GI SOW.docx

Statement of Work

Service and Maintenance for Gastroenterology Equipment

1. Scope: The contractor is required to provide all services, materials and equipment necessary for the repair, calibration, and Preventive Maintenance (PM) of government owned Gastroenterology Equipment listed on Appendix A, located at Naval Medical Readiness and Training Command San Diego (NMRTCSD). The scope of work performed under these specifications includes the furnishing of all labor and parts to perform all repairs on equipment listed, to assure continued operation at their designed efficiency and capacity.

The contractor shall service and maintain the equipment within the original equipment manufacturers (OEM) specifications, in accordance with the US, State, and Local laws and regulations, US Navy regulations, and Joint Commission requirements.

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

2.1. Service and maintenance: (a) any modification, adjustment, or replacement of the equipment that corrects a malfunction and effectively brings the equipment into material conformity with the technical specification for that equipment as designated by the original equipment manufacturer (OEM), (b) a procedure or routine that, when observed in the regular, proper operation of the equipment, avoids the material adverse effect of the applicable nonconformity, (c) any measures performed that assure the continued operation of the equipment or returns the equipment to its designed efficiency and capacity, (d) replacement of a piece of equipment on a one-for-one basis in order to provide a substitute of equal or greater value in lieu of a damaged or defective device for compensation, return, or refund of equipment.

2.2. 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.

2.3. Technical Representative (TR): 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.

3. Location:

Place of performance shall be:

San Diego, CA 92134

4. Requirements:

4.1. General Performance Requirements:

4.1.1. The Contractor shall provide equipment maintenance services to include all periodic planned maintenance and unscheduled repairs in accordance with OEM specifications and in compliance with OEM standards, to include repairs necessitated by operator error.

4.1.2. The Contractor may use third party service vendors not limited to the Original Equipment Manufacturer (OEM), however, these vendors must be approved in advance by the KO and TR. The Contractor must submit a list of any sub-contractors they intend to use as third party service vendors to the KO and TR for approval. Third party service vendors shall not perform any work under this contract prior to such approval.

4.1.3. Ensure that only fully-qualified field engineers and/or technicians who have gone through OEM or equivalent third-party service schools for the equipment shall be employed in the performance of any and all work performed under this contract. Service personnel shall have sufficient experience to demonstrate proficiency in maintenance of the product. Upon request, Contractor shall provide written assurance of the competency their personnel as well as a list of credentials for approved field service personnel. The KO and/or TR may authenticate the training requirements and request training certificates or credentials from the service vendors at any time.

4.1.4. Test equipment: Test equipment calibration shall be traceable to National Institutes of Standards and Technology (NIST traceable). Any efforts conducted without equipment within the calibration intervals is not performance in accordance with this contract. Upon request by TR, the Contractor and/or service vendors shall provide a copy of the current calibration certification of all test equipment to be used, or which has been used, on NMRTCSD equipment.

4.1.5. Field Service Reports: Contractor shall include a Field Service Report (FSR), along with the equipment that was serviced. Upon NMRTCSD Biomed request, the FSR will be sent to the following email address:

usn.san-diego.navmedcensanca.mbx.nmcsd-contract-administrator@mail.mil

The contractor or their representative shall complete the FSR to include, at a minimum, the following information:

Completed Field Service Reports are required prior to acceptance of any invoice. Failure to submit a Field Service Report to NMRTCSD Biomed can result in delay of payment or rejection of invoice from Government. It is highly recommended that the contractor attach a copy of the Field Service Report to their Wide Area Workflow Invoice in addition to the required submission to NMRTCSD Biomed in order to expedite invoicing process.

4.2. NMRTCSD Preventive Maintenance Requirements:

4.2.1. Preventive maintenance shall be performed in a manner which will minimize corrective maintenance and will include but is not limited to: calibration, adjustment, lubrication, updating software for security, safety, or system functionality issues, testing required to maintain a safe environment of care, electrical safety testing, output testing, replacement of batteries and other shelf life components on a scheduled basis (which becomes corrective maintenance if the component fails due to lack of preventive maintenance).

4.2.2. Make repairs to the extent necessary, as determined by inspection tests or disassembly, to ensure a functional system that will efficiently serve its intended purpose and the technical specification for that equipment as designated by the original equipment manufacturer.

4.2.3. Installation of system update changes to resolve specific product reliability problems. Hardware and software upgrades, defined as those changes that enhance or add product features, are not included.

4.2.4. Preventive Maintenance shall be performed one (1) time per year, per unit. Theses scheduled preventive maintenance actions are to be coordinated with NMRTCSD Biomed after contract award.

4.2.5. Preventive Maintenance Completion: Contractor must insure that all periodic maintenance is performed within 30 days of the NMRTCSD Biomed due date.

4.2.6. Equipment in Use: If, for reasons beyond the Contractor’s control, equipment is not made available for maintenance for the entire 30 days before the maintenance due date, and 60 days following due date, the Contractor shall immediately notify the COR.

4.2.7. Equipment Unable to Locate (UTL): If the Contractor is unable to locate an item within the maintenance window specified, the Contractor shall immediately notify the TR. The TR may determine that the property has been disposed of or otherwise inactive or unavailable for use and may adjust the equipment covered under this Statement of Work accordingly.

4.2.8. 100% Preventive Maintenance: Under the circumstances of 4.2.6. and/or 4.2.7., the TR and Contractor shall arrange a means of complying with the requirements for preventive maintenance at no additional cost to the government. Equipment determined missing, lost, or stolen shall be exempt from maintenance.

4.3. NMRTCSD Corrective Maintenance Requirements:

4.3.1. Correct inoperable condition in a timely manner. Contractor shall respond no later than twenty-four (24) hours after telephone notification from BIOMED, Monday-Friday, between the hours of 0630-1700.

4.3.2. Provide only the work necessary to restore the equipment to a properly serviceable/operating condition by adjustments, replacement parts, or minor repairs when it is determined that extensive repairs and parts are not necessary.

4.3.3. Equipment improvements/modifications shall be made only upon BIOMED written approval and direction. This includes software updates to the device. All updates/improvements/modifications performed shall be notated on the field service report or equivalent.

4.3.4. Notify BIOMED immediately upon receipt of OEM safety recall notices or upon receipt of recall notices pertaining to any parts or materials utilized by contractor on the equipment.

4.3.5. Ensure that the original design and functional capabilities shall not be changed, modified, or altered without express written authorization from BIOMED.

4.3.6. Provide suitable OEM recommended repair equipment/tools required for the satisfactory execution of all repairs made.

4.3.7. Furnish OEM approved lubricants and lubricate wear points within the equipment in accordance with OEM guidelines.

4.3.8. Replacement parts shall be covered by the contractor for the duration of the contract. Extend to the Government all commercial warranties on replacement parts. All replacement parts or supplies utilized shall be new parts or OEM refurbished parts. OEM refurbished parts shall only be accepted upon written request from the contractor to NMCSD Biomed and shall only be utilized/installed upon written approval from NMRTCSD Biomed to the contractor.

4.4. End-User Requirements:

4.4.1. Service shall be performed on all devices included under contract, regardless of the nature of the cause warranting service/maintenance. Contractor shall not refuse any device under this contract submitted for services. Contractor will perform an official inspection of the device, make an estimate for the services/parts required and the time required for the repairs and an official determination of the cause of the issue, and will provide the required parts and labor in order to restore the equipment to function within the OEM specifications.

4.4.2. Services shall be unlimited for the devices under the contract for the term of the agreement. There shall be no cap or limit placed upon the number of repairs/replacements on any individual unit, or on the facility.

4.4.3. Contractor shall perform Preventive Maintenance on the Gastroenterology Equipment one (1) time per year when scheduled by NMRTCSD Biomed personnel.

4.4.4. Contractor shall keep department personnel informed as to the status/condition of equipment during PM and the repair status/condition when equipment is down or out for repair. Points of contact for the department are: Biomedical Repair Contracts team at 619-532-8017 or usn.nmcsd-contractadministrator@mail.mil.

CATASTROPHIC DAMAGE CLAUSE

4.4.5. If equipment is received and is irreparably damaged, the department requires a written report as to the extensiveness of the damage and the suspected cause or type of maltreatment necessary to cause such damage (e.g., dropped, crushed mechanically, overloaded, etc.). The field service report may serve in this regard if comprehensive.

4.5. Response Time and Labor:

4.5.1. Contractor shall use commercially reasonable efforts to respond by telephone to any report of a malfunction requiring repair within twenty-four (24) hours of notification from NMRTCSD Biomed, Monday through Friday, 0630-1700, Pacific Standard Time. Under no circumstances shall the Contractor assume an inquiry, via telephone or any other means, is authorization to provide services not specifically covered by the terms of the contract.

4.5.2. Work required in the performance of this contract shall be performed between the hours of 0630 and 1700, Pacific Standard Time. All compensation for labor from the hours of 0630 to 1700 Pacific Standard Time is provided for in this contract and included in the contract price. Contractor may be permitted to arrange for the performance outside of these hours via coordination with NMRTCSD Biomed at no additional-cost-to-the-government.

4.5.3. Any work that would require overtime must be approved, in writing, in advance by the KO.

5. Travel and Related Expenses: Contractor shall be responsible for its service related trip expenses, including round trip travel, mileage, and overnight living expenses.

6. Shipment: The contractor shall not exceed two (2) business days for shipment of all equipment coming from and/or going to NMRTCSD Biomed minus exceptions or conditions as previously noted in this Statement of Work. All shipping expenses/costs are provided for in this contract and included in the contract price.

7. Liability:

7.1. NMRTCSD Employees will not perform maintenance or attempt repairs to equipment covered under this contract while such equipment is under the purview of this contract without express, written concurrence from contractor.

8. Utilities, Facilities, and Equipment Access:

8.1. The contractor may use Government utilities (e.g., electrical power, compressed air, water) that are available and required for any service performed under this contract while at Government facilities. The facilities engineer however must approve of any contractor equipment which would connect to these utilities in order to ensure compatibility with NMRTCSD utilities.

8.2. Any outages required in order to perform services must be approved by NMRTCSD Facilities Management prior to initiation of work and shall be performed per Facilities' instruction. Contractor may request Facilities assistance in performing these outages if required.

8.3. Ensure that all use, storage, transport of any materials regulated by OSHA as "hazardous", required for the performance of this contract, is in in compliance with all federal, state, and local regulations. Contractor shall have available MSDS's for any such materials on-site.

8.4. The Contractor shall protect all facilities from damage caused by the Contractor and shall repair, at no additional cost to the Government, all damages caused by the Contractor's activities. During performance of services, Contractor shall keep the site safe, neat, clean and orderly. Contractor shall be responsible for all means, methods, techniques, sequences, and procedures of the services

8.5. Access to Equipment: Contractor shall be provided reasonable access to all equipment that is to be serviced and utility outlets required to do the service. The contractor shall be free to start/stop all primary equipment incidentals to the operation of the maintained equipment after permission is received from on-duty personnel responsible for such equipment.

9. Modifications to Contract: Only the KO has the authority to obligate the government, and then only in writing. No modification or instruction from any party shall be construed to authorize the Contractor to take any action for which they expect compensation without written authorization from the KO.

10. Invoicing: All invoicing shall be done in accordance with this statement of work and in accordance with contract. Failure to do so may delay or interfere with payment for services rendered.

11. NMRTCSD Points of Contact: For all matters concerning performance of this contract, the primary point of contact shall be:

Email: usn.nmcsd-contractadministrator@mail.mil

For administrative matters, the contractor may contact the contracting officer as designated in blocks 7.a, 7.b, 8, and 9 as found on the Standard Form 1449 issued for the contract, or may contact:

APPENDIX A: