PWS - REES Environmental Monitoring System Annual Calibration.pdf

PERFORMANCE WORK STATEMENT

FOR

ANNUAL ON-SITE SYSTEM PM & CALIBRATIONS

OF

REES Environmental Monitoring System

FOR

374TH MEDICAL GROUP,

YOKOTA AIR BASE, JAPAN

374 MDSS/SGSME

ANNUAL ON-SITE SYSTEM PM & CALIBRATIONS OF

REES Environmental Monitoring System

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION:

Contractor shall provide annual preventive maintenance, calibration of sensors, and include 1 year of parts, labor and onsite service, in accordance with manufacture’s instruction and commercial practices, for the REES Environmental Monitoring System. Service shall include all travel, labor, as-needed parts, materials, manufacturer's authorized field modification instructions (FMIs), individual tools and test equipment required to service and maintain the equipment as described in paragraph 2.1.1.

1.1. Contractor shall provide all software and hardware updates, to this equipment, to include field modifications, safety corrections, revisions designed to correct software deficiencies and equipment modifications normally furnished by the manufacturer. Upgrades and modifications will be furnished at no additional cost under the contract and installed during the next Preventive Maintenance Inspection (PMI) after the manufacturer makes them available. These software updates, upgrades and modifications will not include those designed primarily as performance enhancements or performance upgrades.

1.1.1. Contractor shall ensure that the equipment functions in conformance with the equipment manufacturer’s specifications as listed in the technical literature.

2. PREVENTIVE MAINTENANCE INSPECTIONS (PMIs):

2.1. PMI’s are the care and servicing of the equipment (in accordance with manufacturer’s maintenance specifications) for the purpose of retaining the equipment in a serviceable condition. This inspection includes checking for proper operation, detection and correction of incipient failures either before they occur or before they develop into major defects; and includes but is not limited to actions pertaining to periodic technical inspections, lubrications, adjustments, calibration, interior cleaning, and replacement of worn or deteriorated parts.

2.1.1. PMI’s and calibrations shall be scheduled as follows:

ITEM FREQUENCY PM-CAL DUE

REES environmental monitoring system Annual As needed basis

2.1.2. Contractor shall coordinate PMI’s 15 calendar days in advance with using activity. If there is a scheduling problem and the Government is at fault, the Contractor must notify the Government Representative (GR) immediately. The Contractor must provide documentation of this notification, including names, dates and times, if scheduled maintenance is not completed within the time parameters of this PWS. The scheduled service shall include a complete operational check of all components listed, and calibration if required. Contractor shall provide the GR with a product certification on the unit, annually, which compares the unit’s accuracy to manufacturer specifications. PMI's shall be performed between the 1st and 30th calendar day of the due month and during normal duty hours; (normal duty hours are 0730 to 1630., five days per week, Monday through Friday coverage, excluding U.S. Federal Holidays). Failure to accomplish PMI’s or provide evidence of inspection by the first day of the month following the inspection due month, shall be resolved in accordance with FAR 52.212-4.

2.2. ON-CALL REMEDIAL MAINTENANCE:

2.2.1. On-call remedial maintenance is the service required to restore equipment to a condition within the manufacturer’s specifications at times other than that described in paragraph 2.1.2. It includes all service except that which is required as a result of damage to the equipment by accident, neglect, abuse, power surge, power failure, or operation in an environment not compatible with the equipment’s published specifications, unless such is caused by the contractor. Parts and or service not provided by the contractor for the above reasons will only be provided upon the approval of the Contracting Officer (CO) using another contract tool such as Government Purchase Card (GPC).

2.2.2. The Contractor shall be available 9:00 a.m. to 4:30 p.m., Monday through Friday (excluding U.S. Federal holidays), to receive service calls for on-call remedial maintenance. The contractor’s service technician must respond within twenty-four (24) hours. However, no part of a Saturday, Sunday, U.S. Federal holiday shall be counted against this 24-hour requirement.

2.2.3. Unserviceable unit shall be restored to a serviceable condition within 24 hours after arrival at work site. Service must be completed within five working days from date of service.

2.2.4. Contractor’s service technician shall continue uninterrupted on all services being performed until the system is 100% operational according to the manufacturer specifications i.e.

shall not discontinue work in order to service another customer.

2.3. TECHNICAL DATA. The Contractor shall maintain and make available a complete file of service manuals and technical documentation for the equipment being maintained. All operational and technical documentation (i.e. operational and service manuals, schematics, wiring diagrams, parts lists, and troubleshooting guides) which are necessary to meet the performance requirements of this contract shall be available to the field service technician.

2.4. REPLACEMENT AND REPAIR PARTS. All replacement and/or repair parts shall meet or exceed manufacturer’s specifications as new or remanufactured.

2.5. ADMINISTRATIVE CONTROL.

2.5.1. Contractor shall receive remedial on-call maintenance service calls from the GR only.

Contractor's service personnel shall report to the Medical Maintenance section, Building 4408, Room 118, Yokota AB, Japan., prior to reporting to the work-site.

2.5.2. Contractor's service technician shall prepare a service report for each service (scheduled or unscheduled) and obtain the signature of the user within the using activity, or the GR certifying the requested service was rendered and accepted. The service report shall include the following minimum information:

(1) Government contract number.

(2) Call number (service calls only).

(3) System nomenclature, room number, location, model and serial number.

(4) Purpose of service (scheduled service or unscheduled service call).

(5) Start date/time and completion date/time.

(6) Description of defect and corrective action taken.

(7) List parts and their cost - total cost of service, including labor and parts.

(8) Name of Service Technician.

(9) Signature of individual acknowledging services.

(10) Physically attach a Contractor’s completed verification/calibration sticker to the unit after completion.

2.5.3. The Contractor’s service technician shall submit a copy of the report to Medical Maintenance section.

2.6. SPECIAL REQUIREMENTS.

2.6.1. The contractor must provide written evidence, by the Original Equipment Manufacturer (OEM), or by a company who manufactures parts to OEM specifications, of his ability to obtain the needed repair parts in the quantities, and with sufficient time, to meet the terms of the contract.

2.6.2. The contractor must provide written evidence, certificate or diploma, that service personnel to be utilized on this contract, to include future replacements have been trained on the particular model of equipment and have 12 months experience servicing the applicable equipment.

2.7. TRAINING.

2.7.1. The contractor will provide annual training, as needed, to Medical Maintenance personnel.

2.7.2. The training can be conducted on site or off site. If conducted off site costs associated will be covered by the contractor.

2.8. GENERAL INFROMATION.

2.8.1. CONTRACT MANAGER. The Contractor shall provide a Contract Manager (CM) who shall be responsible for the performance of the work performed under this PWS. When the CM is absent, an alternate(s) shall be designated. The name of CM and his/her alternate(s) shall be submitted to the CO.

2.8.2. The CM and alternate shall be capable of conversing and comprehending in English. The CM or alternate shall be on site at all times while the work is being performed to coordinate the work schedules and supervise the performance of work being accomplished under this PWS.

2.8.3. SECURITY REQUIREMENT. Only Contractor personnel authorized by the 374th Medical Group authority maybe granted access to Yokota AB.

2.8.4. GOVERNMENT REPRESENTATIVES. The names of the GR and personnel authorized to place calls shall be provided to the Contractor at the time of contract award.

2.8.5. TRANSPORTATION. No equipment shall be removed from the 374th Medical Group without prior written approval of the CO or GR. Equipment, authorized for removal for repair, shall be done at no additional cost to the Government.

2.8.6. U.S FEDERAL HOLIDAYS. This base observes the following Federal holidays:

New Year’s Day 01 January Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Day Third Monday in June Independence Day 04 July Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December

NOTE: Any of the above holidays falling on a Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday.

2.8.7. HIPAA COMPLIANCE. The Contractor agrees to abide by all the requirements of the Health Insurance Portability and Accountability Act (HIPAA) as codified at 45 CFR Part 160 and Part 164, subparts A and E, and implemented by DoD 6025.18-R regarding the privacy and confidentiality of health records and information being provided and shared under the resulting contract. The Contractor shall also comply with the Business Associate Agreement under Privacy of Protected Health Information.

HIPAA is comprised of several different sections, each to be implemented by the Dept. of Health and Human Services. The medical facilities of the military services and the DOD health plans are specifically listed as covered by HIPPA. Currently, HIPAA Privacy and Security Rules, as set forth in the Code of Federal Regulations, are in effect for all MTFs. The specific implementation of HIPPA Privacy for DOD medical facility is set forth in DOD 6025.18-R, and for HIPAA Security, the requirements for AF MTF’s are contained in DOD 8580.02-R and AFI 41-217, which also contains additional Information Assurance requirements for all AF MTF’s .

DOD 6025.18-R, DOD 8580.02-R and AFI 41-217 are incorporated herein by reference. MTRs are responsible to insure overall compliance with HIPAA requirements, which includes incorporation of certain requirements in contracts entered or amended after the respective implementation dates.

IAW these regulations the Contractor and its employees meet the definition of Business Associates. Therefore, a Business Associate Agreement is required by law to comply with both the HIPAA Privacy and Security regulations. This clause serves as that agreement for each MTF, whereby the contractor and its employees agree to abide by all HIPAA Privacy and Security requirements regarding health information as defined in this clause, DOD 6025-18-R, DOD 8520.02-R and AFI 41-217. Additional HIPAA requirements will be addressed when implemented.

3. GOVERNMENT FURNISHED SERVICES: The Government shall furnish the Contractor all reasonable amounts of electric power and other utilities necessary to perform the above service.