Attachment F - SOW Preventative Maintenance and Repair.docx

SCOPE OF WORK

Preventive Maintenance Services for Anesthesia Gas Delivery Units Phoenix Indian Medical Center

1. GENERAL: The Phoenix Indian Medical Center (PIMC) located in Phoenix, Arizona, oversees the delivery of health care to approximately 140,000 Native Americans. The Tribes that comprise the Phoenix Service Unit are the Fort McDowell, Yavapai Nation, Salt River Pima-Maricopa Indian Community, San Lucy District of the Tohono O’odham Nation, Tonto Apache Tribe, Yavapai-Apache Indian Tribe and the Yavapai-Prescott Indian Tribe. Tribe members who receive care at PIMC hail from Tribes throughout the U.S., and also greater Phoenix area. PIMC also provides specialty care to rural and remote reservation health care facilities in Arizona, Nevada and Utah.

Our healthcare is based in Phoenix, Arizona. Our system of care includes Indian Health Service (IHS) and tribally-operated health care facilities that serve tribal communities as well as three Urban Indian health programs. These services are comprehensive and range from primary care (inpatient and outpatient) to tertiary care and specialty services.

2. BACKGROUND: The Phoenix Indian Medical Center (PIMC) currently has a need for preventive maintenance (PM) and repair services for Anesthesia Gas Delivery Units located at the Phoenix Indian Medical Center (PIMC) in Phoenix, AZ. The PIMC is located at the address below:

2.1 Phoenix Indian Medical Center

4212 N. 16th St.

Phoenix, AZ 85016

3. DESCRIPTION OF EQUIPMENT: Aespire View Anesthesia machines listed below:

4. DESCRIPTION OF SERVICE: The contractor shall provide all supervision, labor, parts, materials, tools, supplies, maintenances, and equipment necessary to provide required PMs, repairs, and annual inspection. The service shall include certifications, calibrations/calibration verifications, replace parts (if required), and provide service reports on the items in SOW Section 3 above.

4.1 The contractor shall obtain and maintain all required manufacturer, Federal, State, and local licenses and certifications associated with the performance of the services required.

4.2. Performance shall be according to the SOW, supporting documents and shall also conform with:

4.2.1. Original Equipment Manufacturers (OEM) specification requirements

4.2.2. National Fire Protection Association (NFPA) 99 and 101

4.2.3. Standards for Health Care Facilities

4.2.4. Environment of Care (EC.02.04.01, EC.02.04.03)

4.2.5. The Joint Commission standards

4.2.6. Federal, Tribal, State and local regulatory guidance shall be applied in regards to bio hazardous waste, disposal, and applications.

4.3. Work shall be performed in the hospital environment. Contractor shall comply with HIPAA security requirements for safeguarding patient information.

5. SCOPE OF WORK: The contractor shall provide all supervision, labor, parts, materials, tools, supplies, maintenance, and equipment necessary to provide annual preventive maintenance (PM) services to include, but not limited to, annual inspection, certification, calibration/calibration verification, cleaning, alignment, oiling, adjusting, and repair and replacement parts if/as required on the equipment listed in SOW Section 3. The purpose of the work is to maintain the equipment in good operating condition in accordance with the service agreement and the manufacturer’s specification requirements.

6. PREVENTIVE MAINTENANCE (PM):

7. OPTION TO EXTEND THE TERM OF THE CONTRACT

7.1 The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

7.2 If the Government exercises this option, the extended contract shall be considered to include this option clause.

7.3 The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years.

8. PROTECTION OF GOVERNMENT BUILDINGS, EQUIPMENT, AND VEGETATION

The contractor shall use reasonable care to avoid damaging existing building, equipment, and vegetation on the Government installation. If the Contractor’s failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the Contracting Officer directs. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price.

9. INVOICE SUBMISSION: Invoices shall be submitted electronically to:

PHX_PIMCAPInvoice@ihs.gov.

Invoice must include the following information:

1. Name and address of the Contractor;

2. Invoice date and number;

3. Contract number, contract line item number and if applicable add order number;

4. Description , quantity, unit of measure, unit price and extended price of the items delivered;

5. Shipping number and date of shipment, include bill of lading number and weight of shipment if shipped on Government bill of lading;

6. Terms of any discount for prompt payment offered;

7. Name and address of official to whom payment is to be sent;

8. Name, title, and phone number of person to notify in event of defective invoice;

9. Taxpayer Identification Number (TIN). The Contractor shall include TIN on the invoice only if required elsewhere in this contract.

10. Electronic funds transfer (EFT) banking information.

11. Improperly prepared invoices will be returned to the Contractor resulting in delayed payment.

12. Payments shall be made in monthly arrears

10. VALIDATION OF QUALIFICATIONS, LICENSURE, and CERTIFICATION: Contractor shall provide valid documentation of technician’s training and current manufacturer’s authorization to perform technical support/PM/repair on equipment listed in SOW Section 3 above.

11. OPERATING HOURS: The contractor shall perform all work during normal business operating hours Monday through Friday from 8:00a.m., to 5:00 p.m. excluding federal holidays. Contractor shall be available for emergency repairs to ensure continuity of patient care services. The regular service date schedule shall be submitted to and pre-approved by the designated Government Point of Contact (POC).

12. FEDERAL HOLIDAYS: There are ten (10) Federal holidays each year. When a holiday falls on a Saturday, it is observed on Friday. When a holiday falls on a Sunday, it is observed on Monday. No work is to be performed on Federal holidays.

13. PERSONNEL SECURITY REQUIREMENTS: Contractor shall comply with IHS visitation policies. The Contractor’s personnel shall report to the PIMC Biomedical Department at the beginning and end of their visitation, to sign-in and receive facility “Guest” ID badge from Security.

14. DOCUMENTATION/REPORTING REQUIREMENTS: The Contractor shall submit a legible field service report and test reports, which shall include detailed descriptions of the preventive maintenance, test inspection, certification and/or report services performed, including replaced parts and detailed estimated prices required for recommended repair/replacement work not included in the annual PM Service.

15. TRAVEL EXPENSES: Travel expenses shall comply with the GSA Federal Travel Regulation (FTR) https://gsa.gov/portal/category/21222.

16. SCHEDULE: The contractor shall provide a detailed schedule to the PIMC POC for approval prior to the commencement of any work. Exceptions to the schedule shall be arranged and approved in advance with the designated POC. Schedule and Notification: The Contractor shall notify the designated POC prior to starting services and upon completion of services.

17. EQUIPMENT CERTIFICATION OF INSPECTION: The contractor shall label all equipment serviced upon completion, identifying the dates of service, time, company name and the initial of the service technician. The contractor shall perform services in a designated area(s) only.

18. MATERIALS COMPLIANCE REQUIREMENTS:

19. DELIVERABLES: Deliverables are due fifteen (15) calendar days after completion of work.

19.1 Report(s) as detailed in SOW Section 14.

20. ADDITIONAL PROJECT REQUIREMENTS:

20.1 All shipments of materials, equipment and/or supplies to the project site shall be addressed to the Contractor and not the Indian Health Service. Preservation, packaging and packing shall be in accordance with industry standard packaging appropriate for the item(s) involved. The Indian Health Service is not responsible in any manner for deliveries intended for the project that are not generated by the Indian Health Services.

20.2 Equipment and materials provided by the Contractor shall be new and, where appropriate, shall arrive on-site sealed in original manufacturer’s containers. The Government reserves the right to refuse any items deemed to not meet this requirement.