P02 - Attachment A SOW.pdf

STATEMENT OF WORK

Upgrade Package for Becton Dickinson FACSLyric Workstations

1. BACKGROUND:

VA San Diego P&LMS owns and operates two Becton Dickinson (BD) FACSLyric Flow Cytometers used for Immunophenotyping by Flow Cytometry for all sites in VISN22. This testing is used to diagnose and monitor leukemia and lymphoma.

The current operating systems run on both workstations are no longer supported by VA OI&T and require update to the newest available OS (Windows 10 IoT Enterprise LTSC 2021).

2. SCOPE:

This procurement is intended for purchase of a one-time workstation upgrade package to Windows 10 IoT Enterprise LTSC 2021 for 2 FACSLyric workstations to include materials, labor, and support. This upgrade will entail the purchase of new computers with the Proprietary Medical Operating System pre-installed. To ensure continued operations for this critical test in light of unsupported components, this upgrade is required.

3. SPECIFIC REQUIREMENTS:

• The contractor will perform one-time, on-site replacement of 2 existing PCs (Model HPZ240, S/N MXL9143HPW and Model HP Z2 Mini G4, S/N MXL0071K13). PCs are workstations for laboratory instrumentation (FACSLyric, S/Ns Z663518000011 and Z663518000012).

• The contractor shall provide all labor, supervision, materials, tools, and equipment necessary to replace existing computers to models referenced above to facilitate OS upgrade to supported Windows 10 IoT Enterprise LTSC 2021 on both units.

• Contractor shall perform upgrade in accordance with all system software requirements to ensure usability of equipment immediately post-upgrade.

• Work will be accomplished in accordance with the Original Equipment Manufacturer (OEM) recommendations. Must use OEM certified parts, and service engineer/technicians must be OEM trained and certified on all equipment included in the contract.

• The use of the OEM certified computers and the proprietary software for the FASCLyric Workstations will ensure that warranties are not voided.

• All parts covered.

• Travel and labor included.

• Designated Response time 24 hours (next business day) unless otherwise agreed upon by COR or designee.

• A competent service representative adequately equipped with tools, test instruments, service manuals, and repair parts will arrive at the VASDHS within the designated response time. The service representative may contact VA staff by phone before arrival at the VASDHS. Such contacts, however, will not serve to alter the requirements for arrival on-site except when the request for service is withdrawn by Biomedical Engineering.

4. LOCATION:

Jennifer Moreno VA Medical Center Flow Cytometry/Immunology Laboratory Building 1, Room 1230 3350 La Jolla Village Drive San Diego, CA 92161

5. EQUIPMENT:

• Becton Dickinson FACSLyric, S/N: Z663518000011

• Workstation to be replaced: HP Z240, S/N: MXL9143HPW

• Becton Dickinson FACSLyric, S/N: Z663518000012

• Workstation to be replaced: HP Z2 Mini G4, S/N: MXL0071K13

6. PERFORMANCE:

• Hours: Normal duty hours are 8:00 a.m. through 4:30 p.m., Monday through Friday, not including federal holidays. Whenever contact with Biomedical Engineering is required outside of normal duty hours, the Utility System Repair Operator (USRO) may be contacted as an alternate. The hospital operator at extension "0" can contact the USRO operator via radio.

• Installation will be scheduled with a contact person as assigned by the Contracting Officer’s Representative (COR), Point of Contact (POC) or designee. Work must be completed in the month specified during the request unless another date is agreed upon by COR or designee.

The Biomedical Engineering Manager can be contacted at (858) 642-3933. For any repairs or service that will be performed during the normal working hours of 8:00 a.m. through 5:00 p.m. the Vendor shall check-in with the Police Service and with the COR before proceeding to the job site. All contractor personnel (without exception) must report to the Engineering Department, Bldg. 1 - room B213, to sign in before any work is performed and return to the same location to sign out and submit documented service report (as described in section DOCUMENTATION) for the service performed.

• Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer.

• Payment: Payment will be made in arrears, and upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number. The invoice must include the correct payment address.

• Waste Removal: The contractor is responsible to remove and properly dispose of all waste related to the services provide on-site at VASDHS.

• Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform.

• All shipping for parts will be included in the cost of the contract.

7. DOCUMENTATION:

Service reports will be provided prior to departure from VASDHS for all service activities including preventive maintenance, emergency repair, and safety inspections, and must contain the following information:

a) Date(s) and time period of service.

b) Complete description of equipment serviced including model number and serial number.

c) Complete description of equipment services performed including upgrades, updates and software changes made.

d) Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable.

e) A statement of the complaint that initiated the service call.

f) Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair.

8. REMOVAL OF EQUIPMENT:

• Whenever possible, all work will be performed at the VASDHS. When that is not possible, the COR, POC or designee may give approval for service work to be done at another location. All transportation charges will be borne by the contractor.

• VA property may not be removed from the VASDHS prior to execution, and approval of all documents as required by Logistics Service. Computer hard drives and other storage media items may not leave VA property.

• Requirements for service reports for designated equipment not at this location are the same as for work done on-site. Service reports for incoming equipment will be presented for signature at the time of delivery. If equipment is returned via commercial carrier, the service report may be included with the shipment.

9. GOVERNMENT REPAIRS:

Government employees will work on contract equipment only with authorization of the contractor or following the failure of the contractor to respond. The government is not obligated to perform any work on contract equipment.

10. PRIOR INSPECTION OF EQUIPMENT:

Potential contractors may, at their own expense, inspect equipment covered by this solicitation (ref 52.237-1 SITE VISIT). Arrangements must be made in advance with Biomedical Engineering (see section 3, above).

11. GUARANTEE:

The contractor will guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days.