P02 - RFI SOW PM n SVC.pdf

STATEMENT OF WORK

The contractor shall provide all labor, personnel, equipment, tools, materials, supervision and other items necessary to provide hardware preventive maintenance, corrective repair service and software support remotely and on-site for the equipment and systems listed below for the VA San Diego Healthcare System (VASDHS) and as defined in this Statement of Work (SOW).

1. BACKGROUND:

VA San Diego P&LMS is requesting a service contract for preventive maintenance, corrective repair service, and software support remotely and on-site for two FACSLyric units.

FACSLyric is a flow cytometer for leukemia/lymphoma immunophenotyping. This test is in use and performed at VA San Diego. This IDIQ contract is essential in providing continued diagnostic services and meeting current performance standards for patient care purposes by ensuring appropriate maintenance of existing equipment. The maintenance services outlined below prevent unnecessary equipment downtime, ensuring peak performance of equipment and quality results for accurate diagnosis.

If needed, visit the following site for a quick system overview:

https://www.bing.com/videos/riverview/relatedvideo?q=FACSLyric&mid=5EEBBB4A6325F7E 1FE6F5EEBBB4A6325F7E1FE6F&mcid=C8AC4CB567D743889526A45792AF8DF2&FORM=VIRE

2. SERVICE/WORK TO BE PERFORMED:

The contractor will perform on-site preventive maintenance (PM) inspection on equipment/systems as provided for in the contract agreement. PMs 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.

Contractor shall provide software support and updates defined as bug and/or patch fixes, error correction, equipment enhancement or modification to already existing features for the purposes of maintaining current functionality of the equipment.

All software and associated computer workstation support included, including repairs, updates, and upgrades to include hardware replacement to conform with laboratory accreditation and VA requirements and guidelines.

New version software updates, upgrades, and patches released by manufacturer and associated installation service included to facilitate optimal performance of the equipment and software.

Toll free support.

Unlimited service calls with on-site response within next business day:

(Monday to Friday 8:00 AM to 5:00 PM excluding holidays).

All parts covered.

Travel and labor included.

Designated response time for all inquiries and service requests within 24 hours (next business day) unless otherwise agreed upon by COR or designee.

3. EQUIPMENT: (Becton Dickinson) BD FACSLyric Flow Cytometry System and loader information

MODEL: BD FACSLyric EE#115516 SN: Z663518000011

MODEL: BD Universal Loader EE#: none SN: Z662879000197

MODEL: BD FACSLyric EE#116979 SN: Z663518000012

MODEL: BD Universal Loader EE#: none SN: Z662879000198

Both cytometers listed above have:

Red (640nm) Blue (488nm) and Violet (405nm) lasers.

There are:

12 fluorescence channels and 14 parameters.

Power: 200 W

4. PERFORMANCE:

Hours:

Normal duty hours are 8:00 am through 4:30 pm, 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.

Preventive maintenance will be scheduled with a contact person as assigned by the Contracting Officer’s Representative (COR), Point of Contact (POC) or designee. This PM 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. 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.

5. 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.

6. REMOVAL OF EQUIPMENT:

Whenever possible, all repairs and preventive maintenance 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.

7. 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.

8. 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 4, above).

9. GUARANTEE:

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

10. Period of Performance:

Period of Performance will be one (1) base year Plus four (4) 1-year Option periods.

Base Year: 12/01/2025 - 11/30/2026 Option Year 1: 12/01/2026 - 11/30/2027 Option Year 2: 12/01/2027 - 11/30/2028 Option Year 3: 12/01/2028 - 11/30/2029 Option Year 4: 12/01/2029 - 11/30/2030

(End Statement of Work)