P09 SOW - FINAL 1.17.2025.pdf

Statement of Work

1. Title: Histology and Laboratory Equipment Service and Maintenance

2. Background: The Biomedical Engineering Department is committed and proudly serves the VA- Hudson Valley Health Care System (HVHCS), providing the best possible environment for health care to veterans and the highest standards of service to customers.

We are currently seeking a full service and maintenance contract to cover a select amount of histology, pathology, and general laboratory equipment.

3. Scope of Work: The contractor shall perform one annual preventative maintenance on each piece of equipment outlined within this statement of work in accordance with the OEM. The Contractor will provide timely response to all service calls and emergency repair to minimize equipment downtime.

This full-service contract is to include all necessary labor, maintenance, tools, equipment, transportation, and parts required to perform repair and Preventive Maintenance (PM) on the listed equipment.

All equipment shall be maintained in proper operating condition as specified by the manufacturer. The Contractor must have access to Original Equipment Manufacturers (OEM) parts, manuals, and schematics to perform the service.

a) Equipment list: Contractor shall provide maintenance and service of the seven listed devices, in accordance with OEM Standards and Guidelines.

The service agreement will cover the following government owned equipment:

Make Type Model Serial Number Leica Coverslipper CV5030 4421 Leica Strainer Autostrainer XL 3995 Leica Tissue Processor ASP 6025 0588 Leica Embedding Center EG1150C 8188

Thermo Slide printer Slide mate AS SPA10182878 Thermo Slide printer Slide mate AS SPA12161400 Thermo Cassette printer Print mate PP6251M1807

b) Contractor shall test the functionality of the equipment upon completion of the annual

PM. The annual PM shall ensure that the equipment is functioning within the guidelines of the OEM or the applicable standards OSHA, ASSE, JCAHO, NEFP, etc.). If this is a service call for repair, the contractor shall ensure that damaged parts have been successfully repaired and all functionalities.

c) Preventive maintenance (PM): The Contractor shall follow OEM procedures when providing PM, inspection, testing, repairs, and services. PMs will be scheduled in advance and conducted annually. It is the Contractor's responsibility to schedule services/preventive maintenance as specified. PM procedures must follow manufacturer’s specifications and must be documented, and a report must be submitted in writing to biomedical engineering/ COR within 7 Days. There are seven (7) total laboratory equipment to receive annual service/maintenance.

4. Preventative Maintenance (PM) in accordance with Leica and Thermo specifications:

A. Two (2) Leica Microtome RM2255 shall include the following inspections/test:

Test:

Electrical safety test

Inspection:

Inspection of installation site Electrical connection On/off switch Smoothness of operation of handwheel Hand wheel-brake and lock function and display Mechanical coarse feed Motorized coarse feed Trimmings program settings Mechanical trimmings steps Alignment section thickness potentiometer Clamping mechanism of knife holder and knife holder base Orientability and clamping mechanism of specimen holder Foot switch start/Stop, and emergency stop function Specimen retraction and display Displays and LEDs all function Connecting cable control panel Electrical connections tightness Evenness of operation of sectioning motor without jolting Zero point setting of sectioning potentiometer Max sectioning speed-strokes Potentiometer alignment Cutting with customer specimen at different settings Measurement of feed at different settings Measure play spindle and micrometer mechanism Coefficient of friction of micrometer mechanism Counterbalance handwheel Coarse feed function and components Drive unit

Motor suspension Cylinder guide

B. One (1) Leica Coverslipper CV5030 shall include the following inspections/test:

Electrical safety test

Inspection:

Inspection of output station for output magazines Output magazines Maintenance door Cover slip magazine Main switch Loading bath Input door Pick and place module Dispenser group Dispenser rest position Control panel Loading drawer Dispenser needle Suction cups Cover slip sensor Active carbon filter Transfer arm

C. One (1) Leica Autostainer XL shall include the following inspections/test:

Electrical safety test

Inspection:

Inspection of transfer mechanism Wash station Oven On/Stop switch LED indicators Lid Reagent container Load drawer Load LED and key Exit drawer Slotted lid Exit LED and key Container map on fume filter cover Drain outlet

Water inlet Power supply Main switch power outlet Power jumper cables Power supply inlet Exhaust air duct

D. (1) Leica Tissue Processor ASP 300 shall include the following inspections/test:

Electrical safety test

Inspection:

Vacuum and pressure testing Inspection of reagent cabinet (door hinges, carbon filter, wheels reagent bottle shelves) Reagent bottles (caps and seals, bottle o-rings) Rear panel inspection (liquid and air line deposit, air line leaks and wax blockages, air valve/service kit, pressure valve/service kit, vacuum valve/ service kit, condensate valve/service kit, air pump rubber parts)

Inspect retort (strainer, stirrer, lid seal, lid hinges) Wax bath inspection (lid seal, strainers, lid hinges, air vent way) Inspect rotary valve (rotary valve open) Electronics (as necessary upgrade programs, upgrade help files, single board computer)

E. One (1) Leica Embedding Center EG1150C shall include the following inspections/test:

Test:

Electrical safety test

Inspection:

Inspection/test of processor module Reagent cabinet Cover flap for paraffin baths Retort lid Left upper door Counter area Bolt handle for retort Unlocking mechanism switch for retort Drawer for rtu Active carbon filter Drip tray Paraffin melting station Spout for draining paraffin Spout for filling with reagents

Paraffin baths, specimen basket Lid for specimen basket Castors for moving the instrument Cover flap for the active carbon filter Paraffin station lid Power supply

F. One (1) Leica Embedding Center EG1150C shall include the following inspections/test:

Test:

Electrical safety test

Inspection:

Inspection of paraffin reservoir Inspection paraffin dispenser with illumination Inspection mold warmer Inspection cassette bath Inspection refrigeration spot Inspection cold plate Inspection paraffin collecting tray Inspection working area Inspection main switch Inspection fuses Inspection socket for foot pedal

G. Two (2) Thermo Print Mate shall include the following inspections/test:

Electrical safety test

Inspection:

Main leads Fuses Touchscreen Screen guard Collection tray Tape matt side Collection spool Supply spool Tape guide pin Print head cleaning

H. One (1) Thermo Print Mate shall include the following inspections/test:

Electrical safety test

Inspection:

Inspection/test carousel Conveyor Print drive Print mech Tape input and solenoid block Output drum Tape wind on assembly Cassette clamp assembly collection system Inspection of parameter default values (rack offset, heater to print, hopper, outlet, move cassettes form switch) Adjusting print head start position Adjusting hopper offsets Earth continuity and insulation resistance tests Software checks Functional test (tape wind on assembly, touch panel, print quality, print misalignment) Hopper checks Full instrument testing Collection system

5. Repair Services: All repairs that are identified at the time of routine service, testing, inspection, and PM shall be brought to the attention of the COR immediately. The Contractor is responsible to provide documentation of the suggested repairs and parts necessary to repair the equipment. The vendor is to document the person who called in the repair time, date, and name.

Authorization of the identified repairs will be provided by the CO only after approval.

6. Emergency Repairs: The Contractor shall be able to provide and respond to emergency repairs within 48 hours from the emergency service call placed. The vendor is to document the person who called in the emergency time, date, and name.

7. Deliverables:

7.1.1. The Contractor shall follow the manufacturer's recommendations for PM, repair, calibration, and modifications.

7.1.2. Schedule of Service:

Provide a draft schedule of reoccurring services and PM which will be reviewed and approved shortly after award. Contractor shall identify when the specifications will be done, test, servicing, PM, and inspection for each equipment in your draft schedule.

7.2.1. Service tags: All equipment receiving routine scheduled service shall be identified by the technician placing an inspection sticker containing the date of service, date of next servicing, and the initials of repair the technician who serviced the equipment.

7.3.1. Service Reports: Contractor shall document all maintenance activities with a detailed report which identifies equipment model number, serial number, the maintenance performed, findings, testing equipment used, a copy of the test equipment’s calibration certificate, condition of equipment, and any recommendations for future maintenance or replacement suggestions.

Reports are to be delivered to the COR within seven (7) days.

8. Experience: Contractor shall provide documentation which demonstrates they have one (1) year of experience in maintaining and repairing the specific equipment types listed section 3 (a) equipment list. Technicians must be OEM trained and certified in the relevant fields (histology, pathology, laboratory equipment).

9. Qualifications: The contractor shall provide credentials that all repair persons are being fully qualified per OEM Standards to perform required repairs. The Government shall maintain the right to seek proof of qualification prior to award and anytime during contract period of performance.

9.1.1 Competency of Personnel Servicing Equipment:

Each respondent must have an established business, with an office and fulltime staff. The staff includes an OEM Standards trained and certified Field Service Engineer and an OEM Standards trained and certified " Field Service Engineer who will serve as the backup.

9.1.2 The Field Service Engineer (FSE) shall be authorized by the contractor to perform the maintenance services. All work shall be performed by OEM Standards trained and certified competent Field Service Engineers. The contractor shall be able to furnish upon request written assurance of the competency of their personnel and a list of credentials of approved Field Service Engineers for each make and model of equipment the contractor services at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VAMC equipment.

The CO and/or the COR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the VAMC equipment. If subcontractor(s) are used, they must be approved by the CO; the contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

10. Expectations:

1. Response Time and Service Availability:

o Ability to provide timely responses to service calls, including emergency repairs.

o Must meet the required service hours of 8:00 am to 5:00 pm, Monday to Friday.

2. Availability of OEM Parts:

o The contractor must have direct access to OEM parts and manuals.

o Must ensure that only OEM parts are used for repairs and replacements.

3. Preventative Maintenance Procedure Adherence:

o The contractor must strictly follow OEM guidelines for PM procedures.

o Ability to document all maintenance activities and provide clear and detailed reports.

4. Technical Documentation and Reporting Capability:

o The ability to provide detailed service reports, including test results, equipment condition, and maintenance performed.

o Clear documentation of any recommendations for equipment replacement or further maintenance.

5. Technician Certification and Support Team:

o Ensure that all technicians working on the equipment are certified and have the necessary training.

o Provide support team availability for troubleshooting and technical assistance.

11. Place of Performance:

VA Castle Point Campus, Laboratory and Pathology Bldg. 15, Rm. 040 41 Castle Point Rd, Wappingers Falls, NY 12590

12. Period of Performance: The estimated performance period for the base year will begin on February 01, 2025, and end on January 31, 2026, with provisional options four (4) additional years. Services should be provided from 8:00 am to 5:00 pm, Monday to Friday, excluding Federal holidays. Work outside these hours requires CO approval.

13. Recognized Holidays: The following Federal Holidays will be reserved and any other day that the President declared a Federal Holiday.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

14. Inspection: The VA Biomedical Engineering COR/POC will conduct an inspection of all completed work in the presence of the Contractor before the Contractor departs the facility.

15. Invoices: All invoices must be detailed when submitted through the Tungsten Network.

Invoices will only be processed once the COR/POC inspection is complete and verified.

Submission of invoices are to be sent in a timely manner every month. The invoices will be reviewing any charges out of this this contract SOW and without the approval of the Contracting Officer will be rejected.

16. Invoicing Frequency: Monthly

17. Contract Type: Firm Fixed- Price

18. Cancellation: Any services or equipment that are being cancelled must be approved by the Contracting Officer. It is the responsibility of the Contractor and the COR/POC to inform the Contracting Officer that a service, maintenance, equipment has been cancelled.

19. Other Related Services (Not Included in the Scope of Work: Any services not expressly stated in this statement of work are not authorized. Services such as inspection, Original Equipment Manufacturer (OEM) required maintenance, or other maintenance and repair vital to the continued functioning of the systems may be added only after written modification from the contracting officer, unless they are inclusive to the requested services. No other person, including the COR or any other VA personnel are authorized to request additional work be performed by the contractor. Any additional services performed that are not authorized by the contracting officer will be considered inclusive.