P01 DRAFT PWS.docx

DRAFT

PERFORMANCE WORK STATEMENT (PWS)

Preventive Maintenance and Calibration For Audiology Equipment

A. GENERAL INFORMATION

1. Title of Project: Audiology equipment preventive maintenance and certification contract

2. Scope of Work: The contractor shall furnish all labor, transportation, tools, and parts necessary to provide a preventive maintenance and certification for the audiology equipment listed on the attachment for the base period January 1, 2024, through December 31, 2024, both dates inclusive, plus four (4) one-year option periods. The equipment is located at 13000 Bruce B. Downs Blvd., Tampa, Florida 33612 and other JAHVH facilities at 14020 North 46th Street, Tampa, 10770 N.46th Street, Tampa, New Port Richey CBOC, South Hillsborough CBOC, Brooksville CBOC, and Lakeland CBOC

3. Background: Medical equipment must be properly maintained in order to assure proper function and reduce equipment down-time. The listed equipment is used daily at the hospital and clinics for patient diagnostic studies and compensation exams.

4. Type of Contract: The contract will be Firm-Fixed Price.

5. Places of Performance:

James A. Haley Veterans’ Hospital 13000 Bruce B Downs Blvd.

Tampa, FL 33612

Audiology/Comp and Pen North 14020 North 46th St.

Tampa, FL 33613

Audiology/Comp and Pen South 10770 North 46th St.

Tampa, FL 33617

New Port Richey VA Clinic 7900 Little Road New Port Richey, FL 34654

South Hillsborough VA Clinic 12920 Summerfield Crossing Blvd.

Riverview, FL 33579

Lakeland VA Clinic 4231 South Pipkin Road Lakeland, FL 33811

Brooksville VA Clinic 14540 Cortez Blvd Brooksville, FL 34613

B. CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this PWS until the Contracting Officer (CO) has conducted a kickoff meeting or has advised the contractor that a kick-off meeting is waived.

C. PERFORMANCE REQUIREMENTS

1. Services to be Provided:

A. Service –

1. All maintenance will be performed during normal VA business hours (8:00a.m.-5:00p.m.) Monday through Friday, except Federal holidays, unless otherwise specified. Contractor may work outside normal business hours by arrangement with the COR if such services are provided without additional charge to the Government. Any overtime charges must be approved by the COR or designee prior to the initiation of overtime work.

ELEVEN (11) HOLIDAYS OBSERVED BY THE FEDERAL GOVERNMENT ARE AS FOLLOWS:

2. The VA shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its Field Service Engineers (FSEs) all operational and technical documentation (e.g., operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. Any charges for parts, manuals, tools, or software required to successfully complete scheduled Preventive Maintenance (PM) are included within this contract, and it is agreed upon price unless specifically stated in writing otherwise.

B. Parts –

1. All replacement parts, except exclusions listed below, required to keep equipment performing within the manufacturer's specifications will be provided by the contractor. All parts must meet or exceed factory specifications to maintain compatibility with systems presently in place and with future performance/reliability upgrades. Parts removed (replaced) by the contractor become the property of the contractor.

C. Scheduled Maintenance –

1. . The contract will include two (2) comprehensive scheduled maintenance inspections (preventive maintenance, calibration) for audiometers to be performed in December and June. The contract will also include annual scheduled maintenance for other audiology device types. A mutually agreeable time for the inspections will be scheduled through the COR.

2. The contractor will perform PM service to ensure that equipment listed below functions in conformance with the latest published editions of NFPA-99, OSHA, CDRH, CAP. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). The Service Reports shall be provided for all service activities including preventive maintenance and calibration., emergency repair, and safety inspections, and must contain the following information at minimum:

Upon request, preventive maintenance procedures will be submitted to COR for approval prior to initiation of this service contract.

PM SERVICES SHALL INCLUDE BUT NEED NOT BE LIMITED TO THE FOLLOWING:

Cleaning of equipment; Reviewing operating system diagnostics to ensure that the systems operate to the manufacture’s specifications; Calibrating and lubricating the equipment; Performing remedial maintenance of non-emergent nature; Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail, or become worn; Inspecting all cables and bushings and replacement as necessary; Inspecting and replacing where indicated electrical wiring and cables for wear and fraying; Inspecting and replacing where indicated all mechanical components including but not limited to cables and mounting hardware, chains, hoses, tubing and clamps, belts, bearings and tracks, interlocks, clutches and motors for mechanical integrity, safety, and performance; Returning the equipment to full and proper operating condition; Providing documentation of service performed. Parts and assemblies will be repaired or replaced as necessary. An electrical safety inspection will be done at the time of the preventive maintenance and results will be documented.

2. Special Instructions:

A. Contractor Check-in - The contractor's representative will report to Biomedical Engineering, D022-01, when servicing the main hospital, and to designated personnel at the off-site locations prior to performance of service. After normal business hours, contractor will report to Hospital Police, E.R. Lobby.

B. Documentation - At the conclusion of each repair or scheduled maintenance visit, the contractor will provide a written service report indicating the date of service, the model, the serial number, the location of the equipment serviced, the name of the FSE, the hours worked, services performed, and parts replaced. The reports shall be delivered to the COR, Biomedical Engineering for review and signature when work is complete.

3. Terms and Conditions:

A. Exclusions - Consumable parts and supplies are not covered under this contract.

B. Inspection of Equipment - Any site visits will be coordinated in advance with COR, Biomedical Engineering.

4. Performance Standard:

The services requested in this PWS will be evaluated using a Quality Assurance Surveillance Plan (QASP). The performance standards specified in the QASP will need to be met to be paid for services.

D. CHANGES TO PERFORMANCE WORK STATEMENT

Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

1. New Equipment:

During the term of this contract, the Government may at its option, add or delete equipment to this contract. Maintenance charges and credits for the added/deleted equipment are:

a. For the same type and model number, the charges specified in the contract; or

b. For items not specified in the contract, a mutually agreed upon charge no greater than the OEM’s GSA schedule charge or commercial charge if no schedule is available.

E. GOVERNMENT RESPONSIBILITIES

The government will make the equipment available in accordance with the established schedule for the work.

F. CONTRACTOR EXPERIENCE REQUIREMENTS

Each respondent must have an established business, with an office and full-time staff to include a "fully qualified" field service engineer (FSE) and a "fully qualified" FSE who will serve as backup. "Fully qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program of the equipment identified below. For field experience, the FSE(s) has a minimum of two years’ experience with respect to maintenance of Audiology equipment identified in Section G. The FSE(s) shall be authorized by the contractor to perform the maintenance services. All work shall be performed by "fully qualified" competent FSE(s). The contractor shall provide written assurance to the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at the VA. The Contracting Officer (CO) may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VA equipment. The CO and/or Contracting Officer's Representative (COR) specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VA equipment. If subcontractors are used, they must be approved in advance by the CO; the contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

G. EQUIPMENT COVERED

1. James A. Haley Veterans’ Hospital – 13000 Bruce B Downs Blvd, Tampa, FL 33612

2. 14020 N 46th Street

3. 10770 N 46th St

4. Lakeland CBOC

5. South Hillsborough CBOC

6. New Port Richey CBOC

7. Brooksville CBOC