DENTAL EQUIPMENT MAINTENANCE PWS | ROSEBUD HOSPITAL

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PERFORMANCE WORK STATEMENT

DENTAL EQUIPMENT PREVENTIVE MAINTENANCE

AND EMERGENCY REPAIR SERVICES

Rosebud Hospital Rosebud, South Dakota

Document Status Revised Draft

Base Period 365 days

Option Periods Four one-year option periods, if exercised

Project Officer Terri Yellow Hawk or designee

This document defines the required outcomes, service tasks, deliverables, and acceptance criteria for dental equipment maintenance at Rosebud Hospital.

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1.0 BACKGROUND AND OBJECTIVE

1.1 Background

Rosebud Hospital operates an eight-chair dental department. The department relies on dental chairs, delivery systems, assistant instrumentation, dental lights, a central dental air compressor, and a central vacuum system to support patient care.

1.2 Objective

The objective of this requirement is to maintain the identified dental equipment in a safe, reliable, and operational condition through scheduled preventive maintenance and authorized emergency repair services, thereby minimizing disruption to patient care.

1.3 Scope

The Contractor shall perform preventive maintenance on the equipment listed in Section 2.0 at least annually and, when applicable, after 1,500 hours of clinical use. The Contractor shall also provide emergency repair services when requested by the Government. Services shall include the inspections, adjustments, lubrication, cleaning, filter and oil changes, replacement of specified preventive-maintenance components, operational checks, and documentation described in this PWS.

1.4 Place of Performance

Services shall be performed in the dental department of Rosebud Hospital, Rosebud, South Dakota.

The Government shall provide the specific facility address and site-access instructions in the solicitation, award, or service request.

1.5 Period of Performance

The anticipated base period of performance is 365 days, with four one-year option periods that may be exercised by the Government. Exact start and end dates shall be established in the contract award.

2.0 EQUIPMENT COVERED

The equipment covered by this requirement is summarized below. Equipment quantities or identification data not included in the source draft shall be verified by the Government before award or during the initial service coordination meeting.

Item Equipment Manufacturer/Model Quantity Identification/Notes 1 Dental Chairs A-dec 511 8 Located in the dental department 2 Delivery Systems A-dec 532 8 Associated with the eight-chair department 3 Assistant's

Instrumentation A-dec 545 8 Associated with the delivery systems 4 Dental Lights A-dec LED Verify Quantity not stated in source draft 5 Dental Air Compressor Osprey Dental Compressor 1 Model/serial number not stated 6 Dental Vacuum System RAMVAC Bison 5 1 Model listed as “818E

1053 5/”; Serial No.

BN1906124 - model designation requires verification

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3.0 GENERAL PERFORMANCE REQUIREMENTS

3.1 Service Scheduling and Authorization

Scheduled service shall be performed after issuance of a task order or other authorized service request, unless the service date has been arranged in advance by the COR and Department Head.

The Contractor shall coordinate the service date and site access with the Government before arrival.

3.2 Workmanship and Manufacturer Requirements

The Contractor shall perform all work in accordance with the applicable equipment manufacturer’s maintenance procedures and specifications. Adjustments, pressures, voltages, lubrication, filters, oils, belts, O-rings, preventive-maintenance kits, and other specified components shall be compatible with the equipment being serviced.

3.3 Inspection Findings and Recommendations

When the Contractor identifies damaged, brittle, stiff, leaking, worn, expired, or otherwise deficient components that are not expressly required to be replaced under the scheduled preventive-maintenance tasks, the Contractor shall document the condition and recommend corrective action or replacement. The Contractor shall identify the affected equipment and provide sufficient information for the Government to determine whether additional work is required.

3.4 Completion Documentation and Acceptance

At the completion of each service visit, the Contractor shall provide a service ticket or receipt identifying the equipment serviced, the work performed, parts or preventive-maintenance items installed, findings and recommendations, and the operational status of the equipment. The Project Officer or designee will review and sign the service ticket or receipt upon satisfactory completion of the service.

3.5 Cleanup

The Contractor shall remove service debris and shall clean any spills, residue, or mess created while servicing the dental equipment. Work areas shall be left in a clean and orderly condition.

4.0 TECHNICAL REQUIREMENTS

4.1 A-dec 532 Delivery System and A-dec 545 Assistant’s Instrumentation The Contractor shall perform the following preventive-maintenance tasks annually or after 1,500 hours of clinical use, as applicable.

4.1.1 Delivery System

• Replace the doctor’s syringe button-valve assemblies, lubricate with A-dec silicone lubricant, and verify proper operation.

• Check the expiration date on the bottom of the self-contained water bottle and replace the bottle when required.

• Lubricate the self-contained water-bottle O-rings with A-dec silicone lubricant.

• Inspect handpiece tubing for damage, brittleness, or stiffness and recommend replacement when needed.

• Inspect handpiece coupler O-rings and recommend replacement when needed.

• Check handpiece pressures and adjust to the manufacturer’s specifications as needed.

• Check intraoral light-source voltages and adjust to the handpiece manufacturer’s specifications as needed.

• For continental delivery systems only, check whip-arm movement and adjust spring tension as needed.

• Check handpiece-holder bar tension and adjust as needed.

• Verify proper operation of the handpiece flush-valve system.

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• Check operation of the air brake and flex-arm spring tension; adjust as needed.

• Check for oil or water accumulation in the oil collector; replace gauze and clean as needed.

• Use the touchpad and foot control to verify handpiece identification and activation.

• Verify that the delivery system is level and balanced. If the system drifts or does not hold position, adjust the rigid arm first, when applicable to A-dec 511A systems manufactured after April 2011, and then level the control head.

• Check the tubing strain relief on the warm-water syringe and handpiece tubing.

4.1.2 Foot Control

• Inspect foot-control tubing and recommend replacement when needed.

• For lever foot controls only, clean the control and recommend replacement when needed.

• Check for loose screws and tighten as needed.

• Verify chip-air function, when applicable.

• Verify coolant-water on/off toggle function.

4.1.3 Assistant’s Instrumentation and Vacuum

• Replace the assistant’s syringe button-valve assemblies, lubricate with A-dec silicone lubricant, and verify proper operation.

• Replace the high-volume evacuator (HVE) O-rings and spring clip; confirm that tailpieces are secure; lubricate with A-dec silicone lubricant; and verify operation.

• Service the saliva ejector using the applicable SE preventive-maintenance kit; confirm that tailpieces are secure; lubricate with A-dec silicone lubricant; and verify operation.

• Replace the vacuum-canister O-rings and solids-trap screen; lubricate the O-rings with A-dec silicone lubricant; and verify operation.

• Inspect vacuum tubing for damage or leaks and recommend replacement when needed.

• Inspect associated tubing for damage or brittleness and recommend replacement when needed.

• Check amalgam levels and verify operation of the amalgam separator.

• Check operation of the lower support arm and rear support-link stop switch.

• Verify that the assistant’s instrumentation arm is level. If adjustment is required, begin with the lower arm and proceed upward to the holder bar.

4.1.4 Floor Box

• Check incoming air and water pressures and adjust as needed.

• Verify that clean, dry air is being delivered to the delivery system.

• Check for air and water leaks.

• Inspect tubing for damage, brittleness, or stiffness and recommend replacement when needed.

• Check moisture separators at the floor box and compressor; replace them or advise the

Government when replacement is required.

• Replace water-regulator filters and rebuild regulators in accordance with the instructions provided with the applicable kit.

4.2 A-dec 511 Dental Chairs

• Inspect each chair and verify that it is operational and safe.

• Check the controller and verify proper operation.

• Check swivel-brake tension and adjust as needed.

• Check glide-bar tension and adjust as needed.

• Check monitor-mount drift and tension and adjust as needed.

• Inspect upholstery and identify damaged items requiring replacement.

• Inspect the associated floor box.

4.3 A-dec LED Dental Lights

• Check the operation of each LED dental light and verify proper function.

• Check light controllers and verify proper function.

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• Verify that all lights operate and that required light shields are in place for safe use.

4.4 Osprey Dental Compressor

• Replace particulate and coalescing filters.

• Change the compressor oil using the manufacturer-specified oil and quantity.

4.5 RAMVAC Vacuum System - Bison 5

Equipment identification provided in the source draft: Model “818E 1053 5/” and Serial No.

BN1906124. The Government shall verify the model designation before award or the first service visit.

• Replace air filters.

• Check and adjust the drip rate as needed.

• Change the oil and oil filter using five quarts of 15W-50 oil, subject to confirmation against the manufacturer’s specifications for the verified model.

• Replace the V-belt.

• Replace the S-type exhaust filter.

• Clean the unit and vacuum lines.

• Check the treatment-room solids separator.

5.0 EMERGENCY REPAIR SERVICES

The Contractor shall provide emergency repair services during the contract period when covered equipment breaks down or becomes unavailable for patient care. Emergency service shall include troubleshooting, diagnosis, repair when authorized and feasible, operational testing, and documentation of any parts or follow-on work required to return the equipment to service.

Emergency service shall be initiated only upon an authorized Government request. The Contractor shall coordinate arrival and access with the Project Officer or designee and shall make reasonable efforts to minimize patient-care downtime. Emergency repair service shall be available Monday thru Friday, 8am-5pm CST.

6.0 DELIVERABLES AND ACCEPTANCE

No. Deliverable Minimum Content/Standard Due 1 Scheduled preventive-maintenance service Complete all applicable tasks in Section 4.0 and leave equipment in safe, operational condition or document unresolved deficiencies.

At the scheduled service visit

2 Service ticket or receipt Identify equipment serviced, work performed, parts/PM items installed, findings, recommendations, and operational status;

provide for Government signature.

At completion of each visit

3 Emergency service documentation Document the reported problem, diagnosis, work performed, parts used or required, and equipment status.

At completion of each emergency visit

4 Parts or corrective-action recommendation

Identify the equipment, deficiency, recommended action, and estimated parts/labor/travel cost when additional work is needed.

With the service ticket or as requested

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6.1 Performance Standards

Performance Area Standard Government Surveillance Acceptance Preventive maintenance All applicable tasks are completed at the required interval and deficiencies are documented.

Review service documentation and verify equipment status.

Project Officer or designee signs the service ticket/receipt.

Emergency repair Authorized troubleshooting and repair are completed, or a clear diagnosis and follow-on action are documented.

Review service documentation and verify operational status when feasible.

Government confirms restoration or accepts the documented repair plan.

Cleanup Service area is free of contractor-generated spills, residue, and debris.

Visual inspection. No unresolved cleanup issues.

7.0 GOVERNMENT-FURNISHED EQUIPMENT AND SUPPORT

The Government shall provide access to the dental equipment identified in Section 2.0 for inspection, preventive maintenance, and authorized repair. The Government will coordinate access to the work area and will provide an authorized representative to review and sign completion documentation.

8.0 CONTRACTOR PRICING AND SUBMITTAL REQUIREMENTS

The Contractor’s pricing submission shall clearly identify the following cost elements. The solicitation may prescribe an additional pricing schedule or format.

• Annual preventive-maintenance labor charge, including the hourly labor rate and estimated labor hours.

• Total travel cost for service at Rosebud Hospital.

• Total cost of parts, filters, oils, preventive-maintenance kits, and other materials needed to perform the required service.

• Total cost for the 365-day base period.

• Separate pricing for each option period, when requested by the solicitation.

• Emergency-service labor, travel, and parts pricing or rate structure, as requested by the solicitation.

9.0 GOVERNMENT POINT OF CONTACT

Contracting Officer Representative. Contract administration, direction, and authorization remain subject to the terms of the resulting contract and the authority of the Contracting Officer.

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10.0 CONTRACTING AUTHORITY

No person other than the Contracting Officer has authority to bind the Government with respect to this contract.

No action or omission of any Government employee or representative other than the Contracting Officer shall increase or decrease the scope of this contract or otherwise modify its terms and conditions.

In no event shall any of the following be effective or binding on the Government or imputed to the Contracting Officer with respect to this contract:

• An understanding or agreement between the contractor and anyone other than the Contracting Officer.

• A purported modification or change order issued by anyone other than the Contracting Officer.

• A promise by anyone other than the Contracting Officer to provide additional funding or make payments.

• An order, direction, consent, or permission from anyone other than the Contracting Officer to incur costs in excess of a specified estimated cost, allotment of funds, or other ceiling.

• An order, direction, consent, or permission from anyone other than the Contracting Officer to perform shift slots, service hours, or staffing above the level authorized by the contract.