FINAL PWS - Temperature Monitoring System NHJ.pdf

Department of Defense Defense Health Agency

Performance Work Statement

Government-owned REES Temperature Monitoring System Maintenance and Corrective Maintenance Services

15 January 2026

Naval Hospital Jacksonville, Florida

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide: Maintenance on the designated government owned REES Temperature Monitoring Systems.

1.1.1 Description of services/introduction: The contractor shall provide preventive maintenance and corrective maintenance services on the REES Temperature Monitoring System.

The Contractor shall maintain the equipment within the original equipment manufacturer’s (OEM) specifications, in accordance with the newest US, State, and Local law and regulations, Defense Health Agency (DHA) regulations and manufacturer’s specifications. Maintenance services shall cover a minimum of 140 temperature and humidity sensors and their associated hardware and software.

1.1.2 Background: The Temperature Monitoring System is required to support 24-hour continuous operation in support of Naval Hospital Jacksonville, FL. Maintenance for the Temperature Monitoring System is required. The Temperature Monitoring system shall be capable of ensuring proper monitoring of temperature and humidity controlled critical areas and equipment.

1.1.3 Scope: The contractor shall provide maintenance, calibration and certification on designated Government-owned medical equipment identified in Technical Exhibit I. The Contractor shall provide preventive maintenance annually, as per manufacturer’s recommendations. Services include the maintenance, calibration and certification of the systems.

Services include software updates, replacement components and calibration equipment. The contractor shall accomplish maintenance on the systems to ensure proper monitoring of temperature and humidity controlled critical areas and equipment.

Preventive maintenance, to be performed year-round as required to include, repair, adjustment, calibration, software manipulation, upgrades or component replacement taken to return a piece of equipment to the original manufacturer’s specifications following a failure, damage or other incident that causes the product to no longer perform within the original specifications.

1.1.3.1 The contractor shall maintain the equipment within the original equipment manufacturer’s (OEM) specifications, in accordance with the newest United States, State, and Local law and regulations, DHA regulations, instructions, and The Joint Commission (TJC) requirements. The Joint Commission’s requirements are specified in its Comprehensive Accreditation Manual for Hospitals (CAMH), readily found on https://www.jointcommission.org/. The Contractor shall maintain any networkable systems in accordance with DHA cyber security requirements.

1.1.3.2 When product recalls, updates, or upgrades are necessary to maintain the contractual equipment inventory within the OEM’s specifications, the Contractor shall obtain and install hardware, firmware, and software, as appropriate, unless otherwise stated.

1.1.3.3 The aggregate amount of equipment covered under the contract shall fluctuate over time, as hardware and software eclipse useful life and as equipment comes off warranty. Any changes to the equipment list will be executed through an official contract modification.

1.1.3.4 The contractor shall provide unplanned service calls and service orders coverage when an unplanned issue arises. The site may submit a service call/service order to the contractor in order to correct an issue or plan necessary steps to have the issue corrected. Contractor shall be available between the hours of 0730 and 1630 (Eastern Time), Monday through Friday, excluding observed United States Federal Government holidays, which are identified in paragraph 1.2.2 below.

1.1.3.5 Should the contractor subcontract any services within this PWS, the subcontractor must also meet all requirements herein.

1.1.4 Period of Performance (PoP): The PoP consists of one (1) Base Period of 12 months and four (4) 12-month Option Periods. This contract includes FAR 52.217-8:

Base Period: 15 January 2026- 14 January 2027 Option Period I: 15 January 2027 – 14 January 2028 Option Period II: 15 January 2028 – 14 January 2029 Option Period III: 15 January 2029 – 14 January 2030 Option Period IV: 15 January 2030 – 14 January 2031 52.217-8 (6-month extension) Option Period V: 15 January 2031 – 14 June 2031

1.2 Administrative specifications

1.2.1 Place of performance: The work shall be performed at the following locations:

a. Naval Hospital Jacksonville 2080 Child Street Jacksonville, FL 32214

b. Naval Branch Health Clinic Jacksonville 964 Ajax Street

Jacksonville, FL 32214

c. Naval Branch Health Clinic Mayport

2104 Massey Avenue Jacksonville, FL 32228

d. Naval Branch Health Clinic Albany

814 Radford Blvd Building 7000 Albany, GA 31702

e. Naval Branch Health Clinic Kings Bay 881 USS James Madison Road

Building 1028 Kings Bay, GA 31547

f. Naval Branch Health Clinic Key West

1300 Douglas Circle Building L-48 Key West, FL 33040

1.2.2 Recognized Federal holidays: Services will not be performed on Federal holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Day Christmas Day Independence Day

1.2.3 Hours of operation: The contractor is responsible for conducting business Monday through Friday during normal operating hours of 0700-1600 except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.3 Contractor Identification

1.3.1 Contractor personnel performing services in a contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the Government understands that the person is contractor support personnel.

2.0 SPECIFIC TASKS

2.1 The contractor shall provide regularly scheduled preventive and corrective maintenance on all equipment listed in the PWS, to include Technical Exhibit 1. The contractor shall complete manufacturer required preventive maintenance semi-annually or annually, as identified in Technical Exhibit 1 and as recommended by manufacturer. Maintenance shall include replacing manufacturer recommended replacements parts, installation kits or any other items, as required to maintain the equipment within the original equipment manufacturer’s (OEM) specifications.

The contractor shall obtain and install product recalls, updates, or upgrades necessary to maintain the contractual equipment inventory within the OEM’s specifications.

2.1.1 Annual Maintenance: Preventive maintenance visits shall be scheduled at least one week in advance. If the routine scheduling for the equipment items is in excess of one (1) week in advance, then the preventive maintenance visits must be coordinated at least that far in advance to prevent the rescheduling of patient care. The Contractor shall perform annual maintenance on the REES Temperature Monitoring System’s sensors to verify proper operation and transmission of correct data to the department.

2.1.2 Software Updates: The Contractor shall provide and install any available updates to the software for the REES Temperature Monitoring System when applicable.

2.1.3 Monitoring System Component Maintenance: The Contractor shall provide annual preventive maintenance to all system components in accordance with the manufacturer’s recommendations to include replacing batteries in wireless system components, replacing bad probes and cabling and other failing or outdated components.

2.1.4 Calibration and Certification: The Contractor shall ensure all temperature and humidity sensors and associated receiving and transmitting units are calibrated annually in accordance with manufacturer specifications during scheduled preventive maintenance. Calibration shall verify proper operation and accurate data transmission to the monitoring system.

2.1.5 Certification: The Contractor shall provide an electronic certification documentation (hard copy upon request) to the Naval Hospital Jacksonville Facilities Management Department on all calibrated equipment within 5 business days of calibration of temperature and humidity sensors.

2.1.6 Removal of equipment from site: No equipment shall be removed without the approval of the COR, duty BMET, and Command Equipment Manager. Security/property passes for equipment removal shall be obtained by the Contractor personnel via the Materials Management

Department of the MTF. Any failure to obtain such passes which results in detainment or prosecution of service Contractor personnel are the sole responsibility of the service Contractor personnel.

2.1.6.1 Removal Report: The Contractor shall provide a detailed description of removed items in writing on the Contractor’s company letterhead. For associated items/accessories, the Contractor shall provide a detailed written description and quantities of items to be removed. The description shall include, as a minimum, manufacturer’s serial numbers and equipment control number (ECN) of all equipment / items removed. In the event that items/sub-assemblies/accessories are repaired via “Repair by Replacement”, a detailed description of replaced items is to be included upon return of repaired components. The report will be maintained locally at Naval Hospital Jacksonville. Contractor shall submit report annually to the Material Management Department at the end of each fiscal year, no later than September 30.

2.2 Repair Response Time: 24-48 hours

2.2.1 Coverage: Maintenance includes regularly scheduled preventive maintenance and inspections and any needed unscheduled repairs to maintain the equipment operational per OEM specifications. Phone coverage 24 hours a day, seven (7) days a week.

2.2.2 Loaner Equipment: Not required

2.2.3 Uptime: Uptime is defined as that time, during the clinical areas’ normal business hours, when the equipment is available for clinical use without restrictions to the quality of the results, and without safety hazards to the patient, staff, or visitors.

2.3 Replacement Parts: Manufacturer will supply replacements parts, preventative maintenance kits, batteries, and all other items needed to maintain the equipment within the original equipment manufacturer’s (OEM) specifications.

2.3.1 Repair parts: Manufacturer will supply as needed to maintain the equipment within the OEM’s specifications

2.4. DEFINITIONS. As used throughout this work statement, the following terms shall have the meaning set forth below:

2.4.1 Calibration: This activity should be the procedures for the mechanical adjustments of the device to ensure consistent, standardized performance or output as per the original equipment manufacturer recommendations.

2.4.2 Contracting Officer (KO): A warranted representative of the federal Government who has the express authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The KO is the only person authorized to approve changes to any terms, conditions, or requirements of the contract.

2.4.3 Contracting Officer’s Representative (COR): A Government employee appointed by the KO and responsible for the inspection, evaluation, and acceptance of products and services provided in accordance with the terms and conditions of the contract.

2.4.4 Contractor Performance Assessment Reporting System (CPARS): Web enabled application that collects and manages the library of automated CPAR’s.

2.4.5 Inspections: The activity of doing functional testing and safety inspections of a medical device at regular intervals to ensure that the equipment is safe for use in accordance with manufacturer’s recommended procedures.

2.4.6 ISO 9001: The ISO 9000 series is a set of five individual, but related, international standards on quality management and assurance. These standards were developed to effectively document the quality system elements to be implemented in order to maintain an efficient quality system in a company. ISO 9001 is the most comprehensive standard covering design, manufacturing, installation, and servicing systems.

2.4.7 Medical Treatment Facility (MTF) or Patient Care Facility: All gross square footage for building with a primary function of delivering Government health care services. (i.e. hospital or clinic, including all activities providing outpatient and/or inpatient health services for authorized patient care)

2.4.8 Original Equipment Manufacturer (OEM): The company which has created a specific model of product/device.

2.4.9 Preventive Maintenance: Preventive Maintenance consists of scheduled and “as required” services performed to maintain equipment in a safe, reliable, and fully operational condition in accordance with Original Equipment Manufacturer (OEM) specifications. Preventive Maintenance activities are intended to minimize equipment failures and reduce the need for corrective maintenance and include, but are not limited to, inspection, calibration, adjustment, lubrication, software updates for security, safety, or system functionality, electrical safety testing, output testing, and the scheduled replacement of batteries and other shelf-life components.

Preventive actions such as repair, adjustment, calibration, software manipulation, or upgrades required to return equipment to original manufacturer specifications following a failure, damage, or other incident are considered preventive maintenance and occur when equipment can no longer perform within its original specifications, including instances where preventive maintenance was not performed or was insufficient.

2.4.10 Quality Assurance (QA): Actions, including inspections, performed by the Government to determine whether products and services conform to contract requirements.

2.4.11 Quality Assurance Evaluator (QAE): A Government employee responsible for performing quality assurance functions for a contracted service.

2.4.12 Quality Control (QC): Actions, including inspections and preparation of inspection records, performed by the Contractor to ensure that products and services conform to contract requirements.

2.4.13 Uptime: Uptime is defined as that time, during the clinical areas’ normal business hours, when the equipment is available for clinical use without restrictions to the quality of the results, and without safety hazards to the patient, staff, or visitors.

2.5 Training and Technical Support:

2.5.1 Training: The Contractor shall provide onsite training to Government personnel during the annual maintenance visit. Training shall cover refresher training, new software and new parts added to the system.

2.5.2 Technical Support: The Contractor shall provide 24/7 technical support via telephone, virtually or on a digital meeting platform to assist in troubleshooting repair of the system to restore proper system operation. Technical support is not used for component replacement or requires the technician to be on site.

2.6 Schedule Maintenance: Preventive maintenance visits shall be scheduled at least 10 business days in advance with the Facilities Maintenance Administrator. and the IT Systems Administrator.

2.7 Reporting: The contractor shall provide equipment maintenance services to include all periodic planned maintenance and unscheduled preventative maintenance in accordance with OEM specifications, in compliance with ISO 9001:2015 and ISO/IEC 17025:2017 standards, and standards used shall be traceable to the National Institute of Standards and Technology (NIST) Maintenance includes repairs necessitated by operator error. The contractor shall report to the Facilities Maintenance Administrator or to the IT Systems Administrator to check in and out with every service provided.

Within three (business days) upon completion of each preventive maintenance session and each corrective maintenance service call, the Service Technician must submit a signed service order form in English, to the IT Systems Administrator that includes the following information:

• issues identified

• components checked,

• components repaired or replaced,

• parts ordered,

• problem resolution or pending action

2.8 Items/Parts Disposal: The contractor shall coordinate the removal and disposition of equipment, items, sub-assemblies, and accessories in accordance with Defense Logistics Agency Disposition Services procedures and all applicable DoD, DHA, and MTF policies. Prior to removal, the contractor shall coordinate with the Material Management Department for disposition approval and proper turn-in instructions. All equipment designated for disposition shall be properly documented, identified, and prepared for transfer, including manufacturer serial numbers, equipment control numbers (ECN), and condition codes, as required by DLA Disposition Services. The contractor shall ensure all required documentation is completed and submitted to Material Management department for processing and tracking. Records of disposed equipment shall be maintained locally at Naval Hospital Jacksonville.

3.0 Qualifications/Considerations

3.1 Special Qualifications/Considerations:

3.1.1 All installation personnel shall be an OEM-Certified Service Provider qualified by the manufacturer to install systems of this type, be either employees of the system manufacturer, or have completed a manufacturer administered training program. On request, the contractor shall provide proof that the installation personnel meet these requirements.

3.1.2 Contractor shall have legal access to Rees Scientific software licenses, and licensing documentation shall be supplied during service and upgrades. Contractor shall only supply new hardware components/modules. Annual maintenance shall include the latest software release from the manufacturer at the time of validation.

3.1.3 The contractor shall be an OEM-certified service provider. The contractor shall be an Original Equipment Manufacturer (OEM) authorized dealer, authorized distributor, or authorized reseller for the proposed equipment/system such that OEM warranty and service are provided and maintained by the OEM. All software licensing, warranty, and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

4.0 Points of Contact

4.1 Points of Contact:

Materials Management Department:

LTJG Keavonic Richards., 904-546-6231, keavonic.j.richards.mil@health.mil

Management of Information Department (MID):

Kenneth Dorenkott, (904) 542-9284, kenneth.b.dorenkott.civ@health.mil mailto:kenneth.b.dorenkott.civ@health.mil

5.0 DELIVERY SCHEDULE

PWS

Location

Item Quantity Due Date Format Delivered To

2.1.5 Electronic

Certification Documentation on all calibrated equipment

1 Within 5 business days of calibration of temperature and humidity sensors

Hardcopy Naval Hospital Jacksonville Material Management Department and Management of Information Department

2.1.6.1 Detailed

description of removed items

1 Within 5 business days of item removal

Hardcopy on company letterhead

Naval Hospital Jacksonville Material Management Department

2.7 Signed

maintenance service order form in English

1 Within 3 business days upon completion of each preventative maintenance session and each corrective maintenance service call

Hardcopy or electronic

Management of Information Department

3.1.1 OEM-Certified

Service Provider documentation

1 Upon request Electronic

(PDF)

Naval Hospital Jacksonville Material Management Department