MRI Maintenance Cheyenne VAMC SOW Draft.docx

Canon Radiology Service Requirement Station 442, Cheyenne, WY VAMC

I. BACKGROUND

The Cheyenne VA Medical Center has a corrective and preventative maintenance service requirement need to ensure proper functionality of an MRI machine.

II. WORK TO BE PERFORMED

Contractor will provide full service corrective maintenance, repair parts, preventive maintenance inspections, travel, labor and all other incidentals necessary to maintain or restore the listed equipment to operating specifications per manufacturer literature/recommendations located at the Cheyenne VA Medical Center, 2360 Pershing Blvd, Cheyenne, WY 82001. Contractor will provide all required licenses, documentation of performance, and perform field modification instructions, manufacturer recalls, software upgrades, and patches offered by the OEM during the time this agreement is in effect (one full year). In-house Biomedical Equipment Support Specialists will provide “first look” response to all trouble calls and will notify the contractor when services are required.

Glassware and image intensifier replacement must be included in the contract.

a. Titan-16-S MRI SID# 30023601

Pursuant to OEM specifications and recommended intervals, contractor will provide planned maintenance on each item of equipment. Contractor will contact the Contracting Officer Representative to schedule mutually-agreeable times for maintenance and repair calls at (307) 778-7550 x17362. The preventive maintenance shall consist of a complete check of the equipment, making all necessary adjustments, alignments, cleaning, and calibrations to ensure equipment, making all necessary adjustments, alignments, cleaning, and calibrations to ensure equipment meets or exceeds the manufacturer’s original specifications.

PM services will, but not be limited to, include:

a. Cleaning of equipment to include overhead tube suspension rails

b. Reviewing operating system software diagnostics to ensure that the system is operating in accordance with the OEM specifications.

c. Cleaning and lubricating equipment.

d. Performing remedial, non-emergent maintenance

e. Testing and replacing faulty and worn parts or parts likely to become worn or faulty.

f. Returning the equipment to condition and normal operating modes

III. OPERATING INSTRUCTIONS

Unless previously agreed upon and at no further cost, inspections and maintenance shall be performed during regular work hours for this facility between 8:00 a.m. and 4:30 p.m., Monday through Friday, excluding Federal Holidays. UNDER NO CONDITIONS WILL ANY SERVICE BE PERFORMED OUTSIDE THE SCOPE OF THE AWARDED CONTRACT WITHOUT PRIOR APPROVAL BY THE CONTRACTING OFFICER. Preventative maintenance inspections shall be scheduled with the Biomedical Engineering Department (Biomed), giving a minimum of three (3) business days’ notice. A preventative maintenance inspection may be combined with an emergency service call only when notice has been given and approval received from the Biomedical Engineering Supervisor. The Contractor must inform Biomed at the time of the inspection that a combined repair action and preventive maintenance inspection is to be performed. All completed repairs will be confirmed and approved by a Biomed representative. The Contractor must indicate on the service/repair ticket the specific action taken, all parts replaced, and the number of hours of labor required. The Contractor must, upon request from Biomed, present for inspection all parts replaced. Failure to provide the service/repair ticket may be cause for delay in payment for services performed. Preventive maintenance reports will include a checklist with results. Any results found to be out of calibration will be reported. Service reports will be sent to the COR electronically at CHYBioMed@va.gov.

IV. SPECIAL WORK REQUIREMENTS

Response time: The contractor must respond by telephone for initial diagnostics within two hours after notification. The contractor shall be on-site to make the repairs within 24 hours of an originating call for emergency service and will restore the equipment to its full performance (OEM-Specifications) within 72 hours of the originating call.

V. TRAINING REQUIREMENTS

OEM training certificates for the field service engineer will be provided to the facility and kept on file in the contractor record.

VI. DOCUMENTATION REQUIREMENTS

Upon award of contract, contractor will provide to the Contracting Officer Representative/Point of Contact COR/POC a written description and itemized checklist of preventive maintenance actions which will be performed on each individual piece of equipment to include electrical safety. Per American Advancement of Medical Instrumentation Copyright AAMI 2013, “Documentation of a hospital’s medical equipment management program is, in general, necessary to demonstrate compliance with the Joint Commission requirements during the triennial survey and during the Annual Periodic Performance Review.” “[Documentation] offers evidence that standards are being met… and is nothing less than the foundation of standards compliance.” “…documentation [will] show that the inspection and maintenance strategies used for different equipment minimizes the clinical and physical risks.”

Biomedical Engineering maintains the medical equipment in the hospital and is tasked with assuring that the equipment remains in safe, fully functioning condition. Additionally, HTM is tasked with the risk management associated patient care equipment and certain non-patient care equipment.

“This [equipment inspection reporting requirement] is in keeping with [Cheyenne VA Medical Center] policies and Joint Commission medical equipment management standards.”

A. Reports for any maintenance will include the following at a minimum:

a. Name of contractor and field service engineer

b. Description of problem/malfunction reported.

c. Date and time of the contractor’s arrival on station

d. To ensure NIST traceability, type, model, and serial number(s) of all test instruments used to perform maintenance will be annotated on report.

e. Total time of performance period- start and end time- equipment downtime and hours on-site for service call, excluding travel time.

f. Detailed narrative describing the reason for service to include malfunction and remedial actions.

g. Complete list of parts replaced and system repaired.

h. Date and time equipment was returned to serviceability.

i. VA purchase order number(s) covering the call if outside normal working hours and authorized by Contracting Officer.

These reports will be provided to the COR/POC within 5 working days of completion of the inspection.

B. SECURITY:

A. Upon arrival at the Medical Center, Contractor will report to VA Police Dispatch Office to sign in and receive a temporary badge. Contractor will notify Biomed that they have arrived on-site. Upon completion of service, the Contractor will return the temporary badge to the Police dispatch office.

B. No security language is required.

C. INFECTION CONTROL

There is a potential for exposure to bloodborne pathogens or other infectious materials throughout this facility. Contract personnel will wear appropriate Personal Protective Equipment and are informed that “Universal Precautions” must be used (i.e. hand washing protective aprons, gloves, goggles, etc.).

D. CONTRACTOR QUALIFICATIONS:

Contract personnel will be fully qualified and competent for the equipment which they are servicing. Should additional contracted subject matter experts be required to perform a repair, services rendered are covered within this agreement. The VA will not assume any additional costs without the approval of the contracting officer. Certificates of OEM factory equipment training or a statement of proficiency concerning specific on-the-job equipment repair training signed by the Regional Manager will also be provided to the COR/POC prior to performing any services.

E. POINTS OF CONTACT:

COR: Jack Mannarino, jack.mannarino@va.gov 307-778-7550 x17363 Biomedical Engineering:

Chae Kling, chae.kling@va.gov 307-778-7550 x17362 Radiology:

James Holloway, james.holloway@va.gov 307-778-7550x17189

F. INVOICING:

Contractor must first be registered in SAM.gov before completing the vendor file entry. All inquiries regarding the SAM.gov website will go through SAM.gov customer service. Upon completion of the vendor file entry using the customer engagement portal, the Contractor shall invoice using the Tungsten website. Any questions regarding how to use the Tungsten site, shall be answered by Tungsten Customer Service.

SAM.gov | Home Customer Engagement Portal (va.gov) True invoice automation | Tungsten Network (tungsten-network.com)