P09 - Final SOW_.doc

B.2 STATEMENT OF WORK (SOW)

1. Contract Title.

Service and maintenance for the equipment manufactured by Omnicell in use across VA Montana.

2. Scope.

There are currently 146 pieces of Omnicell equipment in use through out VA Montana. As repairs are needed, Omnicell is notified and they come out to do the work since Omnicell is a proprietary system. This service and maintenance contract also allow for software upgrades needed to keep the equipment interfacing with the VISTA system for inventory tracking.

3. Overview

The Contractor for the Montana VA Medical Center located at 3687

Veterans Dr, Fort Harrison, MT shall provide the Montana VA, with a Full- Service Turn-Key Solution to include support on all existing equipment for the system.

a. Contractor must be an authorized service representative for the Omnicell Medication Supply Station and System.

b. Contractor is responsible for the expense of all parts, excluding consumables, for the Omnicell Medication Supply Station and System. Contractor is responsible for all priority parts delivery expenses.

c. Contractor is responsible for all labor and travel expenses to provide all services covered, including preventive maintenance, emergency repair, maintenance credit for equipment malfunction, and replacement of equipment and parts, during the term of the agreement.

d. Contractor is responsible for all Operating System Software updates and Hardware Reliability updates. Contractor may be able to provide remote diagnostic capabilities.

e. Maintenance is to be scheduled at the convenience of the Montana VA and will consist of thorough and comprehensive electrical and mechanical checks to identify needed service or maintenance, minor repairs, and calibrations. PMs are performed according to the OEM recommendations (unless otherwise stated), starting 30 days following the start of the contract agreement.

f. Emergency repairs shall be performed after one (1) initial telephone notification that the equipment is inoperative. The contractor shall provide the Government with a designated point of contact and telephone number and shall make arrangements to enable the maintenance representative to receive such notification.

g. The contractor shall be on-site at the Montana VA Medical Pharmacy in Fort Harrison, MT to perform emergency repair services during the week within twenty-four (24) hours after receipt of initial telephone notification of a malfunction. Contractor shall provide weekday on-site technical representative maintenance, troubleshooting, and repair coverage from 8:00am – 5:00pm MST., Monday thru Friday (excluding holidays). Preferred rates for labor and travel outside the principal period of coverage will be required. Federal Holidays observed by the Montana VA Medical Center are:

New Year’s Day

Martin Luther King Day

President’s Day Juneteenth

Memorial Day

Independence Day

Labor Day Columbus Day

Thanksgiving Day Christmas Day Veteran’s Day

h. Contractor shall provide telephone technical support service to assist in troubleshooting 24 hours per day, seven days per week, including Federal holidays.

i. The contractor shall furnish a malfunction incident report to the institution upon completion of each repair call. The report shall include, at a minimum, the following:

(1) Date and time notified.

(2) Date and time of arrival.

(3) Serial number, type, and model number(s) of equipment.

(4) Time spent for repair.

(5) Description of malfunction and repair; and

(6) Proof of repair that includes documentation of a sample run with acceptable performance.

j. During the term of the Service Contract, should the repair record of any individual piece of equipment covered reflect a downtime of 4% or greater of the normal working days in one calendar month, a determination will be made by the designated representative of the Government at the Montana VA Medical Center to replace the initial equipment with new equipment. The responsibility of maintaining the equipment furnished in good condition in accordance with the manufacturer’s instruction, shall be solely that of the contractor. All equipment covered in this Service Contract shall maintain an uptime of 96% in each month of the term of the agreement.

k. The contractor shall treat each notification for an emergency/repair service call from the Government as a separate and new service call.

l. The service contract agreement will run during the term of the contract for one (1) year, followed by two (2) option years, with the ability to cancel with 60 days’ notice by the Government.

(1) All licenses, inspections, adjustments, calibrations, and certifications must be current at all times. VA shall be provided copies of these documents within ten days of award and within ten days of inspection/adjustments/calibrations/change of personnel after award.

(2) For any loss in Medication Packaging time at site due to Contractor unable to perform its duties, the time lost will be deducted from contractor reimbursement based on a calculated hourly rate for the contractor’s services (weekly rate quoted divided by 40-hour week times number of hours lost).

(3) Period of Performance:

· Base: 07/01/2025 through 6/30/2026

· OY1:

07/01/2026 through 6/30/2027

· OY2:

07/01/2027 through 6/30/2028

· OY3: 07/01/2028 through 6/30/2029

· OY4: 07/01/2029 through 6/30/2030

4. Background.

This requirement provides service for VA owned automated point-of-use equipment, dispensing, and managing medicines and critical supplies within the medical facilities. Point-of-use system has been determined to be cost effective, resulting in savings of direct costs for medicines and supplies and indirect costs of controlling, managing, inventorying, accounting for and resupplying medicines and supplies, and increased patient safety and professional efficiency. The staff along with Biomedical personnel manages the OMNI system server, and as funds become available, we continue to purchase more Omnicell cabinets, incorporating them into the pre-existing server. Currently VA Montana utilizes the Omnicell System. The Omnicell system keeps real time audit of consumable materials, no patient data is compiled or accessed. The OMNI system interfaces with the Veterans Administrations Veterans Health Information Systems and Technology Architecture (VISTA) through the HL7 interface and is secured behind the VLAN Firewall. The routine maintenance and service, the service agreement allows a tech from Omnicell to perform these tasks.

5. Specific Tasks.

Preventive Maintenance:

· Update software and firmware as necessary to maintain compatibility and performance.

Repairs and Replacements:

· Address any malfunctions or breakdowns of hardware and electronic components.

· Replace defective parts such as locks, hinges, power components, and internal electrical wiring.

· Provide recommendations for part replacements and order any necessary components as required.

· Document all repairs and replacements performed.

· Address issues that arise when logistics staff calls the Omnicell help desk

Emergency Services:

· Provide emergency repair services for urgent issues affecting the cabinet’s functionality.

5. Security Requirements Privacy Statement Information Security: The C&A requirements do not apply; a Security Accreditation Package is not required. Incidental exposure to protected health information may occur from accessing the work site. Staff will follow all Privacy & Security policies and procedures.

6. Place of Performance.

This will take place at the location of the piece of equipment which is located at in VA buildings throughout Montana.