DRAFT Statement of Work_VISN20_Mod_032620.docx

DRAFT

Statement of Work Draeger Full Service w/ Trace Gas Department of Veterans Affairs

VISN 20

1601 E. Fourth Plain Blvd.

Vancouver, WA 98661

1. Background.

VISN 20 needs on site full service contracts on the Draeger Anesthesia units used at the following VA facilities: Puget Sound Healthcare System, Boise VA, Roseburg VA, Eugene VA, Mann-Grandstaff (Spokane) VA, and Portland VA.

Biomedical Departments in the VISN do not have the necessary specialized tools and training to perform maintenance, repair and Trace Gas Testing on the Drager Medical Apollo Anesthesia Machines. Qualified Service is required to maintain the devices to Manufacturer’s specifications. None of the equipment under this service agreement contains Patient Identifiable Information or is connected to a computer network. The equipment is located in Surgical Service and all work must be performed after patient care has been completed, after patient care hours, or in the Biomed department when not in use. No Sensitive Patient Records will potentially be viewed as a result of this requirement. Access to the controlled areas will be provided by Police Service, Biomed, or another designated and authorized VISN 20 employee at the sites listed above respectively.

2. Scope

The Contractor shall comply with Federal, State, and Local Laws, as well as any Federal Regulations as applicable to the performance of this contract.

The Contractor shall not accept any instructions issued by any person employed by the U.S. Government, other than; the Contracting Officer (CO), or the Contracting Officer’s Technical Representative (COTR), all acting within the limits of their authority.

Contractor Personnel Qualifications:

· Minimum 3 years experience providing maintenance and repairs of anesthesia units and trace gas testing and anesthetic vaporizer inspections.

· Response to this solicitation must include evidence of experience. Evidence must include a list of locations/owners of the anesthesia units, owner’s contact information, services performed, and the period of performance for same.

Contractor shall furnish all supervision, labor, travel, equipment, parts, and supplies to furnish preventative maintenance services (per manufacturer specified frequency) plus Trace Gas Testing and Anesthetic Vaporizer inspections, repair services, calibrations, software updates as needed, and phone support for the following:

· Mann-Grandstaff VA: (6) Vapor 2000 units, (1) Fabius Tio units, (3) Fabius GS Premium, (4) Trace Gas w/ PM and (4) Vapor 2000 Sevo Units, (3) D-Vapor 2000

· These devices are located on the 8th floor and B007-1/Biomed Shop of the Mann-Grandstaff VA Medical Center.

· Boise VA: Four (4) Draeger Apollo Anesthesia Machines,. Two (2) Fabius Tiro Anesthesia Machine, , (5) Trace gas, w/ PM, Five (6) Vapor 2000 sevo units,

· These devices are located at the Boise VA Medical Center (BVAMC) Surgical Service Department, Building 85.

· Eugene VA: (4) Draeger Apollo anesthesia units, (4) D-Vapor 2000 units, (4) Trace gas, w/ PM, and (4) Vapor 2000- SEVO.

· These devices are located at the Eugene Health Care Clinic. 3355 Chad Drive Eugene, OR 97408

· Roseburg VA: (3) Draeger Apollo anesthesia units, (3) D-Vapor 2000 units, (3) Trace gas, and (3) Vapor 2000- SEVO.

· These devices are located at the Roseburg VA.

· Puget Sound: Seattle Campus: (12) Draeger Perseus anesthesia units, (1) Fabius MRI, (11) Vapor 3000-ISO, (13) Vapor 3000-servo, and (11) Trace gas w/ PM; AMLK Campus: (1) Draeger Apollo anesthesia units, and (2) Trace gas w/ PM. (2) Vapor 2000servo

· These devices are located at:

· Seattle Division 1660 South Columbian Way., Seattle, WA 98108

· American Lake Division 9600 Veterans Dr. Lakewood WA 98493

· Portland VA: (20) Apollo’s Anesthesia Machines, (2) Fabius MRI anesthesia units, (22) Vapor 2000-ISO, (22) Vapor 2000-Sevo and (21) Trace Gas w/ PM.

· These devices are located at the Portland VAMC.

All work is to be performed onsite at the respective sites that the equipment is located. Contractor must coordinate with local Biomed staff to schedule services. Scheduled services will be provided only when patient care is not taking place, or after normal patient care hours. All work, tests, maintenance, etc. are to be performed in accordance to the manufacturer specifications. Contractor must have authorized access to Draeger proprietary documentation and service portal access to all essential documentation required to perform service and maintenance per OEM specifications, or provide explanation of equivalent ability to perform all tasks required, including the process for obtaining parts.

3. Specific Tasks

General Requirements:

· Contractor shall perform all Manufacturer specified scheduled maintenance.

· Scheduled Maintenance shall be performed at the Manufacturer’s recommended frequency.

· Contract shall perform Trace Gas Testing on all Anesthesia Machines, in conjunction with each of the Scheduled Maintenance Inspections.

· Scheduled Service includes labor and travel.

· Certification Testing is to be performed by Contractor Personnel as defined above during every scheduled service.

· OEM parts or equivalent shall be used for all maintenance and repair services. If Contractor is providing OEM parts, a letter of Authorization from the OEM is required. If Contractor is providing an equivalent product, an explanation of why/how this product meets manufacturer specification is required.

· Draeger Inc.’s Medical System Software updates (for Draeger devices) as and when required included. Software Updates are included, and consist of any correction or modification that maintains existing software features and functionality

· Contractor shall provide a copy of the Service Report, by email, no later than 5 work days after the completion of the scheduled maintenance or repair service to the site contact.

· The Service Report shall contain the following information:

1) Contract purchase order number

2) Date service initiated

3) Date completed

4) Equipment make and unique identification number/code

5) Description of original complaint

6) Problems found

7) Part/quantities installed

8) All work performed fully described

· Contractor must complete performance verification test after completion of all maintenance and repairs.

4. Performance Monitoring

The tasks are well defined and can, therefore, be easily monitored by the Government point of contact (POC), who shall represent the government for this process. The contractor performance will be monitored and the work certified by the POC. The POC will assure contractor quality by routine inspections, product sampling, and monitoring of work while work is being performed.

5. Security Requirements

None of the equipment under this service agreement contains Patient Identifiable Information or is connected to a computer network. The equipment is located in Surgical Service and all work must be performed after patient care has been completed, or after patient care hours. No Sensitive Patient Records will potentially be viewed as a result of this requirement. Contractor will abide by facilities policy for escort of vendors/contractors. Work will be observed by the POC, or designee, during performance of scheduled maintenance service and inspections and/or during repair service. Equipment operators will be contacted to report on contractor performance when POC, or designee, is not available.

6. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

No Government supplied Equipment or Information is required or anticipated.

7. Other Pertinent Information or Special Considerations.

Only manufacture trained service engineers/technicians or manufacturer authorized service engineers/technicians shall perform services and repairs.

8. Inspection and Acceptance Criteria.

The POC is responsible for certifying that the work done under this contract is performed to standard. The POC is also responsible to assure the inspection and acceptance of products provided incidental to services.

9. Other Pertinent Information or Special Considerations.

Due to the specialized proprietary requirements of maintaining this equipment, the service engineer assigned to service these units shall have the required factory training and field experience to service this unit. Non-factory trained service engineers shall not be allowed to repair or maintain these units.

1) Identification of Possible Follow-on Work.

a) No Follow-on work anticipated.

2) Identification of Potential Conflicts of Interest (COI).

a) No known COI exists at this point.

3) Inspection and Acceptance Criteria.

a) Biomed and Surgical Staff shall inspect unit after repair or preventative maintenance service.

10. Risk Control

This equipment is processed by Surgical Staff and uses disposable kits for procedures. This equipment does not have patient information stored on this unit.

11. Place of Performance

Work shall be performed at the following locations.

· Mann-Grandstaff VA Medical Center: 4815 N. Assembly St., Spokane, WA 99205, 8th Floor or B007-1 / Biomed Shop.

· POC: Michael Sety, 509-434-7166

· Backup: Justin Collins, 509-413-3592

· Boise VA Medical Center (BVAMC) Surgical Service Department, Building 85

· POC: Darrell Snodgrass, 208-422-1000 ext 7069

· Backup: Jim Gieringer, 208-422-1000 ext 7361

· Eugene Health Care Clinic. 3355 Chad Drive Eugene, OR 97408

· POC: Kristine Mills 541-517-2745

· Backup: Chris Noll 541-863-9969

· Roseburg VA

· POC: Chris Noll 541-863-9969

· Backup: Mitch Wade 541-808-8135

· Puget Sound

· Seattle Division 1660 South Columbian Way., Seattle, WA 98108

· POC: Marlon Derraco - 206-277-5065

· Backup: Philip Mitchell - (206) 277-4061

· American Lake Division 9600 Veterans Dr. Lakewood WA 98493

· POC: Zeljko Marusic - (253)583-2188

· Backup: Philip Mitchell - (206) 277-4061

· Portland VAMC

· POC: Cameron, Spencer (503) 220-8262 x58155

· Backup: Chris Arciga 503-220-8262 ext 52365

Other locations for the NCO20 catchment area may be added to the contract via bilateral modification after award. This includes Draeger-trained field service technicians available during the contract to perform emergency repairs on an as-needed basis.

12. Business Hours/Days:

Are defined as the time of 8:00AM to 5:00PM, Monday through Friday, excluding Federal holidays:

· New Year's Day January 1 *

· Martin Luther King's Day Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May

· Independence Day July 4*

· Labor Day First Monday in September

· Columbus Day Second Monday in October

· Veteran's Day November 11

· Thanksgiving Day Fourth Thursday in November

· Christmas Day December 25* *If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday.

In addition to the designated holidays, the Government observes the following days: Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President's Proclamation Off Business Hours/Days are defined as the time of 5:01PM to 7:59AM, Monday through Friday, all day Saturday, Sunday and Federal holidays.

13. Delivery Schedule

Reports are to be sent to the Biomedical Supervisor or designated POC via e-mail in a PDF format within 5 days of service. This shall include test equipment used with calibration certificates. Any parts or kits used in PM service shall be included in this report, including part numbers.