PWS ScrubEx.pdf

PERFORMANCE WORK STATEMENT (PWS)

ScrubEx Machines Maintenance/ Contract:

Part 1 General Information

1. GENERAL: This is a non-personnel services contract to provide Annual Preventive Maintenance for 231 ScrubEx machines. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the urgent repair as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: The requirement is to provide Annual Preventive Maintenance for 231 ScrubEx machines.

The ScrubEx machines allow quick access to surgical uniforms for the doctors, surgeons, and medical staff for surgical and routine treatment to patients in an immediate time frame.

1.3 Objectives: The purpose is to provide the best maintenance for medical equipment in accordance with the manufacturer's maintenance manuals, specification, and quality control policies and procedures governed by the Brooke Army Medical Center (BAMC) Environmental Linen services. Information concerning the systems to be serviced is furnished from the best available sources. However, this shall not relieve the Contractor from the requirement for visiting the location of the systems listed and to be thoroughly familiarized with all components associated with the item(s) and conditions under which the work is to be performed.

1.4 Scope: Services includes unlimited repairs, parts, labor the Annual Preventive Maintenance.

1.5 Period of Performance: The period of performance shall be for a base year of twelve (12) months and four

(4) twelve-month options years.

1.6 General Information

1.6.1 Quality Control: N/A

1.6.2 Quality Assurance: The government 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 Government 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).

1.6.3 Recognized Holidays: The contractor is not required to perform services on the holidays listed below. But if any of the holidays listed is not a holiday that the contractor considers a holiday, services can be performed without any added costs only with the COR authorization.

New Year’s Day Juneteenth Day Veterans Day Martin Luther King Jr.’s Birthday Independence Day Thanksgiving Day President’s Day Labor Day Christmas Day Memorial Day Columbus Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0730 – 1600 Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor shall not be reimbursed when the government facility is closed for the above reasons.

The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at Brooke Army Medical Center, Fort Sam Houston, TX.

1.6.6 Type of Contract: The government will award a firm fixed service contract.

1.6.7 Security Requirements: Contractor personnel performing work under this contract must have a base pass submitted by the COR and approved by 502nd Security Forces Squadron, Fort Sam Houston, TX at time of the proposal submission, and must maintain the level of security required for the life of the contract.

1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.2 Key Control: N/A

1.6.8 Special Qualifications: The field service technician shall be authorized, certified, and trained in the maintenance and repair of ScrubEx machines. Additionally, the service technician shall have a minimum of two years’ experience within the last 36 months.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract:

- Perform inspections necessary in connection with contract performance.

- Maintain written and oral communications with the Contractor concerning technical aspects of the contract.

- Issue written interpretations of technical requirements, including Government drawings, designs, s specifications.

- Monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies;

coordinate availability of government furnished property and provide site entry of Contractor personnel.

A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates.

The COR is not authorized to change any of the terms and conditions of the resulting order.

Ms. Eric McConaughey, Contracting Officer Representative Phone: 210-539-7455, Email: eric.k.mcconaughey.civ@health.mil

1.6.11 Key Personnel: NA

1.6.12 Identification of Contractor Employees: All contract personnel attending meetings, answering

Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.13 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.14 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2 DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered; but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide an Environmental Linen Representative to observe a quality assurance test, in accordance with the QASP, prior to the departure of the contractor’s service technician. The contractor shall provide scheduled services by the 15th business day of the scheduled month.

3.2 Facilities: The Government will provide access to the devices and systems requiring services.

3.3 Utilities: The Government will provide all necessary utilities, including power to the devices, required to perform the service. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Materials. The Contractor shall provide parts and materials required to perform the services outlined in this

PWS.

4.4. Equipment. The Contractor shall provide equipment required to perform services and quality assurance test outlined in this PWS.

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide unlimited scheduled services and repair maintenance for all ScrubEx machines. The contractor shall provide telephone services response within 2 hours of COR contact.

5.2. Unscheduled Service. Unscheduled services includes software/hardware upgrades and updates, rapid response telephone assistance, remote support diagnostics, parts, labor, travel and hardware support assistance. The contractor shall provide unlimited on-site repairs, parts, labor or unscheduled service request as follows:

a. 24/7 Technical Application Support. System is guaranteed to be operable and available for use 95% of the normal operating time. Operational time is considered 7:30am – 4:00pm, Monday thru Friday.

b. San Antonio Military Medical Center normal operating hours are Monday thru Friday, 0730 —1600 (7:30am - 4:00 pm), but certain departments are open after hours and weekends because of patient care.

c. Only accept unscheduled service request from the appointed COR or designated representative.

d. Prepare and provide a maintenance service report for all services rendered. Service reports must be received by the COR NLT 72 hours from completion of work.

e. All software updates based upon original OS and Application purchased configuration includes software/hardware performance upgrades.

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS): N/A

AR 385-10, “The Army Safety Program,” 24 February 2017 AR 40-61, “Medical Logistics Policies,” 28 January 2005

AR 40-2, “Composition, Mission, and Functions of the Army Medical Department,”24 May 2019 AR 190-51, “Security of Unclassified Army Resources (Sensitive and Nonsensitive),” 27 June 2019 AR 710-2, “Supply Policy Below the National Level,” 28 March 2008 AR 735-5, “Property Accountability Policies,” 9 November 2016 AR 750-43, “Army Test, Measurement, and Diagnostic Equipment,” 24 January 2014 DHA AI 6430.11, “Healthcare Technology Management Biomedical Equipment Program,” 14 October 2021 DoD 8510.01, “Risk Management Framework for DoD Information Technology,”12 March 2014 SB 8-75-11, “Army Medical Department Supply Information,” 20 November 2018 TB 38-750-2, “Maintenance Management Procedures for Medical Equipment,” 12 April 1987 TB 43-180, “Calibration and Repair Requirements for the Maintenance of Army Materiel,” 1 May 2022 TB MED 750-1, “Operating Guide for Medical Equipment Maintenance,” 1 April 1998 NFPA 99, “Health Care Facilities Code,” 2021 Edition

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

Performance Requirements Summary 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 fully certified contractor personnel.

Paragraph 1.6.8 Zero deviation from standard.

Periodic Surveillance.

PRS # 2

The contractor shall provide a service report within 24 hours.

Paragraph 5.2.e No more than 72 hours. 100% Inspection.

PRS # 3

The contractor shall provide telephonic unscheduled (repair) services response within 1 hour.

Paragraph 5.2.a

No more than two hour response.

Random Sampling.

PRS # 4

The contractor shall provide on-site unscheduled (repair) services response within 4 hour.

Paragraph 5.2.a Zero deviation from standard.

Random Sampling.

PRS # 5

The contract shall complete the Contractor Management Report within 72 hours after the completion of work.

Paragraph 5.2d

No more than 10 days of the new fiscal year with a performance threshold of 100%.

100% Inspection.

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/ Format

Submit To

Maintenance Service Report

After every unscheduled service.

1 copy Email PDF copy (preferred) or hard copy.

Email:

eric.k.mcconaughey.civ@health.mil Hard Copy address:

Brooke Army Medical Center 3551 Roger Brooke Drive, Fort Sam Houston, TX 78234 ATTN: Eric McConaughey

Contractor Management Report

Annually 1 copy Email confirmation

Email:

eric.k.mcconaughey.civ@health.mil