P09 - Final SOW - BeliMed.docx

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 – STATEMENT OF WORK

SCOPE OF WORK: PREVENTIVE MAINTENANCE INSPECTIONS AND INTERVENING SERVICE CALLS

The intent of this Request for Quote is to enter into a one year, Firm-Fixed-Price contract for intervening service calls and planned maintenance inspections for VA San Diego Healthcare System owned Belimed equipment.

The base year period of performance shall be 6/1/2026 to 3/31/2027 (10 Months) The option year one period of performance shall be 4/1//2027 to 3/31/2028.

The option year two period of performance shall be 4/1//2028 to 3/31/2029.

The option year three period of performance shall be 4/1//2029 to 3/31/2030.

The option year four period of performance shall be 4/1/2030 to 3/31/2031.

The Vendor shall provide all labor, supervision, materials, parts and transportation required to maintain and repair VA San Diego Healthcare System owned Belimed equipment.

SCHEDULE OF SERVICES: The intent of the Government to award a Firm-Fixed Price contract for maintenance and repair of multiple Belimed Sterilizers.

24487 EE 105472

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK: The Vendor shall provide intervening and planned maintenance services to enhance the required operational safety of VA San Diego Healthcare System owned Belimed equipment. Services shall be performed to maintain the equipment in a functional condition and operation of same according to international standards. Equipment performance shall be checked and planned maintenance shall be carried out in accordance with original equipment manufacturer’s requirement. All wear-parts, service kits, and materials required for intervening and planned maintenance shall be included in this service contract. Telephone support services shall be available 24 hours, 7 days a week, excluding holidays. Vendor shall provide on-site corrective maintenance service with a response time of 48 hours.

All on-site work covered under the contract shall be performed during normal working hours, Monday – Friday, 6:00AM – 6:00PM.

Vendor shall provide the COR an electronic copy of the field service report after every intervening or planned maintenance within 5 business days of the on-site visit. At a minimum, this report must contain a detailed description of any services or repairs performed for each item of equipment, and must also include a listing of replacement parts, when applicable, total hours of service, safety check, performance data, and the date. The report will also include any Vendor recommendations necessary to maintain the equipment in optimum operating condition. Service Technician shall document and report to the COR any unsafe conditions or signs of misuse or abuse regarding this medical equipment.

SERVICE CALLS: Service also includes all necessary intervening service calls required to replace any worn or defective parts needed due to instrument failure. All services shall be performed in accordance with original manufacturer’s specifications and FDA guidelines.

PREVENTIVE MAINTENANCE INSPECTIONS (PMI) AND INTERVENING SERVICES:

Preventive maintenance (PM) services shall include, but are not limited to the following:

· Cleaning of the equipment.

· Reviewing operating software diagnosis to ensure that it is operating in accordance with the manufacturer’s specifications;

· Calibrating and lubricating the equipment;

· Performing intervening maintenance;

· Testing and replacement of faulty and worn parts and/or parts which are likely to become faulty, fail, or become worn;

· Inspecting and replacing, when indicated, electrical wiring and cables for wear and fraying (G) Inspecting and replacing, when indicated, all mechanical components.

· The Contractor shall furnish documentation, all measurements, and calibration data collected to ensure that the system is performing in accordance with the manufacturer’s performance standards.

· PMIs shall be performed during normal working hours of the VASDHC. PMIs shall be scheduled a minimum of three (3) days in advance with the COR and performed during the first five (5) working days of the months specified in the PM plan. PMIs shall be performed in accordance with manufacturer’s instructions, specification and at the intervals depicted in the schedule of services. This contract also includes all intervening service calls during normal working hours and parts required for maintaining this equipment in optimum operating condition.

PARTS:

· The Vendor shall furnish replacement parts meeting or exceeding the original equipment manufacturer specifications.

· Replaced parts are to be disposed of by the Vendor after obtaining approval from the COR, except for hard drives that have the capability of storing sensitive information. They must be disposed of according to local Facility Policy and with the Information Security Officer (ISO) concurrence.

· Operating and consumable supplies are not part of this contract. Replaced parts covered by the Preventive Maintenance Inspection or intervening services shall be itemized as a no-charge item on the Vendor’s invoice and shall be identified by the part listed on the manufacturer’s schematics or part list.

· The Vendor is required to have sufficient supply in stock or be able to obtain all parts required for work under this contract. The Vendor shall have complete service documentation, including necessary manuals and schematics.

· Unserviceable parts will be replaced by the Vendor on an exchange basis within eight (8) working hours, labor to install replacement parts are included.

· Part numbers as shown on the manufacture schematics/parts list will identify all parts that are replaced. All newly installed replacement parts become the property of the Government. Any worn defective parts will be replaced free of any charges.

· When parts are required and are not covered by Preventive Maintenance and have intervening services, such needs shall be identified to the COR along with an estimate of charges. The COR will evaluate these needs and request through the Contracting Officer appropriate action(s). These parts will be installed under a separate purchase order.

TEST EQUIPMENT: The VA shall not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Vendor to bring the appropriate equipment and/or supplies necessary to complete the work as required within.

REMOVAL OF EQUIPMENT: Government property shall not be removed from the station without a signed property pass. This property pass may be obtained after the removal is authorized by the Contracting Officer or COR. If sensitive data is stored on the device, the Facility Information Security Officer must be involved and should approve the process of removing equipment from the government site. Equipment shall not be removed by the Vendor from the government site for minor repairs. The Vendor assumes full responsibility for the equipment while it is off-site or in transit.

BADGES AND PARKING: All Vendor personnel are required to wear I.D. badges during the entire time he/she is on Government property. I.D. badges must have an identification picture and shall state the name of the individual and the company he/she represents.

It is the responsibility of the Vendor’s personnel to park in the appropriately designated parking areas. Parking information is available from VASDHS Police Service. VASDHS will not validate or make reimbursement for parking violations of the Vendor’s personnel under any circumstance.

REPORTING: (During Normal Working Hours); 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. Vendor shall also check out with the COR and Police Service before leaving the job site.

REPORTING: (During Other than Normal Working Hours). On-site services shall be performed during normal working hours (8:00AM – 5:00PM, Monday – Friday) only. A separate, pre-authorized Purchase Order will be required for on-site services performed during other than normal working hours.

AUTHORIZED SERVICES: Only those services specified herein are authorized under this contract. Before performing any service or repairs of a non-contract nature, the COR or Contracting Officer must be advised of the reasons for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. The Vendor is cautioned that only the Contracting Officer may authorize additional services or repairs and that reimbursement will not be made unless this prior authorization is obtained.

GOVERNMENT HOLIDAYS: The contractor is not required to provide service on the following National holidays; not shall the Contractor be paid for these holidays. The following national holidays observed by the Federal Government:

If a holiday falls on Sunday, the following Monday shall be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also included would be any day specifically declared by the President of the United States.

INVOICE AND PAYMENT: Payment to be made monthly in arrears. The Vendor shall submit original invoices in proper electronic format to the Financial Services Center (FSC). Proper electronic format means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, OB10, to transition vendors from paper to electronic invoice submission. Please see OB10 contact information below to begin submitting electronic invoices, free of charge.

A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org) Vendor e-Invoice Set-Up Information:

· OB10 e-Invoice Setup Information: 1-877-752-0900

· OB10 e-Invoice e-mail: USClientServices@ob10.com

· Financial Services Center e-Invoice Contact Information: 1-877-353-9791 4. Financial Service Center e-Invoice e-mail: vafsccshd@va.gov

The invoice MUST be itemized to include the following information listed below. Any information listed below that is not provided on an invoice will render that invoice incomplete and the invoice will be returned for immediate correction.

· Time period being invoiced for.

· Description of services.

· Unit Cost Billed.

· Extended amount due.

· Invoice number, and date.

· Contract and obligation number.