Performance Work Statement - Siemens Radiographic System.docx

PERFORMANCE WORK STATEMENT

Radiographic System, Digital

1. BACKGROUND.

1.1 This is a non-personal service requirement for a repair service contract for the government-owned Siemens Ysio MAX digital radiographic system at Weed Army Community Hosptial (WACH) Fort Irwin, CA as identified in paragraph 3.1 of this Performance Work Statement (PWS), to include all labor, parts, material, and travel, to calibrate and/or repair the equipment in a fully 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.

2.1 Hours 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 Weed Army Community Hospital (WACH) 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 This contract does not cover over-time, after-hours emergencies or federal holiday coverage.

2.1.4 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.

2.1.4.1 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 92310-5109

2.3 Government Point of Contact

CW2 Aleksandr Manuylidi Chief, Equipment Management Branch Medical Maintenance Contracting Officer Representative (COR) usarmy.irwin.medcom-wach.list.log-medical-maintenance@health.mil

(760) 383-5604

2.4 Contractor Point of Contact

Michael Cooper Business Development Representative michael.cooper@theremigroup.com

(704) 617-5

3. SCOPE OF WORK.

3.1 Equipment to be Serviced:

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 Joint Commission (JC), 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 an annual 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).

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.

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.

6. PAYMENT.

6.1 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.

6.2 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.

7. ACRONYMS.