Bio_Med_Scope_of_work_IFB.docx

Biomedical Equipment

PR249016

Exhibit A

SCOPE OF WORK

1. GENERAL SCOPE

Contractor agrees to perform periodic maintenance, clean, repair, and perform calibrations on all bio-medical equipment according to manufacturer’s specifications and regulatory agency requirements owned by the State located at Porterville Developmental Center (PDC) listed herein. Bio-medical equipment includes, but is not limited to suction machines, air compressors, ventilators, respirators, t-pumps and nebulizers. The final judge as to what constitutes a piece of “bio-medical” equipment will be the PDC Project Representative or his designee. Under this agreement, all repair labor, PM labor, PM parts, and repair parts will be included for the equipment on the attached inventory list based on the service codes assigned. All periodic inspections must be scheduled with the PDC Contract Representative or his designee in advance. All repairs and periodic maintenance must be done with the knowledge and authorization of the PDC Project Representative or his designee.

2. PROJECT REPRESENTATIVES

The Contract Representatives during the term of this Agreement will be:

Porterville Developmental Center Jeff Walley – Chief Engineer II Jeff.Walley@pdc.dds.ca.gov Office 559-782-2649 Mobile 559-804-4182

Biomedical Equipment Name Phone Number Email

3. MAINTENANCE AND CALIBRATION

Periodic maintenance/calibration and documentation will be performed on all instruments and equipment in accordance with manufacturer’s specifications and the latest standards given in the California Code of Regulations, National Fire Protection Association, Fed. OSHA, and Title 22. The frequency of PM (Periodic Maintenance) inspections is stated on the attached inventory list. Periodic maintenance and/or repair of all equipment will be completed on site whenever possible. Any piece of equipment which Contractor repairs that requires calibration as part of its normal use will be re-calibrated after said repair. Any piece of equipment in this category found not re-calibrated after a requested repair will be referred back to Contractor for such calibration and there will be no charge for the additional time needed to effect calibration under these circumstances.

4. RESPIRATORS AND VENTILATORS

Periodic maintenance on respirators and ventilators is required twice per year at six month intervals except when the manufacturer requires such maintenance based on the number of hours of operation. Evidence of such periodic maintenance and the date of service will be placed on the individual equipment in the form of a sticker showing the date maintenance was performed. Documentation of all testing will be provided to the PDC Contract Representative or his designee upon completion of inspections. Calibration will always be performed as part of the periodic maintenance on equipment that requires calibration, unless the equipment in question requires repair which cannot be performed at the time. In such case, repair will be completed as soon as possible and calibration done immediately thereafter. Should respirators and ventilators require repair between regular periodic maintenance intervals, thorough testing, and recalibration as needed will always be completed prior to returning the device to service.

5. SERVICE LABELS

All equipment serviced and inspected will be labeled. This label is to certify what type of work was completed, date of testing, and the technician performing the work. Any equipment not able to be certified “Ready For Use,” will be so labeled and the Project Representative will be notified in writing. Old labels shall be removed from equipment prior to installing new label.

6. CERTIFICATION REQUIRED

All technicians are required to maintain all specialized equipment certifications. Only qualified technicians with these certifications will be allowed to perform work under this contract. Copies of all equipment certifications must be received by PDC’s Project Representative prior to any and all work performed by technicians. Any work performed by an uncertified technician shall be grounds for immediate Agreement termination.

7. EXCLUSIONS

No piece of equipment that is leased by the State will be covered under this Agreement as the leasing company will maintain these.

8. PARTS AND LABOR

The cost of all repair parts is included in this quote. Under this agreement, PDC does not purchase any repair or PM (Periodic Maintenance) parts, this includes, but is not limited to, medical/dental compressors, vacuums, batteries, etc. If, due to the supplier’s restrictions, PDC needs to purchase any repair or PM part, the cost of such part will be reimbursed by the Contractor.

Parts replaced by the Contractor under this agreement must be new, factory manufactured, or of equivalent quality. Contractor agrees to maintain an adequate supply and/or be able to obtain within a reasonable amount of time any necessary replacement parts in order to perform repairs and maintenance in a timely manner. All parts purchased and installed become the property of the State.

Contractor shall provide all necessary parts to perform routine planned service. All maintenance including parts and labor shall be pre-approved by PDC’s Project Representative prior to work being performed. Prices for parts shall be invoiced at no more than 10% above contractor’s costs, including shipping and handling. Verification of contractor’s cost shall be included with all invoices.

9. DOCUMENTATION REQUIREMENTS

After completion of service, the Contractor shall submit, on a monthly basis, a complete report in an agreeable and compatible electronic format to the Project Representative or designee of the service provided, including any necessary repairs. Monthly report shall include date of service, description of service provided, location of equipment, equipment make, model number, serial number, control number, description of any noted deficiencies and suggested corrective action, total labor hours expended, name of Contractor’s Technician, and signature of State employee certifying services were performed. A monthly service maintenance report will be submitted every month showing the following: number of repairs completed; the number of PMs scheduled; the number of PMs completed; a list of all PMs that failed, a list of all devices that were not found; and a list of all retired and added devices. An updated inventory list will be submitted on a quarterly basis. Contractor shall submit work orders and invoices no later than 45 days after work has been completed. Invoices will not be considered for payment without monthly and quarterly service reports.

10. TIMELINESS

All work under this Agreement will be done in a timely manner. All services calls to contractor must be returned within 2 hours. Any piece of equipment removed for repair will be returned within 72 hours, or a phone call will be made to the PDC Project Representative, or designee, informing them of the delay and setting an alternate return time. Alternate schedules may be agreed upon on a case by case basis between Contractor and the Project Representative as to proper turn around time, with the final judge of acceptability being the PDC Project Representative.

Should the turn around time be found to be unacceptable by the State, Contractor will immediately adjust the schedule to comply with the requirement of the State.

11. SERVICE HOURS

Periodic Maintenance and repairs are to be completed during regular business hours, Monday through Friday, 7AM to 4:30PM, excluding recognized State holidays. Contractor shall report to PDC’s Project Representative upon arrival or departure to sign in and out of the facility prior to leaving grounds. Contractor will not perform service after hours, on weekends, or holidays without the express written consent of the PDC Project Representative, or his designee.

12. ACCEPTABILITY

Completed work will be to the entire satisfaction of the State and the State will be the sole judge as to its acceptability. Any work not acceptable to the State, will be immediately, at Contractor’s own expense, refashioned to an acceptable level.

13. WORK AREA SAFETY

Work may be performed in areas that require access by facility clients and staff. Contractor will take all necessary measures to produce a minimum of interference in facility routine. All work will be performed in a safe and prudent manner. Contractor is required to possess PDC issued identification while performing work under this contract.

14. BIOMEDICAL EQUIPMENT

The State and the Contractor recognize that equipment may be added to or deleted from the equipment inventory list. Incoming inspections on new devices or replacement equipment are covered under the terms of this contract and no amendment will be required to cover any such changes. New equipment which increases the inventory under contract by 5% or more will be considered for an addendum to the contract.

15. DAMAGE

Contractor will be responsible for any and all damage caused by Contractor’s employees and/or subcontractors. Contractor will repair all damages and bear all expense from such damage.

16. GUARANTEE

All Contractor work is guaranteed for a minimum of 90 days from the date service is performed. If it is determined that failure has occurred due to defective parts or workmanship, Contractor shall correct the failure at no additional expense to the State.

17. TERMINATION

PDC may terminate the Agreement pursuant to section 7 of Exhibit C if the Contractor or its subcontractors fails to comply with a federal, state or local law and the noncompliance, based on the facts and circumstances, shall constitute a material breach of this Agreement under California law.