Performance Work Statement Imaging Maint.pdf

Performance Work Statement (PWS) Siemens Imaging Maintenance and Repair Services

1.0 Introduction:

1.1 The North Florida South Georgia Veterans Healthcare System is currently requesting (Base +4) a full-service contract (maintenance and repair) on the Siemens Healthcare Nuclear Imaging Systems located in the Diagnostic Imaging Service throughout NFSG VHS.

2.0 Description / Scope / Objective:

2.1 The Contractor must provide all labor, equipment, tools, material, supervision and other items and services necessary to perform the work as defined in this Performance Work Statement. This service will ensure safe and reliable medical equipment while meeting all safety requirements, industry standards and regulations. This shall be completed to ensure maximum uptime with minimal impact on patient care in accordance will all safety requirements and manufacturer specifications. The period of performance will be base plus four options, 10/1/2026 -9/30/2031.

3.0 Applicable Documents.

3.1 The following laws, regulations, policies, and procedures in effect on date of contract issuance and all subsequent changes or updates apply:

FAR Federal Acquisition Regulation VAAR Veterans Administration Acquisition Regulation SCA DOL Website Service Contract Act (SCA) Directory of Occupations (Fifth Edition) http://www.dol.gov/whd/contracts/sca.htm Federal, State, Local, Industry, Manufacturer

All applicable federal, state, local, and industry: laws, codes, policies, procedures, standards, manufacturer’s specifications, and any other applicable doctrine for the intended performance of the equipment specified.

3.2 Glossary - Acronyms used in this Performance Work Statement are referenced below:

CO Contacting Officer COR Contracting Officer’s Representative FAR Federal Acquisition Regulation QASP Quality Assurance Surveillance Plan

4.0 Performance Requirements:

4.1 The contractor, Siemens Healthcare, shall provide services in accordance with all applicable laws/governing doctrine for the proper and safe intended performance thereof. The following are the minimum Government expectations however the contractor shall ensure all equipment is always performing as intended. This is a turnkey contract in which the contractor accepts full responsibility of all http://www.dol.gov/whd/contracts/sca.htm

Government owned property and shall service/repair/maintain all the equipment inclusive of parts at no additional cost to the Government.

4.2 The contractor will ensure safe and reliable medical equipment while meeting all safety requirements, industry standards and regulations. This shall be completed to ensure maximum uptime with minimal impact on patient care in accordance will all safety requirements and manufacturer specifications. The contractor shall also provide all periodic preventative maintenance inspections as recommended and/or mandated by the manufacturer.

4.3 The contractor shall overnight any loaner items or replacement parts necessary for any equipment to the Government. Equipment shipped offsite to the contractor shall be done also at no additional cost to the Government.

4.4 Repair services: All repairs shall be coordinated with the Government prior to any and all repairs being done. The contractor shall provide all travel, labor and parts for all repairs and maintenance to ensure the proper performance of all equipment.

4.5 On-call Repairs: On-call repairs are emergency repairs beyond the scheduled maintenance. At any time, the contractor shall respond to a call and be at the job site within two (2) hours. After repair, the contractor shall submit a detailed work report to the Government for notice.

4.7 At no charge whenever necessary all safety modifications and updates to equipment shall be performed.

4.8 The contractor shall ensure an accurate list of all equipment shall always be maintained and furnished to the Government keeping the Government up to date on the exact item exchanges. No changes to the item list shall be made unless prior notice is given to the Government for exact items. The list will include the serial numbers, make/model numbers, equipment names and the number of each model. At no time shall additional items be added.

4.9 The item list of all equipment to be covered:

VAMC Gainesville:

• Intevo Bold - Site ID 400-812556

• Stellant Flex - Site ID400-675374

Lake City:

• Magnetom Area Mobile MRI: Site ID 400-731470

• Symbia Pro.specta X3: Site ID 400-888693

• STELLANT Flex: Site ID 400-888694

5.0 Performance Location and Hours:

5.1 Primary site of performance is the NFSG VHS:

• Malcolm Randall VAMC, 1601 SW Archer Road, Gainesville, FL 32608.

• VAMC Lake City, FL 619 S. Marion Ave, Lake City, FL 32669

5.2 Government normal duty hours are from 0800-1630, Monday through Friday, excluding Federal holidays. Contractor access will be provided during this time. Afterhours access is available upon request.

5.3 All services shall be coordinated with Biomedical Engineering and Diagnostic Imaging Service at the convenience of the Government.

6.0 Deliverables:

6.1 The Contractor must provide all labor, equipment, tools, material, supervision and all other items and services necessary to perform the work as defined in this Performance Work Statement

6.2 All service records, up to date equipment list, functional tests, or otherwise documenting any services maintenance, field data, observations, and recommendations shall be timely delivered to the Government (within two (2) days of service).

• Principal Coverage Period 0800 –6:00pm M-F

• Uptime Guarantee 97%

• Phone Response 30 mins

• Parts Order Requirement - Noon

• Parts Delivery -Same day or earliest next day

• 200,000 scan sec tube coverage

• Accredited Self Study Program – 1 ea

• Application Hotline Phone Support

• CT Detector Coverage

• Enhanced Virtual Learning Sub - 1ea

• General Spare Parts Coverage

• Labor

• Remote Response/On-Site 4 Hours during

Principle

• PET Gantry Cooling System

• Planned Maintenance

• Quality Assurance

• Safety Checks

• Technical Phone Support

• Travel

• Updates

• teamplay Basic

7.0 Contractor Personnel and Management:

7.1 Contractor Personnel. The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this PWS. Training Certifications will need to be provided to the Biomedical Engineering Department. The Contractor shall maintain the personnel, organization and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements.

7.2 Contractor Badges. Notwithstanding the requirement to wear a Government furnished badge, Contractor personnel shall also wear a laminated contractor identification badge always when performing services under this Contract, including when on Government directed travel the badge will contain a personal picture, name of employee, and Contractor's name. Badges shall be worn on the outer garment attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

7.3 All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public or Congress that they are Government officials. They must also ensure that all documents or reports produced by Contractor personnel are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

7.4 Safety/Security Requirements. The Contractor shall comply with all applicable federal, state and local laws and ensure performance is secure while protecting material, equipment, and supplies from damage and loss. Government security personnel shall have the express right to inspect for security violations at any time during the term of the contract.

7.5 All information generated in performance of this contract becomes property of the Government and must be surrendered upon request and/or completion of the contract. The Contractor must protect against the destruction and/or misplacement of all information produced under this contract, unless directed under local policy to destroy. This includes both hard and soft copies of data.

7.6 The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the COR.

7.7 Standards of conduct:

7.7.1 Conduct of Personnel. Contractor personnel shall conduct themselves in a professional manner (i.e.

timeliness, communication; spoken and written etc.). The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of suspected misconduct, a suspected security breach, or suspected to be under the influence of alcohol, drugs, or any other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government.

The hospital director or designated representative has the authority to bar individuals from the Government facility. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this performance work statement. The Government shall not reimburse the Contractor for travel and other expenses associated with the removal of personnel.

7.7.2 Contractor personnel are not authorized to carry or possess personal weapons to include, but not limited to, firearms and knives with a blade length more than three inches, while assigned under this contract.

7.7.3 Working Attire and Appearance. Contractor personnel shall present a professional appearance commensurate with standards delineated for Government civilian personnel acting in similar capacities.

7.7.4 The Government reserves the right to review Contractor personnel qualifications. Upon request, resumes shall be provided to the Contracting Officer prior to clearance approval, for review and acceptance by the COR. The intent is to verify credentials and not for the Government to become the hiring authority.

8.0 TRAVEL – All travel included in contract.

9.0 NON-PERSONAL SERVICE STATEMENT:

9.1 Contractor employees performing services under this order will be controlled, directed, and supervised always by management personnel of the contractor. Contractor management will ensure that employees properly comply with the performance work standards outlined in the PWS. Contractor employees will perform their duties independent of, and without the supervision of, any Government official. The tasks, duties, and responsibilities set forth in the contract may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

10.0 PERSONNEL QUALIFICATIONS:

10.1 The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this PWS. The Contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements.

The work history of each contractor employee must contain experience directly related to the task and functions he/she is intended to perform under this contract. The Government reserves the right, during the life of the resulting contract, to request work histories on any contractor employee for the purposes of verifying compliance with the above requirements; additionally, the Government reserves the right to review resumes of contractor personnel proposed to be assigned. Personnel assigned to, or utilized by, the Contractor in performance of work shall be fully capable of performing the requirements contained in the PWS in an efficient, reliable, and professional manner.

10.2 Specific Personnel Qualifications Requirements – Personnel assigned to or utilized by the contractor in the performance of this contract shall, as a minimum:

10.2.1 Be a United States Citizen or permitted to work in U.S.

10.2.3 Shall be certified and have experience specific to work performed under this PWS. Training certifications will need to be provided to the Biomedical Engineering Department.

10.2.4 Specialized Experience: Licensed and Insured Technician with training pertaining to specified work performed under this PWS.

11.0 PERFORMANCE STANDARDS AND QUALITY MEASUREMENT:

11.1 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 and shall compare Contractor performance to the Acceptable Quality Level (AQL). The Quality Assurance Surveillance Plan (QASP) method of surveillance will be by random inspection.

11.2 The QASP and its performance objectives are as follows:

PWS

Para

Performance Objective

Performance Standard

Acceptable Quality Level

Surveillance Method

Compliance

4.2

Conducts preventive periodic preventive maintenance inspections as

Contractor performs preventative maintenance in accordance with all applicable governing doctrine

99% of the time the contractor performs preventative maintenance

Visual inspection and documentation reviewed by Government Representative

Below AQL, non-acceptance of services. A Contract Discrepancy Report (CDR), will be issued for performance below the AQL. The Contractor will have five workdays to provide a response that per manufacturers Specifications services on time as scheduled.

includes an improvement strategy for addressing the issues. 30 days after issuing the CDR, the Contractor will be re-rated. If performance does not comply with PWS, the CO will be notified, the performance record will be documented, and CO may pursue contract action.

4.2 Diagnostics and

safety inspections conducted on all Imaging System listed in the

PWS.

Contractor performs during preventative maintenance and during all corrective maintenance visits in accordance with all applicable governing doctrine

100% of the System is tested and inspected for all operational functions and safety during preventative and corrective maintenance visits.

Visual inspection and documentation reviewed by Government Representative

Below AQL, non-acceptance of services. A Contract Discrepancy Report (CDR), will be issued for performance below the AQL. The Contractor will have five workdays to provide a response that includes an improvement strategy for addressing the issues. 30 days after issuing the CDR, the Contractor will be re-rated. If performance does not comply with PWS, the CO will be notified, the performance record will be documented, and CO may pursue contract action.

4.3 Operational

status

Contractor will ensure maximum uptime while minimally impacting patient.

98% uptime guarantee

Verified by Government Representative

Below AQL, non-acceptance of services. A Contract Discrepancy Report (CDR), will be issued for performance below the AQL. The Contractor will have five workdays to provide a response that includes an improvement strategy for addressing the issues. 30 days after issuing the CDR, the Contractor will be re-rated. If performance does not comply with PWS, the CO will be notified, the performance record will be documented, and CO may pursue contract action.

6.0 Contractor

submits service reports and documentation in a timely manner and upon request.

Certified report, including accurate inventory, documenting all maintenance and inspections with recommendations as necessary.

100% of the time report is received by the Government per the Performance Standard

Government receives report within 2 business days after and after request for information is submitted.

Below AQL, non-acceptance of services. A Contract Discrepancy Report (CDR), will be issued for performance below the AQL. The Contractor will have five workdays to provide a response that includes an improvement strategy for addressing the issues. 30 days after issuing the CDR, the

12.0 VA INFORMATION SECURITY :

12.1 The contractor is required to employ reasonable safeguards to protect VA sensitive data from improper use or disclosure. Information made available to the contractor or subcontractor by VA for the Performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

Contractor will be re-rated. If performance does not comply with PWS, the CO will be notified, the performance record will be documented, and CO may pursue contract action.