P01_Statement of Work - Neptune Rover and Docker.pdf

STATEMENT OF WORK – Neptune Rover Maintenance

1.0 BACKGROUND

1.1 The Eastern Colorado VA Healthcare System requires a maintenance and service contract with Stryker to maintain functionality of equipment listed in 1.2.

SPECIFIC SERVICE FOR

1.2 Equipment serial numbers to be covered.

1.2.1 1728602723

1.2.2 1727204503

1.2.3 1728914123

1.2.4 1700505423

1.2.5 2336249173

1.2.6 2336249223

1.2.7 2336249313

1.2.8 27138-SDMACE

2.0 REQUIRED SERVICES

The contractor shall furnish labor, parts, supplies, and equipment necessary to provide periodic preventive maintenance inspections for the equipment listed above (1.2). Equipment is located at the Rocky Mountain Regional VA Medical Center, 1700 N Wheeling Street, Aurora, CO 80045.

2.1 PREVENTIVE MAINTENANCE

2.1.1 The contractor shall provide preventive maintenance by a Stryker certified technician.

2.1.2 The contractor shall provide travel and accommodation of the technician.

2.1.3 The contractor shall exchange all predefined preventive maintenance spare parts according to preventive maintenance report.

2.1.4 The contractor shall perform manufacturer specified safety checks.

2.1.5 The contractor shall provide the latest software and firmware version updates (bugfixes).

2.1.6 The contractor shall perform preventive maintenance according to the manufacturer specified interval.

2.1.7 The contractor shall schedule visits at a mutually convenient time during the PPM.

2.1.8 The contractor shall furnish all spare and replacement parts needed to service the equipment. The price of all parts used to perform all scheduled preventive maintenance shall be included in the coverage. The government will not pay for any parts provided during preventive maintenance. Only new standard parts (manufactured by the maker of the equipment, or equal) shall be furnished to maintain the equipment.

2.1.9 The contractor shall perform annual functional and electrical safety tests by a Stryker certified technician according to inspection report.

2.3 SPARE PARTS

2.3.1 The contractor shall replace worn out or defective spare parts free of charge.

3.0 HOURS OF COVERAGE

3.1 Normal hours of coverage are Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding the federal holidays listed as follows:

Federal Holidays:

New Year’s Day Dr. Martin Luther King Jr’s Birthday Presidents’ Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day Any other day specifically declared a National Holiday by the President of the United States.

3.2 When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by US Government Agencies.

3.3 Coverage will be for one (1) twelve (12) month term, with four (4) possible option years to be exercised by the government.

3.4 There will be no additional charge for time spent at the site (during or after the normal coverage areas) awaiting the arrival of additional FSE and/or delivery of parts.

4.0 DOCUMENTATION/REPORTS

4.1 Field Service Reports shall be provided to the Agency within two weeks of service for all service activities and shall contain, at a minimum, the following information:

a. Name of contractor and contract number

b. Name of technician who performed services

c. Contractor service job number/log number

d. Date, time (starting and ending), equipment downtime and hours on-site for service call

e. VA purchase order number(s) covering the call if outside normal working hours

f. Description of problems reported by the POC/user (if applicable)

g. Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including:

- Labor and Travel,

- Parts (with part numbers),

- Materials and Circuit Location of problem/corrective action.

- Total Cost to be billed (if applicable - i.e., part(s) not covered or service rendered after normal hours of coverage)

h. Signatures:

- Technicians performing services described

- Authorized VA Employee who witnessed service described

4.2 All field service reports for equipment located at the Eastern Colorado VA Health Care System shall be emailed to VHADENBiomedGroup@med.va.gov. Failure to carry out the above procedures shall be considered as a failure to document and shall constitute a failure to perform.

5.0 SERVICE MANUALS/TOOLS/EQUIPMENT

5.1 The contractor shall provide tools, (test) equipment, service manuals or service diagnostic software. The contractor shall obtain, have on file, and make available to their field service engineer (FSE)’s all operational and technical documentation (such as: operational and service manuals, schematics, and parts list) necessary to meet the performance requirements and repair of the medical equipment. A reference list of applicable service manuals and their respective locations shall be provided to the Biomedical Engineer upon request.

6.0 SERVICES BEYOND SCOPE OF CONTRACT

6.1 The contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the COR or POC, in writing, of the existence or development of any defects in provided parts/equipment, delays to installation or implementation, or additional required labor/repairs.

The contractor shall furnish the Government with a written estimate of the cost to make the necessary repairs.

6.2 For any additional equipment or labor that is over and above the Statement of Work, if quote pricing is within the Contracting Officer’s Representative’s (COR)’s Government Purchase Card (GPC) threshold, the COR will decide to approve and authorize payment. For emergency costs over the COR’s GPC threshold, only the Contracting Officer (CO) is authorized to approve contract modifications.

6.3 Additional services not covered under the scope of this contract shall be approved by the Contracting Officer prior to the contractor initiating any work.

6.4 Once an emergency modification has been issued to the contractor, the FSE shall be on site within 48 hours of modification emergency notification.

6.5 The contractor shall guarantee workmanship and all parts furnished by the contractor for a period of not less than 2 years from the date of install.

6.6 Any additional charges claimed must be approved by the COR or CO before service is completed.

7.0 COMPETENCY AND CERTIFICATION OF PERSONNEL SERVICING EQUIPMENT

7.1 Each respondent must have an established business, with an office and full-time staff. The staff shall include a fully qualified technicians and/or electricians, and/or other certified field service engineers.

7.2 “Fully Qualified” is based on successful completion of training and experience in the field. For training, the service provides shall have successfully completed a formalized training program for the equipment identified in the schedule.

7.3 The technician and/or electricians shall be authorized by the contractor to perform the services.

All work shall be performed by fully qualified competent technicians and/or electricians or other field service engineers. The contractor shall provide copies of all certificates for technicians, electricians, and/or field service engineers if necessary. When deemed appropriate, the COR or Contracting Office Representative reserve the right to prohibit contractor personnel from working on VAMC equipment.

7.4 Any electrician and/or certified engineer shall provide licenses upon request of the VA.

8.0 SECURITY

8.1 The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

8.2 Services provided under this contract do not require the connection of one or more contractor-owned IT devices (such as a laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public) network. Therefore, Certification and Accreditation (C&A) requirements do not apply, and a security accreditation is not required for this contract.

8.3 Services provided under this contract do not involve equipment that stores, generates, transmits, or exchanges sensitive data.

8.4 The contractor is required to obtain the Contracting Officer’s approval prior to engaging in any contractual relationship in support of this contract requiring the disclosure of information, documentary material, and/or records generated under or relating to this contract. The contractor is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

9.0 PERFORMANCE MONITORING

9.1 The Agency shall oversee work done by the contractor and accept the quality of work as appropriate.

10.0 PLACES OF PERFORMANCE

10.1 Delivery of services shall be coordinated through the Biomedical Engineering located at:

Rocky Mountain Regional VA Medical Center 1700 N Wheeling St.

Aurora, CO 80045

11.0 ACRONYMS

11.1 CO - Contracting Officer. The Federal employee who is warranted by the Government to enter into contracts on behalf of the Government and is the only person authorized to make changes to those contracts

11.2 COR - Contracting Officer's Representative. Individual designated by the CO to place orders, furnish technical guidance, advice, certify invoices, and provide general supervision of the work performed under the executed contract

11.3 FSE - Field Service Engineer

11.4 OEM - Original Equipment Manufacturer

11.5 PWS - Performance Work Statement

11.6 SME - Subject Matter Expert

11.7 SOW - Statement of Work

11.8 VAMC - Department of Veterans Affairs Medical Center

11.9 PPM - Principal Period of Maintenance