PWS.pdf

Indian Health Service

Mid-Atlantic Tribal Health Center (MATHC)

Performance Work Statement for

MATHC BioMed Services

10/01/2025

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Performance Work Statement (PWS) for

MATHC BioMed Services

1.0 General

1.1 Introduction

The mission of the Indian Health Service (IHS) is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives to the highest level. Our Vision is for healthy communities and quality health care systems through strong partnerships and culturally responsive practices

The Mid-Atlantic Tribal Health Center (MATHC) is a new brick and mortar clinic ready to serve the recently federally recognized tribes in Virginia. The clinic will be providing primary care, pharmacy, dietary, dental, and behavioral health services.

In order to ensure proper services are provided, biomedical inspections are needed on all of the equipment that will be servicing the communities.

1.2 Objective

The goal of this contract is to procure one vendor who can ensure the service unit’s medical equipment is fully functional, safe and effective for its intended use. Routine maintenance and calibration services are required on an annual basis in compliance with original equipment manufacturer (OEM) specifications, ANSI (American National Standards Institute) / Association for the Advancement of Medical Instrumentation (AAMI) EQ89:2015 standards, and the Accreditation Association for Ambulatory Health Care.

1.3 Scope of Work

This is a new service unit. As the clinic grows and expands services, the list of equipment that requires service grows. At the time of this PWS, the equipment that requires or will require regular maintenance is as follows:

1.3.1 Unico Centrifuge, Model C856 (quantity 1)

1.3.2 UMF Medical Exam Table, Model 4040-650-300 (quantity 4)

1.3.3 UMF Medical Floor Lamp, Model VF09 (quantity 4)

1.3.4 Sedan EXG Machine, Model SE-601C (quantity 4)

1.3.5 Henry Schein Scale, Model HS-BSF-100 (quantity 1)

1.3.6 Norlake Freezer, Model NSR1241WSW, (quantity 1)

1.3.7 Detecto Scale Company Scale, Model PROCDOC (quantity 1)

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1.3.8 Indoff Laboratory Freezer, Model AFD502MW14R (quantity 1)

1.3.9 SR Scales Scale, Model SR7001-P, (quantity 1)

1.3.10 Welsch Allyn Inc., Vital Monitor, Model 6000 (quantity 4)

1.3.11 UMF Medical Procedure Chair, Model power4010 (quantity 1)

Additional equipment to be added, but not limited to are:

1.3.12 Wall vital monitor stations

1.3.13 Sterilization equipment

1.3.14 Pharmacy refrigerators and freezers

1.3.15 Various lab equipment

1.3.16 Panoramic X-ray

1.3.17 Wall mounted x-ray equipment

1.3.18 Hand-held x-ray equipment

1.3.19 Bladder Scanner

1.3.20 Field Vision Screener

1.4 Type of Contract Contemplated

The service unit seeks to have a Requirements Contract for this action. This will allow task/delivery orders to be issued to the vendor as needed throughout the year to maintain scheduled inspections or add inspections as needed. A firm fixed price must be provided for all services performed.

1.5 Period of Performance

The period of performance (POP) for this contract once awarded will start within 30 days of the award. The service unit will consider up to four (4) additional option years. The dates on the option years will be determined once the award has been made.

The estimated POP dates are as follows (subject to change):

Base Year: December 1, 2025 – November 30, 2026 Option Year One: December 1, 2026 – November 30, 2027 Option Year Two: December 1, 2027 – November 30, 2028 Option Year Three: December 1, 2028 – November 30, 2029 Option Year Four: December 1, 2029 – November 30, 2030

1.6 Place of Performance

All work shall be performed on site at the Mid-Atlantic Tribal Health Center located at:

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2401 Roxbury Road Charles City, VA 23030

1.7 Operational Hours

The clinic is open Monday-Friday, 8:00am-4:30pm

The clinic is closed all federal holidays.

New Year’s Day Martin Luther King’s Birthday President’s Day

Memorial Day Juneteenth Independence Day

Labor Day Indigenous People’s Day Veteran’s Day

Thanksgiving Day Christmas Day

2.0 Specific Requirements/Tasks

2.1 Task One

The Contractor shall provide all materials, tools, test equipment, parts and manpower required for completion of the scheduled preventative maintenance and repair service.

Preventative maintenance service shall include cleaning instruments interior/exterior, lubrication, calibration, alignment, cleaning of optical focal points, minor repairs and adjustments of moving parts. Some small defective parts need replacement to ensure proper operation. Return the instrument to the condition and performance level specified by the equipment manufacturer. The preventative maintenance procedure must be at least equivalent in scope to that provided in the manufacture’s service manual

2.2 Task Two

The Contractor shall provide annual preventive maintenance on the optometry equipment at MATHC. The certified technician shall clean, adjust, lubricate, and calibrate all ancillary equipment. The tasks at minimum shall include, but not be limited to:

2.1.1. Exterior inspection of the equipment for damage or missing hardware.

2.1.2. Inspection of all external connectors, controls, switches, indicators, etc.

2.1.3. Inspection of internal components/electronics when required by OEM

2.1.4. Inspection of all wiring & exterior of the unit

2.1.5. Cleaning internal & external optical lenses, surfaces, and components as needed.

2.1.6. Cleaning and alignment of light sources

2.1.7. Checking mechanical functions

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2.1.8. Checking electrical functions

2.1.9. Checking lubrication

2.1.10. Test and replace faulty and worn parts (lens, battery, bulbs, fuses, etc.)

2.1.11. Inspect/replace electrical wiring and cables for wear and fraying

2.1.12. Performance verification check

2.3 Task Three

The Contractor shall perform calibration using verifiable calibrated test equipment on updated control solution/regents to adjust the device to operate within manufactures specifications to assure proper operation. Adjust equipment’s and its modules to a performance level as for the device when new.

2.4 Task Four

The Contractor shall complete and affix an inspection sticker after the PM is completed and device is evaluated to be operational, safe, and effective.

2.4.1 The Contractor shall label all equipment serviced with the following identity information: Asset Tag Number, Technician Name/Code, Date of Service (Month, Day, Year), and Next PM Date (Month and Year only)

2.4.2 The Contractor shall apply a PM exempt sticker when applicable containing the following information: Clinical Engineering Department Header, Device is PM exempt Header, Technician Name/ID, and Date.

2.4.3 All sticker/labels used shall be durable (lasting up to one year) and easily readable.

2.4.4 Sticker residue shall be cleaned from devices when removing existing stickers/labels.

2.4.5 The Contractor shall install an appropriate safety inspection sticker to identify that the equipment meets all safety criteria.

2.5 Task Five

In the event any equipment fails its Preventative Maintenance Inspections, the contractor shall:

2.5.1 Document the failure in the service report as “Failed PM”.

2.5.2 Enter the results in the results section of the service with detailed information of the failure.

2.5.3 Attach a “Do Not Use” Tag on the device.

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2.5.4 Inform the COR, the service unit Clinical Director, and service unit Facilities Representative

2.6 Task Six

Corrective maintenance and repair

2.6.1 The Contractor shall perform corrective maintenance and repair service procedures that when performed on each device shall meet or exceed original equipment manufactures’ (OEM) requirements. Detailed descriptions and results of Contractor provided corrective maintenance and repair procedures and activities shall be documented within the service report. The Contractor shall obtain approval from the Contracting Officer Representative (COR) prior to any service or repair to the equipment should the device require additional parts excluded from the OEM preventative maintenance replacement list, repair parts, or service not covered under this maintenance agreement. No additional work shall be performed unless authorized by the COR. The Contractor is cautioned that work performed without approval of the Contracting Officer Representative may jeopardize payment. The Contractor shall provide onsite repair and troubleshooting services within 72-hours.

2.6.2 On-site Repair Service Request (Non-PM)- In the event a medical device is non-operational and requires repair, the contractor shall notify the COR and local service unit staff that the device must be repaired and tested before the device can be returned to service. Prior to the contractor performing work, the local IHS Point of Contact (POC) or COR will determine whether the repair will be performed locally or assigned to the Contractor to complete. No additional work shall be performed unless authorized by the COR. The Contractor is cautioned that work performed without approval of the Contracting Officer Representative may jeopardize payment. The Contractor shall provide onsite repair and troubleshooting services within 72-hours.

2.7 Task Seven

The Contractor stipulates that they have ready access to new standards parts (manufactured a supplied by the original equipment manufacturer). All parts supplied shall be of correct manufacture and have full compatibility with existing equipment.

Documentation of intended parts source(s) shall be provided to the COR or delegated authority upon request.

2.8 Qualifications

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2.8.1 The contractor shall hold certifications on servicing all types of clinical equipment.

2.8.2 The Contractor shall provide the active OEM certifications at the time of solicitation indicating the Contractor is an authorized service provider for all major brands of clinic equipment.

2.8.3 License and certification of technical skills to complete the required services shall be maintained in an active and current status throughout the performance period. The Contractor shall provide a list of key personnel that shall be utilized to service the equipment at the Mid- Atlantic Tribal Health Center at the time of solicitation. The list shall include details of professional qualifications, certifications, training and education.

2.8.4 If the Contractor subcontracts these services, the subcontractor shall also meet all requirements specified in Section 2.8.

2.9 Insurance Requirement

The Contractor shall be properly insured at all times during the performance of this contract. The Contractor shall furnish to the Contracting Officer, prior to commencement of performance, evidence of insurance coverage described herein:

2.9.1 Evidence of worker’s compensation insurance and liability insurance for all employees’, facilities, and vehicles.

2.10 Special Requirements

2.11.1 In accordance with HHSAR 304.1300 (b) non-routine contract employees shall comply with OPDIV DHHS/SE Region-Human Resources, Security Clearance Guidance – Visitors (3329/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Security desk.

2.11.2 Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. The regulations include but are not limited to, escort by an Indian Health Service official, presenting valid identification, smoking restriction and any safety procedures.

2.11.3 The Mid-Atlantic Tribal Health Center is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

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2.11.4 The Contractor shall not disclose or cause to disseminate any information concerning operations of the service unit. Such action(s) could result in violation of the contract and possible legal actions.

2.11 Hours of Operation

The service unit’s hours of operation is Monday-Friday 8:00am-4:30pm, excluding Federal Holidays. Overtime, call back, as well as any and all other types of premium pay are not authorized under this contract. PM service calls will be scheduled in consultation with the department of each clinic to take place at the convenience of the clinic’s personnel.

2.12 Contracting Officer Authority

Authority to negotiate changes in terms, conditions, or amounts cited in this contract is reserved to the Contracting Officer

2.13 Contracting Officer Representative (COR)

The Contracting Officer shall designate a COR, in writing, at time of award. The COR shall be responsible for:

2.13.1 Monitoring the Contractor’s technical progress

2.13.2 Interpreting the statement of work;

2.13.3 Technical evaluation as required;

2.13.4 Technical inspections and acceptance and;

2.13.5 Assisting the Contractor in the resolution of technical problems encountered during performance of this contract.

3.0 Delivery or Deliverables

Within 15 days of any service performed, the contractor will provide a report of the work performed. The report will include the following

3.0.1 Facility name

3.0.2 Facility address

3.0.3 Date of the work performed

3.0.4 Equipment serial number

3.0.5 Equipment manufacturer

3.0.6 Equipment description

3.0.7 Equipment model

3.0.8 Room number of the equipment

3.0.9 Next inspection requirement

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3.0.10 Detailed list of what was inspected, preventative maintenance performed, and/or repaired

3.0.11 Detailed list of any issues

3.0.12 Detailed list of any corrective action taken

3.0.13 Detailed list of parts and accessories needed to perform the corrective action

3.0.14 Detail of inspection time, recertification time, or preventative maintenance time

3.0.15 Detail of repair time

3.0.16 Certification of passing or service required

3.0.17 Name and signature of the technician performing the work.

4.0 Invoice Submission and Payment

Invoices will be approved based on the completion of 100% of the required services in the task order per visit. Completion compliance includes completion of the PM/repair and documentation. This will be determined by review of the final service reports provided to the Contracting Officer Representative (COR) following completion of the site visit. Equipment that is not found or not available at the time of the site visit shall not impact the completion rate as long as the required documentation is included in the service report to ensure 100% compliance.

Invoices shall be submitted through IPP, a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis. The use of IPP shall take precedence over previously established invoicing procedures in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Request, The IPP website address is: https://www.ipp.gov. If you require assistance registering or require IPP account access, please contact the IPP helpdesk at (866) 973-313 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov.

Failure to include the required may delay payment.

5.0 Contractor Quality Assurance.

MATHC shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the MATHC must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

5.0.1 Quality Assurance Surveillance Plan

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The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

(The Service required—usually a shall statement)

Standard Performance Threshold (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Method of Surveillance

PRS # 1.

The contractor shall provide preventive maintenance reports.

Within 15 days, the contractor will provide PM reports to the service unit.

Percent threshold is 95%. Random and periodic surveillance by the MATHC COR.

PRS # 2

Non-PM repairs

72-hour on site response time when vendor is notified.

90% of the time meet 72-hour

Random and periodic surveillance by the MATHC COR.

Security Requirements and Personal Identity Verification Procedures (Non-Classified Contract)

FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

a. The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

b. The Contractor shall account for all forms of Government-provided identification issued to the Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee’s employment.

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(3) Upon contract completion or termination.

c. (c) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

d. (d) The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts when the subcontractor’s employees are required to have routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system. It shall be the responsibility of the prime Contractor to return such identification to the issuing agency in accordance with the terms set forth in paragraph (b) of this section, unless otherwise approved in writing by the Contracting Officer.

Qualifications of Employees

a. The Contracting officer or a designated representative may require the Contractor to remove any employee(s) from IHS controlled buildings or other real property should it be determined that the individual(s) are either unsuitable for security reasons or otherwise unfit to work on IHS controlled property.

b. The Contractor shall fill out and cause each of its employees performing work on the Contract work to fill out, for submission to the Government, such forms as may be necessary for security or other reasons. These forms shall be completed electronically. Upon request of the Contracting Officer, the Contractor and its employees shall be fingerprinted.

c. Each employee of the Contractor shall be a citizen of the United States of America, or an alien who has been lawfully admitted for permanent residence as evidenced by Alien Registration Receipt Card Form I-151, or, who presents other evidence from the Immigration and Naturalization Service that employment will not affect his immigration status.

Suitability Determinations

a. All Contract employees requiring routine unescorted access to Federally-controlled facilities and/or information systems for more than 6 months (Regular Employees) will be required to undergo a suitability determination before a facility identification card is issued. Prior to the time that an identification card is issued, such Regular Employees will be required to comply with normal facility access control procedures, including sign-in, temporary badging, and escorted entry, as applicable.

b. Failure of a Regular Employee to receive a favorable suitability determination shall be cause for removal of the employee from the work site and from other work in connection with the Contract.

c. Contract employees working less than 6 months (Temporary Employees) may, at the Government's option, be required to undergo a lesser form of suitability determination. Prior to the time that an identification card is issued, if at all, such Temporary Employees will be required to comply with normal facility access control procedures, including sign-in, temporary badge, and escorted entry, as applicable.

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d. Temporary Employees who have not received a favorable suitability determination shall be escorted government at all times while in non-public space, as directed by the CO or designee. The CO or their designee shall provide the Contractor with required forms for obtaining necessary clearances. The Contractor shall be required to cause such forms to be returned to the Government for processing not later than 14 days following being provided by the Government.

e. The Government, at its sole discretion, may grant temporary suitability determinations to Regular or Temporary Employees. However, the granting of a temporary suitability determination to any such employee shall not be considered as assurance that a favorable suitability determination will follow.

f. The Contracting Officer or his/her designated representative shall provide the Contractor with required forms for obtaining necessary clearances. The Contractor shall be required to cause such forms to be returned to the Government for processing not later than 14 days following being provided by the Government.

g. The Contractor shall be responsible for planning and scheduling its work in such a manner as to account for facility access issues. Difficulties encountered by the Contractor in gaining access to facilities by its employees and subcontractors shall not be an excuse to any Contractor performance under the Contract.

Compliance with Security Requirements

a. The Contractor shall comply with all IHS security requirements in the building(s) where work is being performed. Contractor personnel requiring access to IHS’s Network shall comply with all Federal Information Technology (IT) regulations regarding Trusted Internet Connection (TIC) in conjunction with IHS Division Information Resource Management (DIRM) IT policies, i.e., all IHS IT systems needing network connectivity must reside on the IHS network.

b. When a controlled personnel identification access system is used at a site where work is performed, the Agency will be responsible for providing any required access credentials. Credentials shall be displayed at all times or as otherwise required by the Agency.

c. The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to its employees as may be necessary.

Notice to contractors:

All information and data related to this project that the contractor gathers or obtains shall be both protected from unauthorized release and considered the property of the government. The contracting officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. Press releases, marketing material, or any other printed or electronic

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