P09 Statement of Work.docx

Scope of Work Sun Nuclear Daily QA 3 and 3D Scanner Maintenance Agreement

Background The Stratton VA Medical Center, located at 113 Holland Ave., Albany NY 12208, is soliciting a full-service firm fixed-price contract for maintenance/repairs/upgrades to a Sun Nuclear 3D Scanner. This coverage shall include full support for all hardware components and software upgrades.

Scope of Work Contractor must furnish all labor, tools, parts, and equipment as applicable to perform full-service maintenance and repairs (full hardware warranty extension) on identified equipment and associated software, during normal working hours, unless otherwise specified.

Equipment List The following equipment is to be covered by the terms and conditions herein.

Period of Performance The requirement is for the Base Year and three provisional option years. The Base Year is to commence on October 1, 2022, through September 30, 2023.

Hours of Operation Normal working hours are 8:00 AM EST - 5:00 PM EST, Monday through Friday. Holidays observed by the VAMC are:

Any other day specifically declared by the President of the United States to be a national holiday.

Requirements

1. All work must be performed by competent personnel, experienced and qualified (trained and certified by the OEM) to work on the specific equipment listed on the schedule. Contractor must provide certification as required by The Joint Commission (TJC) that all personnel authorized to maintain the equipment specified by the contract are competent and able to perform all duties listed under the terms of the contract. All work performed must be first class in accordance with good manufacturing practices. The Contracting officer reserves the right to request proof of appropriate training and experience from vendor personnel for servicing the equipment on the schedule. It is the Contractors responsibility to provide all personnel, equipment, manuals, tools, and schematics to perform contracted services.

2. Contractor's service representative must contact Biomedical Engineering (518) 626-6270 prior to any service performed. Service tickets will be signed and filed in Biomedical Engineering (Bldg. 2, room C52c). In lieu of presenting service tickets while on-site, service tickets may be emailed to vhaalnbiomedservicereports@va.gov. Failure to provide signed service tickets will result in non-payment.

3. Scheduled preventive maintenance must include, but not be limited to, electrical safety testing, lubrication, adjustment, calibration, testing, and replacement of parts which would normally be replaced during the course of a standard PM (as recommended/required by manufacturer procedures), or parts found in the manufacturers “PM Kit”. The contractor’s PM procedures must be comparable to that required by the equipment manufacturer. These procedures must be presented in writing to the COR. At the conclusion of the preventive maintenance visit, the instrument(s) and/or equipment must be returned to the operating condition stipulated by the manufacturer's factory specifications.

4. Scheduled preventive maintenance service must be provided at the frequencies required by the manufacturer per year in accordance with the contract. Such service must be provided at equal intervals during the term of the contract. Unless a particular time is specified in the contract, the Contractor must notify the Contracting Officer Representative (COR) within thirty (30) days of acceptance of the contract of the times during which the preventive maintenance inspections are to be performed. The Contractor is responsible for scheduling all PM Service visits prior to the end of the month in which they are due. Any deviations from this schedule must be approved in advance by the COR.

5. Contractor must have access to unique and/or high mortality manufacturer's replacement parts (or equal thereto). The Contractor must furnish only new standard parts (manufactured by the maker of the equipment, or equal thereto). All parts must be of current manufacture (or equal thereto) and must have full versatility with presently installed equipment.

6. Work not covered by this contract must not be performed without first obtaining permission of the Contracting Officer. Bills resulting from additional work performed without prior approval will not be honored.

7. Contractor must provide full access to all new software updates, upgrades, and/or releases issued by the OEM.

8. The Contractor must be responsible for informing the COR of any uncorrected deficiencies and noting these on the service ticket. Notation will include the type of deficiency, dated and initialed. Any deficiency which poses a hazard to patients, staff, or other equipment will immediately be called to the attention of the users and the COR.

9. Contractor is responsible for any and all recall related repairs or modifications.

10. Contractor must provide access to web-based technical support as well as live toll-free technical support line during normal operating hours. Services provided must include support for both hardware and software issues.

11. Contractor must provide complimentary service loaners for any hardware that is returned for repair, troubleshooting, etc.

12. Contractor must provide access to all updated user manuals and references guides as released by the OEM.

13. Contractor must draw attention to, and specifically describe any additional benefits or options that are incorporated in their standard maintenance agreement that are not included in the above specifications. Examples may include remote diagnostic monitoring, discounted labor rates for repairs outside of normal working hours, extended “normal” working hours, discounted/no charge hardware and/or software upgrades, discounted additional hardware and/or software options, discounted labor rates for emergency repairs, downtime protection guarantees, etc. Brief explanations illustrating why these options are beneficial or how they increase efficiency or productivity, or decrease downtime, should be included.