PERFORMANCE_WORK_STATEMENT_2017.docx

PERFORMANCE STATEMENT OF WORK

MEDICAL EQUIPMENT SERVICE MAINTENANCE

U.S. NAVAL HOSPITAL OKINAWA

CAMP FOSTER, OKINAWA, JAPAN

BACKGROUND:

· Naval Hospital Okinawa, Japan provides quality medical care to active duty personnel and retired military personnel with an emphasis on providing dedicated medical personnel and quality equipment to assure the finest care and procedures

· The requirement for medical and surgical equipment that functions completely and accurately is imperative in assuring that the physician can diagnose and perform the required surgical procedures necessary to save lives and provide confidence in personnel in medical attention

· Medical equipment must be maintained at peak efficiency and cost effectiveness with a minimum of down time and required replacement to meet the demands of mission requirements and personnel care

· Mission requirement and support to naval personnel requires OEM qualified personnel who are able to understand the intricacies of the complex medical equipment and the ability to address the issue with immediate solutions and appropriate equipment replacement

SCOPE:

· General: NH Okinawa has a requirement for service contract for designated government owned Stryker Equipment Replacement and Maintenance Service

· The contractor shall provide preventive and corrective replacement/ maintenance services for all equipment listed below. The contractor is required to provide all services, materials, and equipment necessary for the replacement, as well as preventive maintenance of STYKER EQUIPMENT located at Naval Hospital Okinawa, Japan to ensure dependable and reliable equipment operation. The scope of work performed under these specifications includes the furnishing of all labor and parts to perform all replacements on listed equipment. The Contractor shall maintain the equipment within the original equipment manufacturer (OEM) specification, in accordance with the Federal, State, and Local law regulations, US Navy regulations, instructions, and the Joint Commission requirement. U.S. Navy regulations and instructions will be made available upon request. When product recalls or upgrades are necessary to maintain the equipment in service within the original manufacturer’s specification, the Contractor shall obtain and install same. The contactor shall allow only OEM trained and certified repaired personnel to provide maintenance services on the equipment.

STRYKER EQUIPMENT LIST

COVERAGE

The contract coverage includes:

· Unlimited numbers of repairs of serviced equipment, including labor and parts regardless of fault

· Replacement equipment for Serviced Equipment, if necessary.

· The contractor shall have sole discretion to determine whether Serviced Equipment shall be repaired or replaced

· Use of loaner equipment to replace Serviced Equipment during repair, except where the item is handled through contractor repair / replace program

· The Contractor shall provide equipment maintenance services to include all periodic planned maintenance and unscheduled repairs in accordance with original equipment manufacturer (OEM) specifications and in compliance with ISO 9001 standards, to include repairs necessitated by operator error.

LIMITATION AND EXCLUSION

· The contractor shall not be liable for any loss, damage, or delay due to any cause beyond his reasonable control including but not limited to, acts of government, strikes, lockouts, fire, explosion, theft, floods, riot, civil commotion, war, malicious mischief or acts of God.

· Damage caused as a result of the use of Serviced Equipment or contractor Equipment beyond the useful life specified for the equipment in the user manual, if any;

· Damage caused by an alteration of the Serviced Equipment or contractor Equipment by non-Stryker personnel

· Serviced Equipment or contractor Equipment that have been repaired or serviced by a third party;

· Light source replacement lamps, fee-based software upgrades, voice control upgrades and disposable or consumable products or parts.

PREVENTIVE MAINTENANCE INSPECTION PROGRAM

· Service replacement and preventive maintenance will be performed in accordance with OEM specifications. Preventive maintenance visits shall include complete inspection and testing of the equipment in accordance with OEM and Naval Technical Maintenance Procedures. Preventive maintenance shall be conducted annually in the month of February. This annual preventive maintenance will be in accordance with manufacturer service literature.

· The contractor shall contact and notify United States Naval Hospital Okinawa, Japan Medical Repair at 646-7376 two (2) days prior to providing preventive maintenance services.

MAINTENANCE REPORTS

· The contractor shall furnish a signed System Maintenance Record written in English to the hospital upon completion of each maintenance (preventive and corrective) service and for each service call placed. The report will itemize all service performed as a result of either preventive or unscheduled maintenance.

SERVICE CALLS

· Only Biomedical Repair personnel are authorized to contact the contractor for service calls concerning maintenance and repair services. Service calls may be classified as emergency or routine. The appropriate classification will be given to the contractor along with the job service request.

EMERGENCY SERVICE CALLS

· Emergency service involves the correction of conditions that require immediate repair to restore essential service.

· The Contractor shall respond by phone within two (2) hours to assess the nature of the situation and provide verbal plan of action to Medical Repair.

EMERGENCY SERVICES

· UNLIMITED emergency services. The Contractor shall be at the job site within forty-eight (72) hours after receipt of an emergency service call and shall restore the equipment to the fully functional status within 7 calendar days. Emergency services will not be available during Obon Festival from August 18, 2016 – August 21 2016 and New Year from 28 December - 3 January 2017.

ROUTINE SERVICE CALLS

· Routine service calls are for work that is not classified as an emergency. Routine work requests shall be coordinated with Medical Repair and be scheduled during the normal work week Monday thru Friday 07:30 – 16:30. Routine maintenance will be coordinated with Medical Repair with at least two (2) days advance notice prior to the performance of maintenance.

EFFECTIVENESS LEVEL

· The Contractor shall maintain the systems at an effective level of 90%. The effectiveness level is computed by subtracting the system downtime for the month from the required system operational use time, (the difference is the actual operation use time), and dividing the actual operational use time by the required operational use time.

· The COR shall record each month’s effectiveness level and issue a report to the Contracting Officer by the 5th working day of the month in which the services were performed.

Example: Required System Operational Use Time:

(8 hours x 20 days = 160 hours per PPM) System Downtime for the Month: 16 hours Required Operational Use Time: 160 hours System Downtime for the Month: = -16 hours Actual Operational Use Time: 144 hours

Actual Operational Use Time: 144 hours Required Operational Use Time: 160 hours The Effective Level: 90%

· Should the contractor fail to maintain the equipment at an effectiveness level of 90% for any month, the government may assert its right under FAR Clause 52.246-4 (e) (2) Inspection of Services – Fixed Price.

REPLACEMENT AND REPAIR PARTS

· The contractor shall furnish only OEM parts to effect all replacement or repair.

· The contractor shall bear all cost associated with obtaining the parts. All parts installed shall become the property of the government and all replaced parts shall become the property of the contractor.

GOVERNMENT RESPONSIBILITIES

· Government personnel will not perform maintenance or attempt repairs to the equipment while the equipment is covered under this maintenance contract.

· The government personnel will permit the contractor access to the equipment to be maintained and provide ample workspace for the maintenance.

· The Technical Representative will furnish to the contractor the names of the Biomedical Repair TRs authorized to place service calls. Any service rendered by the contractor without approval of one of those individuals will be at the contractor’s own expense.

CONTRACTOR’S RESPONSIBILITIES

· Contractor personnel shall comply with local military commander’s published dress codes.

· At least one of the technicians performing the maintenance on site must speak and write English.

· The contractor will ensure that only fully qualified field service engineers and technicians who have gone through the OEM service schools for the above-mentioned equipment, shall be employed in performance of any and all work under this contract.

· The contractor shall provide a point of contact and phone number(s) to which requires for services may be made during the PPM, e.g. trouble desk, answering machine, or pager system.

· In all instances where government property or equipment is damaged by the contractor’s employees, a full report of the facts and the extent of the damage shall be submitted to the TR within 24 hours following the occurrences. The TR shall then forward the report to the Contracting Officer within 24 hours of receipt.

· The contractor shall provide a two (2) day advance notification to the TR before performing any annual scheduled preventive maintenance.

· The contractor shall resolve all FDA and manufacturer recalls and other mandatory updates within thirty (30) calendar days of the original equipment manufacturers notification for all equipment covered under this contract.

· The contractor shall obtain, have on file, and make available to its field service personnel all operational and technical documentation, which is required to meet the performance requirements of this contract. This documentation shall include any software needed or beneficial in speeding the diagnosis, repair, or calibration of the equipment, equivalent to that used by the manufacturer to perform the same work.

· 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 COR, 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 United States Naval Hospital Okinawa, Japan equipment.

· The contractor is responsible for providing replacement parts for the repair of the equipment.

· The contractor or his/her representative shall furnish to:

a legible copy of the Field Service Report to include the following.

· Purchase Order/Contract Number

· Contractor Name, Technician’s printed Name and Telephone number, and signature

· Date and Time Notified

· Date and Time Arrival

· ECN (Equipment Control Number), Type, serial # and model #

· Time expended repairing/servicing

· Description and possible cause of malfunction

· General Description of replaced parts and service performed

· Itemized list of parts and supplies furnished and the cost of each. If parts are included in the contract, cost breakdown must be provided as if cost were not included.

· Total man-hours expended to include labor cost.

Note: If repairs cannot be completed during the initial visit, Contractor shall indicate the current status of the equipment and the projected date of when repairs will be accomplished.

TRAVEL AND RELATED EXPENSES

The Contractor shall be responsible for all maintenance and repair expenses under this contract, including but not limited to related trip expenses such as travel, mileage, lodging, and meals, if applicable.

SECURITY REQUIREMENTS:

· Contractor Check-In/Check-Out: The Contractor, or his representative, is required to report to Biomedical Repair , or designated check in point for Visitor Badges during the hours of 0730 - 1600 hours, Monday through Friday, prior to and upon completion of any service/repair performed

· General Liability Insurance: The Contractor shall be required to have liability insurance to cover any actions on the part of the Contractor or his sub-contractors which result in injury or death to patients, staff, visitors, or other Contractors. Such comprehensive form of policy shall provide coverage of at least $500,000 per occurrence (FAR 52.228-5)

· Property Damage Liability Insurance: Service vendors are required to have Property Damage Liability coverage of at least $500,000

· Contract Modifications: Only the KO has the authority to obligate the government

· 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

· Any direction provided to the contractor that, in the contractor’s opinion, is not authorized by the KO shall be reported to the COR or the KO immediately for resolution

· Contractor Delegation of Authority: Because of the demanding requirements of the Performance Work Statement (PWS) contract awardee may delegate the technical requirements of the contract to a subcontractor provided the Contractor states in writing:

a. the nature of the delegation,

b. the scope of the delegation, and

c. the understanding that of the authority of the subcontractor to represent the prime contractor and perform the contract requirements does not relieve the prime contractor from any responsibilities, duties or liabilities associated with the performance of the contract.

CONTRACTING OFFICER REPRESENTATIVE (COR):

The Contracting Officer will appoint a COR to this task order IAW DFARS 252.201-7000:

CONTRACTING OFFICER'S REPRESENTATIVE (DEC 1991)

Definition: “Contracting officer's representative” means an individual designated in accordance with subsection 201.602-2 of the Defense Federal Acquisition Regulation Supplement and authorized in writing by the contracting officer to perform specific technical or administrative functions. If a KO designates a COR, the Contractor will receive a copy of the written designation. It will specify the extent of the COR's authority to act on behalf of the contracting officer. The COR is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery, or any other term or condition of the contract.

PREVENTIVE AND CORRECTIVE MAINTENANCE SCHEDULE

PREVENTIVE MAINTENANCE:

· One (1) times per fiscal year / Feb

CORRECTIVE MAINTENANCE

· Monday - Friday, 0800-1700