P09 PWS PM Services on SPS RO System.docx

DEPARTMENT OF VETERAN AFFAIRS

STATEMENT OF WORK

Sterile Processing Services Reverse Osmosis System Preventative Maintenance, Inspection and Emergency Services at Manchester VA Medical Center, Manchester NH

1.0 INTRODUCTION

Manchester VAMC has a requirement to provide preventative maintenance, inspection services and emergency repair services on the Sterile Processing Services (SPS) Reverse Osmosis (RO) system at Manchester VA Medical Center. This work is to be conducted by a factory authorized vendor.

2.0 BACKGROUND

The Medical Center utilizes a the Hydrotech Water Solution Ameriwater RO System, model # 00HC-2024-AAMI. This system is designed to provide water of an acceptable quality for medical instrumentation reprocessing, the process of disinfection and sterilization of medical instruments. This system requires monitoring and periodic preventative maintenance to uphold an operational status and to function at the parameters that is required by SPS guidance. The operational manual states that the DI resin, membrane and carbon cartridges are non-durable components and will need to be exchanged periodically. Emergency support services to troubleshoot, service, and repair in the malfunction or inoperative of the RO system are also required.

3.0 SCOPE

The vendor shall provide preventive maintenance and inspection as well as emergency troubleshoot and repair services. The preventative maintenance (PM) shall be a minimum of twelve visits during a fiscal year. These visits will incorporate the required maintenance of monthly, quarterly, annually, and as needed. The vendor shall perform these as stated in the guidance of the Ameriwater RO3 / RO4 models operation manual. The vendor will be responsible to provide the required services, materials, filters, antiscalant, and equipment in performing the PMs. The vendor will be allowed to store a small number of various filters, antiscalant, and materials onsite at the location of the RO system for current and future PM services.

During each visit the vendor shall perform inspection of the RO system, components of the system, and filters. Monitoring should include, but not limited to filter cartridge, antiscalant, carbon absorption, reverse osmosis, deionization, ultrafiltration, water distribution and storage, and ultraviolet irradiators. The vendor shall provide action and services to ensure and correct any issue from the inspection/monitoring that is out of spec for the requirement of the SPS regulation.

The vendor shall provide on call services to include labor costs. The vendor shall be able to respond to fix issues within four (4) hours. The vendor shall supply minor parts and materials (<$500 per occurrence) as needed for necessary upgrades, replacement, and repairs.

4.0 APPLICABLE DIRECTIVES

· AAMI TIR34: Water for the reprocessing of medical devices.

5.0 PERFORMANCE REQUIREMENTS

1. A Corrective and Preventative Maintenance Checklist shall be provided for each lift inspected.

2. The vendor shall submit the inspection report and preventative maintenance checklists to the facility via email within 48 hours after work completion.

3. The vendor shall submit technician certification/licensure prior to work start. Copies of these are also to be submitted with the completed checklists.

4. Vendor shall submit all necessary safety plans to include, but not limited to; equipment specific Lock-Out Tag Out procedures, Electrical Safety, plan and SDS for any chemicals used to the COR for approval prior to working at the Medical Center.

5. Vendor shall schedule all site visits, to include emergencies, with the COR.

6. Vendor shall furnish authentic parts from the equipment manufacturer and the recommendation from the operational manual. The determination of when to replace parts is at the recommendation of the technician, with the COR’s concurrence. Additional service charges may be incurred to install parts during scheduled inspections or callbacks as specified in this agreement.

7. Vendor shall operate on the premises during the hours of 0700 and 1630, unless otherwise authorized by the COR.

8. Vendor shall respond within 4 hours for all emergency call backs.

9. Work sites shall be left in the same manner of cleanliness and order in which they were found. Vendor will provide their own waste disposal, if any.

10. All vendor technicians performing work on site must report to Facility Service in Building 6 to the contractor badge check in/out room to sign in on the contractor log and get a “Contractor” badge. Badges must be returned, and log signed out prior to departing the premises. Vendor shall then coordinate with the COR prior to performing their work.

11. Vendor shall perform preventative maintenance, inspections/monitoring and emergency maintenance/repairs on the RO system in accordance with manufacturer’s specifications and operational manual.

12. Preventative maintenance and inspection/monitoring shall meet the requirements of the equipment manufacturer. As a minimum, this shall include but not be limited to the following list of tasks:

· Ensure unit is operating within parameters (see operational manual).

· Check carbon filter checks to ensure system has less than 0.1 mg/L of total chlorine.

· Perform a disinfection of the unit.

· Perform product water bacteria and endotoxin testing.

· Replace Carbon Block Filters (when total chlorine > 0.1 mg/L, pressure drop is > 10 psi greater than the originally recorded value, or at least every 2 months)

· Ensure float switches are in good health by draining tank and unthreading from tank. Inspect to prevent being stuck closed / open.

· Perform feed and product water AAMI analysis.

· Check feed and product water quality calibration.

· Replace Nephros filter (as needed or at least yearly).

· Membrane cleaning, if > 10% loss of product flow / > 10% rise in product conductivity.

· Replace membrane filter semi-annually or as needed.

· Monitor and add the proper antiscalant as needed for operation of the RO system.

· Check and replace UV lamp. Replace UV lamp every two years, after 18000 hours, or when intensity drops below 50% – whichever occurs first.

· Clean and replace quartz sleeve as needed and in accordance with the operational manual.

· Clean and replace UV sensor as needed and in accordance with the operational manual. The quartz sleeve and UV sensor should be cleaned at the same time.

· Replace filters biannually or when pressure drop between outlet and inlet is greater than 10psi – whichever occurs first.

13. The vendor shall provide routine manufacture in accordance with manufacturer’s specifications to include preventive maintenance 6 times a year.

14. The vendor shall provide service labor, materials, and parts necessary to support as needed and emergency calls for repairs and replacements. The vendor shall supply minor parts and materials (<$500 per occurrence) as needed for necessary upgrades, replacement, and repairs. If cost exceeds the agreed upon limitation (>$500 per occurrence), then a list of repairs required as a result of the inspection will be provided with a cost proposal for the repair within 24 hours to the COR.

15. Personnel must wear the proper personal protective equipment (PPE) at all times to include a surgical mask. (Per recommend guidance of the Medical Center) Work done under this project must comply with infection control requirements.

16. The contractor shall receive all deliveries of materials, equipment, tools, or other goods off of station, and bring them to the job site. The Manchester VA shall not accept deliveries for project purposes.

17. Special care will be taken to secure tools and construction equipment.

6.0 Evaluation (required prior to award)

Proof of contractor licensing/qualifications