SIMP_PWS_.docx

1. DESCRIPTION OF SERVICES.

The 10th Medical Group (10 MDG) is located at the United States Air Force Academy (USAFA) in Colorado Springs, Colorado. The 10 MDG provides quality comprehensive medical and dental services to the Pikes Peak Region supporting over 170K beneficiaries including active duty, retirees, and their dependents, and over 4,000 USAFA cadets. The 10 MDG has a surgical staff of 54 personnel with 5 operating rooms, averaging approximately 500 surgeries per quarter. 10 MDG currently has a robust program to provide comprehensive services to perform instrument repair, cleaning, and sharpening of surgical instruments and to conduct formal educational training on proper inspection, care and handling of surgical instruments, and critical factor pertinent to patient safety. The purpose of this statement of work is to obtain non-personal on-site and off-site Surgical Instrument Maintenance program (SIMP) services.

2. DEFINITIONS. The following terms are defined as they are used in this PWS.

2.1 Customer. For the purpose of this document, the 10 MDG shall be known as the “customer”. The official point of contact shall be the customer’s appointed Quality Assurance Personnel (QAP).

2.2 Contractor. The selected service provider and its staff shall be known as the “contractor”.

2.3 Quality Assurance. A planned and systematic pattern of all actions necessary to provide confidence that adequate technical requirements are established; products and services conform to established technical requirements; and satisfactory performance is achieved. For purposes of this PWS, quality assurance refers to actions by the Government.

2.4 Quality Assurance Personnel. A functionally qualified person or persons who perform quality assurance functions for a contracted service.

2.5 Quality Control. Those actions taken by a contractor to control the quality of outputs to ensure that they conform to the contract requirements as defined by the PWS.

3. SCOPE OF WORK.

The contractor shall provide all personnel, equipment, tools, materials, supervision, technical literature, manufacturer repair requirements/manuals, transportations and other items and services necessary to provide a SIMP as defined in this PWS. For on-site services, the contractor may be required to provide their own work space if government space is not available. The contractor shall perform to the standards in this contract. The contractor shall track the frequency of repair for all surgical and dental instruments in order to report repair trends to the Government. The contractor shall provide support consistent with the policies and standards of the customer and its governing authority (e.g., Department of Defense, Department of the Air Force, USAF Academy, 10th Air Base Wing, Joint Commission on Accreditation of Health Care Organization (JCAHO) and American Association of Medical Instrumentation (AAMI). The contractor shall provide support in the following areas:

3.1 On-Site Maintenance Services

3.2 Off-Site Maintenance Services

3.3 Loaner Equipment Program

3.4 Comprehensive Training Program

4. SERVICES REQUIRED.

4.1 On-site Maintenance Services.

4.1.1. On-site repair services and customer support should be available between the hours of 0730 to 1630, Monday – Friday, excluding federal holidays. The contractor is responsible for providing on-site visits to perform maintenance to include repair, sharpening and cleaning services of the surgical instruments and sterilizers. On-site visits shall be provided three (3) times per year for MDG and two (2) times per year for Dental. Visits will occur approximately in January, May and September or as specified by the 10 MDG. All surgical/dental instrument maintenance services must be accomplished within the Monday-Friday work week. The contractor shall schedule all on-site Services through the Surgery Department at (719) 333-5139 or (719) 333-0510.

4.1.2. Both the contractor and the customer have the right to suggest a schedule shift based on the interests of either party, but both the contractor and customer must agree to the change and that there will be no additional cost to the Government before implementing the change. The Government reserves the right to establish specific days and times for performance of any work under this contract. To minimize disruption to end-users, occasional work may be required during non-core hours (mornings/evenings/weekends). When this is required, the customer shall coordinate with the contractor.

4.1.3. Holidays. The Government observes the following:

4.1.4. Service Requirements.

4.1.4.1. The Surgery and Dental Departments will indicate which surgical instruments and/or instrument sets, power and scope repairs will need to be done based on operating room and dental needs and scheduled surgical procedures for all on-site instrument maintenance. The contractor must be prepared to service the complete inventory as identified in Appendix A, On-Site Equipment List.

4.1.4.2. The contractor shall inspect, mark, remove and repair all unserviceable surgical instruments. Every instrument that is defective shall be clearly marked with description of problem and be removed from service to avoid any potential patient liability.

4.1.4.3. Upon completion of on-site surgical instrument maintenance, the contractor shall provide a summary report documenting work performed and results, to include digital pictures of at least 50x magnification, detailing their findings of the damage, wear, tear and overall condition of the instrument.

4.1.4.4. Instrument maintenance of surgical instruments shall be performed in accordance with manufacturer requirements.

4.1.4.5. The contractor shall respond to any dissatisfaction expressed by the Surgery staff within two hours. The contractor must resolve the situation as soon as possible.

4.1.4.6. The contractor shall be responsible for initial setup and then, after completion of services, is responsible for clean-up of any and all areas where repair and sharpening services have been performed.

4.1.4.7. Based on results of on-site inspection, the contractor will provide advice to the Government on ways to improve processes and reduce maintenance cost.

4.1.5. Performance of Services During Crisis Declared by the President/ Secretary of Defense/USAFA Base Commander. The service provider shall perform services during a crisis per the contractual requirements. If the service provider shall perform the contractual requirements on a modified schedule, the modified schedule will be provided by the Contracting officer. The service provider shall supply a list of employees including name, address and phone number to the contracting officer. All these services shall continue unless otherwise directed by the contracting officer.

4.2 Off-Site Maintenance Services.

Outside of the scheduled on-site visits, surgical/dental instruments including power cords and orthopedic power drills and saws, endoscopic and arthroscopic scopes in need of repair will be shipped to the contractor on an as needed basis.

4.2.1. Each item to be repaired or replaced costing $2000.00 or less, shall be covered by the contractor as part of the fixed price maintenance service agreement. The replacement item must be the exact same item being replaced.

4.2.2. Each item to be repaired or replaced over the above dollar limit will require coordination with the Government Quality Assurance Personnel (QAP). The contractor will provide proposed cost to replace and/or repair the item. Based on these costs the Government will be responsible for determining if the item should be repaired or replaced. If the decision is to replace the item, the Government will be responsible for replacement. If the government decision is to proceed with repairing the item, the Government QAP will approve the repair and the contractor will be reimbursed the proposed cost.

4.2.3. Once repairs are completed, the surgical instrument shall be returned to the USAFA Surgical/Dental Department. If the item is replaced, both the new and old items shall be returned.

4.3 Loaner Program.

4.3.1 When an instrument is sent for off-site maintenance, a loaner shall be available within 24 to 72 hours as identified by the customer.

4.3.2. An extensive inventory of equipment equal to that found at the Surgery Department shall be available for loan and supplied by the contractor to the customer for use until the Government’s equipment can be returned (see Appendix B, Off-Site Equipment Loaner List).

4.4 Comprehensive Training Program.

The contractor shall provide comprehensive, real-time, focused training resulting from the maintenance services of each on-site visit. The purpose of the training is to educate the surgical staff about proper use of the surgical instruments to prevent or reduce the need for maintenance services. Training curriculum shall be developed from the findings of the on-site inspection.

4.4.1. Customized educational modules shall be developed to educate the operating room staff on how to better care, clean, and maintain instruments. Modules shall incorporate the use of visual mediums, such as digital mapping or other technology that allow trainees to view microscopic defects leading to required maintenance.

4.4.2. Training shall be accomplished within six weeks after the completion of the on-site visit. The contractor shall schedule all education training sessions through the Surgery Department at (719)333-5139 or (719)333-0510.

4.4.3. Training shall be developed and approved In accordance with (IAW) the State of Colorado continuing education requirements so training will result in Continuing Education Units (CEU) for nursing.

5. DELIVERABLES.

5.1. IAW PWS paragraph 3, the contractor shall provide Frequency of Repair report annually, in rears, by 15 October of each year.

5.2. IAW PWS paragraph 4.1.4.3. The contractor shall provide a Summary Report documenting the work performed and results of on-site visit. The report will include digital pictures of at least 50x magnification and details of the findings of damage, wear, tear and overall condition of instruments.

5.3 IAW PWS paragraph 4.4.1. Customized education modules shall be provided to the Government no later than six weeks after the on-site visit.

5.4. IAW PWS paragraph 6.2. The contractor shall provide a Quality Control Plan (QCP) to the CO for acceptance no later than 30 days after contract start date.

6. SERVICES SUMMARY.

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service for each requirement. These thresholds are critical to mission success.

6.1. Government Quality Assurance. The Government will evaluate the contractor’s performance under this contract. Government Personnel will record all surveillance observations. When an observation indicates defective performance, the QAP will require the contract manager or representative at the site to initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgement that he or she has been made aware of the defective performance. Government surveillance of tasks not listed in the services summary (such as provided for by the Inspection of Services clause) may occur during the performance period of the this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the contracting officer as a result of surveillance will be according to the terms of this contract. Contractor performance will be surveilled to determine if it meets the standards. A variety of surveillance methods may be used. When the performance requirement is not met, a Contract Discrepancy Report (CDR) will be issued to the contractor by the contracting officer. The contractor responses to the CDR shall be made to the contracting officer within 15 calendar days of receipt.

6.2. Quality Control Plan. The contractor shall provide a Quality Control Plan (QCP) to the CO for acceptance no later than 30 days after contract start date. The contracting officer will notify the contractor of acceptance or required modification to the plan. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum, the contractor shall develop quality control procedures addressing the area identified in paragraph 5. Services Summary. The record of inspections shall be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

7. GOVERNMENT FACILITIES AND SERVICES.

7.1. Facilities. If available, the Government will provide an adequate work environment for the contractor to perform required surgical/dental instrument repairs and sharpening. The contractor shall maintain a clean and serviceable work area and immediately report any facility and safety discrepancies to the customer. The contractor shall be responsible for safeguarding all government property provided for contractor use.

7.2. Information Resources. The customer shall provide access to government staff and pertinent information for this contract. The customer shall be available to provide technical input, answer questions, review work and provide feedback. The customer shall provide the contractor copies of, or access to, all required directives, publications and documents for this task upon request. All documentation provided to the contractor shall remain the property of the customer and shall be returned upon completion of this task.

7.3. Utilities Conservation. The contractor shall make sure employees practice utilities conservation. The contractor shall be responsible for operating under conditions that prevent the waste of utilities to include:

7.3.1. Lights shall be used only in areas where work is actually being performed.

7.3.2. Employees shall not adjust mechanical equipment controls for heating, ventilation, and air conditioning systems.

7.3.3. Water faucets or valves shall be turned off when not in use.

8. GENERAL INFORMATION.

8.1. Employees. The contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the contracting officer as a potential threat to the health, safety, security, well-being or operational mission of the installation and its population.

8.2 Contractor personnel shall present a neat appearance and be easily recognized as a contracted employee. The contractor shall furnish an identifying badge, which shall include as a minimum the person’s name, the name of the contractor and the function. Each employee shall wear the badge on the outer garments at all times.

8.3. The contractor shall not employ any person who is an employee of the US Government if employing that person would create a conflict of interest or interfere with the performance of their government position. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DODD 5500.7 Standards of Conduct. The contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64-106 Air Force Industrial Labor Relations Activities.

8.4. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours, or deployment. Military Reservist and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

8.5. Personnel Skills and Qualifications. The contractor shall provide staff with the knowledge, expertise, education and experience necessary to successfully complete all PWS requirements. Industry certifications, including but not limited to O.R. Protocol and Bloodborne Pathogens certifications, are not required but are desirable. Contractor personnel must be available on contract start date. The nature of the work may require close contact with government professionals at all levels of the organizations, and require working in a team environment. The contractor is expected to behave in a professional manner and provide courteous customer service at all times.

8.6. Security and Privacy Requirements. All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering the government installation, shall abide by all security regulations of the installation. The Government reserves the right to direct the removal of an employee for misconduct or security reasons. This action does not relieve the contractor from total performance of the contract tasks specified herein

8.6.1. Access to USAFA Ambulatory Surgical Center (ASC). The contractor will be issued a temporary visitor’s pass/badge to gain access to the ASC. The customer shall assist, as needed, in obtaining access badges.

8.6.2. The contractor shall ensure employees driving on USAFA Air Force Base have a valid automobile driver’s license.

8.6.3. Privacy. The contractor shall comply with the provisions of the Privacy Act of 1974, the Health Insurance Portability and Accountability Act of 1996 to protect personal health information the contractor may encounter while completing the tasks associated with this contract.

9. APPENDICES.

A. On-Site Equipment List

B. Off-Site Equipment Loaner List