Leica SOW.pdf

STATEMENT OF WORK

MAINTENANCE OF LEICA CRYOSTAT MICROTOMES

at the 60th Medical Group, David Grant Medical Center, Travis Air Force Base, California

1. DESCRIPTION OF SERVICES

1.1. The Contractor shall provide non-personal services consisting of management, labor, tools, supplies, material, transportation, parts, and replacement parts, diagnostic equipment and other equipment necessary to maintain and provide preventive and corrective maintenance service for the Leica Cryostat Microtomes located at the 60th Medical Group, David Grant Medical Center, Travis Air Force Base, California. Contractor shall perform preventative maintenance services, unscheduled/corrective or repair services, and any necessary parts replacement shall be included in the contract. The Contractor shall submit reports and documentation as identified throughout this Statement of Work (SOW).

1.2. All work under this contract shall be performed in compliance with Joint Commission on Accreditation of Healthcare Organizations (JCAHO), Federal Drug Administration (FDA) standards, Health Insurance Portability and Accountability Act (HIPPA) in accordance with 45CFR 160 and 164, National Fire Protection Association Standard NFPA 99 (Electrical Equipment in Healthcare Facilities), Original Equipment Manufacturer (OEM) specifications as required.

1.3. The Contractor shall be authorized/qualified by the OEM in the repair of all equipment listed under this contract. Contractor shall maintain authorization/qualifications throughout entire contract period. Qualification includes but not limited to the certification of all repairpersons and repair facilities by the OEM as being authorized/qualified to perform required repairs. The Government shall maintain the right to seek proof of qualification prior to award and anytime during contract period of performance. Only OEM authorized/OEM trained personnel shall perform services under this contract.

1.4. Equipment covered under the contract. Equipment listed in this contract shall be maintained to meet the OEM's specifications. Appendix A: Equipment List provides the location, quantity and other pertinent information of the Leica Cryostat Microtomes.

1.5. Scheduled Maintenance Inspections. The Contractor shall provide two scheduled preventive maintenance inspections per year performed by OEM authorized/OEM trained personnel. The Contractor shall complete scheduled maintenance to the current published OEM specifications. Service shall consist of: review of system operation, inspection, and functional testing checks of all equipment in accordance with the latest OEM established service procedures. The Contractor shall complete one room/bed qualification at the time of the preventative maintenance.

1.5.1. Schedules shall be developed and approved within 30 days after contract award.

Contractor shall finalize the date and time of preventive maintenance services with MERC at least two weeks prior to performing services. All services shall be performed during normal duty hours 8:00 AM to 5:00 PM, Monday through Friday, excluding Federal holidays as listed in paragraph 2.4.1. The Contractor shall check in at the MERC both upon arrival and upon completion of on-site work in accordance with paragraph 2.5 of this SOW.

1.6. Unscheduled/Corrective/Repair Services. The Contractor shall provide unlimited on-site corrective services per year performed by OEM-trained and authorized technicians. The

Contractor shall complete corrective maintenance to the current published OEM specifications in order to return the equipment/system to fully operational status within current OEM specifications. Government request for corrective maintenance will be placed by MERC, to the Contractor's POC. The Contractor OEM authorized/OEM trained personnel shall respond via telephone within 24 hours after receipt of trouble call and schedule on-site service within five (5) business days. All corrective maintenance service shall be accomplished during normal duty hours 8:00 AM to 5:00 PM, Monday through Friday, excluding Federal Holidays. The Contractor will coordinate corrective maintenance visits with the MERC prior to arrival on site.

The Contractor shall check in at the MERC both upon arrival and upon completion of on-site work in accordance with paragraph 2.5 of this SOW.

1.7. Telephone Support. The Contractor shall provide access to OEM telephone support in accordance with OEM specifications and standards, 7 am – 6 pm CST.

1.8. Software Support. The Contractor shall provide software updates, patches, and field corrections in accordance with the OEM’s latest established service procedures. The Contractor shall receive advance approval for the installation of all software updates and revisions from the Government and shall be coordinated though MERC. Defective software shall be replaced at no additional cost to the government.

1.9. Service Reports. A service report is required for any maintenance service performed at any time. The original service report must be presented to the MERC upon completion of the work prior to departure or must be emailed to the MERC at usaf.travis.60-mdg.mbx.60-mdg-sgslb-merc@mail.mil within five (5) business days. The service report must include the following as a minimum:

Date and time of service.

Company and service representative names.

Contract number.

A detailed description of any services performed including labor and any parts used.

OEM PM/Calibration checklists with results may serve as the service report.

1.10. OEM Replacement Parts. The Contractor shall provide all replacement parts, excluding consumables, necessary for scheduled and corrective services. The Contractor shall have ready access to all OEM replacement parts. All parts supplied shall be compatible with the existing system. All parts must be either new OEM parts or parts refurbished by the OEM of the covered medical equipment. In the event that replacements parts are required to be shipped, shipping shall be performed in the fastest reasonable means possible (i.e., next day air) at no additional cost to the Government. Parts used during scheduled and corrective services shall become the property of the government. Replaced parts shall become the property of the Contractor and shall be removed from the hospital and disposed of at no additional cost to the government.

1.11. Whenever the repair of equipment cannot be performed at the Government site as determined by the Contractor, the Contractor shall notify MERC who will make arrangements for the Contractor to remove the item to the Contractor's designated site. The Contractor shall be required to sign a Government form accepting responsibility for the Government equipment. The mailto:usaf.travis.60-mdg.mbx.60-mdg-sgslb-merc@mail.mil mailto:usaf.travis.60-mdg.mbx.60-mdg-sgslb-merc@mail.mil

Contractor shall provide a detailed description of removed items including as a minimum the manufacturer serial numbers of all equipment/items removed.

1.12. 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. All charges resulting from a Contractor-determined requirement to transport Government-owned property covered by this contract to and from an alternate repair location shall be the responsibility of the Contractor.

2. GENERAL INFORMATION:

2.1. The Contractor shall not accept any instructions issued by any person employed by the US Government, other than: the Contracting Officer (CO), or MERC, all acting within the limits of their authority. The CO is the only authorized individual who has the authority to modify or make changes to performance under this contract.

2.2. The Contractor Point of Contact (POC). The Contractor shall provide in writing the name and telephone number of a primary and alternate individual to act as their representative for the scheduling and coordination of service calls, and to be responsible for the coordination of the contract with the Government.

2.3. The Contractor shall be responsible for the repair/replacement of damaged Government owned equipment and property due to the negligence of the Contractor or his representatives. All such replacement or repair shall be at the Contractor's expense and shall be inspected to the satisfaction of the CO or appointed representative.

2.4 Hours of Operation. Contractor Personnel shall be readily available five (5) days a week to work during normal business hours 8:00 AM - 5:00 PM, Monday through Friday. The Contractor is not required to provide preventative, routine or corrective services on the ten (10) Federal Holidays or weekends.

2.4.1. Federal holidays are as follows:

New Year's Day - 1 January Martin Luther King Day - 3rd Monday in January Washington's Birthday - 3rd Monday in February Memorial Day - last Monday in May Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran's Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

If a scheduled service falls on an observed Federal Holiday, service will be performed on the next workday, (i.e., if a holiday falls on Monday, service will be provided on Tuesday). Due to mission requirements, work will be scheduled in advance.

2.5. Arrival at Government facility. Contractor personnel shall check-in with the MERC upon arrival at the Government site and again prior to departure to sign in/out on the visitor-tracking log sheet. (MERC located in Building 777, 1st floor; 707-423-3948). The Contractor personnel shall personally notify MERC of problems that result in the equipment being left disabled upon their departure.

2.6. The Contractor is encouraged to request a pre-maintenance inspection prior to the onset of the contract. As all apparent discrepancies must be identified upon submittal of quote, any and all claims must be received within 30 days of contract award. All non-apparent/hidden discrepancies must be identified no later than the first scheduled preventative maintenance. Any claims resulting from hidden defects must be received within 30 days of first scheduled preventative maintenance. Any equipment found to be inoperable during this pre-maintenance inspection would be repaired using a separate purchase order.

2.7. The government certifies that the equipment to be maintained under this contract will be in good operating condition on the effective date of this contract. For the purpose of this contract, the clause, "good operating condition" means the conditions necessary for the equipment to function as intended without corrective maintenance. The Contractor agrees to leave the equipment in good operating condition at the expiration of this contract.

2.8. During the final month of this contract, the Government will make final inspection of the equipment. Any correction of deficiencies noted during this inspection shall be resolved prior to contract end. The Government reserves the right to request the repair (at no additional cost to the Government) of items identified with latten defects after contract termination, when it has been determined that defects either are a result of contractor's performance or should have been discovered during normal performance of work under this contract.

Appendix A

Equipment List

ECN Manufacturer/ Model Description Model Serial # Location

55460 LEICA

BIOSYSTEMS INC.

MICROTOME,

CRYOSTAT

CM1950 3695 Bldg. 777, Clinic

55461 LEICA

BIOSYSTEMS INC.

MICROTOME,

CRYOSTAT

CM1950 3670 Bldg 777, Clinic

59564 LEICA

BIOSYSTEMS INC.

MICROTOME,

CRYOSTAT

CM1950 6611 CIF

MAINTENANCE OF LEICA CRYOSTAT MICROTOMES