Performance Work Statement Navicare Nurse Call.pdf

Performance Work Statement Nurse Call System Equipment Maintenance Service

Evans Army Community Hospital Fort Carson, Colorado

GENERAL

1. DESCRIPTION OF WORK: Evans Army Community Hospital (EACH), Fort Carson, Colorado has a requirement for an on-site maintenance service contract. The contractor shall provide their Software & Extended Maintenance Service Contract to include all resources, labor, travel, transportation, parts, materials, equipment, and management necessary to keep the medical equipment in good operating condition and to perform all scheduled and unscheduled maintenance of the equipment listed in table 1. This non-personal services maintenance contract shall cover the repair, PM, calibration, and exchange services.

Table 1- Equipment List

Make Model Serial Number ECN Coverage Hill-Rom Company

Varies -- Software Licenses / Communication Aids / Servers / Consoles

Various SNs Site ID/Account # Evans ACH 602569

Primary Sys.

includes all monitors, consoles, licenses, servers

Software Maintenance Agreement

(SMA) &

Extended Service Agreement (ESA)

1.1. This contract is a NON-PERSONAL SERVICES contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees.

1.2. The inspection and acceptance point for all services rendered under this contract will be by the

Contracting Officer’s Representative (COR). The performance by the contractor technician, the quality of services rendered, and any documentation or written material in support of same, shall be subject to continuous inspection, surveillance and review for acceptance by the COR or designated representative. Other performance evaluation factors will be monitored that are not quantified by numerical measurements, Contractor technician relationship with hospital staff/Government contracting personnel and compliance with hospital policy and procedures.

1.3. Objectives: Enforce Software Maintenance Agreement (SMA) and Extended Service Agreement

(ESA

1.4 Scope of work: Major & Minor Upgrades including Patches & Fixes for NNC Software, On-site

Labor for Upgrades including Certifications, 24/7/365 Remote Technical Diagnostics & Support, Minor Configuration Changes - Up to 4 Hours. Part Replacement, On-Site Labor including Travel & Living Expenses, 1 Preventative Maintenance per install, Minor Configuration Changes (On-Site)-4 Hour Maximum, RTLS: 2 Battery Maintenance Visits per year including dead Battery Replacement for system Monitors & Virtual Walls-- **250 batteries Maximum & 5 Days On-Site Annually**

1.5. Persons Authorized to Make Calls: Only those people listed below, and the Contracting Officer are authorized to give the Contractor instructions, place service calls, or request updates status. The Government representative or COR will call and leave their name and number. The Contractor will return the call or come directly to the Medical Maintenance Branch to verify instructions prior to initiating any action.

Primary POC: Merida Negron 719-503-7017 Secondary POC: Wayne Arvizu 719-659-0110 Technical Advisor: Kent Yeargin (719) 526-7299 Alternate POC: Lawrence Hardy (719) 524-7405

1.6. Maintenance Time Frames.

1.6.1. The Contractor shall provide one preventive maintenance (PM) each year. If OEM standards requires more than one PM, then this will be covered by the Contractor. These tasks shall be performed together. Services during the time frame will include one electrical safety current leakage test to determine the amount of electrical current electrical leakage to the case of the unit. All services performed are documented and indicated on the service ticket upon completion of services as follows:

1.6.2. Scheduled Parts Replacement SPR with the time, name, and part numbers with cost of parts replaced.

1.6.3. Preventive Maintenance INSP is inspection with the time spent, the electrical safety test is part of this process.

2. Services Required and Specific Tasks.

2.1. Scheduled Services.

2.2. One PM annually for the life of the contract starting at the time of award. More than one PM might be required depending on the OEM standards and will be covered under this contract.

2.3. The Contractor shall complete all required scheduled services within four working days after starting each scheduled service.

2.4. No later than the fifth day of the month for scheduled services, the Contractor shall coordinate with the Primary POC and Alternate POC’s and the end-users, ensuring access to the equipment to be serviced.

The Government POC’s will coordinate with all necessary departments within the hospital prior to any work initiated.

2.5. Include any additional scheduled preventive maintenance repairs to the medical equipment, servers, and Cisco switched, room control boards, lighting, batteries, and other peripherals initially installed by the vendor or items required to operate the system.

2.6. Unscheduled Services. Contractor shall use reasonable efforts to provide on-site services with a response time not to exceed two business days after telephonic notification of a malfunction if contractor is unable to provide services via telephone support. These days are Monday through Friday, excluding all Government holidays. All equipment is repaired to meet manufacturers specifications in accordance with contractor's policies and procedures at all times.

2.7. The Contractor shall use reasonable efforts to respond telephonically within four hours during normal duty hour’s days and within six hours after normal duty hours.

2.8. Delays caused by the Government must be promptly communicated to the COR or Technical Advisor and will not be counted against the repair completion time frame.

2.9. If parts are required and are not in stock with the contractor or original equipment manufacturer, an allowable delay will be determined by the COR or Technical Advisor.

2.10. The Contractor shall provide for all replacements of worn and/or defective parts that contractor has determined have failed under proper use as necessary to restore the equipment to 100% operational condition as specified by the OEM.

2.11. Contractor is required to be available and respond to the needs of EACH within 24 hours of being called. The Contractor should be able or willing to be present if required.

2.12. The performance of all services shall meet or exceed the specifications of the original equipment manufacturer.

2.13. The Contractor is not responsible for the maintenance of equipment listed when damage resulted from act of God, or Government neglect/misuse/abuse, or when services from other than the Contractor’s personnel have been performed.

2.14. Delays caused by Government will not be counted as contractor “down time” for the purpose of this requirement.

2.15. Contractor shall furnish and install only OEM replacement parts or OEM recommended substitution/ modifications, as approved by the Medical Maintenance Branch as required ensuring proper and safe operation of the equipment. The Contractor shall provide technical assistance; install hardware/software updates as required by the manufacturer. As required by technological compliance

2.16. The Contractor shall perform scheduled preventive maintenance inspection and CVC one time per year or per OEM standards/specifications.

2.17. If a malfunction exists with the Contractor maintained equipment or the Government’s utilities (i.e., water, air, electricity), the contractor’s maintenance representative will be notified. The Contractor’s maintenance representative and the Government’s maintenance representative will test the utilities and will determine whether the utility or the equipment failed. If it is determined that the equipment failed, the contractor shall perform maintenance services immediately.

2.19. The Contractor shall comply with applicable federal, state, and local laws and regulations.

2.20. The contractor shall use reasonable efforts to continue uninterrupted until the equipment is operational. Equipment which is left unserviceable at the end of normal duty hours or until performance can be resumed, will be identified by the Contractor notifying the COR or Technical Advisor. If the Contractor determines that additional parts are required, services will resume as soon as parts become available. The COR or Technical Advisor will be informed personally or in writing of the equipment status prior to the Contractor leaving the work site.

2.21. Contractor personnel shall leave job site in the same condition as found upon arrival.

2.22. Software upgrades. All software upgrades, corrective in nature, or which enhance equipment features shall be at no-cost to the government.

2.23. Contractor shall provide all documentation required to meet all regulatory compliance testing procedures.

3. Hours of Performance. The Government facility office hours, facility operating hours, and the Contractor support hour requirements often coincide, however they may differ. Please refer to the following:

3.1. Government Facility Office Hours. The Government facility office hours are 0700-1600 Monday- Friday except U.S. Holidays identified in par 3.4 below or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

3.2. Contractor Support Hours: The Contractor shall provide support between the hours of 0800-1630 Monday to Friday. The Contractor shall always 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. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

3.3. Training Holidays: The government will observe training holidays and will notify contractor should any changes be made to scheduled maintenance.

3.4. Government Observed Holiday: Work shall not be performed on U.S. federally recognized holidays occurring during the normal workweek unless otherwise directed by the Contracting Officer.

When a U.S. holiday occurs on a Saturday or a Sunday, the holiday is observed on the preceding Friday or following Monday, respectively.

New Year’s Day January 1st M. L. King Memorial Day 3rd Monday in Jan Presidents’ Day 3rd Monday in February Memorial Day last Monday in May Juneteenth 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

4. Qualifications:

4.1. Contractor will provide only technically qualified technicians who are factory trained and certified to perform maintenance on the equipment in Table 1 and have a minimum of two years of experience working on the contracted equipment. Service personnel must have a good working knowledge of the equipment.

4.2. The Contractor shall not hire off-duty Government employees who serve as inspector or COR’s in their Government position, or any other persons whose employment would result in a conflict of interest.

5. Service Reports.

5.1. Upon completion of services, a service report shall be provided to the COR prior to the contractor technician’s departure. In the event all information is not available when services are performed, the initial service report shall include all available information. The contractor shall provide the balance of the required information no later than 48 hours after services are completed. This report is initiated by the Contractor at the completion of each repair and at the minimum will include:

• Contractor’s name

• Contract number

• Name of technician performing the repair (full printed and signed name)

• Part number and listed cost of each repair part used.

• Equipment Control Number and serial number of equipment being repaired.

• Detailed information regarding the equipment malfunction and corrective action taken and preventive maintenance and calibrations standards checked.

6. Replacement Parts:

6.1. The Contractor shall have and maintain an adequate inventory of repair parts to service the equipment listed herein and as may be needed in the performance of this contract. The Contractor shall maintain a backup inventory of spare parts so that any spare parts can be delivered to the site within the time frames established if the spare part is not available from the local contractor inventory.

6.2. Replacement parts used in the performance of this contract shall be new or reconditioned, however, Government approved reconditioned repair parts shall be the only reconditioned repair parts allowed for performance of services under this contract.

6.3. Parts which have been replaced with Contractor furnished parts shall become the property of the Contractor. Parts once placed in a system or sub-system becomes the property of the Government.

6.4. The Contractor shall replace all worn, failed, or defective parts at no additional cost to the Government.

6. Safety.

7.1. The Contractor shall ensure its personnel are familiar with facility safety regulations. Such regulations include, but are not limited to, general safety, fire prevention and waste disposal. All BAMC regulations are accessible through the BAMC intranet or can be provided by the SPD Section and/or NCOIC upon written request from the Contractor.

7.2. The Contractor shall ensure its personnel comply with the local installation requirements regarding the use of company or privately owned vehicles and the operation of same on the military installation to include appropriate driving licensure and liability insurance coverage.

7.3. Contactor will ensure that any company owned/operated vehicles used while providing these contracted services are maintained in a manner so as to not leak or otherwise contaminate the areas on which they are stationed. Contractor is fully responsible for the safe storage and disposal of any by-products produced while performing these contracted duties.

8. Physical Security. The contractor shall comply with all Force Protection Condition (FPCON) procedures, Random Antiterrorism Measures (RAMS) and local search/identification requirements.

9. Site Security.

9.1. Contractor shall ensure that their personnel comply with the local installation requirements for vehicle registration and operation on the military facility. Any vehicle operated by the Contractor or its employees in performance of this contract must have the minimum liability coverage required by the state in which the performance is located.

9.2. Contractor is fully responsible for the security of any Contractor-furnished property, supplies, or equipment utilized in the performance of these contracted services and agrees to not hold the government liable for any damage or theft thereof.

9.3. Contractor shall ensure its personnel prominently wear on their upper torso a company identification badge which clearly always identifies them and the name of the company while inside of Evans Army Community Hospital.

9.4. Investigation Requirements. The Contractor shall ensure all personnel performing under the contract are required to maintain a minimum of a favorably adjudicated Tier 1 (T1) formerly known as National Agency Check with written Inquires (NACI) for IT Level III access or Tier 3 formerly known as a National Agency Credit and Law Check (NACLC) for IT-II access. The contractor must coordinate with the Contracting Officer Representative (COR) to initiate the Request for Personnel Security Action prior to performance start date. U.S. Citizenship will be verified by presenting original or certified copy of birth certificate, certificate of citizenship/naturalization issued by INS, or born aboard certificate (Form FS-240 or DS-1350) or a valid U.S. Immigration Form 1-151 and Alien Registration Card ("Green Card") and is completed investigation document(s) to the BAMC Personnel Security Office at the time of in processing for all contract personnel assigned to the contract. In order to maintain the security requirements any derogatory information, to include law enforcement issues, mental health issues, or alcohol/drug related issues must be reported to the COR and to the BAMC Personnel Security Office.

9.5. Access & General Protection/Security Policy & 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. For Contracts that Require Handling or Access to Classified Information. Contractor shall comply with FAR 52.204-2, Security Requirements. This clause involves access to information classified "Confidential," "Secret," or "Top Secret" and requires contractors to comply with- The Security Agreement (DD Form 441), including the National Industrial Security Program Operating Manual (DoD 5220.22-M); any revisions to DOD 5220.22-M, notice of which has been furnished to the contractor. A Secret security clearance is required for the contract employee to perform the scope of work. The Contractor shall have a proper Facility Clearance (FCL). The Contractor's employee shall report to the workplace with a favorable National Agency Check with Law and Credit/T3/T3R and a Secret or Interim Secret clearance to gain access to the workplace. DD254 shall be processed at no added cost to the contract.

9.6. Freedom of Information Act Program (FOIA & PRIVACY ACT). The contractor shall comply with DOD Regulation 5400.7-R, DOD Freedom of Information Act Program requirements. The Freedom of

Information Act sets policy and procedures for the disclosure of records to the public and for marking handling transmitting and safeguarding For Official Use Only materials.

9.7. Antiterrorism/Operations Security (AT/OPSEC) Requirements.

9.8. . Antiterrorism (AT) Level I Training. This provision/contract text 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 30 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 30 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website https://jko.jten.mil/courses/atl1/launch.html.

9.9. Access and General Protection/Security Policy and Procedures. This standard language text is for contractor employees with an area of performance within an Army controlled installation, facility or area.

Contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also 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 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.

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

9.11. 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 YY calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award.

9.12. Reporting Requirements. The contractor shall comply with DoD 5200.2-R, January 1987, Personnel Security Program and AR 380-67, 9 September 1988, Department of the Army Personnel Security Program Regulation. Contractor shall report to the BAMC Security Manager any information or circumstances which may pose a threat to DOD or contractor personnel, resources, or DOD information.

https://jko.jten.mil/courses/atl1/launch.html

9.13. Removal of Contract Employee. 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. The employee may be required to submit to drug/alcohol testing. The government reserves the right to require temporary or permanent removal of any individual who refuses testing.

Notification of all removals will be made by the Contracting Officer Representative (COR). Removal of any individual does not relieve the contractor of any performance requirement.

10. Conduct.

10.1. The Contractor is responsible for its personnel’s conduct, who are expected to act and present themselves in a professional manner while within BAMC property, and while providing these contracted services.

10.2. Inquiries. Contractor shall ensure its personnel do not respond to any media inquiries, nor otherwise engage in any interview, nor provide any comment or response to media personnel regarding Evans Army Community Hospital without the knowledge and written approval from the EACH commander.

10.3. Complaints. The Contractor shall have no more than one (1) substantiated complaint about any of its personnel providing these contracted services during anyone (1) period of performance. Any complaints that are validated by the SPD Section Chief shall be reported in writing to the Contracting Officer Representative (COR) for appropriate action.

11. Notice of Conference.

11.1. The Contractor, or authorized representative, may be required to attend a conference prior to commencement of any work performed under this contract. A representative of the Contracting Office will notify the Contractor after entering the contract as to the specific time and location of the conference.

11.2. These conferences will normally occur telephonically: however, the Government reserves the right to require the personal presence of the Contractor in accordance with FAR 42.5.

(End of Statement of Work)