PDF - STATEMENT OF WORK XENX ROBOT.pdf

STATEMENT OF WORK

XENEX ROBOT SERVICE

INTRODUCTION/BACKGROUND INFORMATION:

This contract will provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform maintenance to the listed Xenex Robot as stated in this Statement of Work and specifications.

PLACE OF PERFORMANCE:

Alvin C. York VA Medical Center 3400 Lebanon Pike Murfreesboro, TN 37129.

Nashville Campus 1310 24th Avenue South Nashville, TN 37212.

Chattanooga, CBOC

6401 Shallowford RD

Chattanooga, TN 37421

SCOPE OF WORK:

The Environmental Management Service at Tennessee Valley Healthcare System (TVHS) VA

Medical Center requires a base plus service contract for the Xenex Robots that will include emergency and regular maintenance on the equipment, services reports of the equipment, and any associated parts required to repair the equipment.

Requirements/Tasks:

Provide maintenance to the Xenex Robots Light Strike™+ Pulsed Xenon Broad Spectrum UV Robot with One-Year Paid Warranty and with XCT (Robot List – Attachment A) Replacement lamps

Replacement parts for maintenance and repairs to be performed by Customer’s Xenex Certified

Technician (XCT)

Repair or replacement of the Robot by Xenex if it does not properly operate due to a manufacturing defect and Customer’s XCT is not trained to perform the repair

Remote diagnostic and telemetry collection

Training reimbursement, certification, and re-certification of Customer’s XCT; however, additional

XCTs can be certified with travel at Customer’s expense.

An Account Executive assigned to Customer’s facility who is responsible for: Developing and implementing a Confidential Standard Operating Plan (SOP), customized for Customer’s facility

Initial robot, user, and facility configuration

On-going consultation

Software upgrades 24/7 customer support line

Predictive Maintenance (PM) monitoring and proactive notification all professional services (design and commissioning), equipment, labor, material, tools and testing to replace the existing fire pump, jockey pump and controller with a new system designed and sized to meet the requirements of the areas they serve today.

Monthly performance and compliance reports

Online operator training materials

Provide new electrical feeds, normal and emergency power, and an Automatic Transfer switch to meet new motor voltage and ampacity requirements.

Emergency power to be fed from the Life Safety Branch. Include all testing and commissioning of the new system.

The contractor is responsible for providing all costs of their CoVid-19 precautionary measures.

PROJECT DESCRIPTION/GENERAL INFORMATION/SITE VISIT:

Pre-Meeting And/or Site Visit: Site visit to be scheduled on TBD 2026. Kick off meeting to be held post-award date (TBD).

Hours of Operation and Scheduling:

1. Work in the Main Hospital Basement may be accomplished as scheduled in advance.

2. Schedule all normal work Monday through Friday, 7AM to 4PM with COR, James Parm 423-893-

6500 EXT 27475

CONFIRMATION OF WORK:

All work is to be confirmed and subject to Quality Control Methods before being approved by the

COR James Parm.

COMPLIANCE:

The contractor shall be fully responsible for compliance with all VA, local, state, and Federal occupational safety laws, rules, and regulations.

The contractor shall follow life and safety codes and take necessary actions to avoid conditions that may be hazardous to the health and safety of hospital personnel and patients.

The contractor is responsible for meeting all applicable OSHA and VA guidelines for safe working procedures.

All work for the duration of the contract shall be performed by certified trained technicians.

CONTRACTOR EMPLOYEES: Contractor personnel shall present a neat appearance and be easily recognized as contract employees. Example: wearing steel toe boots and safety glasses ID badges and or name tags.

CONTRACTOR EMPLOYEE IDENTIFICATION:

All contractor employees must be clearly identified as contractors (not VA employees) when performing services under this contract. This includes visual (appearance), verbal (phone), and electronic (email). The contractor must provide all employees with a contractor identification (ID) badge at the contractor’s expense prior to performing work under this contract. Contractor employees are always required to display this badge when performing services under this contract.

Employees released from service by the contractor must have their badge collected by the contractor.

All badges must contain an expiration date and photograph of the employee.

All contractor employees must also be required to wear VA issued badges and must always display these badges while in the performance of this contract and/or as instructed by the COR.

The contractor supervisor must ensure that all contractor employees display their VA issued badges.

The contractor supervisor must be responsible for managing all VA issued badges provided to contractor employees and immediately collect these badges from employees no longer working on the contract.

CONTRACTOR EMPLOYEE CONDUCT:

The contractor is completely responsible for all actions and conduct of their employees. Contractor employees must be well-groomed and neat in appearance.

Contract employees must be professional in attire and must not wear any offensive clothing.

Contractor employees must conduct themselves in a socially acceptable manner appropriate for an office work environment; Loudness, vulgarity, rudeness, smoking, or other similar offensive conduct by a contractor employee may be grounds for denying the employee further access to VA premises.

Contractor employees must not consume alcohol or illegal drugs during working hours or at any other time the employees are performing work under this contract.

CONTRACTOR RESPONSIBILITY:

The contractor shall obtain all necessary licenses and/or permits as required to perform this work.

He/she shall take all reasonable precautions necessary to protect persons. The and property from injury or damage during the performance of this contract.

He/she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees’ fault or negligence and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Tennessee.

Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with regard to any claims, loss, damage, injury, and liability resulting there from.

CONTRACT AWARD MEETING:

The contractor shall not commence performance on the tasks in this PWS until the CO has conducted a Kickoff Meeting or advised the contractor that a kickoff meeting is waived.

CHANGES TO THE STATEMENT OF WORK (SOP):

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder with all other products of the project. Costs incurred by the contractor through the actions of parties other than CO shall be borne by the contractor.

PERFORMANCE REQUIREMENTS:

Contractor shall provide the necessary personnel and equipment to meet or exceed required service.

Contractor shall have the following responsibilities:

Provide licensed and trained personnel to perform the project in the State of Tennessee.

Provide all supervision, labor and materials to complete all requirements described in this SOW.

Contractor shall obtain all necessary licenses and permits required to perform this work required by this SOW.

Contractor shall take all precautions necessary to protect persons and property from injury and/or damage during performance of this contract.

Contractor shall be responsible for any injury to their employees as well as for any damages to personnel or Government property that occurs during the performance of this contract that is caused by the Contractor’s fault or negligence.

Contractor shall insure that all areas where equipment is serviced under this contract are left in a clean, neat and orderly condition.

Contractors shall possess and utilize all necessary tools, equipment, and Personal Protective

Equipment (PPE) to perform all work safely, effectively, and timely. Tools, equipment, and PPE shall comply with OSHA Standard 29 CFR 1910, (Subpart I), and

• demonstrating that all instruments, test equipment, tools, and PPE possess current calibration and safety inspections. Dated calibration and safety inspection labels shall be visible on all equipment as applicable

• Arrange and pay for all proper disposal of waste and debris.

• Maintain project schedule agreed upon in the final contract documents.

• Provide all OSHA site safety for each employee during work.

• Contractor employees shall have background checks completed.

DELIVERABLES:

• The Contractor shall perform the services necessary to complete the tasks in accordance with the procedures described in a timely and professional manner, consistent with industry standards, at the location, place and time that the VA has set aside, and all in accordance with the SOW.

• Contactor shall provide a copy of the inspection document used (field report) on the day of each performed inspection to the COR.

GOVERNMENT HOLIDAYS:

• New Year’s Day January 1

• Martin Luther King’s Birthday 3rd Monday in January

• President’s Day 3rd Monday in February

• Memorial Day Last Monday in May

• Juneteenth Jun 19th

• Independence Day July 4th

• Labor Day 1st Monday in September

• Columbus Day 2nd Monday in October

• Veteran’s Day November 11

• Thanksgiving Day Last Thursday in November

• Christmas Day December 25

Any other day designated by the President as a national holiday. When one of the holidays falls on a

Sunday, the following Monday will be observed as a legal holiday. When holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by US Government agencies.

PERFORMANCE STANDARDS:

Performance standards define desired services. The Government performs surveillance to determine if the Contractor exceeds, meets, or does not meet these standards. The Government shall use these standards to determine contractor performance to the Acceptable Quality Level (AQL). The Quality

Assurance Surveillance Plan (QASP) method of surveillance will be by random inspection and monthly monitoring. At the end of each option year, A Contractor Performance Assessment

Reporting System (CPARS) will be sent to the contractor. The contractor has the right to either agree or respond. This reporting applies to this contract.

All interested parties capable of providing this Service Agreement for a total of 3 years must provide documentation demonstrating authorization from the equipment manufacturer to perform service and maintenance on the Xenex equipment.

Tennessee Valley VA Health Care System Alvin C. York VA Medical Center

3400 Lebanon Pike Murfreesboro, TN 37129.

Nashville Campus 1310 24th Avenue South Nashville, TN 37212.

Chattanooga, CBOC

6401 Shallowford RD

Chattanooga, TN 37421this proposal to purchase the LightStrike™+ Pulsed Xenon Broad Spectrum UV

Robot.

Product #1 – LightStrike™+ Pulsed Xenon Broad Spectrum UV Robot with One-Year Paid

Warranty and with XCT

Model # SIN # Robot Qty Price Per

Robot

Total

333415HVAC

Description: The LightStrike+ is a pulsed, broad spectrum, high intensity germicidal light system intended to perform microbial reduction on surfaces free from visual soiling.

Salient Characteristics:

• • FDA authorized medical device – Regulation Number 21 CFR 880.6510 Whole room microbial reduction device; Product Code QXJ

• • Emits broad spectrum (240-315 nm) pulsed UV light with xenon lamps

• • Touch screen, digital interface

• • Live wireless data sync allows for real-time reporting and instant software updates

• • Ultrasonic motion sensor safety features

• • Durable with dent and scratch resistant materials

• • Shock absorbing and rear locking caster wheels

• • Automatic lamp retraction for transportation

• • No warm-up or cool-down delays

• • Includes delivery and Instructions for Use

Includes Base Year Warranty (first 12 months after delivery):

a. Replacement lamps

• b. Replacement parts for maintenance and repairs to be performed by Customer’s Xenex Certified

Technician (XCT)

• c. Repair or replacement of the Robot by Xenex if it does not properly operate due to a manufacturing defect and Customer’s XCT is not trained to perform the repair

• d. Remote diagnostic and telemetry collection

• e. Training reimbursement, certification, and re-certification of Customer’s XCT; however, additional XCTs can be certified with travel at Customer’s expense.

f. An Account Executive assigned to Customer’s facility who is responsible for: i. Developing and implementing a Confidential Standard Operating Plan (SOP), customized for Customer’s facility

ii. Initial robot, user, and facility configuration

iii. On-going consultation

g. Software upgrades

h. 24/7 customer support line

i. Predictive Maintenance (PM) monitoring and proactive notification

j. Access to the Xenex Disinfection Management System Portal

k. Monthly performance and compliance reports

l. Online operator training materials

• Legacy Robot Warranty (below) is subject to terms, obligations, and limitations

• Product #2 –One-Year Warranty Extension with XCT

Total Period of

Performance:

04/01/2026 –

03/31/2029

Model #/Serial #

SIN # QTY Robot(s) QTY

Months

Annual

Warranty Price

Per Robot

Annual Robot

Warranty Total

BASE YEAR

04/01/2026 –

03/31/2027

XCTW

A000127 APACHE,

A000346 HALEY,

A000041

SIDEWINDER,

A000044 MIDWAY,

A000097

BLACKHAWK,

A000111

WARTHOG,

A000133 SCOTTY,

A000228 ISIS,

A000052 HORNET,

A000474 BECKY,

A000056

THRESHER,

A000120 TONI,

A000467 DEBBIE

13 12

OPTION YEAR 1

04/01/2027 –

03/31/2028

XCTW

A000127 APACHE,

A000346 HALEY,

A000041

SIDEWINDER,

A000044 MIDWAY,

A000097

BLACKHAWK,

A000111

WARTHOG,

A000133 SCOTTY,

A000228 ISIS,

A000052 HORNET,

A000474 BECKY,

A000056

THRESHER,

A000120 TONI,

13 12

OPTION YEAR 2

04/01/2028 –

03/31/2029

XCTW

A000127 APACHE,

A000346 HALEY,

A000041

SIDEWINDER,

A000044 MIDWAY,

A000097

BLACKHAWK,

A000111

WARTHOG,

A000133 SCOTTY,

A000228 ISIS,

A000052 HORNET,

A000474 BECKY,

A000056

THRESHER,

A000120 TONI,

13 9

• a. Replacement lamps

• b. Replacement parts for maintenance and repairs to be performed by Customer’s Xenex Certified

Technician (XCT)

• c. Repair or replacement of the Robot by Xenex if it does not properly operate due to a manufacturing defect and Customer’s XCT is not trained to perform the repair

• d. Remote diagnostic and telemetry collection

• e. Training reimbursement, certification, and re-certification of Customer’s XCT; however, additional XCTs can be certified with travel at Customer’s expense.

f. An Account Executive assigned to Customer’s facility who is responsible for: i. Developing and implementing a Confidential Standard Operating Plan (SOP), customized for Customer’s facility

i. Predictive Maintenance (PM) monitoring and proactive notification

j. Access to the Xenex Disinfection Management System Portal

Description: Each Xenex Robot comes with a base year (first 12 months after delivery) warranty. This product is an optional one-year warranty extension(s) that includes a price reduction for technical training of a member of Customer’s staff for routine maintenance and repairs (XCT).

Features of the One-Year Warranty Extension with XCT Include:

• a. Replacement lamps

• b. Replacement parts for maintenance and repairs to be performed by Customer’s Xenex Certified

Technician (XCT)

• c. Repair or replacement of the Robot by Xenex if it does not properly operate due to a manufacturing defect and Customer’s XCT is not trained to perform the repair

• d. Remote diagnostic and telemetry collection

• e. Training reimbursement, certification, and re-certification of Customer’s XCT; however, additional XCTs can be certified with travel at Customer’s expense.

f. An Account Executive assigned to Customer’s facility who is responsible for: i. Developing and implementing a Confidential Standard Operating Plan (SOP), customized for Customer’s facility

i. Predictive Maintenance (PM) monitoring and proactive notification

j. Access to the Xenex Disinfection Management System Portal https://www.cpars.gov/, https://www.acquisition.gov/.

POC: COR.

James Parm Site Manager EMS.james.parm@va.gov