Attachment_2_-_Requirements_Updated.pdf

Performance Work Statement

Varian Clinac Linear Accelerator Trilogy 1 Jun 2016

1. SCOPE: This performance work statement establishes maintenance service for the 88

MDOS/SGOMR on the Varian Clinac Linear Accelerator system CL-IXS Trilogy with CBCT, Rapid Arc, SRS/SRT, MLC, PV, OBI, and Treat. The services required are telephone and email consultations, quarterly preventative maintenance (PM), software and hardware updates, and emergency diagnostic and repair visits.

2. REQUIREMENTS:

a. Preventative Maintenance

i. Description of PM: This will include preventative maintenance inspections and calibrations. The contractor will be responsible for all costs incurred, including all labor, travel, materials, and shipping (as required) in providing the services for maintenance and repair of normal wear and tear on the equipment. This PM must include FDA-mandated updates, as well as functionality updates that are required to maintain original equipment manufacturer (OEM) functionality standards.

ii. Parts and Materials: All defective parts/materials which the contractor has replaced with new parts will become the property of the contractor. “New parts” are defined as replacement items that are new to the WPAFB Varian Clinac Linear Accelerator system, which could be: OEM brand-new parts, OEM never-before-used parts, or OEM-refurbished parts.

iii. Minimum Uptime Guarantee: The contractor must provide a minimum uptime guarantee of 97%.

iv. Quarterly PM Schedule: The Government will contact the contractor each quarter to schedule the quarterly PM for this equipment. PMs will be scheduled in accordance with section demands either during normal duty hours (0800-1700, EST) or non-standard business hours (1700-2100, EST), Monday- Friday, excluding federal holidays.

v. Equipment Removal: The contractor will not remove any accessory from WPAFB without prior written approval from the WPAFB Medical Equipment Repair Center (MERC).

b. Clinical and Technical Telephone and Email Support

i. Description: The contractor will provide unlimited clinical and technical telephone and email support to try to resolve issues before a technician is sent to WPAFB.

ii. Schedule of Telephone & Email Consultations: Telephone or email support will available between 0800 and 1700 EST, Monday-Friday, excluding federal holidays. The vendor will make every effort to acknowledge receipt of a request or inquiry in a timely manner, during normal duty hours (0800-1700 EST), Monday-Friday, excluding federal holidays.

Performance Work Statement Varian Clinac Linear Accelerator System Page 2

c. Emergency Diagnostic and Repair Visits (Beyond Normal Preventative Maintenance)

i. Description: If there is an issue that cannot be resolved via telephone or email consultation, the Government will request that the contractor send a representative to WPAFB in a timely manner to run diagnostic tests on this equipment to determine what the issue is and to repair the issue. The contractor will be responsible for all costs incurred for these emergency visits and repairs, including: all labor, all travel, and all OEM parts and materials.

ii. Responsiveness to emergency visit requests: The contractor will make every effort to acknowledge receipt of an emergency visit request in a timely manner, during normal duty hours (0800-1700, EST) and extended into non-standard business hours for emergencies (1700-2100, EST), Monday-Friday, excluding federal holidays.

iii. Scheduling of Emergency Diagnostic and Repair Visits: The Government will contact the contractor as needed to schedule any emergency visits that are deemed necessary for this equipment. The Government and the contractor will work together to determine an appropriate repair schedule. On-site repair technician hours will be during normal duty hours (0800-1700, EST) and extended into non-standard business hours for emergencies (1700-2100, EST), Monday-Friday, excluding federal holidays.

d. Firmware and Software Upgrades

i. Description: Contractor will provide all mandatory and optional upgrades to software embedded or installed on the treatment delivery systems, its sub components and all treatment consoles for the covered equipment.

ii. Scheduling of Firmware and Software Upgrades: Visits Firmware and console software upgrades will be performed during standard business hours during normal duty hours (0800-1700, EST) or non-standard business hours (1700-2100, EST), Monday-Friday, excluding federal holidays.