Performance Work Statement - MRI Trailer PM Services.pdf

Draf t

PERFORMANCE WORK STATEMENT

Radiography Services Weed Army Community Hospital Ft. Irwin, CA 92310

28 April 2026

1. BACKGROUND.

1.1 This is a non-personal service requirement for a maintenance contract for the government-owned MRI Trailer, located at Weed Army Community Hospital, as identified in paragraph 3.1 of this Performance Work Statement (PWS), to include all labor and travel, to perform preventative maintenance functional condition in accordance with (IAW) manufacturer (MFR) specifications.

1.2 Information concerning the systems to be serviced is furnished from the best available sources. However, this shall not relieve the Contractor of the requirement to visit the location of the system(s) listed and to be thoroughly familiarized with all components associated with the item(s) and conditions under which the work is to be performed.

2. GENERAL.

2.1Hours of Operation. WACH provides services 24 hours a day, 365 days a year (366 days during leap years) including holidays.

2.1.1 Normal business hours for the Equipment Management Branch (EMB) are 8:00 AM to 4:30 PM, Monday – Friday.

2.1.2 The contractor shall make every practical effort to provide services during normal business hours, excluding federal holidays. However, in certain cases, permission may be granted to the contractor to provide services outside of EMB normal operating hours if during these hours (1) access to the equipment being serviced is limited or unavailable, (2) servicing the equipment would cause impactful impedance to patient care, or (3) the contractor provides any other justified reasoning for unavailability that is accepted by the Chief of Equipment Management Branch. Approval to perform services outside of EMB normal business hours will be given by the Chief of Equipment Management Branch.

2.1.3 WACH Medical Maintenance provides emergency services after-hours by means of an on-call technician. In the event any contractor is performing services outside normal business hours, the on-call technician will be available to perform duties of WACH Medical Maintenance (i.e. periodically checking on the progress of contractor personnel to ensure the security of the hospital, verifying the quality of services rendered meets or exceeds the standards set forth in the PWS, and assisting contractor personnel in signing in and out at the Medical Maintenance Section).

2.1.4 This contract does not cover over-time, after-hours emergencies or federal holiday coverage.

2.1.5 Holidays. The following is a list of legal federal holidays. Any of the federal holidays falling on a Saturday will be observed on the preceding Friday. Any holidays falling on a Sunday will be observed on the following Monday.

2.1.5.1 FEDERAL HOLIDAYS

New Year’s Day, January 1st Martin Luther King’s Birthday, 3rd Monday in January President’s Day, 3rd Monday in February Memorial Day, Last Monday in May Juneteenth National Independence Day, June 19th Independence Day, July 4th Labor Day, 1st Monday in September Columbus Day, 2nd Monday in October Veteran’s Day, November 11th Thanksgiving Day, 4th Thursday in November Christmas Day, December 25th

NOTE: Any holidays that are declared by Presidential Executive Order shall be observed in the same manner as the holidays listed above. If the area in which a contract employee is scheduled to work is closed due to the holiday and the employee is not required to report in, payment will not be made for those hours. Closures of the installation due to inclement weather or other such acts of God shall be handled in the same manner.

2.2 Specific Tasks and Deliverables. The contractor, or contractor representative, shall report to the WACH Medical Maintenance Section Bldg. 390, Room 1401 (1D140), telephone (760) 383-5652, prior to commencing all on-site services (Preventive Maintenance Checks and Services [PMCS] and repairs) during normal operating hours, 7:30 AM to 4:30 PM PST, Monday through Friday. During other than normal operating hours, the contractor's representative shall report to the Administrative Officer of the Day (AOD) at Bldg. 390.

2.2.1 All service visits shall be coordinated between the contractor, the Medical Maintenance Technician requesting service, and the Medical Maintenance Contracting Officer Representative (COR). The COR or designated representative are the only authorized Medical Maintenance personnel that can request scheduled or unscheduled (repairs) services. Department staff or users where medical devices are located are not authorized to request scheduled or unscheduled (repair) services.

2.2.2 Any deliverables (i.e. replacement parts, supplies, tools) shall be shipped to Medical Maintenance at the address below and will be provided to the contractor upon initial check-in at the Medical Maintenance front desk.

Weed Army Community Hospital ATTN: Medical Maintenance Bldg. 390 North Loop Road

Fort Irwin, CA 92310-51

2.3 Government Point of Contact

CW2 Derek Presto Chief, Equipment Management Branch Medical Maintenance Contracting Officer Representative (COR) derek.k.presto.mil@health.mil

(760) 383-5604

3. SCOPE OF WORK.

3.1 Equipment to be Serviced:

VIN:1S9AC4826LS834721

Model:ACH48 MRI Trailer

3.2 General Work Requirements. The contractor shall provide trained personnel for on-site support, to include labor, travel, tools, hardware, firmware, diagnostic software, materials, supplies, parts, and test, measurement, & diagnostic equipment (TMDE) necessary to perform all operations in connection with scheduled preventative maintenance (PM) and/or calibration (CAL) procedures as well as unscheduled repair visits as needed in order to maintain the listed equipment and/or its components if any, in a fully functional state, in accordance with (IAW) the Original Equipment Manufacturer (OEM) specifications. Any software updates provided by the OEM for covered equipment that enhances equipment functions and operations without hardware changes shall be installed. All equipment must be in compliance with The Joint Commission (TJC), HIPAA and the NFPA 99 Standard for Health Care Facilities.

3.3 Uptime. Uptime is defined as the time during which a piece of equipment is functioning or able to function. The contractor shall provide both scheduled (PMCS) and unscheduled services to repair and/or maintain the equipment listed above, and components if any, to a fully functional condition with a ninety-five percent (95%) uptime guarantee (calculated on quarterly basis).

3.4 Preventative Maintenance Checks and Services (PMCS). As stated in 2.2.1, all service visits, to include PMCS, shall be coordinated between the contractor, the Medical Maintenance Technician requesting service, and the designated Medical Maintenance COR.

3.4.1 The scheduling of PMCS services as outlined in the PWS paragraph designates a period of time in which the contractor shall perform the PMCS services. These are safety measures set forth to prevent any lapse in coverage of equipment as tracked in the Defense Medical Logistics Standard Support (DMLSS) database utilized by WACH, hence preventing possible complications hindering WACH ability to provide patient care.

Duplication of calibration services shall be avoided. When the scheduled completion dates by the contractor and those of Medical Maintenance are different, the most recent service/calibration date by the contractor shall be used to indicate that the units are and will continue to work to manufacturer specifications. The contractor may be able to combine the preventative maintenance service visit with an onsite service visit but must be coordinated with the Medical Maintenance Technician and the COR.

3.4.2 The Chief of WACH Equipment Management Branch has the authority to approve requests for the contractor to perform PMCS services outside the defined window allotted to complete services. Requests can be routed through a WACH Medical Maintenance technician, through the designated COR(s), or directly to the Chief of WACH Equipment Management Branch.

3.4.3 The contractor shall make every reasonable effort to complete PMCS services within the first 15 days of the designated month(s) to minimize burdens of time constraints and allow room for any unexpected discrepancies or repairs that may surface during PMCS services.

3.4.4 For all equipment outlined in the PWS to receive annual and/or semi-annual PMCS, the contractor shall ensure coverage is provided for the full length of the contract regardless of when the actual PMCS is performed, i.e. all units shall remain fully functional and certified for the entire 12 month period of performance.

3.4.5 The contractor shall provide all tools, parts, TMDE, and necessary items to fully complete all PMCS as identified in the Equipment List. The scheduled service shall include labor, travel, inspection, replacement of parts, calibration, and software to maintain the government owned equipment and associated components under this contract in a continuous working state. All completed work shall be certified to meet OEM specifications.

3.5 Repairs (Unscheduled Services). Upon request by the Medical Maintenance Technician and/or the COR, the contractor shall perform unscheduled services to repair the equipment and associated components to a fully functional condition.

3.5.1 Response time. The time frame, within which the contractor’s representative must respond, is measured from the time of verbal notification that service is required.

Acceptable response times are as follows; (1) Contractor will acknowledge receipt of notification of service call request within two hours. (2) Contractor will arrive on-site within eight hours for emergencies or twenty-four hours for routine service calls once contact is confirmed. (3) Deficiency shall be corrected within a period of five days from first notification of failed equipment. If parts cannot be acquired within the first eight hours after arrival on site, the contractor shall contact the Chief of WACH Equipment Management Branch and/or the COR to communicate the reason for the delay. The deficiency shall be corrected and returned back to a fully functional state within the timeframe as previously stated.

3.5.2 All repair parts, whether new or refurbished, shall meet OEM standards, in order to be used to conduct repairs on the equipment. If new parts are not available, refurbished parts may be used, but must be pre-approved by the Chief of WACH Equipment Management Branch prior to installation. All completed work shall be certified to meet OEM specifications.

3.5.3 All parts supplied shall be compatible with the existing system.

3.5.4 The contractor shall have ready access to unique and/or high mortality replacement parts.

3.5.5 The contractor shall provide for all replacements of worn or defective parts (excluding consumables) necessary to restore the equipment to 100% operational condition as specified by the OEM at no cost to the government.

3.5.6 All replacement parts shall become the property of the government and the replaced malfunctioning part shall become the property of the contractor.

3.5.7 Freight, postage and storage charges associated with shipment, receipt of replacement parts and the return of worn or defective parts shall be the responsibility of the contractor.

3.5.8 In any event the contractor is found to have used replacement parts considered by the OEM to be substandard, any resulting costs and liability will be the obligation and responsibility of the contractor. In the event of any such circumstance, the Contracting Officer will make the final determination about whether a replacement part is of equal or better quality.

3.6 Upon Completion of Service Calls.

3.6.1 Upon completion of work, WACH Medical Maintenance technician shall perform an inspection with the contractor personnel to verify all services were completed to specifications.

3.6.2 After performing Calibration/Verification/Certification (CVC) services, the contractor’s representative will affix a DD Form 2163 (Medical Equipment Verification/Certification) label IAW instruction provided in (1) TB 38-750-2, (2) SB 8-75- 11, and (3) TB MED 750-1.

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

3.6.3 The contractor personnel will sign out at the Medical Maintenance front desk where they signed in upon arrival.

3.6.4 The contractor shall submit a full Field Service Report (FSR) to the Weed Army Community Hospital (WACH), Bldg. # 390, Room#1401, Medical Maintenance technician and/or the COR for review within 72 hours of completion of services. The FSR may be submitted in person upon completion, via mail to the address listed on

2.2.2 or emailed to usarmy.irwin.medcom-wach.list.log-medical-maintenance@health.mil.

3.6.4.1 The Field Service Report shall provide a detailed account of the service call to include the (1) applicable government contract number, (2) call number (service calls only), usually the work order number, (3) control number, (4) equipment data (i.e.

nomenclature, model, and serial number), (5) purpose of service (scheduled or unscheduled), (6) start date/time and completion date/time, (7) description of defect and corrective action taken, (8) itemized list of parts, (9) name of service technician(s), (10) labor cost information (hours and labor rate), (11) TMDE used (serial numbers where applicable and calibration dates).

3.6.4.2 In the event all information is not available to the contractor's service representative when services are performed, the initial service report/invoice shall include all available information to close work order within 5 days. The contractor shall provide the balance of the required information to the Medical Maintenance Technician or COR no later than 10 days after services are completed.

3.6.4.3 The information provided by the contractor shall be used by the customer and/or the Weed Army Community Hospital (WACH) Medical Maintenance COR quarterly throughout the term of the contract to perform quality assurance and cost analysis.

4. CONTRACTOR PERSONNEL.

4.1 Minimum Personnel Qualifications. Services under this contract shall be performed by individuals who have demonstrated knowledge, and competence in servicing and maintaining the specified equipment under this contract. The Contractor shall ensure repair technicians have been fully trained and experienced in testing and repairing the equipment and components on contract. The chosen representative(s) by the contractor shall have a minimum two (2) years of experience in maintaining the equipment specified in this PWS, or certified OEM training.

4.2 Personal Appearance. The contractor or his/her representative(s) performing services under this contract shall practice high standards of personal hygiene and maintain a clean, neat appearance while at WACH and/or its associated areas.

mailto:usarmy.irwin.medcom-wach.list.log-medical-maintenance@health.mil mailto:usarmy.irwin.medcom-wach.list.log-medical-maintenance@health.mil

4.3 Compliance. The Contractor and contract personnel shall abide by all WACH standards, rules and procedurals. Such regulations include, but are not limited to, general safety, fire prevention, waste disposal, infection control, JC, and patient safety initiatives. The contractor shall ensure all personnel performing services under this contract shall be informed of the guidelines and contractual requirements set forth in the PWS and contract, including but not limited to, all safety/security protocols and credential verification procedures.

5. SAFETY / SECURITY REQUIREMENTS

5.1 Equipment Safety Procedures. The contractor shall furnish and install all manufacturers’ mandatory modifications and apply recalls by FDA. The contractor must comply with specified lubrications, cleaning (other than operators), calibrations, parts, and replacements IAW OEM specifications.

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

5.2 Hazardous Items. The government and the contractor’s service representative shall exchange hazard communication information (i.e. Safety Data Sheets, etc.) before the commencement of any service for the safety of all parties.

5.3 WACH Security. Contractor personnel and/or any representative of the contractor entering WACH shall abide by all security regulations and be subject to security checks.

The contractor and/or his representative shall report to the Security office to sign-in and receive a temporary access badge; the badge shall be returned to the Security office and the representative shall sign out before departing the installation.

5.4 Network Security Requirements. When applicable, the contractor shall abide by all procedures and regulations set forth by the WACH Information Management Division

(IMD).

5.4.1 If applicable, the contractor shall be granted an Interim Authority to Operate (IATO) of six months to meet the WACH minimum security requirements.

5.4.2 The contractor shall use the WACH's approved method of connection for vendors requiring remote access capabilities for support of their applications / systems. The contractor shall coordinate with Information Management Division (IMD), Information Systems Engineering (ISE) Branch to meet current technical requirements for a VPN connection.

5.4.3 The contractor shall authenticate using two-factor authentication. The contractor is required to register with Trusted Associate Sponsorship System (TASS), formerly Contractor Verification Services (CVS) and to obtain tokens for this connection.

Information on this process can be found at the following links.

Trusted Associate Sponsorship System (TASS) - Link to the login page:

https://tass.dmdc.osd.mil/tass/ Click on Help for application instructions (upper right corner), and Frequently Asked Questions (in Contents at left side bar).

5.4.4 The contractor shall identify employees requiring a WACH network account for remote connectivity and will submit (DOD) DD Form 2875 System Authorization Access Request (SAAR) for those employees supporting the application remotely. The DD Form 2875 can be accessed at the following link.

https://www.esd.whs.mil/dd/.

5.4.5 The contractor shall ensure a Security Background Investigation has been initiated by the contracting organization. Security Background Investigations are required for all network users. WACH uses Standard Form 85P - Questionnaire for Public Trust Positions. This can be accessed at the link provided. Once at the website, click on SF Form 85P.

http://www.opm.gov/forms/standard-forms/

5.4.6 The contractor shall complete all Information Assurance (IA) training requirements as outlined by the Authorized User Policy (AUP). DOD and the Army have mandated IA training be completed initially and then annually for anyone accessing a DOD network. The contractor shall submit a 'Certificate of Training' from the DISA DoD IA Awareness Training available at the link provided.

https://public.cyber.mil/training/cyber-awareness-challenge/

5.4.7 The contractor shall read and sign the Acceptable Use Policy (AUP). Acceptable Use Policy is required initially and then required to be signed annually for all network users. The contractor shall sign the AUP initially and annually thereafter or at time of contract renewal, whichever is earlier. Acceptable Use Policy should be provided to the Vendor by the System Administrator assigned to the application/system.

5.5 Combatting Human Trafficking. Combating Trafficking in persons (awareness program) shall be 100% compliance (zero tolerance) regarding trafficking in persons policy in accordance with FAR 52.222-50 and FAR 22.1703.

5.6 Sexual Harassment/Assault Response and Prevention (SHARP). The contractor shall ensure all contractor personnel receive Sexual Harassment/Assault Response and Prevention (SHARP) training no later than 60 calendar days after the contractor representative(s) begins performance under this contract. Training can be obtained either online or in person as offered at the installation where services are being provided. If the employee has an AKO account, they can access the Team Bound Self Study course online through Army Learning Management System (ALMS) at https://www.lms.army.mil.

https://tass.dmdc.osd.mil/tass/ https://www.esd.whs.mil/dd/ http://www.opm.gov/forms/standard-forms/ https://public.cyber.mil/training/cyber-awareness-challenge/ https://www.lms.army.mil/

5.6.1 POLICY FOR REPORTING INCIDENTS OF SEXUAL ASSAULT AND SEXUAL

HARASSMENT UNDER SEXUAL ASSAULT PREVENTION AND RESPONSE

PROGRAM (SHARP).

5.6.1.1 The contractor shall comply with OTSG/MEDCOM Policy Memo 13-062, Policy for Reporting Incidents of Sexual Assault and Sexual Harassment under the Sexual Assault Prevention and Response Program (SHARP), 12 Nov 2013. The SHARP reporting requirements apply only to knowledge obtained by contractor personnel while performing services under this contract.

5.6.1.2 The contractor shall require all contractor personnel with knowledge of an incident of sexual assault occurring on a Government facility, to include a Government leased facility, where the contractor is providing services under this contract, to report the incident to the contractor who shall immediately (within 24 hours) report the incident in writing to the government's COR. All incidents shall be reported whether they involve contractor personnel or Government personnel, or other individuals.

5.6.1.3 The contractor shall require all contractor personnel with knowledge of an incident of sexual harassment occurring on a Government facility, to include a Government leased facility, where the contractor is providing services under this contract, to report the incident to the contractor who shall immediately (within 24 hours) report the incident in writing to the government's COR. All incidents shall be reported whether they involve contractor personnel or Government personnel, or other individuals.

6. CONTRACTING MANPOWER REPORTING.

"ACCOUNTING FOR CONTRACT SERVICES-The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor shall report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address https://www.sam.gov. The required information includes: (1) Contracting Office, KO, KO’s Technical Representative; (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor name, address, phone number, e-mail address, identity of contractor employee entering data; (5) Estimated direct labor hours (including sub-contractor); (6) Estimated direct labor dollars paid this reporting period (including sub-contractor); (7) Total payments (including sub-contractor); (8) Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different); (9) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information); (10) Locations where contractor and sub-contractors perform the work (specified by zip code in the United States and nearest City, Country, when in an https://www.sam.gov/ overseas location, using standardized nomenclature provided on website); (11) Presence of deployment or contingency contract language, and, (12) Number of contractor and sub-contractor employees deployed in theater this reporting period (by country). (13) As part of its submission, the contractor shall also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. The contractor shall notify the KO’s Representative (COR) by the 5th working day of November whether or not they have completed this report. If the COR is unavailable, the contractor shall notify the KO.

7. OPERATIONAL SECURITY (OPSEC).

7.1 Anti-Terrorism (AT) Level I Training: This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area. All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 15 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 7 calendar days after completion of training by all employees and subcontractor personnel. AT Level I Awareness Training is available at the following website: http://jko.jten.mil

7.2 Access and General Protection/Security Policy and Procedures: This standard language is for contractor employees with an area of performance within Army controlled installation, facility, or area. Contractor and all associated sub-contractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

7.3 For Contractors That Do Not Require CAC, But Require Access to a DoD Facility or Installation: Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures http://jko.jten.mil/

(provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

7.4 iWATCH Training: This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 15 calendar days of new employees commencing performance with the results reported to the COR NLT 45 calendar days after contract award.

7.5 Army Training Certification Tracking System (ATCTS) registration for contractor employees who require access to government information systems. All contractor employees with access to a government info system must be registered in the ATCTS (Army Training Certification Tracking System) at commencement of services, and must successfully complete the DOD Information Assurance Awareness prior to access to the IS and then annually thereafter.

7.6 For contracts that require OPSEC Training. Per AR 530-1 Operations Security, the contractor employees must complete Level I OPSEC Awareness training. New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter.

7.7 For Information Assurance (IA) / Information Technology (IT) training. All contractor employees and associated sub-contractor employees must complete the DoD IA awareness training before issuance of network access and annually thereafter. All contractor employees working IA/IT functions must comply with DoD and Army training requirements in DoD Directive 8570.01, DoD 8570.01-M and AR 25-2 within six months of appointment to IA/IT functions.

7.8 For Contract Requiring Performance or Delivery in a Foreign Country, DFARS Clause 252.225-7043, Antiterrorism/Force Protection for Defense Contractors Outside the US. The clause shall be used in solicitations and contracts that require performance or delivery in a foreign country. This clause applies to both contingency and non-contingency support. The key AT requirement is for non-local national contractor personnel to comply with theater clearance requirements and allows the combatant commander to exercise oversight to ensure the contractor’s compliance with combatant commander and subordinate task force commander policies and directives.

8. PAYMENT.

8.1 Payment is processed upon receipt and acceptance of completed service report.

Invoicing is processed via Wide Area Work Flow (WAWF). The service report is not to be confused with the billing or invoice document.

8.2 The contractor shall provide a separate invoice for repair or service calls attributed to medical device failure and/or damage through misuse, theft, fire, Acts of God, or deterioration caused by chemicals that are not required for normal equipment operation.

The cause listed above will be inspected and validated by the Chief or NCOIC of Equipment Management Branch prior to a separate purchase order being issued.

9. ACRONYMS.

CLIN Contract Line Item Number COR Contracting Officer Representative DA Department of the Army DMLSS Defense Medical Logistics Standard Support FDA Food & Drug Administration HIPAA Health Insurance Portability & Accountability Act of 1996 IAW In Accordance With TJC The Joint Commission KO Contracting Officer MEDCOM Medical Command MFR Manufacturer NCOIC Noncommissioned Officer in Charge OEM Original Equipment Manufacturer OTSG Office of the Surgeon General, U.S. Army PMCS Preventative Maintenance Checks and Services POC Point of Contact PWS Performance Work Statement QASP Quality Assurance Surveillance Plan SF Standard Form SN Serial Number TMDE Test, Measurement, & Diagnostic Equipment