4. Scope of Work - Fume Hoods.pdf

IHS1397567

Preventive Maintenance Fume Hoods Phoenix Indian Medical Center (PIMC) Phoenix, AZ 85016-5319

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SCOPE OF WORK

Phoenix Indian Medical Center Preventive Maintenance and Repair for the Fume Hoods

1/09/2020

1. GENERAL: The Phoenix Indian Medical Center (PIMC) located in Phoenix, Arizona, oversees the delivery of health care to approximately 140,000 Native Americans. The Tribes that comprise the Phoenix Service Unit are the Fort McDowell, Yavapai Nation, Salt River Pima-Maricopa Indian Community, San Lucy District of the Tohono O’odham Nation, Tonto Apache Tribe, Yavapai-Apache Indian Tribe and the Yavapai-Prescott Indian Tribe. Tribe members who receive care at PIMC hail from Tribes throughout the U.S., and also greater Phoenix area. PIMC also provides specialty care to rural and remote reservation health care facilities in Arizona, Nevada and Utah.

Our healthcare is based in Phoenix, Arizona. Our system of care includes Indian Health Service (IHS) and tribally-operated health care facilities that serve tribal communities as well as three Urban Indian health programs. These services are comprehensive and range from primary care (inpatient and outpatient) to tertiary care and specialty services.

2. BACKGROUND: The PIMC currently has a need for preventive maintenance (PM), repairs and replace parts for existing medical gas outlet and fume hoods located at the Phoenix Indian Medical Center (PIMC) in Phoenix, AZ. The PIMC is located at the address below:

2.1. Phoenix Indian Medical Center

4212 N. 16th St.

Phoenix, AZ 85016

3. DESCRIPTION OF EQUIPMENT: Fume Hoods are listed below:

No Device Name Serial # Model # Area # Department

1 Laminar Air Flow Units, Fixed 14715-82 1976 2-031 Podiatry 2 Hood, Chemical Fume 180558061217 NU-540-400 2-063 Pharmacy 3 Hoods, Chemical Fume 070469938H 48804-00 001 Pathology 4 Hoods, Microbiological 180760912 110610000 255-2 Pathology 5 Hoods, Microbiological 79669 EG4252 2-031 Pharmacy 6 Hoods, Microbiological 61856 SG-400 5-036 NIH 7 Hoods, Microbiological 13718 740 5-035 NIH 8 Hoods, Microbiological 01002995 CFH 5-035 NIH 9 Hoods, Microbiological 180153603-13 110410002 001 Pathology

10 Hoods, Microbiological 9700405450 9700 Senior 001 Pathology 11 Hoods, Chemical Fume 01002953 70190 301 NIH Bldg 1 12 Hoods, Chemical Fume M-76102-1 VFC-24x48 5-035 NIH 13 Hoods, Chemical Fume 984832 CFH-KEM 5-057 NIH

3.1 WARRANTY: This equipment is new and on warranty. The warranty will expire September 24, 2020 and shall be added to the service agreement.

No Device Name Serial # Model # Area # Department 14 Hoods, Chemical Fume 300304200 1305 1-137 Laboratory

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3.2. Medical Gas Oultet Locations:

No. Make # 02 # Med Air # Vac # N20 Department Floor / Building # Room #

1 Ohmeda Diamond 4 4 0 0 Respiratory Therapy 2 East 233 / 029 2 Ohmeda Diamond 25 25 25 0 Emergency Room 1st Floor 233 / 1-13 3 Ohmeda Diamond 5 5 16 5 Operating Room 1st Floor 233 / 1-5

4 Ohmeda Diamond 11 9 11 0 PACU 1st Floor 233 / M-

5 Ohmeda Diamond 6 6 12 0 Same Day 1st Floor 233 / M-

6 Ohmeda Diamond 0 2 1 0 Radiology 1st Floor 233 / 1&2 7 Ohmeda Diamond 33 22 44 0 ICU 2 West 233 / 1-11 8 Ohmeda Diamond 15 0 15 0 Respiratory Therapy 2 East 233 / 1-15 9 Ohmeda Diamond 20 0 20 0 Inpatient 3 East 233 / 1-19

10 Ohmeda Diamond 7 0 7 0 Ultrasound 3 West 233 / 54-

11 Ohmeda Diamond 12 12 12 0 OB 4 West 233 / 6-17

12 Ohmeda Diamond 15 6 18 2 OB 4 West 233 / 36-

4. DESCRIPTION OF SERVICE: The contractor shall provide all supervision, labor, parts, materials, tools, supplies, maintenance, and equipment necessary to provide required PMs, repairs, annual inspection, certifications, calibration/calibration verifications, replace parts (if/as required), and service reports on the items listed in SOW Section 3 above.

4.1. The contractor shall obtain and maintain all required manufacturer, Federal, State, and Local licenses and certifications associated with the performance of the services required.

4.2. Performance shall be according to the SOW and supporting documents and shall also conform with:

4.2.1. Original Equipment Manufacturers (OEM) specification requirements

4.2.2. National Fire Protection Association (NFPA) 99 and 101

4.2.3. Standards for Health Care Facilities

4.2.4. Environment of Care (EC.02.04.01, EC.02.04.03)

4.2.5. The Joint Commission standards

4.2.6. Federal, Tribal, State and local regulatory guidance and ordinances in regards to bio hazardous waste, disposal, and applications.

4.3. The Contractor shall have ready access to new OEM parts. All parts replaced shall be OEM.

4.4. Required work is in a hospital environment. Contractor shall comply with HIPAA security requirements for safeguarding patient information.

5. PREVENTIVE MAINTENANCE (PM):

5.1. Contractor shall utilize the Original Equipment Manufacturers (OEM) established procedures and checklists or Contractor-supplied equivalent; satisfactory to the designated Point of Contact (POC).

5.2. Test and replace faulty and worn parts.

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5.3. Inspect/replace electrical wiring and cables for wear and fraying.

5.4. Return the equipment to operating condition defined in OEM specifications. Complete

OEM field service updates for operational reliability.

5.5. Complete OEM field service updates and engineering change notices.

5.6. Perform remedial maintenance of non-emergent nature.

5.7. Perform annual test to meet the manufacturer’s specified requirements and standards.

5.8. Contractor shall perform calibrations, cleaning, oiling, adjusting, and repair of the equipment except those services necessitated by accident, fire, or abuse.

5.9. Inspect all mechanical components, including, but not limited to, mounting hardware, pumps, seals, belts, interlocks, sensors, controls, bearings, hoses, heaters, radiators, generators, and motors for operational integrity.

5.10. Replace any OEM labels, decals, or warning tags that are not legible.

5.11. Provide documentation of service performed.

5.12. Equipment Certification of Inspection: The Contractor shall label all equipment upon completion of service identifying at a minimum, the date, time, company name, and technician initials.

5.13. Corrective Maintenance: The Contractor shall notify the designated POC of the existence or development of any defects or repairs to the equipment covered under this contract which the Contractor considers is not PM (such as operator misuse).

5.14. Contractor shall warrant all services performed and shall remain free from defects 30 days from the date of acceptance.

5.15. The contractor shall include repairs as required to return equipment to manufacturers specifications of operation.

5.16. Clean equipment: Return equipment to a clean state after work is completed.

6. INVOICE SUBMISSION: Payments shall be made by electronic funds transfer. Electronic

Funds Transfer (EFT) shall be utilized as method for processing payment to:

PHX_PIMCAPInvoice@ihs.gov.

Invoice must include the following information:

6.1 Name and address of the Contractor;

6.2 Invoice date and number;

6.3 Contract number, contract line item number and if applicable add order number;

6.4 Description , quantity, unit of measure, unit price and extended price of the items delivered;

6.5 Shipping number and date of shipment, include bill of lading number and weight of shipment if shipped on Government bill of lading;

6.6 Terms of any discount for prompt payment offered;

6.7 Name and address of official to whom payment is to be sent;

6.8 Name, title, and phone number of person to notify in event of defective invoice;

6.9 Taxpayer Identification Number (TIN). The Contractor shall include TIN on the invoice only if required elsewhere in this contract.

6.10 Electronic funds transfer (EFT) banking information.

6.11 Improperly prepared invoices will be returned to the Contractor resulting in delayed mailto:PHX_PIMCAPInvoice@ihs.gov

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6.12 Payments shall be made in monthly arrears

7. VALIDATION OF QUALIFICATIONS, LICENSURE, and CERTIFICATION:

Contractor shall provide valid documentation of technician’s training and current manufacturer’s authorization to perform technical support/PM/repair on the items listed in SOW Section 3 above.

8. OPERATING HOURS: The contractor shall perform all work during normal business operating hours Monday through Friday from 8:00 a.m. to 5:00 p.m. excluding federal holidays. Contractor shall be available for emergency repairs to ensure continuity of patient care services. The regular service date schedule shall be submitted to and pre-approved by the designated Government Point of Contact

(POC).

9. PERSONNEL SECURITY REQUIREMENTS: Contractor shall comply with IHS visitation policies. The Contractor’s personnel shall report to the PIMC Biomedical Department at the beginning and end of their visitation, to sign-in and receive a facility "Guest" ID badge.

10. DOCUMENTATION/REPORTING REQUIREMENTS: The Contractor shall submit a legible field service report and test reports, which shall include detailed descriptions of the preventive maintenance, test inspection, certification and/or repair services performed, including replaced parts and detailed estimated prices required for recommended repair/replacement work not included in the annual PM Service.

Report

Description # of

Copies Recipient* Due Date

1 Service and Repair report 1 POC/CS 15 calendar days after completion of service or

*CS is Contract Specialist

11. TRAVEL EXPENSES: Travel expenses shall comply with the GSA Federal Travel Regulation (FTR) https://gsa.gov/portal/category/21222.

12. SCHEDULING: The Contractor shall provide a detailed schedule to the PIMC POC for approval prior to the commencement of any work. Exceptions to the schedule shall be arranged and approved in advance with the designated POC. Schedule and Notification: The Contractor shall notify the designated POC prior to starting services and upon completion of services.

13. EQUIPMENT CERTIFICATION OF INSPECTION: The contractor shall label all equipment serviced upon completion, identifying the dates of service, time, company name and the initial of the service technician. The contractor shall perform services in designated area(s) only.

14. SUBMITTALS: Submittals are due seven (7) calendar days after receipt of contract award notification. Government review comments will be returned within seven (7) calendar days after receipt of https://gsa.gov/portal/category/21222

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14.1 Detailed PM Scheduled.

14.2 Documentation of authorization from manufacturer to perform maintenance and repair of Fume

Hoods.

15. DELIVERABLES: Deliverables are due fifteen (15) calendar days after completion of work.

15.1 Report(s) as detailed in SOW Section 10.

16. ADDITIONAL PROJECT REQUIREMENTS

16.1 All shipments of materials, equipment and/or supplies to the project site shall be addressed to the Contractor and not the Indian Health Service. Preservation, packaging and packing shall be in accordance with industry standard packaging appropriate for the item(s) involved. The Indian Health Service is not responsible in any manner for deliveries intended for the project that are not generated by the Indian Health Service.

16.2 Equipment and materials provided by the Contractor shall be new and, where appropriate, shall arrive on-site sealed in original manufacturer’s containers. The Government reserves the right to refuse any items deemed to not meet this requirement.