PWS RODI Maintenance and Services.docx

Performance Work Statement

– Research and Diagnostics & Treatment Building Reverse Osmosis Water System Maintenance

BACKGROUND:

The contractor shall furnish labor, parts, supplies and equipment necessary to provide scheduled and unscheduled maintenance, and periodic preventive maintenance inspections for the Reverse Osmosis Water Systems listed below. Equipment is located at the Rocky Mountain Regional VA Medical Center, 1700 N Wheeling Street, Aurora, CO 80045.

SCOPE:

Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, CDRH, JCAHO, FDA and manufacturer specifications. This full-service maintenance and repair shall include all labor, parts, supervision, and transportation necessary to maintain the dialysis water equipment. The Contractor shall provide enough staff to ensure services are continued without disruption to the medical center operations.

SPECIFIC SERVICE FOR

1) Portable Dialysis RO Units; QTY 3 (three)

a. Building: Clinic Building North/Dialysis (G) Brand: AmeriWater; MX#2078753; S/N: MRS200062 Brand: AmeriWater; MX# 2078746; S/N: MRS200007 Brand: AmeriWater; MX#2078714; S/N: MRS200005

2) Portable Dialysis RO Units; QTY 8 (eight)

a. Building: G-3 Dialysis (G) & H -1 SCI Renal Dialysis (H)

Brand: Mar Cor; MX# 1801662; S/N: 1364781 Brand: Mar Cor; MX#1801664; S/N: 1363228 Brand: Mar Cor; EE#79578; S/N: 1326763 Brand: Mar Cor; EE#79576; S/N: 1326761

3) Sterile Processing Service (SPS) Reverse Osmosis (RO) Water System

a. Building: Diagnostic and Treatment (DAT) Brand: Evoqua/Xylem; MX#1634960; S/N:4500585907-03

4) Pathology and Laboratory Service RO Water System

a. Building: Diagnostic and Treatment (DAT) Brand_Evoqua/Xylem; MX#2790734; S/N:10133645

5) Research Laboratory RO Water System

a. Building: Research (B) Brand: Evoqua/Xylem; MX#1709221; S/N: 4500614954-03

6) Dialysis G-3 RO Water System Units; QTY 2 (two)

a. Building: Clinic Building North/Dialysis (G) Brand: Mar Cor; MX #1709215; S/N: 1341390 Brand: Mar Cor; MX #1709214; S/N:1341428

HOURS OF COVERAGE

Normal hours of coverage are Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding the federal holidays listed as follows:

Federal Holidays:

Any other day specifically declared a National Holiday by the President of the United States

When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by US Government Agencies.

PARTS

The contractor shall furnish all spare and replacement parts needed to service the equipment. The price of all parts used to perform all scheduled preventive, and unscheduled maintenance shall be included in the coverage. The Government will not pay for any parts provided (during either scheduled or unscheduled maintenance), by the contractor during the period of the medical equipment being covered. Only new standard parts (manufactured by the maker of the equipment, or equal) shall be furnished to maintain the equipment.

SERVICE MANUALS/TOOLS/EQUIPMENT

The contractor shall provide tools, (test) equipment, service manuals or service diagnostic software. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) necessary to meet the performance requirements and repair of the medical equipment. A reference list of applicable service manuals and their respective locations shall be provided to the Point of Contact (POC) upon request.

SCHEDULED MAINTENANCE

The Contractor shall perform PM Service to ensure that the equipment listed performs in accordance with the original manufacturer’s specifications. Annual PM Service must be completed a year apart within each period of performance of base year and option years. An outline of the PM schedule and procedures shall be provided to the FMS POC.

The contractor shall provide a written description of the Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. PM services shall include, but need not be limited to, the following:

a. Cleaning of equipment.

b. Reviewing operating system software diagnostics to ensure that the system is operating in accordance with the manufacturer's specifications.

c. Calibrating and lubricating the equipment.

d. Performing remedial, non-emergent maintenance.

e. Testing and replacing faulty and worn parts and/or parts likely to fail or become faulty or worn.

f. Inspection and replacement of worn or frayed electrical wiring and cables.

g. Returning the equipment to the operating condition and mode

h. Providing documentation of services performed.

Portable RO Systems (11 portable RO systems total) Monthly

a. Review portable performance on all

Quarterly

a. Change two (2) carbon blocks on all portables.

b. Complete AAMI chemical analysis of product water.

c. Complete LAL and bacterial analysis of product water.

Annually

a. Deliver one (1) case of pre-filters for all portables.

Every 2.5 Years

a. Change RO membranes

Central Dialysis Reverse Osmosis (RO) System (5 RO systems total) (SPS RO, Path and Lab RO, Research RO, and Dialysis RO) Weekly

a. Analyze the feed water for hardness, TDS, inlet pressure, and chlorine.

b. Inspect the multimedia filter, check operation of timers, and check operation of control valve.

c. Inspect the water softener, check operation of timers, check operation of control valves.

d. Inspect the carbon filters.

e. Inspect the prefilter, check its condition.

f. Inspect ultraviolet (UV) light, clean sleeve when serviced.

g. Inspect the reverse osmosis (RO) unit, check all pressures, check all flow rates, check all water qualities, analyze membrane effectiveness, check all electrical interlocks, protection devices and/or meters.

h. Perform PH test and supply test reports monthly.

i. Inspect the S. D. I. System, check output quality, check resistivity light.

j. Inspect the distribution system, check for proper operation, check loop pressure.

k. Inspect system logbook monthly.

l. Prepare monthly written report and supply it to the Head Nurse of the Dialysis Unit, by the last working day of each month.

m. Add salt to the brime tank as necessary.

Monthly

a. Change RO pre-filter

b. Sanitize the RO membranes and loop, includes all labor and chemicals required.

c. Clean the RO membranes.

Quarterly

a. Complete AAMI chemical analyzer of product water.

b. Complete LAL and bacterial analysis of product water.

c. Exchange two (2) 1.25 cubic foot DI tanks. Note: The contractor shall supply deionizer backups. Contract shall include two (2) backups every quarter for a total of eight (8) per year plus an auto-divert system for the DI backup. The auto divert station shall remain the property of the contractor. Additional tanks will be an additional charge.

Semi-Annually

a. Change RO 0.2M vent filter

Every 2.5 Years

a. Carbon re-bed and rebuild head

b. Softener re-bed and rebuild head

c. Multimedia re-bed and rebuild head

d. Change RO membranes.

All service/repairs shall be performed during normal hours of coverage unless requested or approved by the FMS POC. The only exception is hardware/software update/upgrade installations which shall be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the FMS POC).

All exceptions to the PM schedule shall be arranged and approved in advance with the FMS POC. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to the Point of Contact at the completion of the PM.

Work performed outside the normal hours of coverage, at the request of FSE, shall be considered service during normal hours of coverage and shall be exempt from an extra labor hour charge.

UNSCHEDULED MAINTENANCE

The contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, to include all intervening service calls performed between scheduled services and calibrations. All required parts shall be furnished by the contractor to the VA at no cost. The contractor shall repair the equipment to functional level equivalent to the original manufacturer’s specifications.

Only the FMS POC, Point of Contact, designated by the CO has the authority to approve/request an unscheduled maintenance service call to the contractor.

The contractor's FSE shall respond on site within four hours after receipt of request for service. The contractor shall provide parts, if required to effect repair, within 24 hours of diagnosing the problem.

There shall be no hourly charge to the Government for unscheduled maintenance performed within the normal hours of coverage, 8:00am to 5:00pm MST. Work performed outside the normal hours of coverage, at the request of the FMS POC, Point of Contact, shall be invoiced separately and shall not have service rendered until Purchase Order is obtained. In the event of a Government caused delay, the VA will pay hourly labor charges for unscheduled service the20 inadvertently extends beyond the specified normal hours of coverage.

DOCUMENTATION/REPORTS

The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with the specifications. Each Engineer Service Report (ESR) must, at a minimum, document the following data legibly and in complete detail:

a. Name of contractor and contract number

b. Name of FSE who performed services

c. Contractor service ESR number/log number

d. Date, time (starting and ending), equipment downtime and hours on-site for service call.

e. VA purchase order number(s) covering the call if outside normal working hours.

f. Description of problems reported by the POC/user (if applicable).

g. Identification of equipment to be serviced:

· Inventory ID number,

· Manufacturer's name, device name, model number & serial number,

· Any other manufacturer's identification numbers.

h. Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including:

· Labor and Travel,

· Parts (with part numbers),

· Materials and Circuit Location of problem/corrective action.

· Total Cost to be billed (if applicable - i.e., part(s) not covered or service rendered after normal hours of coverage).

i. Signatures:

· FSE performing services described.

· Authorized VA Employee who witnessed service described.

NOTE: Any additional charges claimed must be approved by the CO before service is completed

The Contractor shall log in with FMS POC prior to performing any services. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall log out with FMS POC and submit the ESR(s) to the FMS POC. All ESRs shall be submitted to the equipment user for an “acceptance signature” and then to the POC for an “authorization signature”. If the POC is unavailable, a signed, authorized copy of the ESR shall be sent to the contractor after the work can be reviewed (if requested or noted on the ESR).

ADDITIONAL CHARGES

There will be no additional charge for time spent at the site (during or after the normal coverage areas) awaiting the arrival of additional FSE and/or delivery of parts

REPORTING REQUIRED SERVICES BEYOND SERVICE SCOPE

The contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the POC, in writing, of the existence or development of any defects in, or repairs required, to the scheduled equipment which, the contractor does not consider his/her responsibility due to “abuse” or “damage” to the equipment. The contractor shall furnish the Government with a written estimate of the cost to make the necessary repairs.

ACCEPTANCE OF CONDITION OF EQUIPMENT

The contractor accepts responsibility for the equipment covered under this equipment in an “as is” condition. Inspection of the equipment by the contractor shall be done prior to coverage, if required by the contractor.

COMPETENCY AND CERTIFICATION OF PERSONNEL SERVICING EQUIPMENT

Each respondent must have an established business, with an office and full-time staff. The staff shall include a fully qualified FSE and fully qualified alternate FSE.

“Fully Qualified” is based on successful completion of factory training and experience in the field. For training, the FSE shall have successfully completed a formalized training program for the equipment identified in the schedule. For field experience, the FSE(s) shall have a minimum of two years of experience (with the exception of equipment on the market less than two years) with respect to scheduled and unscheduled preventive and remedial maintenance, on the covered equipment.

The FSEs shall be authorized by the contractor to perform the maintenance services. All work shall be performed by fully qualified competent FSEs. The contractor shall provide copies of all factory certificates for FSEs showing types of equipment and dates of training for all equipment identified to be covered. When deemed appropriate, the POC reserves the right to prohibit contractor personnel from working on VAMC equipment.

CONTRACTOR TEST EQUIPMENT

The contractor shall ensure all contractor supplied test equipment is properly calibrated, and certified. If requested by the POC, the contract shall be able to supply any certificates tied to the quality of the test equipment. Test equipment calibration shall be traceable to a national standard.