Final_SOW.pdf

STATEMENT OF WORK

Government-owned Medical Equipment and Biomedical TMDE

Naval Hospital Guantanamo Bay and the Joint Task Force Guantanamo Bay, Cuba

1.0 General. The Naval Hospital Guantanamo Bay and the Joint Task Force Guantanamo Bay, Cuba has a requirement for a Firm Fixed Price (FFP) Maintenance Service contract for designated government-owned Medical Equipment and Biomedical Test, Measurement and

Diagnostic Equipment (TMDE). Maintenance includes regularly scheduled preventive maintenance and inspections, corrective maintenance tasks, and emergency responses as described in the coverage section for each item listed in Technical Exhibit 1. Technical Exhibit 1 shall fluctuate over time as equipment items reach their useful life and are replaced and as new equipment comes off warranty.

1.1. Scope. The Contractor shall primarily provide on-site calibration, and maintenance services to include minor corrective maintenance for all equipment listed on Technical

Exhibit 1. A limited amount of equipment may be shipped off-site as a secondary method of maintenance when necessary. The Contractor shall maintain the equipment within the original equipment manufacturers (OEM) specifications, in accordance with the US, State, and Local law and regulations, US Navy regulations, instructions, and the Joint

Commission (TJC) standards. 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 specifications, the Contractor shall obtain and install same.

1.2 General Information

1.2.1 Period of Performance. The period of performance shall be for a 12 month period (01 February 2020 – 31 January 2021).

1.2.2 Hours of Operation. The contractor is responsible for conducting business, between the hours of 0700 – 1630 Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The

Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.2.3 Recognized Holidays. The contract is not required to perform services on holidays.

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

1.2.4 Place of Performance. The work to be performed under this contract will be performed at the Naval Hospital Guantanamo Bay and the Joint Task

Force Guantanamo Bay, Cuba

1.2.5 Security Requirements.

The Contractors personnel shall comply with the DoD Information

Assurance Policies as applicable.

Field service personnel shall wear visible photo identification at all times while on the premises of Naval Hospital Guantanamo Bay and the Joint

Task Force Guantanamo Bay.

It is the responsibility of the field service personnel to park in the appropriate designated parking areas.

Information on parking is available from Naval Hospital Guantanamo Bay and the Joint Task Force Guantanamo Bay Security personnel.

Smoking is prohibited inside any buildings of Naval Hospital Guantanamo

Bay and the Joint Task Force Guantanamo Bay.

Possession of weapons, alcohol, or pharmaceuticals that are not over the counter or prescribed to the individual/family is prohibited on the Naval

Hospital Guantanamo Bay and the Joint Task Force Guantanamo Bay.

Enclosed containers, including tool kits, are subject to search. Violations of Naval Hospital Guantanamo Bay and the Joint Task Force Guantanamo

Bay regulations may result in citation answerable in the United States

(Federal) District Court.

1.2.5.1 Base Access and Entry Requirements. The following will be required of each contractor to gain access to NH Guantanamo Bay, Cuba:

o Completion of an Entry Clearance Form o Training courses on Joint Knowledge Online o Completion of Aircraft and Personnel Automated Clearance

System APACS and Isolated Personnel Report ISOPREP every 6 months o Contractor will be responsible for coordinating flight arrangements through IBC (http://flyibcair.com)

1.2.5.2 Two-way Radios & Cell Phones. The use of Contractor provided two-way radios for communication between personnel must be approved by the Base Communications activity and may not be used in designated areas in Naval Hospital Guantanamo Bay and the Joint Task Force http://flyibcair.com/

Guantanamo Bay. Contractor shall submit a written request to use the radios to the COR. The request shall detail proposed equipment, operating frequencies, and other particulars in writing. The government shall not liable for any damages as a result of not permitting the use of radios within the facility.

1.3 Travel: Contractor’s unit pricing shall be inclusive of all associated costs to perform the work including travel, per-diem, lodging, transportation, miscellaneous travel expenses, and shipping of contractor tools, supplies, and misc. equipment. Dates for any site visit is required to be provided to the Sponsor 45 – 60 days prior to each visit.

Contractors will be required to have 2 scheduled site visit, (February and August), per year and will be responsible for ensuring the following steps are completed.

1.3.1 Flight Arrangements: Complete and return the travel request form.

Complete and/or provide the sponsor the necessary information for the Letter of

Authorization (LOA). This will be provided to the respective Contracting Officer

(Or appointed Contracting Officer’s Representative) who signed the contract.

(The LOA will ultimately need to be on the Contracting Officer’s command letterhead.)

1.3.2 Base Access: Complete the Entry Clearance Form and email it back to the sponsor (This form must be approved by the local security office; which will take a minimum of 7-10 business days.). Guantanamo Bay Security Office requires your social security number and one other identity source document. If we don't receive this form in time, you will not be allowed access to the base. Once the form has been approved the base POC will email you back with signed copy.

1.3.3 Security Clearance: Complete APACS, ISOPREP (must submit through a member with DoD CAC access) 45 days prior to the site visit. The completion dates of the following training courses need to be included with your online

APACS submission. These courses can be found on Joint Knowledge Online

(JKO).

Level I Antiterrorism Awareness Training - (2 hrs)

Human Rights Awareness Education - (1 hr)

SERE 100.2 Level A SERE Education and Training in Support of the

Code of Conduct (4 hrs)

1.3.4 Documents to Bring to Guantanamo Bay: Passport, SECNAV 5512/1

Entry Clearance Form, Approved APACS paperwork, All Training Courses

Certifications, Letter of Authorization, Travel Request Itinerary.

2.0 Performance Requirements: The Contractor shall provide regularly scheduled calibration and inspection, minor corrective maintenance tasks for each item listed in Technical Exhibit 1 in accordance with OEM specifications. Upon completion of each calibration visit, field service personnel must submit a signed calibration certificate to the COR for data entry into DMLSS.

The calibration certificate shall include all equipment information, the calibration date and calibration due date. The calibration certificate shall state that measurements are traceable to the

International System of Units (SI) via national metrology institutes (e.g. NIST, NPL, PTB, etc.).

2.1 Subcontracting: The Contractor may use third party service vendors not limited to the Original Equipment Manufacturer (OEM), however, these vendors must be approved in advance by the COR.

2.1.1 Subcontractors: The Contractor must submit a list of any subcontractors they intend to use as third-party service vendors to the COR for approval.

Third party service vendors shall not perform any work under this contract prior to such approval.

2.1.2 Subcontractor Qualification: All work shall be performed by service personnel with original equipment manufacturer service training on the products for they perform service. Service personnel shall have sufficient experience to demonstrate proficiency in maintenance of the product. If a subcontractor, such as Independent Service Organization (ISO) is chosen by the Contractor to perform work, the Contractor shall ensure that they possess the current OEM-certification level training and ability to perform corrective software upgrades and manufacture recall notices, and are in possession of legally licensed diagnostic software necessary for rapid, efficient, and effective maintenance.

2.1.3 Third Party Service Vendor: Third party service vendors shall provide services in accordance with the performance requirements specified in this performance work statement. Third party service vendor shall maintain equipment within the original manufacturer’s specifications, and shall make no modifications to the original design. Third party service vendors shall provide all parts, labor, materials, travel, personnel, freight and supervision necessary to complete calibration and minor repairs on all equipment listed within this contract and shall not invoice Naval Hospital

Guantanamo Bay and the Joint Task Force Guantanamo Bay on work performed at the direction of the Contractor.

2.2. Calibration: The Contractor shall provide regularly scheduled calibration and inspections, minor corrective maintenance tasks for each item listed in Technical Exhibit

1 to include complete inspection and testing of the equipment in accordance with OEM specifications. Site visits shall be scheduled at least two weeks in advance. If the routine scheduling for the equipment items is in excess of 2 week in advance, then the calibration visits must be coordinated at least that far in advance, so as to not render any item out of calibration. Calibration Sticker. The Contractor shall affix a Calibration sticker to each piece of equipment upon calibration completion which includes the name or initials of the technician, the date the calibration was completed and the date the calibration is due.

Excluding items under warranty, Contractor must ensure that 100% of all periodic calibration is performed within 30 days of the due date.

2.2.1 Equipment in Use: If, for reasons beyond the Contractors control, equipment is not made available for maintenance for the entire 30 days before the maintenance due date, and 60 days following due date, the Contractor shall immediately notify the COR.

2.2.2 Equipment Unable to Locate (UTL). If the Contractor is unable to locate an item within the maintenance window specified, the Contractor shall immediately notify the COR/BioMed. The COR/BioMed may determine that the property has been disposed of or otherwise inactive or unavailable for use and adjust Technical Exhibit 1 accordingly.

2.2.3 100% Calibration. Under the circumstances of 2.2.1 or 2.2.2, the COR and

Contractor shall arrange a means of complying with the requirements for calibration at no additional cost to the government. Equipment determined missing, lost, or stolen shall be exempt from calibration.

2.2.4 Off-site Calibration. All equipment shipped off-site for calibration shall be completed within 14 days upon receipt and immediately shipped back.

Contractor shall be responsible for all damages while the equipment is in their possession and during the shipment back to Guantanamo Bay, Cuba.

2.3 Corrective maintenance shall include damage to equipment that results from, but not limited, to damage from unintentional damage (e.g., dropping), operator error, normal wear and tear, component part failures, environmental issues (e.g., water damage), etc.

2.4 100 % Completion during Hours of Work: Work required in the performance of this contract shall be performed during 8 Hours a day, up to 5 days a week, unless otherwise specified in the equipment listing in Technical Exhibit 1. Contractor may be permitted to arrange the time for performance of maintenance via coordination with the

COR. The Contractor shall also provide a telephone consulting service, Monday – Friday

8AM – 5PM. This consulting service shall be provided to avoid undue delays in contract service coverage as applicable. Under no circumstances shall the Contractor assume an inquiry, via telephone or any other means, is authorization to provide services not specifically covered by the terms of the contract. No overtime shall be billed to the government.

2.5 Response time: The vendor will, during the agreed upon session and during the times outlined in paragraph 1.2.2, perform the required calibration on equipment listed in

Technical Exhibit 1.

2.6 Modification: Equipment covered by this contract shall not be modified from the original manufacturers’ specifications unless specifically authorized by the OEM as part of the calibration service.

2.7 Service Events: Upon arrival on-site, prior to performing any work, field service personnel shall physically log-in with the Biomedical Engineering. The COR or his/her designee may accompany the field service person as an observer during any work performed on-site.

2.7.1 95% Service Event Documentation: Vendor shall provide the proper calibration certificates within 10 days of completion of service.

2.8 Test equipment: 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

Naval Hospital Guantanamo Bay and the Joint Task Force Guantanamo Bay equipment.

2.9 Removal of equipment from site: No equipment shall be removed from the Naval

Hospital Guantanamo Bay and the Joint Task Force Guantanamo Bay without the approval of the COR and/or duty BMET. Security passes for equipment removal must be obtained by service personnel. Any failure to obtain such passes which results in detainment or prosecution of service vendor personnel are the sole responsibility of the service vendor personnel. No additional charge shall be allowed for work performed off-site, or any additional time required. The Contractor shall be responsible for damage to or loss of Naval Hospital Guantanamo Bay and the Joint Task Force Guantanamo Bay equipment while in Contractor or service vendor custody.

3.0 Safety Requirements: The Contractor shall take safety precautions as the COR or his/her designee may determine to be reasonably necessary to protect the lives and health of occupants of buildings in which work is being performed. Naval Hospital Guantanamo Bay and the Joint

Task Force Guantanamo Bay shall notify the Contractor of any non-compliance with the foregoing conditions and the action(s) to be taken. Service vendors shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. If field service engineer refuses to comply promptly, the COR may issue an order stopping all or any part of the work.

Performance

Objective

Performance

Standard

Acceptable

Quality

Level

Monitoring

Method/Performance

Assessment

PWS

Reference

Equipment used by Naval

Hospital Guantanamo Bay and the Joint Task Force

Guantanamo Bay properly calibrated and serviced ensuring a safe environment of care for patients and staff alike.

Calibration for all equipment under this contract is completed on or before the scheduled date.

100% of all calibration and service for all equipment within 30 days of the due date. 100% of all off-site calibrations within 14 days of receipt.

Contractor calibration certificates, DMLSS data sampling by COR, and random physical spot checks by BMET personnel.

2.0, 2.2, 2.2.4, 2.8, 2.9

Accurate and timely submission of information critical for effective program management and contractor performance evaluation.

Annual

Management

Reports should be submitted after scheduled site visit.

100% completion of calibration related to equipment under contract.

COR shall monitor date of receipt and completeness of calibration certificates.

2.2, 2.2.3

Response time for calibration and service for all equipment.

On-site Calibration sessions of

FEBRUARY 2019

and AUGUST

2019.

Contractor shall be compliant 100% of the time for both FEBRUARY

2019 and

AUGUST 2019.

COR shall verify calibration sessions via

DMLSS documentation.

1.2.1, 2.5, 2.7.1

Equipment critical to healthcare delivery is operational and available for use as required.

Equipment listed in

Technical Exhibit 1 shall be fully functional with an uptime rate of 95%.

Contractor shall have an overall 95% uptime for all equipment listed in

Technical Exhibit 1.

COR shall review DMLSS data for compliance.

3.0

Equipment post-service event status.

Upon completion of calibration and field service personnel must submit a signed calibration certificate to the

COR.

Contractor shall be compliant 95% of the time for providing signed calibration certificate to

COR.

COR shall review DMLSS data, service log and calibration certificates for compliance.

2.7.1, 3.1, 3.3, 3.4

3.1. Work Performed by Others. When work performed by the Government or other

Contractors is expected to affect the Contractor’s performance of work, the Government will coordinate with the Contractor and provide necessary information (plans, specifications, etc.) for such work to the Contractor such that the Contractor may make scheduling allowances. The COR will resolve any schedule conflicts between the

Contractor and work performed by the Government or other Contractors.

3.2. Briefings. The Contractor shall brief Naval Hospital Guantanamo Bay and the Joint

Task Force Guantanamo Bay management as requested by the COR. Briefings can cover all aspects and functions of the program.

3.3. Phase-In Service: Upon award, which will occur prior to expiration of existing service contracts, the Contractor shall have the opportunity to inspect the existing equipment, and note any deficiencies. This action shall occur in sufficient time to notify the existing contract holder to correct deficiencies noted. (At least 24 business hours prior to expiration of contract). Failure to submit such list in a timely manner shall be considered acceptance of the equipment in the existing condition. The Contractor shall not be eligible to claim expenses to bring the equipment into manufacturers’ specifications.

3.4. Phase Out of Service: Upon expiration or termination of this contract, the

Contractor shall provide certifications from the OEMs for all equipment covered that the

OEM would assume a full service contract for the products at the rates/discounts normally provided to government customers. If repairs or corrections to the equipment have to be made to obtain such certifications, the contract shall arrange to have those repairs or corrections made at the Contractors’ expense.

4.0 Government-Furnished Property and Services.

4.1. Government Responsibility for Damage. The Government shall not be responsible, in any way, for damage to the Contractor’s stored supplies, material, or equipment; or to

Contractor’s employees’ personal belongings brought onto the site.

4.2. Telephones. Government telephone facilities will be made available to the

Contractor for official business use only. This includes contacting manufacturers, suppliers, and government users. Access to outside lines and international calls may be restricted in accordance with Naval Hospital Guantanamo Bay and the Joint Task Force

Guantanamo Bay policy.

5.0 Contractor-Furnished Items and Services.

5.1. Contractor shall furnish all supplies, materials, repair or replacement parts, tools, equipment software upgrading and labor necessary to efficiently and satisfactorily perform the requirements of this contract.

5.2. The Contractor shall protect all facilities from damage caused by the Contractor and shall repair, at no additional cost to the Government, all damages caused by the

Contractor’s activities. During performance of services, Contractor shall keep Naval

Hospital Guantanamo Bay and the Joint Task Force Guantanamo Bay site safe, neat, clean and orderly. Contractor shall be responsible for all means, methods, techniques, sequences, and procedures of the services.

5.3. Contractor Supplies and Equipment. The Contractor supplies and equipment shall comply with Federal, State, municipal, and industry or OEM specifications