Scope_of_Work_-_Ultrasounds,_3-18-2019.pdf

Preventive Maintenance, Repairs and Annual Inspection

Ultrasound Units and Probes Phoenix Indian Medical Center

3/18/2019

RFQ-19-PHX-12

SCOPE OF WORK

1. GENERAL: The Phoenix Indian Medical Center has a need for annual scheduled preventive maintenance (PM) inspection and repair services for eleven (11) ultrasounds. The medical equipment is located at the Phoenix Indian Medical Center (PIMC) in Phoenix, Arizona at the address below:

1.1 Phoenix Indian Medical Center

4212 N. 16th Street Phoenix, Arizona 85016

2. SCOPE OF WORK: The contractor shall provide all supervision, labor, parts, materials, tools, supplies, maintenance, ground transportation, and equipment necessary to perform annual PM and inspection services for all ultrasounds and probes listed in SOW Section 3.

2.1. Full service shall provide and include:

2.1.1. Annual preventive maintenance (PM), annual inspections, repair services, replacement parts, software updates, labor and travel.

2.1.2. Additional probes to be provided on demand/as required and defined by the SOW and supporting documents for emergency repair or to replace damaged probes and replacement parts.

2.1.3. Provide free of charge loaner(s) when the ultrasound or probe is in for a repair.

2.1.4. Emergency repairs to ensure continuity of patient care services.

2.1.5. Response Time:

2.1.5.1. Immediate telephone response to the customer.

2.1.5.2. Technical support to resolve problems by phone within 30 minutes of the initial call.

2.1.5.3. On-site service response to customer within 4 hours in advance of any work resulting in interruption of patient care service.

2.16. All parts including peripherals same day parts delivery, software updates, labor and travel as required during regular business operating hours as detailed in SOW Section 8.

2.17. Biomedical Technician training. The contractor shall provide training on new equipment, which will include repairs, replacing parts, trouble shoot, test, and software installation.

Ultrasound Units and Probes Phoenix Indian Medical Center

3. EQUIPMENT DESCRIPTION and PERIOD OF PERFORMANCE (POP):

3.1. Siemens Ultrasounds:

No Description Serial

No.

Model No. Area Manufacturer

Warranty Expiration Date

POP

1 Ultrasound 361306 NX700 3rd Floor 7/2017 5/15/2019-5/14/2024 2 Ultrasound - New 215581 S2000 3rd Floor 7/2018 5/15/2019-5/14/2024 3 Ultrasound - New 215950 S2000 3rd Floor 7/2018 5/15/2019-5/14/2024 4 Ultrasound - New 215952 S2000 3rd Floor 7/2018 5/15/2019-5/14/2024

3.1.1. Siemens Probes

No Description Serial No.

Model No.

Area Manufacturer Warranty

Expiration Date

POP

1 Transducer, Ultrasonic BK73277 10349999 3rd Floor N/A 5/15/2019-5/14/2024 2 Transducer, Ultrasonic 54743040 10789400 3rd Floor N/A 5/15/2019-5/14/2024 3 Transducer, Ultrasonic 14190014 08257869 3rd Floor N/A 5/15/2019-5/14/2024 4 Transducer, Ultrasonic 25040024 10135941 3rd Floor N/A 5/15/2019-5/14/2024 5 Transducer, Ultrasonic 24520025 08266709 3rd Floor N/A 5/15/2019-5/14/2024 6 Transducer, Ultrasonic 81931712 10035946 3rd Floor N/A 5/15/2019-5/14/2024 7 Transducer, Ultrasonic 71914022 10135941 3rd Floor N/A 5/15/2019-5/14/2024 8 Transducer, Ultrasonic 72016004 10786035 3rd Floor N/A 5/15/2019-5/14/2024 9 Transducer, Ultrasonic 55351054 10789400 3rd Floor N/A 5/15/2019-5/14/2024 10 Transducer, Ultrasonic 22449409 08257869 3rd Floor N/A 5/15/2019-5/14/2024 11 Transducer, Ultrasonic 72310592 08258525 3rd Floor N/A 5/15/2019-5/14/2024 12 Transducer, Ultrasonic 25070054 10035946 3rd Floor N/A 5/15/2019-5/14/2024 13 Transducer, Ultrasonic 44538207 08252072 3rd Floor N/A 5/15/2019-5/14/2024 14 Transducer, Ultrasonic 71510007 10789400 3rd Floor N/A 5/15/2019-5/14/2024 15 Transducer, Ultrasonic 62619033 07695724 3rd Floor N/A 5/15/2019-5/14/2024

3.2. Portable GE Ultrasound Units

No Description Serial No. Model No. Area Manufacturer Warranty Expiration

Date

POP

1 GE Ultrasonic Unit VP8800411 H44952LC Women’s Clinic 6/29/2020 6/30/2020-5/14/2024 2 GE Ultrasonic Unit VP8800130 H44952LC Women’s Clinic 6/29/2020 6/30/2020-5/14/2024 3 GE Ultrasonic Unit VP8800414 H44952LC OB Ward 6/29/2020 6/30/2020-5/14/2024

Ultrasound Units and Probes Phoenix Indian Medical Center

3.2.1. GE Ultrasound Probes

Warranty Expiration

Date

POP

1 Transducers, Ultrasonic 646699WX9 4C-RS Women’s Clinic 6/29/2019 6/30/2019-5/14/2024 2 Transducers, Ultrasonic 672354WX8 IC9-RS Women’s Clinic 6/29/2019 6/30/2019-5/14/2024 3 Transducers, Ultrasonic 638611WX4 RAB2-6-RS Women’s Clinic 6/29/2019 6/30/2019-5/14/2024 4 Transducers, Ultrasonic 672356WX3 IC9-RS Women’s Clinic 6/29/2019 6/30/2019-5/14/2024 5 Transducers, Ultrasonic 651412WX9 4C-RS Women’s Clinic 6/29/2019 6/30/2019-5/14/2024 6 Transducers, Ultrasonic 229576KR4 RIC5-9A-RS Women’s Clinic 6/29/2019 6/30/2019-5/14/2024 7 Transducers, Ultrasonic 229591KR3 RIC5-9A-RS Women’s Clinic 6/29/2019 6/30/2019-5/14/2024 8 Transducers, Ultrasonic 671225WX1 4C-RS Women’s Clinic 6/29/2019 6/30/2019-5/14/2024

3.3 Portable FujiFilm Sonosite Ultrasounds

3.3.1. FujiFilm Sonosite Probes

Warranty Expiration

Date

POP

1 Transducer, RP19XP/5-1 04GYCC P22557-10 ICU 9/27/2023 9/28/2023-5/14/2024 2 Transducer 04GYCF P22557-10 OR/SDS 9/27/2023 9/28/2023-5/14/2024 3 Transducer 04GYCK P22557-10 ICU 9/27/2023 9/28/2023-5/14/2024 4 Transducer 04GYCM P22557-10 ER 9/27/2023 9/28/2023-5/14/2024 5 Transducer, C60XP/5-2 04GBZF P14561-20 ICU 9/27/2023 9/28/2023-5/14/2024 6 Transducer 04GY6C P14561-20 ICU 9/27/2023 9/28/2023-5/14/2024 7 Transducer 04GY8L P14561-20 ICU 9/27/2023 9/28/2023-5/14/2024 8 Transducer 04GYBQ P14561-20 OR/SDS 9/27/2023 9/28/2023-5/14/2024 9 Transducer, L38XP/10-5 04GQNQ (2) P14565-21 ER 9/27/2023 9/28/2023-5/14/2024 10 Transducer 04GYG7 P14565-21 Spec Clinic 9/27/2023 9/28/2023-5/14/2024 11 Transducer 04GYG9 P14565-21 ICU 9/27/2023 9/28/2023-5/14/2024 12 Transducer 04GYGF P14565-21 OR/SDS 9/27/2023 9/28/2023-5/14/2024 13 Transducer, L25XP/13-6 04GY53 P14566-21 ICU 9/27/2023 9/28/2023-5/14/2024 14 Transducer 04GYCZ P14566-21 ICU 9/27/2023 9/28/2023-5/14/2024 15 Transducer 04GYFX P14566-21 ER 9/27/2023 9/28/2023-5/14/2024 16 Transducer 04GYPQ P14566-21 OR/SDS 9/27/2023 9/28/2023-5/14/2024

Warranty Expiration

Date

POP

1 Sonosite Ultrasound 2301576088 X-Porte ICU 9/27/2023 9/28/2023-5/14/2024 2 Sonosite Ultrasound 2301576203 X-Porte Spec Clinic 9/27/2023 9/28/2023-5/14/2024 3 Sonosite Ultrasound 2301576178 X-Porte OR/SDS 9/27/2023 9/28/2023-5/14/2024 4 Sonosite Ultrasound 2301576078 X-Porte ER 9/27/2023 9/28/2023-5/14/2024

Ultrasound Units and Probes Phoenix Indian Medical Center

4. SERVICE DESCRIPTION: The contractor shall provide all supervision, labor, parts, materials, tools, supplies, maintenance, travel and equipment necessary to provide required PMs, repairs, annual inspections, certifications, calibration/calibration verifications, replacement parts (if/as required), and service reports upon completion of repairs or annual PMs on the items in SOW Section 3.

4.1. The contractor shall be authorized/certified by manufacturer to perform all work included in the SOW and supporting documents and shall obtain and maintain all required manufacturer, Federal, State, and Local licenses and certifications associated with the performance of the services.

4.2. Performance shall be according to the SOW and supporting documents and shall also conform with:

4.2.1. Original Equipment Manufacturers (OEM) specification requirements

4.2.2. National Fire Protection Association (NFPA) 99 and 101

4.2.3. Standards for Health Care Facilities

4.2.4. Environment of Care (EC.02.04.01, EC.02.04.03)

4.2.5. The Joint Commission standards

4.2.6. Federal, Tribal, State and local regulatory guidance and ordinances in regards to bio hazardous waste, disposal, and applications.

4.3. The Contractor shall have ready access to new OEM parts. All parts replaced shall be

OEM.

4.4. Work shall be performed in a hospital environment. Contractor shall comply with HIPAA security requirements for safeguarding patient information.

4.5. Contractor shall provide loaner ultrasounds and probes while PIMC’s equipment is out of service. PIMC will be responsible for damage and repair(s) to loaner equipment while in possession of loaner equipment.

4.6. Contractor shall repair or replace all components necessary to return units to Original Equipment Manufacturers’ (OEM) specifications.

5. PREVENTIVE MAINTENANCE (PM):

5.1 Contractor shall:

5.1.1. Utilize the Original Equipment Manufacturers (OEM) established procedures and checklists or Contractor-supplied equivalent; satisfactory to the designated Point of Contact (POC).

5.1.2. Test and replace faulty and worn parts.

5.1.3. Inspect/replace electrical wiring and cables for wear and fraying.

5.1.4. Return the equipment to operating condition defined in OEM specifications.

Complete OEM field service updates for operational reliability.

5.1.5. Complete OEM field service updates and engineering change notices.

Ultrasound Units and Probes Phoenix Indian Medical Center

5.1.6. Perform remedial maintenance of non-emergent nature.

5.1.7. Perform annual test to meet the manufacturer’s specified requirements and standards.

5.1.8. Contractor shall perform calibrations, cleaning, oiling, adjusting, and repair of the equipment except those services necessitated by accident, fire, or abuse.

5.1.9. Inspect all mechanical components, including, but not limited to, mounting hardware, pumps, seals, belts, interlocks, sensors, controls, bearings, hoses, heaters, radiators, generators, and motors for operational integrity.

5.1.10. Replace any OEM labels, decals, or warning tags that are not legible.

5.1.11. Provide written documentation of service performed.

5.1.12. Equipment Certification of Inspection: The Contractor shall label all equipment upon completion of service identifying at a minimum, the date, time, company name, and technician’s initials.

5.1.13. Corrective Maintenance: The Contractor shall notify the designated POC of the existence or development of any defects or repairs to the equipment covered under this contract which the Contractor does not consider to be PM (such as operator misuse).

5.1.14. Perform remedial maintenance of non-emergent nature.

5.1.15. All repairs not covered under the contact require pre-approval and authorization from the Contracting Officer (CO) and must meet the OEM requirements after the repair is completed. Failure to obtain CO’s pre-approval and authorization shall result in non-payment of services.

5.1.16. Clean equipment and work area after work is completed.

6. CORRECTIVE MAINTENANCE OR REPAIR: Prior to proceeding with any work considered outside the scope of this contract, the contractor shall request and receive pre-approval from the Contracting Officer.

7. VALIDATION OF QUALIFICATIONS, LICENSURE and CERTIFICATION Contractor shall submit valid documentation of technician’s training/certification and current manufacturer’s authorization to perform technical support/PM/repair on the items listed in SOW Section 3 (Shall be submitted with offer). The contractor shall obtain, maintain and submit all required Federal, State, and Local licenses and certifications associated with the performance of the services required.

Ultrasound Units and Probes Phoenix Indian Medical Center

8. OPERATING HOURS: The contractor shall perform all service or repair during normal business operating hours Monday through Friday from 7:30 a.m. to 4:30 p.m. AZ Time, excluding federal holidays.

9. SECURITY REQUIREMENTS: Contractor shall comply with IHS visitation policies.

The Contractor’s personnel shall report to the PIMC Biomedical Department at the beginning and end of their visitation, sign-in and receive a facility "Guest" ID badge.

10. DOCUMENTATION/REPORTING REQUIREMENTS: The Contractor shall submit a legible field service and repair report within 15 calendar days of completion of work, which shall include detailed descriptions of the preventive maintenance, test inspection, certification and/or repair services performed, including replaced parts and detailed estimated prices required for recommended repair/replacement work not included in the annual PM Service.

Report No. Description No. of Copies Recipient* Due Date

1 Service and repair report to include certification of inspection.

1 POC/COR Due 15 calendar days after completion of service or repair work.

*COR is Contracting Officer’s Representative

11. TRAVEL EXPENSES: Travel expenses shall comply with the GSA Federal Travel Regulation (FTR) https://gsa.gov/portal/category/21222.

12. SCHEDULING: The Contractor shall provide a detailed schedule to the PIMC POC for approval prior to the commencement of any work. Exceptions to the schedule shall be arranged and approved in two weeks advance with the designated POC. Schedule and Notification: The Contractor shall notify the designated POC prior to starting services and upon completion of services.

13. EQUIPMENT CERTIFICATION OF INSPECTION: The contractor shall label all equipment serviced upon completion, identifying the date(s) of service, time, company name and the initials of the service technician. The contractor shall perform services in designated area(s) only.

14. ADDITIONAL PROJECT REQUIREMENTS: All shipments of materials, equipment and/or supplies to the project site shall be addressed to the Contractor and not the Indian Health Service. Preservation, packaging and packing shall be in accordance with industry standard packaging appropriate for the item(s) involved. The Indian Health Service is not responsible in any manner for deliveries intended for the project that are not generated by the Indian Health Service.

14.1 Equipment and materials provided by the Contractor shall be new and, where appropriate, shall arrive on-site sealed in original manufacturer’s containers. The Government reserves the right to refuse any items deemed to not meet this requirement.

https://gsa.gov/portal/category/21222

Ultrasound Units and Probes Phoenix Indian Medical Center

15. SUMBITTALS: Submittals are due not later than (NLT) seven (7) calendar days after notification of award unless noted otherwise below.

15.1 Contractor supplied checklist as detailed in SOW Section 5.

15.2 Documentation of technician’s training and current manufacturer’s authorization to perform technical support, PM, repair perform maintenance and repair of the ultra sounds and probes as detailed in SOW Section 7. (Shall be submitted with offer).

15.3. Detailed PM Schedule as detailed in SOW Section 12.

16. DELIVERABLES: Deliverables are due fifteen (15) calendar days from performance date on each item below:

16.1 Service and Repair Report(s) as detailed in SOW Section 10.