Performance Work Statement.pdf

?.## PERFORMANCE WORK STATEMENT (PWS) ASP MAINTENANCE SERVICES

1.0 Objective and scope

Advanced Sterilization Products (ASP) will perform on a non-personal services contract to provide full contract support immediately upon Government award of a resulting order.

2.0 Description of Services/Introduction

ASP will provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and nonpersonal services necessary to provide full maintenance support for the items listed in the Government Solicitation and all support items / components as defined in the Government PWS except for those items specified as government furnished property and services. ASP will perform to the

Governments’ required standards in the contract.

3.0 ASP Provider Qualifications

ASP as the OEM is sole authorized maintenance provider of ASP equipment. As such, ASP Field Service

Engineers are the only qualified / authorized personnel for the maintenance and repair of all ASP equipment listed within this contract. No sub-contractors will be used to fulfill the requirements of this contract. ASP

Field Service Engineers (FSE) qualification includes certification by ASP, the OEM, as being trained

/qualified to perform required repairs. ASP will have ready access to parts inventory of OEM replacement parts.

4.0 ASP Objectives

ASP Equipment listed in this contract will be maintained to meet all ASP’s, as the original equipment manufacturer (OEM), specifications.

5.0 Scope

ASP will provide maintenance services which include on-site corrective repairs, normal working hour coverage (8:00 A.M. to 4:30 P.M. Monday through Friday excluding Federal holidays); emergency service and routine preventive maintenance services to Government-owned equipment. Maintenance will include all systems, subsystem components, and assemblies, (i.e.: ASP responsible for total maintenance of entire system). All maintenance provisions will apply to hardware, firmware, and software, as appropriate, unless otherwise stated by the Government.

6.0 Period of Performance

The period of performance will be for one (1) base year and four (4) one year option periods.

7.0 GENERAL INFORMATION

7.1 Recognized Holidays

ASP recognizes the Government’s eleven Federal Holidays: New Year’s Day, Martin Luther King Jr.’s

Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Juneteenth and Christmas Day.

8.0 Hours of Operation

ASP will conduct business, between the hours of 8:00 A.M. to 4:30 P.M., Monday thru Friday except

Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. ASP will at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the

Government facility is not closed for the above reasons.

9.0 Place of Performance

ASP will perform maintenance services at a government facility.

10.0 Type of Contract

ASP services will provide services on a firm fixed-price contract.

11.0 ASP Performance Qualifications

ASP will provide trained, experienced, English-speaking personnel, labor, tools, diagnostic equipment, software, test phantoms, material, supplies, transportation, parts, and equipment necessary to perform

Preventive Maintenance (PM), Calibration (CAL), Safety testing (ST) and corrective maintenance.

11.1 ASP will provide telephonic communications with the Government to discuss technical matters relating to the performance of this contract. An ASP systems operator will be made available to answer technical questions regarding system operations and applications.

11.2 The ASP Point of Contact (POC). Service calls can be placed 24 hours a day, 7 days per week by the

Government calling an ASP supplied toll free response center. ASP qualified service reps will make a “best effort” to call back within 4-hours during normal business hours (8am – 5pm CST / Monday – Friday excluding Federal Holidays) to schedule and ASP service visit.

12.0 Identification of ASP Employees

All ASP personnel attending meetings, answering Government telephones, and working in other situations, where their contractor status is not obvious to third parties, will identify themselves as such to avoid creating an impression that they are Government officials. ASP will ensure that all documents or reports produced by ASP are suitably marked as contractor products or that contractor participation is appropriately disclosed.

ASP personnel will wear identifying badges at all times when conducting business inside a Government facility and will properly obtain a gate pass and building access as instructed by the Government.

13.0 Property, Equipment, and Services

The government will be responsible for maintaining the proper environment, including utilities and site requirements necessary for the system to function properly as specified by ASP, the OEM. The Government will operate the ASP system(s) in accordance with the instruction manual(s) provided by ASP, the OEM.

The Government will certify that the equipment to be maintained under this PWS and resulting contract will be in good operating condition on the effective date of contract award. For the purpose of this PWS and resulting contract, the clause, “good operating condition” means the conditions necessary for the equipment to function as intended by ASP, the OEM, without corrective maintenance.

14.0 ASP PERFORMANCE REQUIREMENTS

14.1 ASP Pre-Maintenance Inspections

The ASP representative(s) at each Government site will request a pre-maintenance inspection prior to the onset of the contract. All apparent discrepancies will be identified upon submittal of ASP’s quote and any claims will be submitted to the Government within 30 days of contract award. If the Government does not afford ASP an inspection prior to ASP quoting for services, ASP will conduct the pre-maintenance inspection within 10 days of contract award and any adjustments to ASP’s original quote and will be submitted within 30 days of contract award. ASP will identify all non-apparent / hidden discrepancies no later than the first scheduled preventative maintenance. ASP will submit any claims resulting from hidden defects to the Government within 30 days of first scheduled preventative maintenance. Any equipment found to be inoperable during pre-maintenance inspections will be repaired by ASP under a separate purchase order. The cost of repairs will not exceed ASP’s normal retail rate for required repairs.

14.2 ASP will leave the equipment in good operating condition at the expiration of this contract. During the final week of the awarded service contract, the Government will make final inspection of the equipment.

14.3 Any correction of mutually agreed deficiencies noted during this inspection will be resolved prior to contract end.

15.0 ASP Furnished Property and Material

ASP will provide all service literature, reference publications, laptop computers and diagnostic software to be used by ASP service technicians and as required for the completion of the services in accordance with the PWS and resulting contract.

16.0 Replacement Parts

ASP will have ready access to unique and/or high mortality replacement parts. All parts ASP supplies will be compatible with the existing system(s). In the event that replacements parts are required to be shipped, shipping will be performed in the fastest reasonable means possible (e.g., next day air) at no additional cost to the Government.

16.1 ASP, at our expense, for only preventative maintenance and corrective maintenance within scope of this PWS, will replace all worn or defective parts necessary to restore the equipment to 100% operational

OEM condition. ASP is not responsible for consumable items.

16.2 ASP installed replacement parts will become the property of the Government and the replaced malfunctioning parts will become ASP property. ASP will properly dispose of replaced items at no additional cost to the Government, including all “environmental” fees where required. Freight, postage, and storage charges associated with shipment and receipt of replacement parts, and the return of parts will be

ASP’s responsibility.

16.3 All replacement parts will be new and certified as OEM replacement parts. In the event that new parts are not available, rebuilt parts and sub-assemblies will be allowed, provided that they are warranted to be free of defects for a period of time that meets or exceeds warranties of similar replacement parts. ASP will specifically annotate on the final Field Service Report the use and identification of rebuilt parts and the period of warranty. Replacement parts will maintain the integrity of system / equipment certification to include compliance with any UL, AMA, JACHO, Manufactures Certifications or any other certifications, as they apply.

16.4 ASP will include software revisions and updates (field service changes), which are required due to

FDA, or manufacturer announced safety-hazard recall, to include FDA Year 2000 Compliance Directive, as part of the contract at no additional cost to the Government. Updates will be performed as soon as possible after release, but no later than the first scheduled Preventative Maintenance Inspection after release.

For any updates that have been identified as critical or required for the proper operation of equipment by

ASP, as the OEM, ASP will provide installation within 30 days of release, regardless of Preventative

Maintenance Schedules.

17.0 ASP Report Requirements

During normal duty hours, ASP Field Service Engineer (FSE) personnel will check-in with the Biomedical

Engineering Division upon arrival at the Government site and again prior to departure. (Biomedical

Engineering located in Bldg. 1 Rm. FG137; phone: 919-286-04110 x176035. ASP FSEs will personally notify Biomedical Engineering Supervisor James Parris at the Durham VA Healthcare System (DVAHCS) of problems that result in the equipment being left disabled upon their departure.

17.1 ASP will provide to BME a full-service report within two (2) days after completion of all service performed. The ASP Service Report will include, but not be limited to: contract number, equipment description (model, serial number, equipment control number), ASP’s log number, detailed description of the service(s) performed, replacement part(s) information (part number, part value, nomenclature, unit price, manufacturer, if not OEM, and whether the part is new/used/reconditioned), the completion date and time, man-hours expended, model and serial numbers, and the name of the FSE performing the service.

17.2 ASP will affix a tag on equipment upon the completion of a preventative maintenance inspection. Tag may either be a “sticker” or “hanging tag”. As a minimum the tag will contain: ASP’s name, the technician performing inspection and date of inspection legibly printed.

18.0 Preventive Maintenance Services

ASP will perform preventive maintenance once or twice per year, as required by model type, in accordance with ASP, the OEM, recommendations. All test equipment used in the performance of this PWS and resulting contract will be calibrated (if required / as required by manufacture of test equipment) and will be in compliance with Joint Commission on Accreditation of Healthcare Organizations (JCAHO), Original

Equipment Manufacturer (OEM) and Federal Drug Administration (FDA) standards as required.

19.0 Corrective Maintenance

The Government BME will request corrective maintenance to ASP’s technical POC. ASP will assign a unique Log/Reference Number to each Government request for corrective maintenance.

19.1 ASP’s response to requests for service may include telephone consultation with the equipment user/operator and an ASP FSE. Telephone consultation will: 1) provide instruction in determining operator error; 2) to determine the most likely cause of the problem; 3) to determine if resolution of the problem requires the dispatch of FSE; and 4) to identify replacement parts likely to be required in order to return the equipment to 100% operational condition as specified by the OEM.

19.2 ASP’s normal working hour maintenance coverage will be Monday through Friday, between 8:00

A.M. to 4:30 P.M. An ASP Service Tech will respond via telephone within four (4) hours after receipt of trouble call and on-site response time is next available slot, with a target of less than 72 hours. ASP will make a best effort to have all equipment operational within 72 hours of initial on-site response.

19.3 In the event that emergency service outside the normal working hours is required by the Government, ASP will bill the Government at published commercial rates, and negotiated and approved by a Government

Contracting Officer prior to ASP services rendered.

20.0 ASP Pricing Inclusions

ASP’s pricing will be inclusive of all cost including parts, labor, travel, and shipping, unless otherwise indicated. Any/all exclusions are listed as follows: No Exclusions.

20.1 ASP FSE’s will have their own service manuals, specifications, schematic diagrams, and parts lists to assist in the evaluation/repair of all equipment included in this contract.

21.0 Removal of Government Property

Whenever ASP determines the repair of equipment cannot be performed at the Government site, ASP will notify BME, who will make arrangements for ASP to remove the item to ASP’s designated site. ASP may be required to sign a Government form accepting responsibility for the Government equipment. In these cases, ASP will provide a detailed description of removed items. For associated items / accessories, ASP will provide a detailed description and quantities of items to be removed. Description will include as a minimum manufacturers serial numbers and equipment control number (ECN) of all equipment / items removed. In the event that items / sub-assemblies / accessories are repaired via “Repair by Replacement” a detailed description of replaced items is to be included upon return of repaired components. All charges resulting from ASP-determined requirement to transport Government owned property, covered by the contract resulting from this PWS, to and from an alternate repair location will be ASP’s responsibility.

22.0 Equipment Modification and Upgrades

ASP will only incorporate OEM specified modifications, alterations and upgrades. BME approval will be obtained prior to ASP’s installation of any modification, alteration, or upgrades. The Government will not alter the system without prior notification to ASP.

22.1 ASP, at no additional cost, will provide software updates to the Government. Installation of updates will be mutually determined by ASP and the Government. All supplied software will be warranted current and free of defects such as viruses.

23.0 Service beyond the Scope of this PWS and Resulting Contract

ASP will immediately, but not later than 24 consecutive hours after discovery, notify BME, in writing, of the existence or the development of any defects in, or repair required to the scheduled equipment, which

ASP considers they are not responsible for under the terms of this contract.

23.1 At the same time of the notification, ASP will furnish BME with a written estimate of the cost to make the necessary repairs. Repairs considered by the Contracting Officer to be outside the scope of this PWS and resulting contract, will not be covered under this contract, but will be ordered under a separate purchase order.