Attachment_D_-_Scope_of_Work_PM_and__Repair_R1.doc

Attachment D – Scope of Work PM and Repair

Computer Tomography Scanner and Injector - Preventive Maintenance and Repairs

OVERVIEW:

The scope of this service is to provide Preventative Maintenance (PM) and 24 hour emergency/nonemergency repair service to Computer Tomography scanner and Injector to meet the manufacture specification requirements, NFPA 101 and Environment of Care (EC.02.04.01) Joint Commission (JC) Standard. The equipment location is Phoenix Indian Medical Center (PIMC), Phoenix, Arizona. The contractor shall ensure each and all PM’s will meet manufacture specification. The overall contract is to help provide quality patient care and meet JC & CMMS standards for Medical Equipment for Phoenix Indian Medical Center.

SPECIFICATIONS

A.

The contractor shall provide all tools, labor and any calibration test equipment for repairs as needed. Contractor to provide their own lodging and meals to complete Preventative Maintenance and 24 hour Emergency/nonemergency repairs as required. PIMC will require contractor to meet the manufacture specification requirements to meet the NFPA 99, standard for Health Care Facilities, Center for Medicare & Medicaid Services and The Joint Commission standards, EC.02.04.01 and EC.02.04.03.

B.

QUALIFICATIONS:

a. Service and Maintenance of the Computer Tomography scanner and Injector shall be completed by an Original Equipment Manufacturer (OEM) certified engineer(s) authorized to service, support, and maintain the proposed system;

b. Contractor to have 5 years of experience with repair servicing and Preventative Maintenance services for Computer Tomography scanner and Injector.

c. 24 hour, 7 days per week, 365 days per year Emergency Repair Services.

d. Afterhours Preventive Maintenance Services from 12 am to 7 am, Monday through Friday services.

e. Evidence of this certification and/or insurance shall be provided to the Contracting Officer and must be maintained in an active and current status throughout the performance period.

a) The Contractor shall be a certified and authorized to performance preventative maintenance and repair service on all equipment.

b) The Contractor shall furnish to the Contracting Officer, prior to commencement of performance, evidence of insurance coverage described herein:

I. Evidence of worker’s compensation insurance and liability insurance for all employees’, facilities and vehicles.

II. For the purpose of fulfilling obligations under this paragraph, the Contractor shall procure and maintain during the term of performance, liability insurance in form satisfactory to the Contracting Officer. The amount of insurance shall not be less than $100,000 each person, $300,000 each occurrence and $100,000 property damage.

C.

WARRANTY:

The contractor shall warrant all workmanship, the warranty will remain free from defects 30 or more days from the date of acceptance.

D.

UTILITIES MANAGEMENT:

The contractor shall inform the PIMC Biomedical Engineering Department and COR or his representative at least 48 hours prior to work to be performed for preventive maintenance and nonemergency service repairs.

E.

MISCELLANEOUS MANAGEMENT ISSUES:

a. The contractor’s personnel shall report to the Biomedical Department during site visit at the beginning and end of their entire duration of PIMC, to sign-in and receive a facility “Guest” badge.

b. The contractor will be authorized to park only in areas opened to the public.

c. The contractor will be allowed minimal use of government space to store supplies and/or equipment as required under this contract.

d. The contractor shall be responsible for any repair or damage incurred to the building system as a result of contractor errors or poor workmanship.

F.

PERFORMANCE REQUIREMENTS:

a. Respond physically on site within 1 to 4 hours from call to contractor.

b. Where there is debate between one or more major codes, the more stringent code will apply. (See paragraph c within this section.)

c. All work shall be performed and completed in accordance with the following codes and standards:

I. National Fire Protection Association (NFPA), II. All materials used in performance of work shall be Underwriter’s Laboratory (U.L.) approved for their purpose and function.

d. The contractor to complete Semi Annual manufacture required preventative maintenance afterhours from 12 am to 7 am Monday through Friday.

e. Contractor shall provide proof of a Quality Assurance (QA) program for tracking and auditing all preventative maintenance and service repair calls initiated by the COR.

f. Contractor shall have a permanent service team located in the State of Arizona;

g. Common replacements parts are to be stocked by Contractor to allow 24-hour response to common repairs;

h. Contractor shall provide telephone number(s) that are active and staffed twenty-four (24) hours a day, 7 days a week, 365 days per year for service repair calls initiated by the COR;

i. Contractor shall offer replacement of CT tube within the scope of this contract (minimum).

j. Parts and/or emergency repair services not covered under this repair contract will be covered separately for parts and overtime (24 hours) under a separate line time not to exceed. (Contractor is to submit a written notice to the COR of parts and/or emergency repair services not covered under the contract, but is covered under this paragraph prior to start of repair). Contractor is not to exceed the dollar amount listed in the contact line item funding the contract. If repairs are outside the scope of this contract, the Contractor shall stop and contact the Contracting Officer for approval. Failure to follow may jeopardize payment.

G.

SUBMITTALS:

The following documents are to be submitted with their offer to the government for evaluation.

a. The Contractor shall provide documentation with their bid submittal. These items may be the testing equipment information, specification sheets, and drawings.

b. Business license and or training certifications.

c. Certification of “manufacturer authorized representative”.

d. Contractor will submit a list of items covered under this quote.

e. Contractor will submit a complete detailed document on Preventive Maintenance and Emergency Repair/Nonemergency Repair services for both Computer Tomography and Injector equipment with their bid.

f. Contractor Quality Control Program (QCP).

H. EQUIPMENT:

Phoenix Indian Medical Center 4212 N. 16th Street

Phoenix, AZ 85016

I. REPORTS:

a. Contractor shall submit a report on each preventive maintenance performed on the Computer Tomography scanner and Injector within 5 days from the date of service.

b. Contractor shall submit a report on each repair service preformed on the Computer Tomography scanner and Injector within 5 days from date of service.

J. POST-AWARD ADMINISTRATION MONITORING:

a) The PIMC shall provide an ongoing method of monitoring and evaluation of the quality and appropriateness of services and of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.

b) If a Contractor’s employee fails to provide services for a scheduled shift, the Contractor must provide coverage by another provider. If no coverage is provided, the Contractor shall be required to pay the IHS for the cost incurred for providing that coverage. Not providing coverage on more than one occasion will be reviewed and discussed by the Chief Medical Officer and the Contracting Officer as to whether there was a compromise of patient care. All compromised situations that arise from lack of patient care by the Contractor shall be referred to the Contracting Officer for action and resolution.

c) CONTRACTOR QUALITY CONTROL PROGRAM:

The Contractor shall have a Quality Control program to assure compliance with contract. Quality Control program shall minimally have the following elements:

(1) A method for identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.

(2) A file of all quality control inspections, inspection results, and any corrective action required shall be maintained by the Contractor throughout the duration of this contract. This file shall be the property of the Government and shall be available to the COR during normal working hours. The file shall be turned over to the Government within 14 days of completion or termination of the contract.

d) QUALITY ASSURANCE (QA):

The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contract performance in accordance with the contract performance standards. The QASP defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

e) PERIODIC PERFORMANCE EVALUATION MEETINGS:

The Contractor shall meet, via in-person or teleconference meeting, with the Contracting Officer’s representative (COR) at the Phoenix Indian Medical Center a minimum of every six months according to availability. The purpose of these meetings shall be to review the Contractors performance to the critical minimum performance standards set forth in this contract, as documented by the COR’s periodic surveillance of the Contractors performance to these standards.

The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of additional meeting(s) between the Contractor and PO. A mutual effort will be made to resolve all problems identified. The PO will prepare written minutes of these meetings. Should the Contractor not concur with the minutes, a written statement will be presented to the Contracting Officer (CO), and the Contractor will be notified of the decision in writing by the CO.

f) PERFORMANCE STANDARDS:

(a) Introduction – Performance Requirements:

(1) A Quality Assurance Surveillance Plan (QASP) has been developed for in-house operations or to implement a service contract. It is designed to aid the COR in providing effective and systematic surveillance of all aspects of professional nursing services. This plan provides for monitoring the contract requirements

(b) The objective of this surveillance plan is to evaluate how the Contractor is performing in key areas. The government is primarily interested in the final service being provided and not in the details of accomplishment.

(c) The principal method of surveillance will be daily in some cases or by use or periodic inspections. Appropriate indicators are provided for recording observations in this type of surveillance.

(d) How to Use the Performance Based Matrix

(i) Each defect observed will be recorded on the tally report. These documents will then become a formal record for later reference. The tally of defects at the end of each clinic or year (dependent on criteria) will be compared to the acceptable number of defects appearing in the surveillance plan. Errors detected by the PO in the course of surveillance will be transmitted to the Contractor or in-house personnel for correction. Notification of errors will take place within five (5) working days. Specifics concerning any errors should be recorded on the tally checklist. The Contractor or in-house personnel, as applicable, should be asked to initial this record.

(ii) COR shall forward a copy of Contractor’s compliance with performance and non-performance compliance reports.

(e) Quality Assurance Surveillance Plan (QASP):

(i) The Government shall monitor the Contractors’ performance through a Quality Assurance Surveillance Plan (QASP). The QASP is for informational purposes only and not considered part of the contract.

(ii) Surveillance systems will include periodic inspection and acceptance of all deliverables as cited in the contract.

The Quality Assurance Surveillance Plan (QASP) outlines required standards and will be a part of the contract.

Disincentives:

Do not exercise the contract.

Disincentives:

Do not exercise the contract.

Disincentives:

Do not exercise the contract.

*Complaints must be validated. Complaints are validated if found to be reasonable and true after an administrative investigation.

K. PERIOD OF PERFORMANCE:

Contract performance shall be for a base year and four (4) one (1) year option for renewal commencing from date of the Installation and passing Physicist inspection/testing that all components meet Federal regulatory requirements. Option year renewals shall be by a written amendment to the contract and approved by the Contracting Officer.

Base Year:

TBD to TBD Option Year 1:

TBD to TBD Option Year 2:

TBD to TBD Option Year 3:

TBD to TBD Option Year 4:

TBD to TBD Option renewals will be on the basis of the existing requirement of the Government, performance of satisfactory service provided during the base year, and contingent upon availability of funds for the appropriate fiscal year.