Draft SOW OLYMPUS.doc

B.3. PERFORMANCE WORK STATEMENT

Repair Services for Olympus Urology Scopes for the San Francisco Veterans Affairs Medical Center (SFVAMC) Draft 3/29/2024

1. SCOPE

The San Francisco VA Medical Center is seeking to implement a service agreement for the Olympus urology scopes in use by Surgical Service. Urological scopes are complex and fragile instruments that are inserted through the urological systems in order to visualize and diagnose disorders, to obtain biopsies, and to insert various instruments in order to treat bleeding, remove tumors, and insert stents. The tube also has fiber optic light bundles through which xenon can be projected into the body for viewing. The light source provides illumination for the scope while the video processor manages the input. Currently San Francisco maintains a fleet of Olympus urological scopes and light sources. The current urological scopes in use are not covered by any service agreement and service is requested as needed. This has caused delayed patient wait times and cancellations due to extended repair and response times. This will be a 12-month agreement with at least two 12-month options for Olympus scopes.

Equipment Identification:

· Model: CYF-VH (CYF/HYF, Video)

· Serial numbers: 7244935, 7245059, 7245035, 7245031, 7245034, 7245036, 7245033, 7245195, 7245194, 7245189, 7245196, 7245197, 7245191, 7245190, 7245198, 2402164, 2402100, 7245169

· Model: CYF-5R (CYF/HYF, Fiber)

· Serial number: 2401087

· Model: URF-V3R (URO, Video)

· Serial numbers: 2000490, 2000493

· Model: URF-V2R (URO, Video)

· Serial numbers: 2822739, 2822793, 2822584, 2822794

· Model: URF-P6R (URO, Fiber)

· Serial numbers: 2835803

2. DEFINITIONS/ACRONYMS:

CO: Contracting Officer

COR: Contracting Officer's Representative

ESR: Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

Authorization Signature: COR signature indicates COR accepts work status as stated in ESR.

Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Repair has been accomplished or is still in a pending status.

Authorization Signature - COR signature; indicates COR accepts work status as stated in ESR.

NFPA - National Fire Protection Association.

VAMC - Department of Veterans Affairs Medical Center

VAH - Department of Veterans Affairs Hospital

3. HOURS OF COVERAGE:

A.

Normal hours of coverage are Monday through Friday from 8:00 AM to 5:00 PM, excluding federal holidays. Unlimited technical telephone support will be provided 24 hours a day, 7 days a week.

B.

Federal Holidays observed by the VAMC are:

New Years' Day

Martin Luther King Day

Presidents' Day

Memorial Day

Juneteenth

Independence Day

Labor Day

Columbus Day

Veterans' Day

Thanksgiving Day

Christmas Day

4. Delivery Location:

San Francisco VAMC (4150 Clement Street San Francisco, CA 94121)

5. Repair Services/Warranty Upon notification from customer of a defective scope, contractor will provide repair service, which may consist of calibrations, adjustments, part replacements, complete system refurbishment, and other repair services. All aspects of repair and maintenance will be included: shipping, and all parts and services.

6. PARTS:

The Contractor shall furnish and replace parts to meet original manufacture’s specifications for operation, safety, and regulatory. The Contractor has ready access to all Original Equipment Manufacture parts, including unique and/or high failure replacement parts. All parts supplied shall be from the Original Equipment Manufacturer or reconditioned, refurbished and/or serviceable used parts that satisfy Contractor's regulatory and quality standards.

7. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:

A.

The service shall only be performed by personnel who are fully qualified and trained by original equipment manufacturer.

B.

The term "Fully Qualified” is based upon training and experience in the field. In order to be fully qualified, the service personal shall have successfully completed a formalized training program for the particular piece of equipment.

C.

Contractor shall provide written assurance of the competency of their service personnel and a list of credentials of the service personnel for every make and model of the scope. The CO may authenticate the training requirements, request training certificates or credentials from Contractor at any time for any personnel who are servicing any equipment. The CO and/or the Chief Biomedical Engineer or their designee specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the equipment.

D.

All Contractor scopes shall only be serviced by original equipment manufacturer. No scope repairs shall be done by a third party.

E.

Upon customer request contractor shall provide written assurance of the competency of their service personnel and a list of credentials of the service personnel for every make and model of the scope.

8. DOCUMENTATION/REPORTS:

Contractor shall provide detailed documentation for all inspections and repair services. The documentation shall include detailed descriptions of the repair/warranty services performed including replaced parts required to maintain the equipment in accordance with original equipment manufacturer's specifications. This includes detailed documentation to satisfy any incidents associated with the equipment. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail:

A. Name of contractor and contract number B. Name of FSE who performed services C. Contractor service ESR number/log number D. Date, time (starting and ending), equipment downtime E. Description of problem reported

F. Identification of equipment to be serviced:

1. Manufacturer's name

2. Device name

3. Model number

4. Serial number

5. Any other manufacturer's identification numbers G. Itemized Description of following Service Performed will be included:

1. Labor

2. Parts (with part numbers)

3. Materials and Circuit Location of problem/corrective action.

9. PAYMENT:

There shall be no payments made for anything other than the repair costs. All costs of repair, as they relate to equipment covered under the contract including repair service, shipping, etc will be covered under this contract. The contractor shall bill partially for the first and last month if applicable. The monthly payments shall remain the same for every month unless the contract is modified. This fixed sum shall also continue through the complete agreement terms to include any option years.

10. TAXES:

The contractor shall not charge taxes because the customer is a Federal Government entity.

11. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:

Although all costs pertaining to the equipment will be covered under this contract, should there be any reason for a contractor to believe, for any reason, that they will not cover any costs associated to damage, repair, or service to the equipment, the contractor shall notify the CO and the Chief Biomedical Engineer within 24 hours. The contractor shall immediately notify the CO and the Chief Biomedical Engineer in writing of the existence of any defects in, or repairs required to, the equipment, which the contractor considers he/she is not responsible for under the terms of the contract.

12. CONDITION OF EQUIPMENT:

All used equipment that is sent from customers to the contractor shall be disinfected, sterilized, and made safe to operate and handle. Every such piece of equipment that leaves the facility shall be clearly identified as disinfected and/or sterilized.