PWS - Linear Accelerator Service - DONE.pdf

Performance Work Statement (PWS) Varian Clinac Linear Accelerator Trilogy

25 April 2024

1. SCOPE: This PWS establishes maintenance service for the 88 HCOS/Cancer Care Center on the Varian Clinac Linear Accelerator system CL-IXS Trilogy with multi- leaf collimator (MLC), on-board imaging (OBI), and cone-beam computed tomography (CBCT) capabilities. Services required are telephone and email consultations, quarterly preventative maintenance (PM), software and hardware updates, and emergency diagnostic and repair visits.

1.1 Federal Holidays:

For the purpose of this contract, Federal Holidays shall include the following days; New Year's Day, Martin Luther King Day, Washington's Birthday (aka President's Day), Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

2. REQUIREMENTS:

2.1 Preventative Maintenance (PM)

2.1.1 Description of PM:

Preventative maintenance shall include inspections and calibrations. The contractor shall be responsible for all costs incurred, to include; labor, travel, materials, and shipping (as required) in providing the services for maintenance and repair to ensure the equipment fully functional as its intended purpose. This PM shall include FDA-mandated updates, as well as functionality updates that are required to maintain original equipment manufacturer (OEM) functionality standards.

2.1.2 Parts and Materials: All defective parts/materials which the contractor has replaced with new parts shall become the property of the contractor. “New parts” are defined as replacement items that are new to the WPAFB Varian Clinac Linear Accelerator system.

2.1.3 Minimum Uptime Guarantee: The contractor shall provide a minimum uptime guarantee of 97% over 1 year (excluding weekends and federal holidays).

2.1.4 Quarterly PM Schedule: The contractor shall provide a quarterly PM schedule to be approved by the government representative.

2.1.5 Equipment Removal: The contractor shall not remove any accessory from WPAFB without prior written approval from the WPAFB Medical Equipment Repair Center (MERC).

2.2 Telephone and Email Support

2.2.1 Description:

The contractor shall provide telephone and email support to try to resolve issues before a technician is sent to WPAFB.

2.2.2. Schedule of Telephone & Email Consultations: Telephone or email support shall available between 0800 and 1700 EST, Monday-Friday, excluding federal holidays. The vendor shall acknowledge receipt of a request or inquiry within 24 hours, during normal duty hours (0800- 1700 hours EST), Monday-Friday, excluding federal holidays

2.3 Diagnostic and Repair Visits (Beyond Normal Preventative Maintenance)

2.3.1 Description:

lf there is an issue that cannot be resolved via telephone or email consultation, the contractor shall contact the Government representative to schedule an in-person service within 24 hours to run diagnostic tests on this equipment to determine the root cause of the issue in order to repair it. The contractor will be responsible for all costs incurred for these emergency visits and repairs, including: labor, travel, OEM parts and materials.

2.3.2 Responsiveness to emergency visit requests: The contractor shall acknowledge receipt of an emergency visit request within 24 hours (0800-1700 hours, EST; Monday-Friday, excluding federal holidays).

2.3.3 Scheduling of Emergency Diagnostic and Repair Visits: Emergency visits will be scheduled on as needed basis. Emergency visits shall be completed within 24 hours. An appropriate repair schedule shall be determined upon contract award to ensure 97% machine uptime over of one (1) year.

3. SERVICES SUMMARY

SS Performance Objective

PWS

Para(s)

Perform Threshold

Method of Surveillance Freq. Remedy

PM 2.1 97%

machine uptime

Testing Every 120 days or as required

Immediate correction of deficiency or re-perform

Telephone and E-mail support

2.2 No

deficiencies

Customer complaint;

responsiveness

As required

Immediate correction of deficiency or re-perform

Diagnostic/Repair Visits

2.3 No

deficiencies

Customer complaint;

responsiveness

As required

Immediate correction of deficiency