PWS CAVHS Skytron Tables Maintenance Service.pdf

SKYTRON SURGICAL TABLE PREVENTATIVE MAINTENANCE

PERFORMANCE WORK STATEMENT (PWS)

A. GENERAL:

Title of Project: Maintenance and Service Contract for the Skytron Surgical Tables located at the Central Arkansas Veterans Healthcare System (CAVHS), Little Rock (LR) location.

The contractor in question shall furnish all qualified/certified personnel, tools, materials necessary equipment and services to include lodging, travel and meals necessary to perform the following work. The requirement for this contract will be to perform preventative maintenance (PM), any necessary manufacture testing requirements, routine inspections and any unscheduled maintenance on all CAVHS Skytron Surgical Tables. This will include calibrating, adjusting, and replacement of worn or defective parts, and troubleshooting as necessary to ensure continual operation.

There are 19 Skytron tables in the CAVHS, located in Operating Rooms 2B and 2F. This contract will only cover 1 call back per table, per year (19 total call backs; not specific to any one Serial Number).

Definitions:

The following terms have the following meanings in this PWS:

VA Administrative Hours: 7:30 AM to 4:00 PM, Monday through Friday, excluding Federal holidays Non-Administrative Hours: 4:01 PM to 7:29 AM, 24 hours on weekends and Federal holidays.

PMRS: Preventive Maintenance (PM) and Repair Services (RS) PMI: Preventative Maintenance Inspections OEM: Original Equipment Manufacturer

Federal Holidays:

• New Year's Day

• Martin Luther King Jr’s Birthday

• President's Day

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving Day

• Christmas

In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President’s Proclamation

Background: The period of service for this requirement will include one Base Year with four possible Option Years.

The contractor shall furnish their own tools to perform all maintenance and PMs required per the manufacture’s manual for all Skytron Surgical Tables. Contractor will be provided copies of the equipment manual’s that identified the required PM services by specific timeframes.

This contract will provide maintenance and service to 19 individual Skytron Surgical Tables located at the LR hospital. As tables are replaced or added to CAVHS’s inventory, the Contracting Officer will notify the Contractor to add or reduce the total number of tables on the contract, as applicable.

Service shall consist of preventive maintenance inspection(s) (PMI), cleaning, adjusting, and replacing parts to maintain the equipment within original specifications. The Contractor shall make through inspection of the equipment on an annual basis. Perform PM on Skytron Table per factory recommended procedures (Parts are not included). Service agreement for surgical tables include: Travel and labor fees only one PM at the beginning of the contract to verify the operational status of each table (Base year only). One additional service call back per table during the period of the contract to include travel and labor only (Base year and each additional option year). Service contract for surgical tables does not include: Parts, failures induced by electrical, water, or any other physical damage caused by misuse of the equipment.

This agreement does not cover existing issues on equipment. The equipment must be in factory specified operational status with no leaks, missing parts, or any other physical or electrical issues. Items found faulty or missing during the initial PM inspection will not be included in the non-charged call back of this agreement. Items found during the initial PM inspection which will require repair will be subject to Travel fees, Labor fees, any afterhours fees, as well as repair parts cost. This cost will be billed through the parts rider outlined below.

This agreement will include 1 call back per table, totaling 19 call backs. These call backs will not be assigned to a particular table and may be used on any table through the length of the agreement.

This Agreement is a Labor and Travel agreement only. No parts will be covered under this agreement.

Skytron only authorizes certain companies to maintain, service and perform PM’s on their surgical tables. The contractor’s technicians must be a Skytron Authorized Service Representative trained and certified in repairs and servicing this specific brand of table.

The contractor shall not assign uncertified technicians to perform any service for which the technician is not authorized and certified. The contractor will provide Training/Certfication letters as part of their quote. Onsite technicians shall demonstrate a verifiable proficiency in maintaining and servicing the Skytron Surgical Tables. Contractor shall certify that it is a Skytron Authorized Service Representative as of the date of the submission of their offer, and that it has the certification/specialization level required by the manufacturer to support the product in accordance with the applicable manufacturer certification/specialization requirements.

At times there will be situations that the contractor will have to perform maintenance in one of the Operating Rooms (OR). If that occurs, the contractor must follow CAVHS’s protocol and wear the appropriate outer protective articles (e.g. Tyvek suits, booties, head gear, facial hair gear, etc.) that are provided by CAVHS. The protective articles are located just outside the men’s locker room near the OR. The areas marked with a solid red line indicate the requirements for such protective clothing.

• Contractor must possess the ability to obtain any applicable software, tools, and parts directly from the manufacture of each table. Due to the critical nature and performance of the tables, all parts must be OEM to ensure the SAFETY of the equipment and maintained in the best possible condition. The contractor shall warrant that service/repair products are new in their original box.

Work Excluded:

Parts and labor/travel outside of the initial service call/1 call back per table (19 call backs total per year) are not included as part of the contractors pricing. Therefore, this contract will have an additional parts/labor/travel rider included in this contract. To assist in the budgeting aspect for the government, this contract will request a parts/labor/travel rider.

The amount for the rider would be $75,000.00 per year, and will be used when parts, and labor/travel outside of the initial service call/1 call back per table are required. When parts are required, the contractor would request these parts through the CAVHS technical representative. The additional cost associated with this type of situation would be invoiced through the rider add-on.

Normal wear and tear of the tables are covered under this contract. If for some reason there is abuse and misuse created by CAVHS employees, the tables will not be covered under this contract. Additional funding will be provided by CAVHS to cover the cost of parts, labor and travel to repair the damage and billed through the parts rider. Prior to the contractor repairing in such situations, they must have approval by the CAVHS technical representative, otherwise payment will not be provided by the Government.

B. WORK HOURS:

HOSPITAL HOURS:

The Contractor shall schedule and arrange work to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall make every effort to minimize the impact of the interference, inconvenience, equipment downtime, interrupted service, customer discomfort, etc.

Normal work hours are from 7:30am to 4:00pm (8:00 am to 4:30 pm also acceptable) Monday through Friday, Excluding Federal Holidays. Note: The contractor, if desired, may work after normal hours to better suit their needs, however, there would be no additional cost for such instances paid for by the government.

The contractor will commence work after notification from the Contracting Officer or CAVHS technical representative.

All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

CHANGES TO THE PERFORMANCE WORK STATEMENT

The CO is the only individual authorized to approve changes or modification to any of the requirements under this contract. The CAVHS technical representative is authorized to furnish technical guidance and advice regarding the work being performed under this contract. Only the CO is authorized to make commitments or issue changes affecting price, quantity or performance of this contract.

GOVERNMENT RESPONSIBILITIES

The Government shall provide the contractor access to the appropriate area/areas where the tables will be located.

The Government will furnish the following utility services at existing outlets, for use in those facilities provided by the Government and as may be required for the work to be performed under the contract: electricity, natural gas, fresh water, sewage service, and refuse collection from existing collection points), Information concerning the location of existing outlets may be obtained from the CAVHS technical represenative. The Contractor shall provide and maintain, at its expense, the necessary service lines from existing Government outlets to the site of work.

J. Installation Time

All work shall be scheduled within 10 calendar days after “Notice to Proceed” is received by the Contractor.