P09 PWS - Pneumatic Tube.docx

B.3 PERFORMANCE WORK STATEMENT

1. This is a service request to perform annual mandatory service and certification inspections to the Pneumatic Tube System (System) at the Sacramento VA Medical Center, Mather, CA. The Contractor shall adhere to applicable Healthcare governing standard and manufacturer’s recommended maintenance and repair standards to perform service on the System.

2. GENERAL STATEMENT OF WORK

2.1. The Contractor shall provide all documentation, testing equipment, tools, materials, labor, and transportation to perform monthly, quarterly, annual testing, and minor maintenance of the System included in the Swiss log IP Matrix Inventory (Inventory).

3. Location: 10535 Hospital Way, Mather, CA

4. VA Facilities Point of Contact: Ed Walters, (916) 843-7178; Edward.Walters@va.gov

5. Qualifications

5.1. The Contractor shall possess requisite knowledge and understanding of the currently installed System and required maintenance and repair standards to maintain proper operation of the System. The Contractor shall have demonstrated knowledge of maintenance on equivalent systems for a minimum of five (5) years, with documentation of successful, completed services for representative systems of equal or greater magnitude. The contractor shall provide the Contracting Officer’s Representative (COR) proof of inspector qualifications for all employees engaged in the inspection or repair procedures prior to starting work.

5.2. The Contractor shall submit complete recommendations for System maintenance checks, including specific services and periodicity of performance. At a minimum, services shall be performed semi-annually, with variations for lower volume at increased periodicity to maintain semi-annual inspection frequency.

6. Scheduling

6.1. The Contractor shall schedule all work with the Point of Contact (POC). The Contractor shall provide proposed schedule of no less than ten (10) working days prior to work. Inspections shall be completed, and a report submitted prior to the end of the year in November/December.

7. Scope of Work

7.1. The Contractor shall submit a schedule of performances to be completed at the beginning of the year to the COR for approval. The scheduled work with the POC shall be performed based on the items that have been approved by the COR.

7.2. The Contractor shall submit a checklist at the beginning of the base performance period, and subsequently for each awarded option year, for the items that have been accepted on the approved schedule.

7.3. The Contractor shall perform schedule preventive maintenance and inspection twice per performance year.

7.4. Following completion of each inspection or maintenance, the Contractor shall obtain acceptance from the POC within ten (10) working days of completion of each task.

7.5. If an item is discovered to be deficient upon completion of an inspection or maintenance task, the Contractor shall notify the POC and COR of any discrepancy and recommend repair necessary to return or maintain the System in proper operating condition.

7.6. If correction of the discrepancy is an emergent requirement for the System, the Contractor shall notify the COR within twenty-four (24) hours of discovering the discrepancy. The COR will direct completion of the work utilizing the Repair CLIN, or alternate approved appropriation method, prior to the Contractor completing the work.

8. Contractor responsibilities:

8.1. The Contractor shall properly dispose of all used material, parts, fluids, and used rags per Federal/State and local Environmental Protection Agency (EPA) codes and regulations.

8.2. The Contractor shall only use industry approved and certified medical repair or maintenance materials and parts during testing and maintenance repair procedures.

8.3. The Contractor personnel shall display an employee photo identification card worn above the waist indicating Company name, and employee’s name.

8.4. The Contractor shall abide by all rules of the station obtainable from the POC. Station rules shall be enforced by Police Service.

8.5. The POC and the contractor shall be jointly responsible to track all additional charges and repairs to ensure that the total dollar amount of the purchase order is not exceeded.

8.6. The Contractor shall notify the COR prior to replacing any components to include but not limited to hour timers, indicator lights, valve signage, switches, adjusting pressure regulators, sensor replacements, and valve leaks.

8.7. Callback services shall include six (6) emergency calls per year with a two-hour response time 24/7. Twenty-four (24) hours maximum per year

8.8. In the event of an operational failure, systems shall be restored to a functional condition within twenty-four (24) hours.

9. Preventative Maintenance:

9.1. The Contractor shall maintain all System components per the manufacturer’s recommendation for each system. Reports shall be generated for all maintenance performed on each unit indicating and outlining maintenance performed and when next maintenance shall be performed.

10. Unscheduled Maintenance and Repairs:

10.1. Unscheduled maintenance and repairs are defined as any work that is requested and authorized by the government that is within the scope of this contract but in addition to the contract requirements. The intent is to remain in compliance with all regulatory guidance prescribed in this scope of work. After performing applicable inspections, if the Contractor detects any work of this nature, the Contractor will immediately report it to the COR, but work shall not be performed until the Contractor and the Contracting Officer (CO) or COR, as appropriate, have reached an agreement on the price and scope to accomplish the work. Work shall be performed immediately, if necessary (i.e., an emergency), although typically, forty-eight (48), hour notice will be given by the CO or COR.

10.2. Upon receipt of an Unscheduled Maintenance and Repairs request, the Contractor shall assess the requirement and prepare a quote with a statement of work and provide to the COR within thirty (30) calendar days of the government request.

10.3. Unscheduled Maintenance and Repairs, the Contractor shall be approved in accordance with the terms of the contract before work may proceed. Upon approval, the Contractor shall work with the COR to assign a priority and required completion date to the work. Work shall generally be performed during normal business hours Monday – Friday, excluding Federal Holidays, and be completed in accordance with terms of the Statement of Work under which the work was awarded.

10.4. The contract value of Unscheduled Maintenance and Repairs will be set by the Government, and COR will approve billing against this CLIN. The entire contract value of Unscheduled Maintenance and Repairs may not be expended in an annual contract period if the funds are not required in the execution of the contract work.

10.5. The contractor shall be responsible for all software and licensing updates as required for the operation of the system.

11. Deliverables:

11.1. The Contractor shall provide separate and standalone reports by division. Final Reports shall be delivered to the designated COR and POC.

11.2. Reports shall include an inventory of all System components organized by zones, separate bulk systems, analysis and inventory. See Appendix A for inventory list.

11.3. Reports shall include a specific section that lists in detail all deficiencies/discrepancies and is outside the scope of the contract costs associated with the correction of identified deficiencies.

11.4. After minor repairs, the Contractor shall provide detailed information documenting repairs and certification.

11.5. Reports shall contain performance documentation consisting of engineering analysis, photos, and charts.

11.6. Reports shall include identification of potential function failure in pipeline and/or source equipment.

12. Invoices:

12.1. Invoices and corresponding reports shall be provided to the COR prior to submitting invoice for payment in Tungsten in arrears. Invoice report should be electronic, comprehensive and in line with the inventory list. The Contractor shall use the inventory list on excel provided by the COR, at a minimum or better. The invoice, at a minimum, will contain the following columns:

12.1.1. Location/Building

12.1.2. Type

12.1.3. Component Identifier

12.1.4. Quantity

12.1.5. Date service was rendered

12.1.6. Invoice price by CLIN

12.1.7. Example of an invoice:

13. Contractor personnel coming onsite shall check in with COR or POCs upon entering and exiting each location. The Contractor shall submit a summary of all work performed prior to departure to the COR. Report must include the contractor’s name, signature, and date.

14. RECORDS MANAGEMENT OBLIGATIONS

14.1. Applicability

14.1.1. This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

14.2. Definitions

14.2.1. “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

14.3. The term Federal record:

14.3.1. Includes VHA records,

14.3.2. Does not include personal materials,

14.3.3. Applies to records created, received, or maintained by Contractors pursuant to their VHA contract, and

14.3.4. May include deliverables and documentation associated with deliverables.

15. Requirements.

15.1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

15.2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

15.3. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

15.4. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

15.5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

15.6. The Contractor is required to obtain the Contracting Officer’s approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

15.6.1. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

15.6.2. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

15.6.3. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

15.6.4. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

15.7. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

16. Flow down of requirements to subcontractors

16.1. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

16.2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

(END OF PERFORMANCE WORK STATEMENT)

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