SOW-_PM_and_Repair_PAO.pdf

RFP-17-PHX-01 Preventive Maintenance and Repair Page 1 Bio-Medical Equipment, PAO

C. SPECIFICATIONS:

1. STATEMENT OF WORK:

The Contractor shall provide annual, semi-annual, and quarterly preventive maintenance, inspection, certification and repair services of the Bio-Medical Equipment for the Service Unit (Facility) listed below located throughout the Phoenix Area Indian Health Service (PAIHS).

a) (40CRB) Colorado River Service Unit, Parker, AZ

b) (40DVB) Desert Visions Youth Wellness Center – Sacaton, AZ

c) (40ELB) Southern Bands Health Clinic, Elko, NV

d) (40FDM) Ft McDowell/Wassaja Memorial Health Center, Ft. McDowell, AZ

e) (40KCB) Hopi Health Care Center, Polacca, AZ

f) (40MDB) Ft. Mc Dermitt Indian Health, McDermitt, NV

g) (40NSB) Nevada Skies Youth Wellness Center – Wadsworth, NV

h) (40PIB) Phoenix Indian Medical Center, Phoenix, AZ

i) (40SCB) San Carlos Apache Healthcare Corporation, San Carlos, AZ

j) (40UOB) Fort Duchesne Health Center, Fort Duchesne, UT

k) (40WRB) Whiteriver Hospital Indian Hospital, Whiteriver, AZ

l) (40YUB) Ft Yuma Health Center, Winterhaven, CA

2. COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM – DOCUMENTATION AND REPORTS:

The Phoenix Area Indian Health Service utilizes a Computerized Maintenance Management System (CMMS) called “WebTMA” to manage all Biomedical maintenance operations. To assist with operational management, data organization, and quality control, the contractor shall use the “TMA” web based software to report all work provided under the contract. Specifically, the contractor shall import the open the work orders listed in the task order from WebTMA to the Datrend Safety Analyzer, document the testing results, and add a “Finish Date” to the work order using a Datrend Safety Analyzer then export the files back to WebTMA. The intent of this practice is to have a paperless reporting process.

The Indian Health Service will provide training on the use of the software and will be available for technical assistance.

• Training arrangements shall be arranged by the COR. Thirty –two (32) hours of available class room training will be available.

• Technical assistance will be provided during normal business hours.

All work requests, work orders, preventive maintenance, and repair services will be initiated and completed via the WebTMA system. This includes accessing WebTMA to obtain pending work orders and entering information such as, completion of work orders, parts ordered, equipment needing repair, etc. Any new pieces of medical equipment that was not included on the original inventory will be indicated in the WebTMA system. Any piece of medical equipment that could not be located and was on the original inventory shall be indicated in the WebTMA system.

Within WebTMA, the contractor shall submit service and test reports for each site visit. The reports shall include detailed descriptions of the preventive maintenance, test inspection, certification and repair service performed, including “pass or fail” information, medical equipment information (i.e. tag numbers, location within hospital, model number, manufacturer, etc.) replaced parts.

The contractor will be given access to the web-based program while on-site at each Service Unit. This software can also be accessed through the contractors-own broadband connection.

Because of the contractor’s expertise and experience, the contractor shall be responsible for the review and comment on the appropriateness of the Preventative Maintenance procedures and listed in the WebTMA database. If questionable procedures are discovered, the contractor shall provide recommendations for appropriate measures.

The contractor’s invoices for completed PM’s and Repairs shall be verified against the data indicated in WebTMA as a measure of Quality Control.

a) IT Requirements: Contractor will be provided access to the WebTMA system via password.

RFP-17-PHX-01 Preventive Maintenance and Repair Page 2

3. PREVENTATIVE MAINTENANCE (PM):

Equipment listed provided (Attachments A- L - Inventory List).

This list is intended to cover all medical equipment for all locations and is subject to future change as equipment is replaced. This list will not be changed without proper consideration to both the Government and Contractor.

a) P/M’s: All preventative maintenance shall be performed by Contractor’s qualified Field Service Engineers/Technicians in accordance with manufacturer’s specifications. (A schedule of these PM’s will be provided to customer within one month of signing of this agreement for each site) All scheduled PM’s shall be coordinated with the Government’s designated personnel and will be conducted within normal business hours. The Government agrees to provide the vendor’s engineers access to the equipment to be serviced within 30 minutes of the engineers arrival at the Government’s location.

b) Essential Preventative Maintenance (non-repair) Tasks:

1) Mostly the inventory require a standard safety test. Chassis to Ground and leakage test.

2) Refrigerator set points and temperature monitor accuracy are required to be verified with a digital thermometer.

3) Centrifuges require RPM speed to be verified.

4) Patient scales require self-tested and verified with calibrated weights.

5) Vital Signs monitors and EKG Machines require self-tested and verified with simulators.

6) Computerized equipment that cannot have power disrupted (Lab/Pharmacy) shall have a Chassis to Ground test under

0.50 ohms. (NFPA 99, 2012 Edition, 10.3.2)

7) Battery Powered equipment require self-tested, visual inspection and battery replacement if necessary.

8) Non-electrical equipment (PT Equipment) require a visual inspection to report wear.

9) Oxygen Regulators/Tanks shall be operationally tested for leaks and proper gauge operation.

c) Deliverables:

1) Purchase Requisitions will be generated at the Area Level by the Area Clinical Engineer to indicate the amount work, cost estimate, and time frame for the work to be done at a specific Service Unit.

2) The Contracting Officer will generate a Task Order to obligate the government for the payment of the work to be completed.

3) Open work orders will be generated by the local Biomedical Equipment Support Specialist via WebTMA

4) The Contractor shall have access to our Computerized Maintenance Management System (CMMS) WebTMA. The license will be supplied by the Government.

5) The Contractor shall electronically open the work order, document the testing results, and finish the task using a Datrend

Safety Analyzer via WebTMA.

6) The Contractor and the local Biomedical Equipment Support Specialist shall agree/sign off that the work was completed at the completion of the visit and before the task order will be closed. If not, arrangements must be made to solve these problems before the invoice is processed for payment.

7) The Contractor shall remove all dated inspection stickers from the equipment.

8) The Contractor shall install an appropriate safety inspection sticker to identify that the equipment meets all safety criteria. A color shall differentiate each inspection cycle.

9) Failures/Repair will be documented as a Corrective Action Work Order and will be addressed separately.

10) If for any reason a change is required to the existing Task Order, the COR, Mark Wilner, or his designate must be immediately contacted at 602-364-5058 with the appropriate equipment information and dollar amount. The COR verifies with the financial budget analyst that the funds are available. The COR emails the Contract Officer: 1) work to be done, 2) dollar amount, 3) Verification of funds, and 4) Period of Performance. Only after the Contracting Officer emails the COR with a positive response, the COR can approve the change to the Task Order. The COR must follow up the change with a formal modification to the Task Order.

d) PM Response Time: All work must be coordinated by the local Biomedical Equipment Support Specialist and the

Contractor. All work shall be performed during normal working hours Monday Through Friday, 8:00 A.M. to 5:00 P.M.

local time, excluding federal holidays as designed by the local Biomedical Equipment Support Specialist.

e) Staff Qualifications: The contractor shall provide certificates of qualifications for all the service technicians that will perform the maintenance activities. The contractor shall provide at least one biomedical equipment technician with a minimum education requirement of an associate’s degree (or equivalent qualifications in terms of education and/or experience) in an engineering or scientific area for each task order. This person shall serve as the point of contact (POC) and liaison between the Contractor and the local Biomedical Equipment Support Specialist.

RFP-17-PHX-01 Preventive Maintenance and Repair Page 3

f) Equipment Calibration Certifications: Before work is performed, certificates shall be provided of all test equipment used in the testing and calibration of medical equipment shall be traceable to the National Institute of Standards and Technology (NIST) in intervals prescribed by the manufacturer.

g) Insurance Requirements: The contractor should be properly insured at all times during the performance of this contract.

h) Payment Criteria for PMs: Invoices will be approved based on the completion of 90% of the non-life support PMs and 100% of the life support PMs for each Service Unit visit for each scheduled visit. Failure to meet either of these goals will result of nonpayment of invoice. This will be determined by the Computerized Maintenance Management System (CMMS) or WebTMA system and based on the PM scheduled provided to the Contracting Officer’s Representative (COR) prior to any site visit. Equipment that is not found or not available at the time of the site visit shall not be considered in these percentages.

i) Quality Assurance: The Contractor and the local Biomedical Equipment Support Specialist shall agree/sign off that the work was completed at the completion of the visit and before the task order will be closed. Invoices will be approved based on the completion of 90% of the non-life support PMs and 100% of the life support PMs for each Service Unit visit for each scheduled visit. Failure to meet either of these goals will result of nonpayment of invoice.

4. SERVICE REQUESTS: (Initial Inspection / Corrective Action / Service Request)

Equipment listed provided (Attachments M - Inventory List).

a) INITIAL INSPECTIONS:

The COR will generate a Service Request Task Order listing the new medical equipment that shall be inspected and placed into service by the contractor. The contractor is entitled to perform initial function and electrical safety tests for new piece of equipment.

b) CORRECTIVE ACTION PM:

In case a medical device fails its Preventative Maintenance Inspection, the contractor shall document the failure, attach a “Do Not Use” Tag on the device, and “Finish” the PM work order.

1) The contractor shall generate a “Corrective Action” work order to document that the device must be repaired and tested before the device can be returned to service. At that time the local Biomedical Equipment Support Specialist (BESS) or local Point of Contact (POC) will determine whether the repair will be handled locally or by the contract.

2) If the contract route is chosen, the BESS or POC will contact the COR to develop a Service Request Task Order that will include the minimum handling and a troubleshooting charge plus shipping. This charge shall be defined by the Contractor prior to the award of the contract.

3) After troubleshooting the device, the Contractor shall provide a cost estimate to the COR. If approved, the COR will have the original Task Order modified to reflect the total cost of the repair and return shipping cost to complete the task.

When the device is returned to service, and the service report with invoice is received, payment of the Task Order will be processed and the associated WebTMA work order will be “Closed” by the COR.

c) SERVICE REQUESTS NON PM:

In case of a medical device non-preventative maintenance failure, the COR will develop a Service Request Task Order that will include the minimum handling and a troubleshooting charge plus shipping. This charge shall be defined by the Contractor prior to the award of the contract.

1) After troubleshooting the device, the Contractor shall provide a cost estimate to the COR. If approved, the COR will have the original Task Order modified to reflect the total cost of the repair and return shipping cost to complete the task.

When the device is returned to service, and the service report with invoice is received, payment of the Task Order will be processed and the associated WebTMA work order will be “Closed” by the COR.

d) RESPONSE TIME:

The Contractor guarantees phone response time for unscheduled service calls within four hours and on-site service within 48 hours of the Governments request for service and will be performed during normal working hours Monday Through Friday, 8:00 A.M. to 5:00 P.M. local time, excluding federal holidays.

RFP-17-PHX-01 Preventive Maintenance and Repair Page 4

e) PARTS:

1) The Contractor shall provide all necessary tools, supplies and equipment to provide the required services.

2) The Contractor shall purchase and maintain Datrend Safety Analyzers to be used in supportof this contract.

3) The Government will provide the WebTMA Contractor’s software license.

4) The Contractor stipulates that he/she has ready access to new standard parts (manufactured, supplied by the manufacturer, or equal thereto). All parts supplied shall be of correct manufacture and have full compatibility with existing equipment. Documentation of intended parts source(s) shall be provided to the COR upon request.

f) ENVIRONMENTAL:

The Contractor shall at all times comply with all rules and regulations of any municipality, state or federal environmental, environmental protection, and toxic waste and hazardous substance laws, ordinances and regulations, and how they relate to the work performed according to the terms and conditions provided herein.

g) CONFIDENTIALITY:

The Contractor and its employees shall keep all knowledge, information and documents that the Government entrusts to its care confidential. Neither the Contractor nor its employees shall disclose any knowledge, information or documents entrusted to them by the hospital to any person, firm or corporation other than the person, firm or corporation designated by the Government.

E. EQUIPMENT CERTIFICATION OF INSPECTION:

The contractor shall legibly label all equipment serviced upon completion identifying at a minimum the date, time, company name and initials.

F. PERIOD OF PERFORMANCE:

1. TERM: This agreement shall have a term of one year and four one-year option periods. Preventive maintenance will be performed on a monthly, semi-annual and annual schedule.

2. OPERATING HOURS:

The contractor shall provide all maintenance, inspection, certification or repair services during normal operating hours Monday through Friday from 8:00am to 5:00pm excluding federal holidays. The service schedule shall be coordinated by the contractor, local facilities manager and/or biomedical engineer, and the designated COR. Service visits shall be coordinated with each Service Unit’s Facility Manager and/or Biomedical Engineer.

3. SCHEDULE AND NOTIFCATION:

The contractor shall notify the designated COR prior to beginning and upon completion of services based on the provided PM schedule. Contractor shall comply with IHS visitation policy which may require obtaining a Contractor badge prior to beginning services.

G. INVOICE SUBMISSION:

1. Payment and Invoicing Instructions:

Invoices shall be prepared with the following information CLEARLY identified on the invoice:

a) Invoice Date and Number

b) Contract Number/Task Order#

c) Charges for service or products identified BY LINE ITEM Number

d) Brief description of products or services rendered

e) Charges should follow Line Item structure on contract to include Quantity, Unit of Issue, Unit Price, and Total Amount as applicable

f) Dates of Service or Shipment Invoices shall be prepared and submitted electronically and in accordance with rates and terms as stated in the contract.

Invoices should be sent electronically to the following departments and addresses in the same e-mail:

2. Finance: -------------.@ihs.gov For purposes of interest accrual and time of official receipt, Finance is designated as the point of receipt for the Government.

Invoices shall be submitted electronically to the e-mail address listed above.

3. Acquisitions: -------------s@ihs.gov A copy of the invoice should be sent electronically to the contract specialist(s) at the address listed above.

4. PAO Area Service Unit Representative: -------------@ihs.gov A copy of the invoice should be sent electronically to the PAO Area Service Unit Representative at the address listed above.

mailto:%20%20-------------.@ihs.gov

RFP-17-PHX-01 Preventive Maintenance and Repair Page 5

J. ATTACHMENTS:

1. Attachment A- (40CRB) Colorado River Service Unit, Parker, AZ Inventory

2. Attachment B- (40DVB) Desert Visions Youth Wellness Center – Sacaton, AZ Inventory

3. Attachment C- (40ELB) Southern Bands Health Clinic, Elko, NV Inventory

4. Attachment D- (40FDM) Ft McDowell/Wassaja Memorial Health Center, Ft. McDowell, AZ Inventory

5. Attachment E- (40KCB) Hopi Health Care Center, Polacca, AZ Inventory

6. Attachment F- (40MDB) Ft. Mc Dermitt Indian Health, 112 N Rd, McDermitt, NV 89421 Inventory

7. Attachment G- (40NSB) Nevada Skies Youth Wellness Center – Wadsworth, NV Inventory

8. Attachment H- (40PIB) Phoenix Indian Medical Center, Phoenix, AZ Inventory

9. Attachment I- (40SCB) San Carlos Apache Healthcare Corporation, San Carlos, AZ Inventory

10. Attachment J- (40UOB) Fort Duchesne Health Center, Fort Duchesne, UT Inventory

11. Attachment K- (40WRB) Whiteriver Hospital Indian Hospital, Whiteriver AZ Inventory

12. Attachment L- (40YUB) Ft Yuma Health Center, Winterhaven CA

13. Attachment M- (40PHX) Phoenix Area Total Inventory

14. Attachment N-Site Address

15. Attachment O-Datrend Systems, Inc.

16. Attachment P-Wage Determination

RFP-17-PHX-01 Preventive Maintenance and Repair Page 6

L. INSTRUCTIONS, CONDITIONS & NOTICES TO OFFERORS OR QUOTERS

ADDITIONAL INSTRUCTIONS TO OFFERRORS

TECHNICAL PROPOSAL PREPARATION:

Page Limit:

Limit to 26 pages including the cover page. Any pages in excess of 26 pages will not necessarily be evaluated.

Content:

Offerors must submit a technical narrative outlining their capabilities to perform preventive maintenance and service on all equipment listed. If subcontracts will be utilized indicate what pieces of equipment will be subcontracted out and describe the capabilities of the subcontractor to include the name of the subcontractor to be used.

Offerors must submit a technical narrative outlining their demonstrated expertise and experience (see definition below) on working with these types of equipment.

Definitions:

- Experience reflects whether contractors have performed similar work before

- Past performance describes how well contractors performed the work

PAST PERFORMANCE:

Page Limit:

Limit to 26 pages including the cover page. Any pages in excess of 26 will not necessarily be evaluated.

Offerors must submit past performance that is current and relevant as defined below. Offerors may submit a maximum of 5 (minimum of 3) examples of their past performance with their offer to include prime contract and subcontracts. Past performance information should contain the following:

1. contract number and contract type

2. description of the work and the relevancy

3. dollar value

4. contract award and completion dates

5. point of contact information for the contracting and technical office

Definitions:

- Current is defined as having been completed within the last 24 months.

- Relevant is defined as any contract or subcontract valued at $100,000 or greater for the same type of service

- Same type of service is defined as service for the preventive maintenance, repair, or a service agreement for bio medical equipment to include peripherals

- Experience reflects whether contractors have performed similar work before

- Past performance describes how well contractors performed the work

COST PROPOSAL PREPARATION:

Format:

Twelve inventory attachments (Attachment A-L) will be supplied with the solicitation. Each inventory attachment must be filled out completely with a price shown for each device. The attachments must be submitted with the proposal.

RFP-17-PHX-01 Preventive Maintenance and Repair Page 7

The attached Price and Cost schedule (Exhibit A-L) should be filled out completely per each device and the total price of the contract for every estimated year and a total.

M. EVALUATION CRITERIA: FACTORS FOR AWARD

52-212-2 Evaluation -- Commercial Items (Jan 1999) Evaluation of offers received will be in accordance with provision 52.212-2 – Evaluation – Commercial Items as stated below:

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

1. Past Performance -

a) Information must be submitted in accordance with 52.212-1 Instruction to Offerors – Commercial Items

b) PPIRS and FAPIIS data will be pulled

c) Review Past Performance Contractors

2. Technical -

a) Offerors must submit a technical narrative that describes a proven history of successfully providing preventative maintenance service over 8,000 pieces of medical equipment that meet/exceed standards set forth by ANSI/AAMI

EQ56:2013.

b) Offerors must submit a technical narrative that describes a proven history of successfully providing Incoming Inspection, Corrective Action, and Service Requests for over 8,000 pieces of medical equipment spread that meet/exceed standards set forth by ANSI/AAMI EQ56:2013.

c) Offerors must submit a technical narrative that describes their ability to use WebTMA to open the work orders listed in the task order from WebTMA to Datrend Safety Analyzer that documents the testing result, and add a “Finish Date” to the work order and export the files back to WebTMA.

d) Offerors shall provide certificates of all the service technicians that will perform the maintenance activities and at least one biomedical equipment technician certificates of qualifications must meet a minimum education requirement of an associate‘s degree (or equivalent qualifications in terms of education and/or experience) in an engineering or scientific area.

e) Offerors must submit an outline of their knowledge and experience meeting standards set forth by ANSI/AAMI

EQ56:2013, provide proven experience and success with compliance activities related to accreditation (TJC), (AAAHC), and CMS.

3. Price –

Technical and past performance when combined, are significantly greater when compared to price.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced.

Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.