Plethysmograph Preventative Maintenance FY26 PWS for Non-Personal Services.pdf

DHA PWS Template Under SAT August 2022 Rev. 1

Department of Defense Defense Health Agency

Performance Work Statement

Plethysmograph Equipment Maintenance Services March 9, 2026

Navy Medical Readiness and Training Command (NMRTC) Beaufort, SC

1.0 GENERAL INFORMATION

1.0. GENERAL. NMRTC Beaufort has a maintenance service requirement for the government-owned MGC Diagnostics Platinum Elite Body Plethysmograph equipment.

1.1. Hours of Operation. Hours of Operation. Normal hours of operation for the MTF are from 7:30 A.M. - 4:00 P.M. Monday through Friday, except federal holidays.

Contractor services shall be performed exclusively during these hours. Work outside of these prescribed hours is not permitted without the express prior written consent of the MTF medical repair supervisor and is subject to the availability of a government supervisor. Any request to work outside normal hours must be submitted 48 hours in advance.

1.2. Removal of Personnel. The MTF may require replacement and dismissal from the work site of contract personnel whose continued performance under the statement of work would be contrary to the public interest or inconsistent with the best interests of national security, as permitted by law or regulation.

1.3. Place of Performance: The work to be performed under this contract shall be performed at one location: NMRTC Beaufort 1 Picnkney BLVD Beaufort, SC 29902

1.4. Title to Equipment: The contractor shall not assume possession or control of any part of the equipment. The Government retains ownership to title thereof.

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1.5. Access to Equipment: Contractor personnel shall check-in with the MTF’s BIOMEDICAL Staff or designated representative, prior to commencement of any work under this contract. The contractor shall be provided reasonable access to all equipment that is to be serviced and utility outlets required to the service.

1.6. NMRTC Beaufort employees: Shall not perform maintenance or attempt repairs to equipment while such equipment is under the purview of this contract unless agreed to by the contractor.

2.0. SCOPE. The contractor shall provide all necessary trained and certified personnel, equipment, tools, vehicles, materials, supervision, and transportation to effectively and economically perform all services for the maintenance and repair of medical equipment as required by this Performance Work Statement (PWS) for NMRTC Beaufort. All costs for any scheduled and unscheduled maintenance, including all travel, labor, and parts (including OEM), shall be covered. Service events shall include all preventive, corrective, emergency maintenance and any calibrations necessary to keep the equipment identified in paragraph 4.1 in good working order.

3.0. GOVERNMENT FURNISHED MATERIAL. The government shall provide the contractor with equipment documentation (i.e., existing drawings, equipment data, manuals, etc.), to the maximum extent possible if available and needed in support of this PWS.

4.0. REQUIREMENTS.

4.1 Equipment List. Requested services include all preventive maintenance, corrective maintenance, and emergency maintenance necessary for the equipment listed below.

ECN Location Nomenclature Manufacturer Model SN 096008 Respiratory

Therapy Plethysmography Medical Graphics

Corp Platinum Elite Body Plethysmograph

242000165

093263 Respiratory Therapy

SYRINGE,

PLUNGER,

SPIROMETER

Medgraphics 5330 553-13540

4.2 Phase-In Service. The contractor recognizes that the services under this PWS are vital to the MTF. Services must be continued without interruption and that, upon contract expiration, a successor may continue the required services. The contractor agrees to exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor. The contractor shall, upon the medical repairs personnel written notification, furnish phase in/phase out services for the required number of days prior to the contract expiration date.

4.3 Program Services. The contractor shall provide an integrated equipment maintenance management services; repairs analysis, and technical assistance; statistical repair information;

and program training as described herein, at the NMRTC Beaufort Medical Treatment Facility

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(MTF), and NMRTU Branch Clinics, for the government medical equipment included in the Program. In addition, the contractor shall provide all personnel, equipment, tools, vehicles, materials, supervision, transportation and services necessary to effectively, and economically perform all preventive and corrective maintenance and service events, which shall include all corrective, preventive maintenance, calibration and emergency maintenance of the covered equipment. This statement of work is designed for the maintenance, scheduled and unscheduled, activities necessary to keep the medical equipment in good working order.

4.4 Compliance. The contractor shall perform the required services in accordance with current codes, standards, directives, and criteria governing the operation, maintenance, and repair of medical equipment, including, but not limited to, the Joint Commission, NFPA, OSHA, and the Environmental Protection Agency (EPA). The contractor shall remain abreast of any changes in codes that impact the medical equipment. The contractor shall notify medical repair personnel, in writing, when modifications to equipment or services are required to maintain code compliance.

4.5 Scheduled Maintenance.

4.5.1.1 Preventive Maintenance. The contractor shall provide preventive maintenance coverage for all equipment included in the Program. Four (4) preventive maintenance calls during each period of performance for each of the covered equipment’s, and periodicity shall match Defense Health Agency (DHA) device code standards and standards already set forth in Defense Medical Logistics Standard Support (DMLSS). Preventive maintenance must be performed in accordance with manufacturers’ specifications and shall be performed at a time mutually agreed upon by the equipment maintainer and the service vendor.

4.5.1.2 Repair and Maintenance Records.

4.5.1.2.1 Detailed Service Reports. The contractor must maintain copies of all field service reports for maintenance and repair activities on all equipment items identified within the PWS, as long as the equipment is actively being used in at the medical facility.

4.5.1.2.2 Equipment Identifier. The contractor may use its own numbering system for each equipment item, but shall also include a DMLSS Equipment Control Number (ECN) number furnished by the MTF and/or serial number for each item of equipment listed.

4.5.1.2.3 MTF Required Documentation. The contractor’s personnel shall also be responsible for assuring that field service reports are completed and forwarded to medical repair personnel within two working days of the completion of a scheduled service event but no later than the last business day of the month the service was rendered. The report shall provide, at minimum, an identification of the equipment serviced, the type of service performed (preventive maintenance or repair), an itemized list of parts and supplies furnished and the cost of each, and the total man-hours expended, including labor cost. If parts and labor are included in the contract, costs should still be provided as if the costs were not included.

4.5.1.2.4 Records Ownership. All maintenance/repair records and updates (including those recorded during the tenure of the contract) shall remain the property of the government.

4.6 Unscheduled Maintenance and Repair.

4.6.1 Service Calls. Contractor shall record the status of each service event and have the ability to keep the MTF updated. Contractor must ensure that the responding dispatched repair technician arrives at the location requiring service within two business days, unless a MTF Medical Repair personnel has approved a delay. If any emergency maintenance/repair is required, the contractor would be required to provide service within 24 hours. An emergency repair would be anything causing a work stoppage and or a Respiratory Therapy Department shutdown lasting longer than 24 hours. The ability to troubleshoot via telephone would be sufficient during an emergency situation. In the event the operator contacts the contractor for service, the contractor shall contact the MTF medical repair staff before reporting to the facility or authorization of any repair is rendered. Contractors shall check in with and sign in with medical repair personnel once they arrive on site.

4.6.2 Equipment Performance. The contractor must restore equipment listed in equipment list to full performance within normal time-line standards, depending upon the equipment and nature of repairs needed. Full performance means that all defective parts have been replaced with Original Equipment Manufacturer (OEM) parts and that the item of equipment meets or exceeds the OEM’s original performance specifications prior to the service event.

4.7 Equipment Software/Hardware. Equipment Software/Hardware, featuring the current MGC Breeze Software version 8.6 4.7, is covered under the Program. Services include rebooting, software backups, software updates, and required software/hardware recalls. This also involves reloading the MTF’s associated equipment software and performing safety-related software updates as requested by the MTF’s Medical Repair Department and/or the FDA.

4.8 Non-Economical Repairs. If any repair is impractical due to equipment obsolescence or the limited availability of parts or the expected single repair costs for a unit of equipment are estimated in good faith to equal or exceed 50% of the equipment replacement cost, medical repair personnel shall make the determination that the equipment shall be deemed to be beyond economical repair. When a unit of equipment is deemed to be beyond economical repair, medical repair personnel shall request the item be removed from the equipment list. In turn, the contractor shall potentially be issued a contract modification to the contractor to incorporate the revision to the equipment list and shall implement an equitable adjustment in the contract price, if applicable. If an equipment component is considered obsolete by the OEM, and the component is not repairable, it is the responsibility of the MTF to upgrade and/or replace component to comply with OEM specifications. Contract modifications to add new equipment or equipment substitutions shall not be considered. If the new equipment is procured, a separate maintenance agreement shall be sought.

5.0 EQUIPMENT INSPECTION.

5.1 Deficiencies: disclosed during the course of any inspection, which constitutes a safety hazard to either personnel or equipment, shall be immediately reported to MTF Medical Repair personnel. The equipment must be de-powered and tagged as “Do Not Use” when equipment is

August 2022 Rev. 1 not in operation or operation of equipment would create a potentially unsafe situation. This process shall be in accordance to OSHA and MTF standards and medical repair personnel awareness.

5.2 Existing Deficiency Report. An Existing Deficiency Report listing all deficiencies noted during inspection and furnish a copy of the report to the contractor not more than twenty-five

(25) calendar days after the contract period began. Deficiencies shall be defined as repairs required bringing equipment up to OEM standards and specifications.

5.3 Repair of Existing Deficiencies. The contractor shall correct all equipment deficiencies noted in the Existing Deficiency Report by such means, as medical repair personnel deem appropriate. Medical repair personnel may decide that not all deficiencies need immediate repair.

All repair cost for deficiency corrections that are outside the FFP pricing and shall be accomplished outside of this contract and at the convenience of the MTF.

5.4 Subsequent Deficiencies. After all corrections to deficiencies listed in the Existing Deficiency Report have been made, the contractor shall assume full responsibility under the FFP arrangement for correcting subsequent deficiencies on covered equipment.

6.0 CONTRACT CLOSEOUT INSPECTION. On a date not later than 30 working days prior to the end of the contract period, medical repair personnel shall make and complete a systematic inspection of equipment on this Program. The contractor is encouraged to participate in the inspection. The MTF shall prepare a Deficiency Report, listing all deficiencies not later than 25 working days prior to contract end date and furnish a copy to the contractor. The contractor shall correct all deficiencies at no additional cost to the government (excluding any deficiencies that were on the initial Existing Deficiencies Report and never corrected).

7.0 PERIOD OF PERFORMANCE.

The period of performance shall be for a (1) Base Year of 12 months and four (4) 12- month Option Years. The period of performance reads as follows:

Base Year: 30 September 2026 to 29 September 2027 Option Year 1: 30 September 2027 to 29 September 2028 Option Year 2: 30 September 2028 to 29 September 2029 Option Year 3: 30 September 2029 to 29 September 2030 Option Year 4: 30 September 2030 to 29 September 2031

8.0 RECOGNIZED HOLIDAYS.

8.1 Recognized Federal Holidays: Services shall not be required on Federal holidays or the day of observance of federally established holidays and local base holidays. In general, federal holidays falling on a Saturday are observed on the preceding Friday whereas holidays falling on a Sunday are observed on the following Monday. Additional federal holidays as authorized by the President of the United States and/or executive orders shall be considered part of standard Federal Government holidays.

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8.1.1 Government Escort. If no Government employee is unavailable to provide required escort services during routine maintenance or system outages, the COR shall assume escort responsibilities or provide alternate escort aggrangements. The Contractor shall not remain on site without a required escort and shall follow all instructions issued by the KO or COR.

8.1.2 In the event of a Government shutdown, the Contractor shall contact the COR to receive guidance. The Contracting Officer may issue a Stop-Work Order in accordance with FAR 52.242-15 if services under this contract are deemed non-essential.

9.0 SECURITY

9.1 Security Requirements. The contractor and its subcontractors shall comply with base security requirements, including, but not limited to, base pass requirements and security clearance requirements. Work under this statement of work is unclassified; however vendor personnel may have access to protected information in the normal course of their work. The contractor shall comply with all applicable Federal, Department of Defense, and Navy security regulations and procedures during the performance of this statement of work. Contractor must not disclose procurement sensitive information, computer systems and data, privacy act data, and government personnel work products that are obtained or generated in performance of this statement of work. The MTF shall provide clearances for personnel requiring access to government computers and workstations as required and deemed necessary by the MTF.

9.2 Pass and Identification Requirements. The contractor shall ensure that personnel obtain the required pass and identification items as applicable for contractor personnel and privately owned vehicles. The government reserves the right, without provision of notice or reason, to revoke passes issued to any contractor personnel at any time. Furthermore, issuance of such passes are subject to contractor personnel meeting all security requirements of the government.

10.0 QUALITY CONTROL. The government shall evaluate the contractor’s performance.

Inspections may be conducted during and after completion of services and may include both scheduled and random inspections. Government personnel shall record inspection observations.

If an inspection indicates that services do not conform to the statement of work requirements, medical repair personnel may require the contractor to re-perform the services at no additional cost to the government and/or take other appropriate actions to resolve the discrepancies.

Successive occurrences of unsatisfactory performance may result in other appropriate actions.

11.0 SAFETY

11.1. Safety Program. The contractor shall comply with current standard commercial, Navy, OSHA and MTF practices concerning safety programs or as indicated on the contract award.

This includes the current requirement for maintaining Material Safety Data Sheets (MSDS) for any chemicals used. MSDS shall be made available to the government on request. Contractor shall supply all safety equipment and personal protection equipment required for performance of work. Contractor shall supply, maintain, and certify personnel on the use of all safety equipment and personnel protection equipment required for performance of work.

11.2 Hazard Communication Program. The contractor shall comply with the MTF’s Hazard Communication program for all personnel, in accordance with current OSHA requirements.

12.0. CONTRACTOR-FURNISHED ITEMS AND SERVICES. The contractor shall protect all facilities from damage caused by the contractor and shall repair, at no additional cost to the government, all damages caused by the contractor’s activities. During performance of services, contractor shall operate on-site at the MTF in a safe, neat, clean, and orderly manner.

13.0 Points of Contact

13.1 Points of Contact:

Biomedical Division: Specific Point of Contact (POC) information will be designated by the Contracting Officer in the final award document.