Performance Work Statement.pdf

REYNOLDS ARMY HEALTH CLINIC

EQUIPMENT MANAGEMENT BRANCH

PERFORMANCE WORK STATEMENT

1. Statement of Work Requirements:

Contractor shall provide services in compliance with the Original Equipment

Manufacturers (OEM) specifications for the medical equipment listed below in accordance with the terms and conditions herein. Coverage includes all parts, (Contractor shall use only new or OEM refurbished repair parts, cover all labor and travel charges, all manufacturer software updates available during term of coverage, unlimited telephonic diagnostic and repair support, and priority customer response.

Failure to provide all specified requirements will result in no payment for services not rendered and the contract may be canceled with a minimum of 30 days written notification.

2. Equipment Covered: Super Sonic Imagine/Ultrasonic Scanning System

ECN #041386, SN 204319 MEDRAD (Location – Radiology)

ECN #024393, SN 46594 SOLARIS model (Location – MRI 1)

3. Periods of Performance:

Base year 10/01/2022 – 9/30/2023

OPT YR 01 / 10/01/2023 – 09/30/2024

OPT YR 02 / 10/01/2024 – 09/30/2025

3.1 Normal hours of coverage: Monday through Friday 7:30 AM to 5:00 PM, excluding federal holidays and additional Contractor Holidays.

3.2 Federal Holidays: The Federal Holidays observed by the Department of Defense include New Years Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and

Christmas Day. Additional Contractor Holiday: Day after Thanksgiving; Christmas Eve;

New Year’s Eve.

3.3 Response Time: Contractor’s Technical Assistance Center will make a best effort to respond with a phone call to the COR or designated representative within two (2) hour after telephone notification, 24 hours per day. If the problem cannot be corrected by phone, and corrective maintenance is required the FST shall commence work (on-site physical response) within thirty-six (36) hours after contractor’s initial receipt of notification based on a standard 8 hour workday. If the twenty four hour period extends beyond normal duty hours, the contractor will be responsible for commencing work no later than the first hour of the next day’s service coverage hours. The FST will clearly specify their response time if it is other than 36 hours on-site.

3.4 Work Performed Outside Coverage Hours: If work is performed outside coverage hours, without the proper request from the COR or Chief, Equipment Management

Branch (EMB), the work will be considered as service during normal coverage hours.

Work performed outside the normal hours of coverage at the discretion of the COR or

Chief, EMB will be billed at the contractors normal overtime rate.

4. Primary Work Statement Agreements:

4.1 The contractor’s service representative shall report in person or telephonically notify the maintenance manager, building number 4301, telephone number 580-458-2126, prior to commencing services during normal duty operating hours Monday through Friday, 7:30AM to 5:00PM Reynolds Army Health Clinic, Fort Sill, Oklahoma. During other than normal operating hours the contractor’s representative shall report to the Staff Duty

Desk or the Administrative Office of the Day (AOD), building number 4301, telephone number 580-458-2800/2500/2801, located at the 1st Floor Information Desk.

4.1a The contractor shall check-in at Room GD112, Customer Service Desk, for ID badge upon arrival and check out when departing the service site.

4.1b Upon completion of services, the assisting Medical Maintenance technician will sign the service report to validate services performed.

4.1c If repairs are completed after 5:00PM, the contractor will sign in/out with the Staff

Duty or Administrative Officer on Duty (AOD and the Medical Maintenance technician on duty.

4.1d The government and contractor’s service representative will communicate hazardous information before the commencement of any repair.

4.1e When required, the contractor’s service representative will comply with the Office of Safety and Health Administration lockout/ tag out standards while performing maintenance on equipment.

4.1f Contractor’s service representative will be factory trained and have a minimum of two years of experience working on the contracted equipment.

4.1g Contractors must submit a current Bayer Healthcare Partnership agreement authorizing services to be performed.

4.1h Contractor must furnish all software upgrades issued by the equipment manufacturer.

4.1i Contractor shall have access to all necessary diagnostic software (if applicable).

4.1j Required forms and extracts from pertinent directives will be furnished to the contractor’s service representative by the government.

4.1k The contractor shall keep the system in good operating condition, meeting all equipment and performance requirements published by the OEM. The contractor also assumes responsibility for system conformance with the latest published edition of

NFPA-99, OSHA and CDRH. The contractor shall ensure that the system maintains their minimum uptime requirements

4.1k All equipment listed in Section 2 will be fully mission capable at a minimum of 95% of available time (uptime). Downtime is defined as the state when the system is not operable or available for routine clinical use. The start of the downtime period will be the time the contractor is notified by the COR or authorized designee. Scheduled preventive maintenance shall not be considered in downtime calculation.

4.1 l Minor system failures of ancillary components that do not affect system clinical use and availability will not be considered in downtime calculation, except if the FST needs to preempt use of the system to accomplish the repair.

4.1m Contracts requiring X-Ray calibration: contractor shall complete DD Form 2164

(X-Ray Verification/ Certification Worksheet) IAW the instructions provided in TB 38-

750-2.

5. Unscheduled Services:

5.1 Unscheduled Service is the repair necessary to return the instrument (system) from an inoperable or impaired condition to a totally functional state of operation.

5.2 Contractor will effect repairs, provide technical assistance, replacement parts

(Contractor shall use only new or OEM refurbished repair parts) and install hardware and software updates required by the manufacturer. Contractor service technician will continue all services until the instrument is 100% operational.

5.3 All services affecting the system calibration shall be documented by the contractor.

After performing Calibration/Verification/Certification (CVC) services the contractor’s service representative will affix and/ or update DD Form 2163 (Medical Equipment

Verification/Certification). The contractor shall complete DD Form 2163 in accordance with the instructions provided in Technical Bulletin (TB) 38-750-2, or the maintenance activity’s internal SOP.

6. Preventive Maintenance:

6.1 Contracted Scheduled Services are to be performed between the months of December and January. Services will be performed during normal duty hours (7:30AM to 5:00PM, Monday through Friday, five (5) days per week excluding all federal holidays).

6.2 The on-site biomedical technician will provide assistance to the contractor in performing preventive maintenance on-site for the specified month. In the event the contractor is contacted, the contractor will coordinate PM’s and calibrations fifteen (15) days in advance of the scheduled month noted above with Medical Maintenance.

6.3 The FST shall perform PM services to ensure the equipment listed in Section 2 performs in accordance with the OEM performance standards. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) and provide then to the COR at the completion of the PM. PM services shall, at a minimum include the system services at the frequencies recommended by the OEM. These services include but are not limited to:

i. Cleaning of equipment

ii. Calibrating and lubricating the equipment

iii. Performing remedial maintenance of a non-emergency nature

iv. Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail or become worn before the next PM (Contractor shall use only new or OEM refurbished repair parts), except glassware, transducers, cryogens, and crystals.

v. Inspecting for wear and fraying, and replacing when necessary, electrical wiring, cables, high voltage cables, bushings and dielectric materials as necessary.

vi. Measuring, adjusting and calibrating as necessary for optimal performance quality.

vii. Inspecting, and replacing as applicable, all mechanical components of the item for integrity, safety, and performance.

viii. Returning the equipment to the operating condition required to conform to OEM specifications.

ix. Providing documentation of services performed at time of service.

x. Consult with the equipment operator(s) regarding equipment performance.

All exceptions to the PM schedule must be arranged and approved in advance with the

COR.

6.4 All services affecting the system calibration shall be documented by the contractor.

After performing Calibration/Verification/Certification services the contractor’s service representative will affix and/ or update DD Form 2163 (Medical Equipment

Verification/Certification). The contractor shall complete DD Form 2163 in accordance with the instructions provided in Technical Bulletin (TB) 38-750-2, or the maintenance activity’s internal SOP.

7. Service Reports

7.1Upon completion of any service by the contractor’s service representative will provide an itemized service report for equipment that were recycled or deemed unserviceable and obtain the signature of the Equipment Management Branch Chief , COR or the AOD after hours to certify that requested service was rendered and accepted. The service report shall provide detailed information regarding the cause of the equipment malfunction and corrective action taken. Include, at a minimum:

1. Time required to complete the work

2. Price of labor (hourly rate)

3. Government Contract Number

4. Call number (service calls only), usually the work order number

5. Index Number (Equipment Control Number)

6. Nomenclature, location, model and serial numbers (if applicable)

7. Purpose of service (scheduled or unscheduled)

8. Start date/time and completion date/time

9. Description of defect and corrective action taken

10. List of parts and cost. Total cost of service, including labor and parts.

11. Name of Service Technician

12. Signature of individual acknowledge service as identified above

7.2 Provide a service report (completed as above) to the Equipment Maintenance Branch, upon completion of services. Service report can be faxed @ 580-558-2465, or email ryan.h.joyce.civ@mail.mil or hand carried to Reynolds Army Health Clinic, Room GA-

128. You have ten (10) working days. The following address the service can be mailed:

COMMANDER

REYNOLDS ARMY HEALTH CLINIC

ATTN; MCUA-LOE CHIEF EQUIPMENT MANAGEMENT BRANCH

BLDG 4300, 4301 WILSON STREET

FORT SILL, OK 73503

7.3 In the event all information is not available to the contractor’s service representative when services are performed, the initial service report shall include all available information. The contractor shall provide the balance of the required information to the maintenance manager no later than 10 days after services are completed.

7.3a If the contractor’s calibration equipment produces a printed summary of the calibration procedure used, attach the printed summary to the service report

8. Invoicing: Quarterly

8.1 Payment will not be made until a complete service report and coy of invoice is received in Equipment Maintenance Branch. Service report facilitates prompt certification for payment after services are completed. The service report is not to be confused with the billing or invoice document.

mailto:ryan.h.joyce.civ@mail.mil

8.2 The contractor shall provide a separate invoice for calls attributed to instrument failure and/or damage through misuse, theft, fire, Acts of God, or deterioration Caused by chemicals that are not for normal equipment operation. The cause of or combination of causes mentioned will be inspected and validated by the Chief or NCOIC of Equipment

Maintenance Branch prior to a separate purchase order being issued.

8.3 The Equipment Maintenance Branch will initiate payment, Quarterly, with receipts relating to scheduled preventative maintenance or unscheduled service repairs during the payment period. Invoices will be submitted electronically through Wide Area Work Flow

(WAWF) as 2in1 Invoices

Failure to provide all required documentation may result in delayed payment.

9. Authorized Callers:

Persons authorized to place calls under this contract agreement:

1. SGT. Montana, Adrian NCOIC (580) 558-2158

2. SGT Boucher, Gavin, Medical Maintenance (580) 558-8369

3. William Waggener, Medical Maintenance (580) 558-2155

4. Chief, EMB (580) 558-8330

The COR / POC for this contract is Ryan H. Joyce

Phone: 580-558-2128

Email: ryan.h.joyce.civ@mail.mil

Fax Number: 580-558-2465

Reynolds Army Health Clinic

MCUA-LOE

4300 Wilson St

Fort Sill, OK 73503

10. OPSEC Additional PWS statements

10.1. Vendor ensures that its service personnel have gone through background checks, drug screens, etc. prior to being employed. Furthermore, vendor ensures that all engineers are factory trained and certified.

10.2 Removal of HCP. The government reserves the right to require immediate temporary or permanent removal of any individual whose actions raise reasonable suspicion that patient care or services may be compromised in any way or that pose a threat of harm to other contractor/government personnel or self.

10.2a. If a removal occurs, the QA will contact the CO and the contractor's representative within twenty-four (24) hours. A meeting may be required with the CO, QA and

Contractor representative to discuss further action. The CO will notify the Contractor if and when permanent removal is required. In the event of a disagreement between the

Government and the Contractor, the decision of the CO will be final. During the period of time between the removal and the final decision of the CO, the Contractor agrees to provide a backup/replacement HCP in accordance with the terms of this contract.

10.3. Physical Security. The contractor/HCP shall comply with FPCON procedures, Random Antiterrorism Measures (RAMS) and local search/identification requirements.

10.4. Keys and Lock Combinations. The HCP shall abide by all current MTF key control and lock combination procedures. The Contractor shall be responsible for any keys issued to the HCP. The keys shall not be duplicated. The Contractor shall ensure that its HCP not allow government-issued keys be used by personnel other than those currently authorized. No unauthorized personnel shall be allowed entry into the locked area. Keys shall not be used to open work areas for personnel other than personnel engaged in performance of their duties, unless authorized by the Government functional area chief.

The HCP shall use keys issued to them to secure/open areas only as directed by the QA and/or functional area chief. Lost keys and/or locks shall be reported to the issuing party and QA immediately upon recognition of the loss. The QA shall notify the CO of the lost key. The HCP shall be responsible for the replacement costs of any lost keys and any associated locks. Reimbursement shall be provided before the Government replaces lost keys or performs re-keying.

10.5. Key Control. The contractor shall safeguard all keys issued by the government and insure they are used only by authorized contractor personnel. The contractor shall not duplicate issued keys and shall report lost keys to the contracting officer immediately.

The contractor will be charged for lost keys, re-keying, and lock replacement as applicable.

Reynolds Army Health Clinic

MCUA-LOE

4300 Wilson St

Fort Sill, OK 73503

10. OPSEC Additional PWS statements

10.1. Vendor ensures that its service personnel have gone through background checks, drug screens, etc. prior to being employed. Furthermore, vendor ensures that all engineers are factory trained and certified.

10.2 Removal of HCP. The government reserves the right to require immediate temporary or permanent removal of any individual whose actions raise reasonable suspicion that patient care or services may be compromised in any way or that pose a threat of harm to other contractor/government personnel or self.

10.2a. If a removal occurs, the QA will contact the CO and the contractor's representative within twenty-four (24) hours. A meeting may be required with the CO, QA and

Contractor representative to discuss further action. The CO will notify the Contractor if and when permanent removal is required. In the event of a disagreement between the

Government and the Contractor, the decision of the CO will be final. During the period of time between the removal and the final decision of the CO, the Contractor agrees to provide a backup/replacement HCP in accordance with the terms of this contract.

10.3. Physical Security. The contractor/HCP shall comply with FPCON procedures, Random Antiterrorism Measures (RAMS) and local search/identification requirements.

10.4. Keys and Lock Combinations. The HCP shall abide by all current MTF key control and lock combination procedures. The Contractor shall be responsible for any keys issued to the HCP. The keys shall not be duplicated. The Contractor shall ensure that its HCP not allow government-issued keys be used by personnel other than those currently authorized. No unauthorized personnel shall be allowed entry into the locked area. Keys shall not be used to open work areas for personnel other than personnel engaged in performance of their duties, unless authorized by the Government functional area chief.

The HCP shall use keys issued to them to secure/open areas only as directed by the QA and/or functional area chief. Lost keys and/or locks shall be reported to the issuing party and QA immediately upon recognition of the loss. The QA shall notify the CO of the lost key. The HCP shall be responsible for the replacement costs of any lost keys and any associated locks. Reimbursement shall be provided before the Government replaces lost keys or performs re-keying.

10.5. Key Control. The contractor shall safeguard all keys issued by the government and insure they are used only by authorized contractor personnel. The contractor shall not duplicate issued keys and shall report lost keys to the contracting officer immediately.

The contractor will be charged for lost keys, re-keying, and lock replacement as applicable.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The following minimum Quality Assurance Plan applies. The Government may modify inspection methods in accordance with site specific requirements.

PERFORMANCE

OBJECTIVE

PERFORMANCE

STANDARD

REF

PWS

METHOD OF

ASSESSMENT

1 hour telephonic response

Comply initially and as required 100% of the time

3.0 COR monitor

and maintain log

Service Report Comply as required

100% of the time

7.0 COR monitor

and maintain log

STANDARD MEASUREMENT PAST PERFORMANCE ASSESSMENT

99% to 100% Excellent Document Past Performance

96% to 98% Very Good Assessment Report, paying

95% Satisfactory particular attention to

92% to 94% Marginal performance that exceeds

92% or Less Unsatisfactory the standard

(END PWS)