Neptune SOW.pdf

Department of Defense Defense Health Agency

Statement of Work

Surgical Aspirator Equipment Maintenance and Repair

21 May 2025 Naval Hospital Pensacola

1. GENERAL INFORMATION

1.1 This is a non-personal services contract to provide preventative maintenance, and corrective maintenance of medical equipment.

1.1.1. Description of services/introduction: The contractor shall provide all services, labor, parts, materials, and equipment necessary for on-site preventative and maintenance services for the Neptune 3 Rovers and Neptune 3 docking station equipment listed in Technical Exhibit 1.

1.1.2. Scope: 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. The Contractor will obtain and install all product recalls and upgrades required to keep the equipment operating within the original manufacturer's specifications.

1.1.3. Period of Performance (PoP): The period of performance shall be for a 12-month base with two 12-month option periods. The initial preventative maintenance visit shall occur within 45 days of award.

1.2.1. Place of performance: The work shall be performed at Naval Hospital Pensacola (NHP), FL and its Branch Clinics as outlined in Technical Exhibit 1.

1.2.2. Recognized Federal holidays: The contractors are not required to perform services on holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Indigenous Peoples’ Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Day Christmas Day Independence Day

1.2.3. Hours of operation: The contractor is responsible for conducting business during normal working hours (0800-1600) Monday through 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 SOW when the Government facility is not closed for the above reasons.

1.2.4. Security Requirements:

• The Contractors personnel shall comply with the DoD Information Assurance Policies as applicable.

• Field service personnel shall report to the Bio-Medical Repair Department upon arrival to Naval Hospital Pensacola, for all branch clinic sites report to the front desk upon arrival and be escorted to the area of work as appropriate.

• Field service personnel shall park in the Staff parking lot or other designated parking area as required.

• Smoking is prohibited on the Naval Hospital Pensacola compound and only in designated areas at its branch clinics and is prohibited in all buildings in the Naval Hospital Pensacola enterprise.

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

• Vehicles, enclosed containers, including tool kits, are subject to search. Violations of Naval Hospital Pensacola and/or Department of the Navy regulations may result in citation answerable in the United States (Federal) District Court.

1.2.5. Base Access and Entry Requirements: The following will be required of each contractor to gain access to Naval Installations:

• Obtain Defense Biometric Identification System (DBIDS) clearance through each installation Visitor Control Center or Pass and ID Office.

1.2.6. Two-way Radios: The use of Contractor provided two-way radios for communication between personnel must be approved by Naval Hospital Pensacola and/or the Base Communications activity and may not be used in designated areas in Naval Hospital Pensacola.

Contractor shall submit a written request to use the radios to the Technical POC. The request shall detail proposed equipment, operating frequencies, and other particulars in writing. The government shall not be 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.

2. PERFORMANCE REQUIREMENTS

2.1. Performance Requirements: The Contractor shall provide regularly scheduled preventative maintenance and corrective maintenance tasks for each item listed in Technical Exhibit 1.

Maintenance tasks shall be performed by technicians certified to work on Neptune 3 equipment and in accordance with OEM specifications.

2.1.1. ProCare Prevent Coverage: The Contractor shall provide the following:

• Unlimited number of repairs or replacements of the equipment, due to damage associated with normal use, and wear, including all parts and labor associated with mail-in services.

• Repair or replacement of the equipment at the Contractor’s sole discretion.

• If applicable, loaner equipment during the period that equipment is in the Contractor’s possession for repair, except that all such loaner equipment is subject to availability and Contractor’s loaner policy.

• All freight costs associated with shipments of repairs and loaner equipment to Naval Hospital Pensacola’s facility.

• Prioritized repairs over non-contracted customers.

• Training for Naval Hospital Pensacola’s personnel and surgeons in the safe and effective use of the equipment.

• Other assistance reasonably requested by Naval Hospital Pensacola in connection with the equipment.

• Two annual on-site preventative maintenance inspections. The Contractor may perform preventative maintenance and repairs at the Naval Hospital Pensacola facility or at the applicable Contractor’s repair facility.

• All travel expenses associated with scheduled preventative maintenance inspections.

2.1.2. Neptune 3 Preventative Maintenance: The Contractor shall provide the following during preventative maintenance visits in accordance with the ISO 13485 quality standards:

• Check function of vacuum level, smoke evacuator, IV pole and docking station offload pump.

• Perform full inspection and cleaning.

• Verify connections of canister suction and water fittings.

• Replace HEPA filter, PM labels, impeller and freshwater filter washer with new OEM components.

• Check docking station wire integrity, detergent and magnet function.

• Inspect docking station for leaks and unusual noises.

2.2. Subcontracting: All work must be performed by service personnel who have received OEM service training specific to the products they are servicing. These personnel must also demonstrate sufficient experience to be considered proficient in product maintenance. 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.

2.3. Equipment in Use: If, for reasons beyond the Contractor’s 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 Technical POC.

2.4. 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 Technical POC/Biomedical Equipment Technician (BMET). The Technical POC/BMET may determine that the property has been disposed of or otherwise inactive or unavailable for use and work with the contracting office to adjust Technical Exhibit 1 accordingly.

2.5. 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, etc. to include labor and parts.

2.6. Response time: The vendor shall acknowledge and schedule all repair requests with the Technical POC within 48 hours of receipt. All vendor repairs and scheduled maintenance shall occur during the agreed upon session and times outlined in paragraph1.2.3., perform the required service on equipment listed in Technical Exhibit 1.

2.7. Modification: Equipment covered by this contract shall not be modified from the original manufacturers’ specifications unless specifically authorized by the OEM and approved by the Government.

2.8. Removal of equipment from site: No equipment shall be removed from the Naval Hospital Pensacola without the approval of the Technical POC and/or duty BMET. The Contractor shall be responsible for damage to or loss of Naval Hospital Pensacola equipment while in Contractor or service vendor custody.

2.9. Safety Requirements: The Contractor shall take safety precautions as the Technical POC, 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.

3. COMMUNICATION

3.1. Briefings: The Contractor shall brief Naval Hospital Pensacola management as requested by the Technical POC. Briefings can cover all aspects and functions of the equipment.

3.2. Field Service Reports: Upon completion of each service event, the Contractor shall email the Field Service Report (FSR) to the Technical POC at the BIOMED listed in Section 6.1.

within 14 business days. If any issue or delays arise in providing this the Field Technician shall contact the Technical POC.

3.3. Phase-In Service: Upon award, 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 Technical POC to correct deficiencies noted. Failure to submit such list within 30 days of contract award 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 a known issue list for all equipment covered. All reported problems and/or known issues with the equipment, prior to the expiration or termination of the contract shall be corrected under the contract at no additional cost to the Government.

4. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

4.1. Government Responsibility for Damage: The Government shall not be responsible for damage to the Contractor’s stored supplies, material, or equipment; or to Contractor’s employees’ personal belongings brought onto the site. No Government owned materials will be provided, unless approved by the Technical POC, and any such material(s) shall be returned in the same condition provided unless it is consumable material(s).

5. CONTRACTOR-FURNISHED ITEMS AND SERVICES

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

5.2. Damages: The Contractor is responsible for protecting all facilities from damage caused by its activities and shall repair any such damage at no cost to the Government. The Contractor shall maintain safe, neat, clean, and orderly conditions at all Naval Hospital Pensacola sites during service performance. The Contractor is solely responsible for all means, methods, techniques, sequences, and procedures used in performing these services.

6. POINTS OF CONTACT

6.1. Points of Contact: Important points of contact:

Biomed Email Group:

Biomed Program Manager Phone:

Biomed Department Chief:

Technical POC Phone:

Biomed Duty Phone:

Technical Exhibit 1.

Nomenclature Model Mfr. Serial No. Location

Surgical Aspirator Neptune 3 Rover 1720218203 Naval Hospital Pensacola 6000 W HWY 98, Pensacola, FL 32512

Surgical Aspirator Neptune 3 Rover 1720218233 Naval Hospital Pensacola 6000 W HWY 98, Pensacola, FL 32512

Surgical Aspirator Neptune 3 Rover 1720502523 Naval Hospital Pensacola 6000 W HWY 98, Pensacola, FL 32512

Surgical Aspirator Neptune 3 Rover 1719801243 Naval Hospital Pensacola 6000 W HWY 98, Pensacola, FL 32512

Surgical Aspirator Neptune 3 Rover 1719309523 Naval Hospital Pensacola 6000 W HWY 98, Pensacola, FL 32512

Surgical Aspirator Neptune 3 Rover 1720218343 Naval Hospital Pensacola 6000 W HWY 98, Pensacola, FL 32512

Surgical Aspirator Neptune 3 Rover 1720218273 Naval Hospital Pensacola 6000 W HWY 98, Pensacola, FL 32512

Surgical Aspirator Neptune 3 Docking Station 1717101683 Naval Hospital Pensacola 6000 W HWY 98, Pensacola, FL 32512