Instrument SOW.docx

STATEMENT OF WORK

Surgical Instrument Maintenance/Repair and Autoclave/Cart washer Cleaning Service William Beaumont Army Medical Center (WBAMC) 18511 Highlander Medics Street Fort Bliss, TX. 79906

1. General.

1.1 This contract is for the provision and management of non-personal services in the form of sharpening, repairing, laser etching, and maintaining all WBAMC surgical instruments and instrument containers as well as for entering data into an instrument tracking system. Contractor is responsible for providing all resources necessary to perform these contracted services with exception of a computer and scanner. The government will provide a computer and scanner to verify laser etching and contractor will enter data into an instrument tracking system. A badge will be issued to the sharpening team upon arrival for access to SPD and turned in at the end of the day.

1.2 Contractor will pick up and return all instruments to/from the Sterile Processing Department (SPD) located within WBAMC at 18511 Highlander Medics St., Ft. Bliss, TX. 79906. Sharpening and etching services will be performed within a contractor owned/operated work facility. If such a facility is a mobile vehicle, contractor is permitted to station the vehicle on WBAMC property while performing these contracted services and for periods not to exceed nine consecutive hours per occurrence. Contractor can provide a maximum of two mobile vehicles. Entering data in the instrument tracking system may be done within SPD.

1.3 Items needing to be removed for repair will be coordinated with Sterile Processing.

1.4 Contractor shall use appropriate replacement parts that adhere to industry standards. Contractor shall stock appropriate parts, seals, and gaskets on mobile repair lab to fix closed containers as discovered during repair process.

1.5 Contractor will use appropriate parts to repair case carts and back tables during repair visit.

1.6 Contractor shall perform autoclave (chamber) cleaning services quarterly (four times annually) and cart washer cleaning services biannually (two times annually). Contractor shall coordinate SPD autoclave and cart washer cleaning with the SPD OIC/NCOIC/Supervisor. Autoclave and cart washer cleaning will be completed by contractor in conjunction with surgical instrument repair visits.

1.7 Contractor will provide yearly educational seminars for staff that will be administered by Registered Nurse in the field of Sterile Processing.

1.8 Contractor will provide on each mobile repair lab an inspection scope that can provide pictures of the interior of channeled instrument for educational purposes and digital magnification equipment and share trends with department staff. The borescope provided by contractor will be used to check all cannulated items for deficiencies.

1.9 Contractor will check insulation on instruments and repair as needed.

1.10 Contractor will re-etch faded QR codes, letters, and numbers.

1.11 Contractor will etch tray lids and instruments as required.

1.12 Contractor will ensure instruments provided by clinics are identified by the clinic in the instrument tracking system.

1.13 Contractor will conduct quarterly repair meetings with Sterile Processing and Operating Room leadership to review repair program data (sets repaired, trends and statistics) to determine future. An efficiency task list will be created by a trained SPD technician. Each task will be scanned by sharpening team to record data and track times. Instruments will be scanned in and out of maintenance by the contractor.

2. Estimated volume: The contractor will provide surgical instrument, case cart, closed container repair and instrument marking 5 days per week excluding holidays, with customer service available upon request. Services will be provided to WBAMC SPD on Monday, Wednesday, and Friday. Services will not be provided on consecutive days to WBAMC SPD unless approved by the Chief or NCOIC of sterile processing. The contractor shall submit reports to the SPD Chief, Non-Commissioned Officer in Charge (NCOIC) or appointed designee as requested for use in monitoring contractor’s performance. On Tuesday and Thursday, services will be provided to Chambers, Dental Clinic#3, and East Bliss Dental Clinics. Dental clinics will be responsible for dropping off their instruments to WBAMC SPD. If dental clinics do not drop off instruments on their day, WBAMC SPD will provide instruments for the contractor. MTF anticipates instruments from urology, plastics, ophthalmology, ENT, trauma, GYN, vascular, open heart (cardio thoracic), general, neurology, and orthopedic instruments such as osteotome, ronguers, curettes, and scissors with each to be maintained/repaired/sharpened /serviced approximately three (3) times by the end of the year and as needed based on usage and maintenance requirements. A minimum of 25 containers should be sharpened, etched, and entered in an instrument tracking system per day. Diamond Knives, light cords, drills to include dental, neuro, ENT, and ortho to be serviced as necessary by specialized personnel. If unable to repair instruments onsite, items will be sent offsite. The cost for offsite repairs will be included in the contract. Additional costs will not be incurred for items sent offsite.

3. Qualifications. Contractor will staff mobile repair lab with 5 IAHCSMM CCSVP technicians. Possess the training and experience to do so; are knowledgeable of any manufacturer specifications regarding the instruments; and have the capability of maintaining instruments in accordance with industry standards.

3.1 Contractor will ensure that personnel performing these services or otherwise interacting with MTF personnel while performing these contracted services.

3.2. Possess the ability to read, write, and speak English with sufficient clarity to effectively communicate with MTF personnel.

3.3. Shall not have been convicted of a felony.

4. Administrative.

4.1. Reports. The contractor shall submit reports to the SPD Chief or Non-Commissioned Officer in Charge (NCOIC) as requested for use in monitoring contractor’s performance. Requested information will be provided as soon as possible but no later than three days after written request for report/information is made by SPD Chief or NCOIC. Sharpening team will provide SPD Chief, Non-Commissioned Officer in Charge (NCOIC) or appointed designee with the average time per tray.

4.2 Contractor shall provide individualized reporting, including digital photos, to appropriate surgical service leaders at the conclusion of each month to address recurring educational issues for staff.

5. Safety.

5.1. The Contractor shall ensure its personnel are familiar with facility safety regulations. Such regulations include, but are not limited to, general safety, fire prevention, and waste disposal. All WBAMC regulations are accessible through the WBAMC intranet or can be provided by SPD Chief/NCOIC upon written request from the contractor.

5.2. The contractor shall ensure its personnel comply with the local installation requirements regarding the use of company or privately owned vehicles and the operation of same on the military installation to include appropriate driving licensure and liability insurance coverage.

5.3. Contactor will ensure that any company owned/operated vehicles used while providing these contracted services are maintained in a manner to not leak or otherwise contaminate the areas on which they are stationed. Contractor is fully responsible for the safe storage/disposal of any by-products produced in the course performing these contracted duties.

6. Security.

6.1. Contractor shall ensure that their personnel comply with the local installation requirements for vehicle registration and operation on the military facility. Any vehicle operated by the Contractor or its employees in performance of this contract must have the minimum liability coverage required by the state in which the performance is located.

6.2. Contractor is fully responsible for the security of any contractor furnished property, supplies, or equipment utilized in the performance of these contracted services and agrees to not hold the government liable for any damage or theft thereof.

6.3. Contractor shall ensure its personnel prominently wear on their upper torso a temporary badge provided by SPD leadership to access SPD while inside of WBAMC property. Contractor will pick up and drop off badges to SPD leadership each day.

6.4. Safeguarding Material. The Contractor shall be responsible for safeguarding all Government property provided for Contractor use. The Contractor shall safeguard information of a confidential or sensitive nature. Neither the Contractor nor any of its CP shall disclose or cause to be disseminated any information concerning the operation of the MTF that could result in or increase the likelihood of the possibility of breach of security or interrupt the continuity of operations or which breach the requirements of the Federal Privacy Act of 1974; however, the Contractor may be required to provide testimony or deposition in lawsuits or other administrative, civil, or criminal proceedings.

7. Hours of Performance:

7.1. As a medical center with an emergency department, WBAMC is operational 24 hours per day, seven days per week. It is anticipated that these contracted services will be performed during regular clinic hours of between 7:00 a.m. to 5:00 p.m. on Monday-Friday, excluding federal holidays and some command directed training day. If needing to perform services outside these hours, coordination will be made with SPD leadership.

7.2. Government will not be liable to the contractor for any unforeseen/unplanned closure of the facility due to natural disasters, military emergencies, severe weather, or other such instances that may preclude the contractor from performing services for the duration of the closure.

8. Conduct.

8.1. The Contractor is responsible for the conduct of his/her employees who are expected to act and present themselves in a professional manner when within WBAMC property and while providing these contracted services.

8.2. Inquiries. Contractor shall ensure its personnel do not respond to any media inquiries nor otherwise engage in any interview nor provide any comment or response to media personnel regarding the MTF without the knowledge and written approval of the MTF commander.

8.3. Complaints. The Contractor shall have no more than one substantiated complaint about any of their personnel providing these contracted services during any one period of performance. Any complaints that are validated by the Chief of SPD shall be reported in writing by the Chief of SPD to the Contracting Officer Representative for appropriate action.

9. Invoicing: Contractor will submit all invoices as 2- in-1 invoice through Wide Area Workflow (WAWF) within a month after the month in which the services were provided.

10. Government Observed Holidays. The Contractor is not required to perform services on any government observed holidays. The following Government holidays are observed:

HOLIDAY DATE OBSERVED

New Year's Day 1 January (see exceptions) Martin Luther King's Birthday 3rd Monday in January President's Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth (see exceptions) Independence Day 4 July (see exceptions) Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day 11 November (see exceptions) Thanksgiving Day 4th Thursday in November Christmas Day 25 December (see exceptions) Exceptions: If any holiday noted above falls on a Saturday, it will be observed on the preceding Friday. If any holiday noted above falls on a Sunday, it will be observed on the following Monday.

11. Release of Information/Confidentiality.

11.1. The Contractor shall keep any patient information confidential and shall not release any patient information to unauthorized personnel. All associated materials deemed relevant to the Government, which have been generated by the Contractor in the performance of this contract, are the exclusive property of the U.S. Government. Any request for information relating to this contract presented to the Contractor shall be submitted to the COR. No information will be released by the Contractor. Standard HIPAA practices will apply for the handling of all patients information.

11.2. Confidentiality of Information. Unless otherwise specified, all financial, statistical, personnel, and/or technical data which are furnished, produced or otherwise available to the Contractor during the performance of this contract are considered confidential business information and shall not be used for purposes other than performance of healthcare services under this contract. The Contractor shall not release any of the above information without prior written consent of the KO.

12. Notice of Conference. The Contractor, or authorized representative, may be required to attend a conference prior to commencement of any work performed under this contract. A representative of the Contracting Office will notify the Contractor after entering into the contract as to the specific time and location of the conference. Such conferences will normally occur telephonically: however, the Government reserves the right to require the personal presence of the Contractor in accordance with FAR 42.5.

(END OF STATEMENT OF WORK)