2. REES SOW_Redacted.pdf

Statement of Work

SECTION 1 – BACKGROUND

This is a non-personnel services contract to provide repair and maintenance services for the REES monitors owned by the 61st Medical Squadron. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

61st Medical Squadron (61 MDS) owns the REES monitors that will require continued comprehensive services to include all parts and labor to perform repair and preventive maintenance

SECTION 2 – SCOPE OF WORK

Tasks/Requirements:

This Scope of Work (SOW) outlines the requirements for annual maintenance service for the REES monitors located in the 61st Medical Squadron. The purpose of this maintenance is to ensure the REES monitors operates within manufacturer specifications, maintains accuracy and reliability, and adheres to safety standards. 61st Medical Squadron seeks a qualified contractor to perform these services.

1. Project Objectives

The primary objectives of this project are:

• To ensure the REES monitors system is functioning optimally and providing accurate refrigerated temperatures measurements to provide a comprehensive, documented, and regulatory-compliant service and validation package for a system over a five-year period.

• To identify and address any potential issues before they lead to system failure or inaccurate results.

• To extend the lifespan of the REES monitors system through preventative maintenance.

• To comply with manufacturer recommendations for maintenance and calibration.

• To minimize downtime of the REES monitors system.

2. Scope of Services

The Contractor shall provide the following services as part of the annual maintenance:

• 2.1 Pre-Maintenance Inspection and Preparation:

o Review of previous maintenance records and service history. Providing service reports after service has been conducted.

o Visual inspection of the REES monitors system for any signs of physical damage, wear and tear.

o Verification of system software version and compatibility.

o Confirmation of proper environmental conditions (temperature, humidity) for optimal system performance.

• 2.2 System Calibration and Testing:

o Calibration of the REES monitors system using certified calibration standards, traceable via service reports.

o Performance of diagnostic tests to assess the accuracy and repeatability of measurements. This includes, but is not limited to:

Temperature calibration tests.

Humidity calibration tests.

Subject testing with known Temperature/Humidity/Environmental values.

o Comparison of test results against manufacturer specifications and acceptable tolerance levels.

o Adjustment of system parameters as needed to ensure accurate and reliable measurements.

• 2.3 Component Inspection and Maintenance:

o Inspection of the system's probes (Temperature, Humidity, Environmental, Batteries) for functionality and damages.

o Cleaning of the chamber and other internal components to remove dust, debris, and contaminants.

o Verification of proper operation of the system's control panel and user interface.

Probes are labeled properly along with the specific location of individual Probes location.

o Inspection of cables and connectors for damage or loose connections.

o Probe filters replacement (Temperature filters, Humidity filters, environmental filters, etc.) as required.

• 2.4 Software and Firmware Updates:

o Installation of the latest software and firmware updates as released by the manufacturer.

o Verification of software and firmware compatibility with the system hardware.

o Testing of system functionality after software/firmware updates.

• 2.5 Safety Inspection:

o Verification of proper grounding and electrical safety.

o Confirm all electrical components are properly connected o Confirmation that all safety labels and warnings are clearly visible and legible.

(As needed)

• 2.6 Reporting and Documentation:

o Preparation of a detailed maintenance report documenting all services performed, test results, and any findings or recommendations.

o Provision of a calibration certificate, if applicable, indicating the date of calibration, standards used, and results obtained.

o Documentation of any parts replaced, or repairs made.

o Submission of the maintenance report to 61st Medical Squadron BMETs:

within 15 days of service completion.

o Maintenance log update with completed service.

• 2.7 Optional Services o Operator training on proper system usage and maintenance procedures.

o Repair services for any identified issues beyond the scope of routine maintenance.

o Emergency repair services outside of the scheduled annual maintenance.

3. Contractor Responsibilities

The Contractor shall be responsible for:

• Providing all necessary labor, tools, equipment, and supplies to perform the services outlined in this SOW.

o Five (5) Validation Kit for New Systems and existing systems with Rees Software Ver. 3.0 Build 1020.0.24 or 1021.0.9 or higher o Three (3) Battery 1001 6 Volt 1.4 Amp battery o Eighty-five (85) Z3-Battery 3.6 Volt Lithium Battery for Z3 wireless transmitters o Migration of customer Rees system instance and database to a new server. (server provided by customer) o Development and execution of validation protocol to ensure system compliance following migration.

IOQ protocol includes:

• Installation Qualification o Software/Firmware Verification o System Setup Verification o Point to Point Verification and Configuration

• Operational Qualification o User Login/Access Control Verification o User Interface, Graphic and Screen Navigation Verification o Audit Trail and Electronic Signature Verification o Database Communication Report Generation o Alarm Operation and Alarm Information Management o Data Migration Verification o Protocols go through customer review and comment process and can be tailored to customer specifications.

o Execution of validation protocols to ensure system compliance with industry standards.

o Full support during setup migration to ensure optimal performance.

o Comprehensive Five-Year Service Package with full documentation provided to satisfy regulatory authorities. Comprehensive system test verifies, calibrates and documents all system functions including readings, databases, alarms, dial-outs, outputs, reports, and user programming. Includes Five Year Onsite Service Plan with 24/7 Technical Support. Includes approximately 100-page GMP/GLP OQ validation report, 1000-page software validation test report, calibration of temperature and humidity with traceable equipment, copies of reference equipment calibration certificates and onsite refresher training at PM visit.

Payment for first year due in full upon receipt of order. Subsequent years to be billed annually, due in full at beginning of contract year. Any additional sensors added to system will be added into contract at pro-rated pricing and customer will be billed additional with yearly payment. Penalties apply for early cancellation.

Customer to Approve and Review all Validation Documentation prior to Techs Departure.

• Employing qualified and experienced personnel to perform the maintenance services.

Personnel must have documented training and experience on REES monitors systems.

• Adhering to all applicable safety regulations and industry best practices.

• Complying with 61st Medical Squadron's security and access policies.

• Providing a Certificate of Insurance demonstrating adequate liability coverage.

• Scheduling the maintenance service at a time that is mutually convenient for both parties, minimizing disruption to 61st Medical Squadron operations.

• Properly disposing of any waste materials generated during the maintenance process.

• Maintaining a clean and orderly work area.

• All repair part for repairs is provided by contractors.

Schedule Maintenance

The annual maintenance service shall be performed within 15 days of contract execution. The Contractor shall provide 30 days' notice prior to the scheduled maintenance date. The estimated duration of the maintenance service is 8 hours. If more time is required to perform annual maintenance, coordination with 61st Medical Squadron BMETs to schedule a suitable to conduct the annual maintenance.

Unscheduled Maintenance

The repair services shall be performed within 2 days of submission of service ticket for repair. The Contractor shall provide notice of date and time service technician will arrive for repair. If more than 8 hours is required to perform repair, coordination with 61st Medical Squadron BMETs to schedule a suitable to conduct the annual maintenance. All parts for repair will be provided by contractor.

SECTION 3 – PERIOD OF PERFORMANCE

BASE YEAR: 01-Sep-2025 to 30-Aug-2026

OPTION YEAR 1: 01-Sep-2026 to 30-Aug-2027

OPTION YEAR 2: 01-Sep-2027 to 30-Aug-2028

OPTION YEAR 4: 01-Sep-2028 to 30-Aug-2029

OPTION YEAR 4: 01-Sep-2029 to 30-Aug-2030

SECTION 4– DELIVERY LOCATION

Los Angeles AFB Clinic and Ft MacArthur Clinic

SECTION 5 – DELIVERABLES/REPORTING SCHEDULE

Regular Working hours shall consist of an 8-hour period, between 7:00 AM (0700) and 4:00 PM (1600), Pacific Standard Time, Monday through Friday, excluding federal holidays and weekends listed below:

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

SECTION 6 – SPECIAL REQUIREMENTS

Contractor personnel performing services in a contractor capacity in a government facility is required to possess and wear an identification badge that displays his or her name and the name of their company. All contractor personnel shall identify themselves as contractor support personnel in all forms of communication with all entities with whom DHA/Deputy Assistant Director for Acquisition (DAD-A)/Head of the Contracting Activity (HCA) has business dealings. The contractor shall: Answer all telephone calls and have a personalized voice message with an introductory statement that includes the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the DAD-A understands that the person is contractor support personnel. Include a title block in all emails that states the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting DHA/DAD- A/HCA understands that the person is contractor support personnel.