is defined as factory-trained or equivalent and experienced to work on the equipment assigned.

10. SERVICE:

10.1. Service shall include software updates needed for the general operation of the equipment. At the completion of PMI on each equipment and ensure upon departure that the equipment is in optimal working condition.

10.2. Service also includes all necessary intervening service calls required to replace any worn or defective parts needed due to instrument failure and maintain equipment in optimum operating condition. Intervening services shall be rendered as directed by the Program POC. Any call back for service request for the same type of malfunction shall be at no charge to the Government.

11. INTERVENING SERVICE CALL:

11.1. When repairs are needed between regular scheduled service, such repairs are rendered as directed only by the Program POC or the Contracting Officer (CO).

11.2. These repairs shall be verbally directed to the Contractor’s employees, requested in writing, be transmitted electronically, by telephone, or any manner consistent with accepted commercial business practices.

12. ADDITIONAL REQUIREMENT:

12.1. Contractor shall ensure all equipment is in optimal working condition at the expiration date of the contract.

12.2. Contractor personnel that perform changes, updates, or retrofits made on any component, system, or equipment will log it in the station equipment manual.

12.3. Contractor will maintain all manufactures manual necessary to perform maintenance.

13. SUBMISSION OF REPORTS:

13.1. The Contractor shall submit a complete field service report (FSR) electronically to the Program POC within 7 calendar days of the work being completed. The FSR at a minimum must contain company name, service technician’s name, contact telephone number, date of service, a detailed description of any services performed on the equipment (model number and location included), serial number of the equipment being worked on, customer asset number (EE#154086), signs of misuse or neglect, findings of problems and correction, including all performance verification, listing of replacement parts, when applicable; total hours of service; safety check; performance data; and recommendations necessary to maintain the equipment in optimum operating condition.

14. GENERAL INFORMATION

14.1. CONTRACTOR’S PROGRAM MANAGER: The Contractor shall provide a Program Manager who shall be responsible for managing the performance of work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor’s program manager shall have full authority to act for the Contractor on all matters relating to daily operations of this contract.

Name:

Address:

Phone No.:

Fax No.:

Email:

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

15.1.

15.2. CONTRACTOR EMPLOYEES:

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

15.1.

15.2.

15.2.1. The Contractor shall not employ any person for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, and general well-being of the public.

15.2.2. The Contractor personnel shall present a neat appearance and be easily recognized as a contractor employee. This may be accomplished by wearing distinctive clothing bearing the name of the company. The Contractor field service personnel shall be dressed to present a clean, neat appearance at all times when performing under this contract.

15.3. REPORTING PROCEDURES:

15.3.1. For services to be performed during normal working hours, the Contractor shall report upon arrival to the Biomedical Engineering Department, Bldg 500, Room 0261 and sign-in. In addition to signing-in, the Contractor personnel shall identify him/herself to the Program POC before proceeding to the job site.

15.3.2. For services to be performed outside normal working hours, the Contractor shall obtain a visitor’s badge from the security guard assigned at the main entrance of West Los Angeles VA Medical Center (Address 11301 Wilshire Blvd Los Angeles, CA 90073 Building 500) prior to signing the after-hours log book located outside the Biomedical Engineering Department, Bldg 500, and proceeding to Room 0261.

15.3.3. Prior to leaving the facility the Contractor shall communicate status of equipment to the Program POC, sign out at the same location that they signed in and return the visitor’s badge.

15.4. PARKING:

It is the responsibility of Contractor personnel to park only in designated parking areas. The Contractor shall make alternate arrangements for its personnel to park off-site if motor vehicles are required to access those facilities. Parking information is available from the VA Police & Security Service Office. The VA will not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances. The Contractor assumes full responsibility for any parking violations

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

15.1.

15.2.

15.3.

15.4.

15.5. SMOKING:

VAGLAHS is a smoke free facility. This includes the use of vape, electronic cigarettes and tobacco products.