ATTACHMENT B SOW PM and Service.docx

The contractor shall provide all labor, personnel, equipment, tools, materials, supervision and other items necessary to provide preventive maintenance and corrective repair service and software support remotely and on-site for the equipment/systems listed below for the VA Southern Arizona Healthcare Systems (SAVAHCS) and as defined in this Statement of Work (SOW).

1. SERVICE/WORK TO BE PERFORMED:

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

· 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.

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

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

· 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 COR or designee Response: The contractor shall consider ALL requests for repairs/services as emergencies unless a statement to the contrary is made by the Contracting Officers’ Representative (COR), 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contacts, however, will not serve to alter the requirements for arrival on-site except when the request for service is withdrawn by the COR, POC or designee.

· Contractor must offer a dedicated PM and service agreement.

· 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.

2. PERIOD OF PERFORMANCE:

Base Year - 12/28/2023 to 12/27/2024

· Hours: Normal duty hours are 8:00 a.m. through 5:00 p.m., 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 COR, POC or designee.

· Preventive maintenance will be scheduled with a contact person as assigned by the Contracting Officer’s Representative (COR), 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 COR 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 Police Service and with the COR before proceeding to the job site. Biomedical Engineering can be contacted at (520) 792-1450 ext. 6687. All contractor personnel (without exception) must report to the Biomedical Engineering Department, Bldg. 38-room A22, to sign in and receive a contractor identification badge before any work is performed and return to the same location to sign out and turn-in said badge along with the documented service report (as described in section 5, DOCUMENTATION) for the service performed.

· 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 remove and properly dispose of all waste related to the services provide on-site at all VA facilities.

· 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.

3. 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.

4. REMOVAL OF EQUIPMENT:

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

· 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.

· 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.

5. GOVERNMENT REPAIRS:

Government employees will work on contract equipment only with authorization of the contractor or following the failure of the contractor to respond. The government is not obligated to perform any work on contract equipment.

PRIOR INSPECTION OF EQUIPMENT: Potential contractors may, at their own expense, inspect equipment covered by this solicitation (ref 52.237-1 SITE VISIT). Arrangements must be made in advance with Biomedical Engineering (see section 3, above).

6. GUARANTEE:

The contractor will guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days.

7. EQUIPMENT:

Item Serial #

Description Est. Qty.

Unit

8. SERVICE LOCATIONS AND CONTACT INFORMATION:

Southern Arizona Healthcare System 3601 S 6th Ave Tucson, AZ 85723-0001

COR: Lisa Mercer Administrative Officer, Pathology & Laboratory Medicine Service

(520) 792-1450 x1-4251 Email: lisa.mercer1@va.gov

9. SECURITY:

Information Security

· 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.

· 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

Contract Personnel Security All contractor employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security and Investigations Center (07C). The level of background security investigation will be in accordance with VA Directive 0710 dated September 10, 2004 and is available at: http://www.va.gov/pubs/asp/edsdirec.asp (VA Handbook 0710, Appendix A, Tables 1 - 3). Appropriate Background Investigation (BI) forms will be provided upon contract (or task order) award, and are to be completed and returned to the VA Security and Investigations Center (07C) within 30 days for processing. Contractors will be notified by 07C when the BI has been completed and adjudicated. These requirements are applicable to all subcontractor personnel requiring the same access. If the security clearance investigation is not completed prior to the start date of the contract, the employee may work on the contract while the security clearance is being processed, but the contractor will be responsible for the actions of those individuals they provide to perform work for the VA. In the event that damage arises from work performed by contractor personnel, under the auspices of the contract, the contractor will be responsible for resources necessary to remedy the incident.

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