REV1 - COMBINED REES SOW.docx

STATEMENT OF WORK (SOW)

Calibration/Maintenance of Rees Scientific Environmental Monitoring Equipment for U.S. Naval Hospital Okinawa (USNHO) Main Building, Outlying Clinics and Armed Services Blood Bank Center (ASBBC)

BACKGROUND

U. S. Naval Hospital, Okinawa (USNHO), it’s outlying clinics and ASBBC requires onsite calibration and maintenance of installed Rees Scientific Environmental Monitoring system. The maintenance services are not supported by the intrinsic Biomed resources of the command. This SOW details the effort that must be undertaken to support the operations and maintenance of the temperature monitoring system and equipment supporting the monitoring system.

GENERAL SCOPE OF WORK

Regulatory compliance with the Food and Drug Administration requires that temperature monitoring systems are serviced and validated on an annual basis to ensure they are properly functioning. Rees Scientific Corporation benchmarked the technology and developed the instrumentation USNHO currently owns and uses. Any service and parts not covered in this contract will be processed through a separate action.

DETAILED WORK REQUIREMENTS

The contractor shall provide the following support.

CURRENT ACCOUNT NUMBERS AND NODES

Account Number USN665: U.S. Navy – Okinawa Naval Hospital Rees Node 1 – Okinawa USN Hospital Rees Node 2 - Okinawa USN Clinics

Account Number DEF827: U.S. Navy – ASBBC Okinawa Rees Node – ASBBC

ANNUAL PREVENTIVE MAINTENANCE (PM) AND CALIBRATION

The contractor shall provide on-site operational qualification (OQ) system service with full documentation provided to satisfy regulatory authorities. Comprehensive system test verifies, calibrates and documents all system functions including readings, databases, alarms, dial-outs, outputs, reports, and user programming. Services shall be IAW the manufacturer’s specifications and performed in September of each year. The visit includes on-site refresher training.

FOLLOW-ON ONSITE VISIT

The contractor shall provide on-site visit six (6) months after annual PM visit to assess/repair any service issues and provide additional training. Includes up to two days of on-site time by Rees Engineer/Technician.

CORRECTIVE MAINTENANCE

During on-site visit: The contractor shall provide corrective maintenance as necessary to complete the required PM/calibrations IAW the manufacturer’s specifications.

REMOTE SUPPORT

The contractor shall provide live 24/7/365 live tech support line to ensure requests are responded to promptly. Customers can call or email at any time to open a service ticket and it is tracked until closed. The team will help troubleshoot any issues either by telephone or a TeamViewer to solve the issue. Customers can call (609) 406-0073 or email at: support@reesscientific.freshdesk.com. Customers need to provide the account number to get started.

FIRE AND ICE TEST PER TEMPERATURE INPUT FOR ASBBC

The contractor shall provide fire and ice tests per temperature input for ASBBC. The fire test shall verify that the system triggers a high-temperature alarm when the threshold is exceeded. The ice test shall verify that the system triggers a low-temperature alarm when the threshold is reached. This service shall be provided during the annual PM visit and during the follow-on onsite visit. Includes all extensions of sensor wire (CAL-EXT-UL) to allow for removal from unit and placement into Dry Block at time of calibration service for ultra-low- range of calibration (-80C to -40C), as required.

GOVERNMENT’S REQUIREMENTS/RESPONSIBILITIES

The Government shall provide Contractor access to the bases and work site during the performances of the contract, if requested by the Contractor. The Government shall provide notice to the Contractor for any change(s) in the work schedule at least two (2) working days prior to the performance dates.

POINT OF CONTACTS

Temperature Sensitive Medical Products (TSMP) Management Coordinator: TBD

FIELD SERVICE REPORTS (FSR)

The contractor shall develop and submit to the Government an itemized list of all corrective maintenance work and calibration certification upon completion of service.

The Government will have five (5) business days to review each document and provide feedback/comments. The contractor shall have five (5) business days to incorporate comments. Delivery of final documents with incorporated comments shall constitute acceptance by the Government.

Performance measures for satisfactory completion of this task order shall be measured by completion of deliverables and tasks identified in the SOW. Completion of deliverables and tasks shall remain within the scope of this SOW. At a minimum, the following metrics shall be applied:

· There are no oversights in the review and analysis performed by the contractor that result in incorrect or inadequate assumptions, which, in turn, result in unacceptable recommendations.

· There are no oversights in the development of reports, documents or functional requirements, which could result in delays in meeting established timelines.

· All written documentation is written in a skilled business style. The documentation conforms to standards for documentation established by the TSMP Coordinator.

· All work is completed within the established and agreed upon time frames.

· The quality of the work and the content of deliverables (and their exposition) shall be highly professional.

TRAVEL AND ACCOMODATION

The contractor shall be responsible for all travel and travel-related costs (lodging, airfare, per diem, etc.). Travel and accommodation shall be arranged by the contractor.

Conditions Each technician assigned to this task must have manufacturer training or certification and a minimum number of five years of documented experience in calibration/repair of Rees equipment.

The contractor will provide a minimum number of technicians to ensure successful and complete calibration, maintenance and testing documentation of all work identified in the contract.

U.S. Naval Hospital Okinawa (USNHO) shall have unlimited rights to, and ownership of all deliverables provided under this contract, including reports, recommendations, briefings, work plans and all other deliverables. The definition of "unlimited rights" is contained in Federal Acquisition Regulation (FAR) 27.401, Definitions.

Constraints All contractor personnel shall dress professionally when at the work site. Business attire excludes short pants, tee shirts, sneakers, and other dresses considered not to be appropriate. Notwithstanding any other terms or conditions of the contract, contractor wearing inappropriate dress to the work site may be immediately removed from the project, or at the discretion of the US Naval Hospital Okinawa (USNHO) Technical Representative (TR), may be requested to leave the work site and return with appropriate dress. Travel time and lost work time to return with appropriate dress is not chargeable to USNHO.

Contractor personnel shall always be courteous and respectful to the customer and all other onsite personnel. The contractor shall follow the direction provided by USNHO management personnel, or their designee(s), regarding the level of communication with the naval base personnel and conflict resolution/de-escalation procedures.

SPECIAL CONTRACT REQUIREMENTS

Place of Performance: USNHO, Blood Bank and Branch Medical Clinics.

MINIMUM QUALIFICATIONS

Each technician assigned to this task must have manufacturer training or certification and a minimum number of five years of documented experience in calibration/repair of MTF temperature monitoring equipment.

NORMAL WORKING DAYS/HOURS

The contractor shall report to work Monday through Friday, work a minimum of eight hours a day, between the hours of 0800 to 1900 based on coordination of work hours with the Government. Work excludes U.S. holidays and other possible down days caused by acts of nature such as typhoon and earthquakes.

NUMBER OF PERSONNEL REQUIRED

The contractor shall provide a minimum number of technicians to ensure successful and complete calibration, maintenance and testing documentation of all work identified in the contract.

CONTRACTOR PERFORMANCE EVALUATION

If performance does not meet the specifications stated in this SOW the contractor shall be notified of the deficient performance. The contractor shall be given a specified amount of time to correct the deficiency(s). If deficiencies are not corrected, appropriate action will be taken in conformance with laws and regulations.

REPORTING TO BIOMEDICAL REPAIR BEFORE AND AFTER SERVICE

The contractor technicians shall report to Biomedical Repair personnel prior to and upon completion of each service. Contractor badges must be returned each day. Inspection and acceptance of the services performed under this contract shall be made by the TSMP Coordinator or TPOC of USNHO. Upon completion of the service, the Contractor shall provide a copy of the service slip(s) to the TSMP Coordinator, certifying that the service has been performed and that the equipment/system is functioning in working condition. If the service is performed or completed outside the regular working hours, the Contractor shall present the certified service slip to the Command Duty Officer or the duty BIOMED personnel.

DELAYS

The USNHO TSMP Coordinator will review any contractor delay or failure to perform to determine if the delay is caused by technical factors beyond the contractor’s control and without fault or negligence by the contractor. If the review indicates performance deficiency is not the result of factors beyond the contractor’s control, the contractor will be notified. The contractor shall respond within 24 hours of receipt of notification with remedies to correct the deficiencies.

PERIOD OF PERFORMANCE

Base Year: 01 Oct 26 – 30 Sep 27 Option Year 1: 01 Oct 27 – 30 Sep 28 Option Year 2: 01 Oct 28 – 30 Sep 29 Option Year 3: 01 Oct 29 – 30 Sep 30 Option Year 4: 01 Oct 30 – 30 Sep 31

DOCUMENTATION AND PERFORMANCE

U.S. Naval Hospital Okinawa shall have unlimited rights to, and ownership of, all deliverables provided under this contract, including reports, recommendations, briefings, work plans and all other deliverables. The definition of “unlimited rights” is contained in Federal Acquisition Regulation (FAR) 27.401, Definitions.

FORMAL ACCEPTANCE OR REJECTION OF DELIVERABLES

The Government will have five (5) business days to review each document and provide feedback/comments. The contractor shall have five (5) business days to incorporate comments. Delivery of final document with incorporated comments shall constitute acceptance by the Government.

SERVICE CONTRACT REPORTING (SCR)

“Services Contract Reporting (SCR) requirements apply to this contract. The contractor shall report required SCR data fields using the SCR section of the System for Award Management (SAM) at following web address: https//sam.gov/SAM/.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk, linked at https//sam.gov/SAM/.”

ReesNode - ASBBC.pdf image1.emf

ReesNode 1 - Okinawa USN Hospital.pdf

���� ������������������� !�"���#$%�&��� '�()�*�+�*�,�-�.��/�0�� .11�2�(3��4���*5�6�7��89���:8;< ��=;>���

���& '44)��?3��@$)*��?31AB'��.� CC2�?3��@$)*��?31AB'��#0 '44)�D��E��"��F�G�&" '44)�D��E��"��F�G��H '44)�D��E��"��,�I��&� '44)�D��E��"��,�I���J !@�4�,���I���K0� C$�L)��F�G��/ C$�L)��F$$4�M�4(&� ?3��@$)*�&& !.��F�G��00 C�N�$�#3NBM�.1����M�4(0" -)�B�3������F�G���"0H '�B�3������?3�4��0� '�B!1���N�F�G��0J '�B�3������,�I��&0� '�(3������F�G�&"� -)�B�3������F�G�0"& �"&��@3�43NO�!3L��F�G"� -)�(3���������C��*"0 -)�B�3������F4�M�4(�&"" -)�B�3������P3)1��F4�M�4("� M �F�G���K&H& M �,���I���K&H" C�N�$�!-��'�N)Q3�$��K&HH C�N�$�!-��'�N)Q3�$��K&H� C�N�$�!-��'�N)Q3�$��K&HJ C�N�$�-��'�N)Q3�$��K�H� C�N�$�"�R�'�N)Q3�$�H/ C�N�$�#3NBM�.1����.13�4�� S�4$�F�G���K��T (�N�4��U�& C�N�$�F�3L����F�G���K&�� C�N�$�C���3�F�G���K&�0 S�*�$�F$$4�M�4(�" C�N�$�-��'�N)Q3�$��K��� S�*�$�F$$4�S)4����O�J !O�$�!$4Q$�F�G���� !O�$�!$4Q$�,���I���/ C3�1$)�*�,���I��J� !@�4�F�G���K�J& �13��1�����N)Q3�$�J� !@�4�F�G���K0J0 M �#3NA)(�F��G��J" +3Q�V����31�F�G��JH S�4$�F�G���K&JJ !@�4�,���I���K�J/ .,CE �W�����F��G���� C3�1$)�*� (�N�4���,���I���� +3Q�F$$4�M�4(�&�0 +3Q�F$$4�FS�&�" S�4$�F$$4�M�4(�H S�4$�F$$4�S)4����O�� M �F$$4�M�4(�J M �F$$4�S)4����O�� S�*�$� )((1O�F$$4�M�4(�/ #�$G����F$$4�M�4(/� #�$G����F$$4�S)4����O/0 X'!W�F�G��L/" X'!W�,�I�

�.���� �����/�0�1���������� �����/�0�1��������� ����%���'�!0�������% ��%�%���'�!0���� image2.emf

ReesNode 2 - Okinawa USN Clinics.pdf

���� ������������������� !�"���#$%�&��� '�()�*�+�*�,�-�.��/�0�� .11�2�(3��4���*5�6�7��89���:8;< ��=;>��� @�� ABC3D�'44)�$�!$4D$�E�F" ABC3D�'44G�E4�H�4(I ABC3D��B3�4�J!�E�F� K3�*���+3D�!$4D$�E�FL K3�*����B3�4�E�F� K3�*���'44)�$�!$4D$�E�F&� M��*���+3D�!$4D$�E�F&" M��*���'44)�$�E�F&L M��*����B3�43�J!�E�F&� #)*B�+3D�!$4D$�E�F�� #)*B�'44)�$�!$4D$�E�F�& #)*B�'44)�$�!$4D$�,�G�" ABC3D�+3D�E�F�I ,)���43�+3D�E�F�� ,)���43�'44)�$�!$4D$�E�F0� NO3�*�+3D�!$4D$�E�F0� NO3�*�'44)�$�!$4D$�E�F0I NO3�*��B3�43�J!�E�F� (3��0L �0L�NO3�*�H�4(0� �0��NO3�*�K)40/ �0/�,)���43�+3D�E4�H�4("� �"��,)���43�+3D�E4�K)4"& �"&�#)*BH�4("� �"��#)*B�K)4"0 �"0�M��*���H�4(��B3�43AP"" �""�M��*���"��K)4��B3�4"I �"I�K3�*���H�4("� �"��K3�*���K)4"L �"L� ABC3D�H�4("� �"�� ABC3D�K)4"/ �"/�E4�H�4(�E4��&LI� �I�E4�K)4�E4��&LI& �I&�E4�H�4(�E4��&��2N!-QI� �I��E4�K)4�E4��&��2N!-QI0 �I0�E4�H�4(�E4�&0II" �I"�E4�K)4�E4�&0III �II�E4�H�4(�E4�&0I.I� �I��E4�K)4�E4�&0I.IL �IL�E4�H�4(�E4�&0�I� �I��E4�K)4�E4�&0�I/ �I/�E4�H�4(�E4�20��� ����E4�K)4�E4�20��& ��&�E4�H�4(�E4�20&�� ����E4�K)4�E4�20&�0 ��0�E4�H�4(�E4����" ��"�E4�K)4�E4����I ��I�E4�H�4(�E4��&�� ����E4�K)4�E4��&�/ ��/�E4�H�4(�E4�&L.�.! L� �L��E4�K)4�E4�&L.�.! L& �L&�E4�H�4(�E4�&L.� �2L� �L�E4�K)4�E4�&L.� �2L0 �L0�E4�H�4(�E4�&�L" �L"�E4�K)4�E4�&�LI �LI�E4�H�4(� ����1��E4L� �L��E4�K)4� ����1��E4LL �LL�E4�H�4(�2�A$��E4L� �L�E4�K)4�2�A$��E4L/ �L/�E4�H�4(�!1�3��E4 image3.emf