P09 SOW VALL Radiometer ABL90 Flex Plus Analyzers Platinum Service OR EQUAL.pdf

STATEMENT OF WORK

VA Loma Linda – Radiometer ABL90 Flex Plus Service OR EQUAL

1. INTRODUCTION / BACKGROUND INFORMATION

The Department of Veterans Affairs (VA) Loma Linda Medical Center (VALLMC) requires a comprehensive, full-service maintenance and support contract for its Radiometer ABL90 Flex Plus blood gas analyzers. These analyzers are critical point-of-care and laboratory instruments used to perform rapid blood gas, electrolyte, metabolite, and co-oximetry testing essential to the care of Veterans in acute and critical care settings. Continuous operational readiness of these devices is required to support high-reliability patient care, Joint Commission standards, and VA performance metrics.

This Statement of Work (SOW) defines the technical and performance requirements for a contractor to provide preventive maintenance, corrective maintenance, remote support, parts, calibration, documentation, and related services for the Radiometer ABL90 Flex Plus analyzers installed at VALLMC.

2. PLACE OF PERFORMANCE

VA Loma Linda Medical Center 11201 Benton Street Loma Linda, CA 92357 Services may be performed on-site at the above location or, when appropriate and authorized, remotely or at a contractor depot facility. All on-site work shall be coordinated in advance with the Contracting Officer’s Representative (COR).

2.1 Hours of Operation and Scheduling

All normal (non-emergency) work shall be scheduled Monday through Friday, 7:00 AM to 5:00 PM Pacific Time, and coordinated in advance with the COR:

Milton Arzate Phone: (909) 825-7084 Email: Milton.Arzate@va.gov Emergency and after-hours response shall be available in accordance with the response-time requirements stated in the Salient Characteristics below.

3. SCOPE OF WORK

VA Loma Linda Medical Center (VALLMC) requires a comprehensive service contract that ensures maximum uptime, regulatory compliance, and sustained analytical performance mailto:Milton.Arzate@va.gov of its Radiometer ABL90 Flex Plus analyzers. The contractor shall furnish all labor, supervision, tools, test equipment, parts, materials, travel, and other resources necessary to accomplish the requirements of this SOW, except as may otherwise be specified herein.

4. REQUIREMENTS / TASKS

The contractor shall provide all resources necessary to accomplish the deliverables as described in this Statement of Work (SOW), except as may otherwise be specified. The following requirements constitute the core technical and service obligations under this contract:

• Shall include next-day or same-business-day onsite response for service calls, representing the fastest available response tier.

• Shall provide 24/7 phone support from engineers trained and experienced specifically with Radiometer ABL90 Flex Plus analyzers.

• Shall include preventive maintenance (PM) performed according to Radiometer manufacturer-recommended intervals, scheduled to meet operational needs of the clinical units.

• Shall cover all necessary repairs, including break-fix labor, diagnostics, parts replacement, and calibration required to maintain instrument performance within manufacturer specifications.

• Shall include remote support capabilities enabling troubleshooting and issue resolution without requiring onsite intervention whenever possible.

• Shall provide incident tracking and complete service documentation for compliance, traceability, and audit purposes.

• Shall include access to depot repair and refurbishment services, with logistics designed to minimize downtime when major service is required.

• Shall provide a complimentary loaner analyzer, when applicable, during extended repairs to avoid interruption of clinical testing.

• Shall include holiday support availability consistent with top-tier service levels.

• Shall support Installation Qualification / Operational Qualification (IQ/OQ) validation, decommissioning, recommissioning, relocation, decontamination, and peripheral equipment support as part of the plan’s coverage.

• Shall utilize engineers who are certified on an ongoing basis to ensure expert-level service quality on the Radiometer ABL90 Flex Plus platform.

• Shall include service coverage that supports maximizing instrument uptime, extending device lifespan, and ensuring reliable analytical performance in high-demand clinical environments.

5. CONTRACTOR REQUIREMENTS

The contractor shall:

• Provide only personnel who are factory-trained and currently certified on the Radiometer ABL90 Flex Plus analyzer platform.

• Maintain all required insurance, licenses, and certifications necessary to perform medical equipment service work at a federal healthcare facility.

• Comply with all applicable VA, Joint Commission, OSHA, and manufacturer safety and infection-control requirements while on VA premises.

• Coordinate all on-site visits in advance with the COR and adhere to VA security and access procedures.

• Furnish all tools, test equipment, software, and diagnostic materials required to perform the work.

• Ensure that all replacement parts are original manufacturer (OEM) or OEM-authorized equivalent and are covered under the service agreement.

• Maintain confidentiality of all Veteran and facility information in accordance with the Privacy Act, HIPAA, and VA directives.

6. PERIOD OF PERFORMANCE

The period of performance shall be determined upon contract award and will consist of a base year with four (4) one-year option periods. Option years may be exercised at the sole discretion of the Government in accordance with the terms of the contract.

7. CHANGES TO THE STATEMENT OF WORK

Any changes to this Statement of Work shall be authorized and approved only through written correspondence from the Contracting Officer (CO). A copy of each change order will be maintained in the official project file together with all other contract products. Costs incurred by the contractor as a result of actions by parties other than the Contracting Officer shall be borne solely by the contractor.

8. DELIVERABLES

The contractor shall provide the following deliverables throughout the period of performance:

• Service Reports: Written documentation for every PM, repair, remote support session, and loaner exchange, submitted to the COR within five (5) business days of completion.

• Preventive Maintenance Schedule: An annual PM calendar aligned with manufacturer-recommended intervals, coordinated with the COR at the start of each contract year.

• Incident Tracking Log: A continuously updated log of all service calls, response times, resolution times, and root-cause findings, available upon request by the COR.

• Calibration Certificates / Performance Verification: Documentation confirming that each analyzer meets manufacturer performance specifications after PM or major repair.

• Loaner Equipment Documentation: Serial number, configuration, and condition report for any loaner analyzer provided, plus confirmation of return and functional status of the original unit.

• End-of-Year Summary: A concise annual performance summary listing all PMs completed, major repairs, uptime statistics, and recommendations for the coming year.

9. PERFORMANCE STANDARDS

Performance standards define the desired level of service. The Government will perform surveillance to determine whether the contractor exceeds, meets, or fails to meet these standards. Contractor performance will be compared against the Acceptable Quality Level (AQL). At the end of each option year, a Contractor Performance Assessment Reporting System (CPARS) evaluation will be prepared and provided to the contractor. The contractor has the right to either concur or submit a response. This reporting requirement applies to the present contract. Reference: https://www.cpars.gov/ and https://www.acquisition.gov/.

Key Performance Indicators:

1. On-site Response Time: Same-business-day or next-business-day response for critical service calls (AQL ≥ 95%).

2. Preventive Maintenance Completion: All scheduled PMs completed within the manufacturer-recommended window and coordinated with clinical operations (AQL 100%).

3. Documentation Timeliness: Complete service reports submitted within five (5) business days (AQL ≥ 95%).

4. First-Time Fix Rate: Repairs resolved without requiring a return visit when parts are available (target ≥ 90%).

5. Customer Satisfaction: Positive feedback from clinical end-users and Biomedical Engineering as measured by COR surveillance.

10. TECHNICAL EXPERT / POINT OF CONTACT

The Contracting Officer’s Representative (COR) and primary technical point of contact for https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.cpars.gov%2F&data=05%7C02%7C%7C5844c72b6073474f11ea08dee9c1eb22%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C639205216245213697%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=jEEQPiBNxuqejvVA5mwK0D7zVD3Aqb5QAeV44aorC0Q%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.acquisition.gov%2F&data=05%7C02%7C%7C5844c72b6073474f11ea08dee9c1eb22%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C639205216245236829%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=G%2FBA%2Bk8gXEfvDnlvr24Hb6KiZA0NxRysNEBpSMvMdzg%3D&reserved=0 this contract is:

Milton Arzate, Biomedical Equipment Support Specialist Biomedical Engineering Service VA Loma Linda Medical Center Phone: (909) 825-7084 Email: Milton.Arzate@va.gov All technical questions, scheduling requests, and service reports shall be directed to the COR. Contractual matters shall be directed to the Contracting Officer.

mailto:Milton.Arzate@va.gov