PWS - Ultra Violet Hospital Room Disinfection Robot-Draft.docx

Performance Work Statement

Ultraviolet Room Disinfection Robots Maintenance and Repair Services

A. SCOPE OF WORK:

1. The contractor shall provide all resources necessary to accomplish the Maintenance and Repair Services of sixteen (16) Xenex Pulsed Xenon Broad Spectrum Ultraviolet Room Disinfection Robots for Central Texas Veterans Healthcare System (CTVHS).

2. Table A provides the Serial number, EE number, robot name and location of the sixteen (16) Xenex Pulsed Xenon Broad Spectrum Ultraviolet Room Disinfection Robots to be serviced. In the event service cannot be completed on campus, the contractor will provide a loaner Xenex Broad Spectrum Ultraviolet Room Disinfection Robot at no cost to CTVHS until the Xenex Broad Spectrum Ultraviolet Room Disinfection Robot can be returned, set up and working properly at its designated area. The equipment and services provided by the contractor will aid in the prevention of Hospital acquired or associated infections.

Table A:

3. Performance Period: The service maintenance agreement shall cover one (1) base year with four (4) option years for 12 Xenex Pulsed Xenon Broad Spectrum Ultraviolet Room Disinfection Robots Serial numbers: A000471, A000488, A000575, A000571, A000574, A000577, A000570. A000569, A000585,A000587, A00579 and A000582. Four (4) robots’ serial numbers: 4168, 4209, 4210 and 4211 will be serviced on the base year only.

Base Year: February 1, 2025 – January 31, 2026 Option Year 1: February 1, 2026 – January 31, 2027 Option Year 2: February 1, 2027 – January 31, 2028 Option Year 3: February 1, 2028 – January 31, 2029 Option Year 4: February 1, 2029 – January 31, 2030

4. The contractor shall not commence performance on the tasks in this PWS until the COR has conducted a kickoff, Contract Award Meeting, meeting or has advised the contractor that a kickoff meeting is waived.

B. REQUIREMENTS:

1. The original equipment manufacturer of the (16) Xenex Pulsed Xenon Broad Spectrum Ultraviolet Room Disinfection Robots to be serviced at CTVHCS is Xenex Disinfection Services Inc.

2. Service and repairs may only be performed by Xenex Disinfection Services Inc. Because of the unique, proprietary, and comprehensive nature of Xenex’ s service and warranty plan, it is not possible for this function to be completed by another source other than one trained and certified by Xenex to perform the maintenance and repairs.

3. Only Xenex provided lamps and other parts for the robots are permitted to be installed on the robots.

4. Contractor must be factory trained and certified by the original equipment manufacturer, Xenex Disinfection Services Inc., to perform all work on the Xenex Pulsed Xenon Broad Spectrum Ultraviolet Room Disinfection Robots.

5. Contractor must have direct access to original parts, instructions, service guidelines and software.

6. Contractor must be listed by Xenex Disinfection Services as a certified repair and service partner. Otherwise, the only acceptable vendor must be, Xenex Disinfection Services, the original equipment manufacturer.

7. The contractor will perform preventive maintenance and repair. Preventive maintenance and repair include:

a. Xenex Certified Technician to perform maintenance and repairs

b. Replacement lamps

c. Replacement parts for maintenance and repairs covered in the Terms & Conditions and Warranty

d. Repair or replacement of the Robot by Xenex if it does not properly operate due to a manufacturing defect.

e. Remote diagnostic and telemetry collection

f. An account Executive assigned to CTVHCS who is responsible for:

i. Developing and implementing a Confidential Standard Operating Plan (SOP). Customized for CTVHCS

ii. Initial robot, user, and facility configuration

iii. On-going consultation

g. Software upgrades

h. 24/7 customer support line

i. Predictive Maintenance (PM) monitoring and proactive notification

j. Access to the Xenex Disinfection Management System Portal

k. Monthly performance and compliance reports

l. Online operator training materials

m. In the event service cannot be completed on campus, the contractor will provide a loaner machine at no cost to Central Texas Veterans Healthcare System until the Xenex machine can be returned, set up and working properly at its designated area.

C. CONTRACTOR PERSONNEL REQUIRMENTS:

1. Contractor must be factory trained and certified by the original equipment manufacturer, Xenex Disinfection Services, to perform all work on the Xenex Pulsed Xenon Broad Spectrum Ultraviolet Room Disinfection Robots.

2. Contractor must have direct access to original parts, instructions, service guidelines and software.

3. Contractor must be listed by Xenex Disinfection Services as a certified repair and service partner. Otherwise, the only acceptable vendor must be, Xenex Disinfection Services, the original equipment manufacturer.

4. Contractor’s personnel shall speak, read , and comprehend the English language to the extent that they can read and understand printed regulations, detailed written orders, operating procedures, training instructions and materials.

5. Contractor’s personnel shall be fully clothed with trousers, shirt, and shoes, and will bear visible, on their person, identification of both the company name and individual’s name.

6. The Contracting Officer Representative or their designee reserves the right to determine the acceptability of any clothing worn.

7. All contractor personnel working under this contract shall wear company clothing with a distinctive company logo attached in a prominent place on an outer garment.

D. CONTRACTOR PERSONNEL CONDUCT:

1. Contractor personnel shall conduct themselves in a proper, efficient, courteous, and businesslike manner and in accordance with the CTVHS rules and regulations.

2. The use of alcoholic beverages or controlled substances is strictly prohibited.

3. Contractor shall not permit any person to operate a motor vehicle or heavy equipment while taking prescription or non-prescription medication that may impair their ability to operate said equipment/vehicles in a safe manner.

4. All CTVHS facilities are SMOKE FREE. No smoking or use of tobacco products is allowed on any property.

5. Contractor personnel shall be courteous to all patients, visitors , and employees.

6. Unacceptable behavior on the part of the Contractor’s personnel anywhere may lead to the identifiable Contractors’ personnel being removed from the jobsite.

7. Repeated incidents of unacceptable behaviors on the part of the contractor may be grounds for termination of the contract.

8. Personal grooming, personal hygiene and language of Contractors must be always conducted in a professional manner. Use of foul and off-color language will not be tolerated and can result in Contractor removal from jobsite.

9. Shirts must have sleeves of at least 3 inches, measured from the armpit seam. All buttoned shirts must be buttoned to at least the third button from the top. T-shirt styles may be approved if they are part of a company uniform or contain no political or offensive language or images.

10. Pants that are excessively loose, excessively low, torn, ragged or with dragging cuffs will not be permitted.

11. No clothing accessories, or stickers that display offensive, derogatory, or inflammatory graphics, shall be worn.

12. All clothing must be clean, sanitary, in good repair and free of any holes or damage.

E. Government Responsibilities: CTVHS will provide contractor a temporary badge to be used during scheduled visits at the facility. The badge will be turned into the place of pick up prior to leaving the CTVHS campus. CTVHS will provide adequate space, if possible, to perform preventive maintenance and minor repairs. When equipment requires major repairs, arrangements will be made with Environmental Management Service to have equipment transported. CTVHS will provide procedure guides and any reference material when need occurs. CTVHS will provide contact phone numbers to contractor to use while serving equipment or conducting any activity involving equipment

F. SCHEDULE OF WORK:

1. Contractor shall be required to commence with the with the work required under this PWS no later than seven (7) days after notification of contract award.

2. Work on this contract shall be performed only during administrative hours! These times are Monday through Friday 8:00 a.m. to 4:30 p.m. No work shall be performed on weekends or federal holidays without prior arrangements with the COR.

1. Federal Holidays:

3. Also included would be any other day specifically declared by the President of the United States to be a National Holiday.

4. When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday.

G. PWS CHANGES: Any changes to this PWS shall be authorized and approved only through written correspondence from the Contracting Officer (CO). A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

H. RECORDS MANAGEMENT REQUIRMENTS: National Archives and Records Administration (NARA)

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Central Texas Veterans Health Care System and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Central Texas Veterans Health Care System or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Central Texas Veterans Health Care System. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Central Texas Veterans Health Care System control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Central Texas Veterans Health Care System guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Central Texas Veterans Health Care System policy.

8. The Contractor shall not create or maintain any records containing any non-public Central Texas Veterans Health Care System information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The Central Texas Veterans Health Care System owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Central Texas Veterans Health Care System shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #3873736, Records Management for Records Officers, and Liaisons (WBT). The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

(End Performance Work Statement)