B Statement of Work 6pages.pdf

Phoenix Area IHS Audiology Sound Booths and Equipment Phoenix Area IHS Service Unit – Phoenix Indian Medical Center

Statement of Work

Project Title: Phoenix Indian Medical Center Audiology Equipment

1. Introduction and Background

The Indian Health Service (IHS), Phoenix Area Office (PAO) Department of Acquisition (DAM), is procuring for a Contractor to provide equipment and technical services necessary to install a new audiology sound booths and equipment at Phoenix Indian Medical Center. Audiology equipment aids in the diagnosis of otologic and/or neurologic hearing loss and selection of therapy. The required audiology equipment types require specialized installation services by certified technicians to ensure that the acoustical, electrical, and mechanical properties are correct and devices are configured to meet manufacturer’s requirements. The Indian Health Service PAO intends to procure new audiology equipment and installation services by original equipment manufacturers (OEM) certified/trained audiology equipment specialists that meet manufacturer specifications, National Association of Specialized Equipment Dealers (NASED) specifications, and current American National Standards Institute (ANSI) standards.

2. Service Description

The Contractor shall provide NASED certified personnel to perform comprehensive on-site visits to Phoenix Indian Medical Center, in order to install a new audiology sound booths and equipment and configure the audiology instruments to optimal operation. Specific tasks and requirements include the following:

2.1 – Shipping, Delivery, installation, and configuration of the new sound booths and audiology equipment:

The Contractor shall provide and install Acoustic Systems Single Wall Control Double Wall exam rooms. The Contractor shall deliver, install, and certify the sound booths to conform to Phoenix Indian Medical Center site conditions and fully comply with all relevant Acoustic Systems installation criteria and technical standards. The Contractor shall install and configure all new audiology devices to operate inside the Phoenix Indian Medical Center single wall test booths. This particular test booth is designed to accommodate the audiology devices listed within this scope of work. The Contractor shall deliver, install, and certify all devices to fully comply with all relevant acoustic criteria and technical standards. All devices shall be new condition, factory assembled and configured, and include a factory warranty. Remanufactured items or items procured through non-authorized channels (gray market) will not be accepted. It is the Contractor’s responsibility to unload, unpack, and uncrate all equipment and properly remove and dispose of packing material. The Contractor shall remove the wrapping, transport, and physically install the equipment at the audiology department location. The Contractor shall assemble, install/adjust, and test the audiology devices and components to ensure proper operation and electrical safety. The Contractor is responsible for the repair and/or replacement of any damaged, defective, broken, or missing item/part/accessory. All applicable licenses, training, shipping/handling fees and software modules shall be included in this procurement.

2.2 – Dismantling and removal of existing audiology booths” The Contractor shall dismantle, de-install, and removal the existing Interacoustics 1605ACT sound rooms.

2.2 – Documentation of services performed and supporting documents The Contractor shall provide a detailed service report indicating services performed and include pertinent information such as equipment identification (serial number and device type) and equipment location. The Contractor shall provide all supporting documents upon request including service manuals, user manuals, and technical data sheets.

3. General Requirements

The services/work that the Contractor shall provide specifically includes those described in Section 2 or specified herein.

However, the performance as described and specified shall not be deemed to constitute a detailed specification having the effect of excluding other needed work not specifically mentioned that will be necessary for the successful completion of this project as generally described. The Contractor is required to furnish all service necessary to successfully fulfill the overall objectives set forth in the contract.

Complete installation, configuration, testing, and programming services shall be provided by the Contractor for all audiology devices procured in this award to ensure full operation of the audiology test booths and equipment..

The Contractor shall maintain a current list of the audiology devices installed at Phoenix Indian Medical Center and provide an updated list to the Contracting Officer Representative (COR) upon request. This list must include the following information: current technical specifications of the audiology devices, current software versions, and device information (device type, serial number, location, and current configuration).

Contractor personnel shall check-in with the PAO Service Units Bio-Medical Department or Engineering Department before beginning any work. Contractor shall call or email PAO Service Unit to identify installation locations.

The contractor shall provide all services during normal operating hours Monday through Friday from 8:00 a.m. to 4:30 p.m. excluding the weekend and federal holidays. Service schedule shall be agreed to by the contractor and the designated COR. There is no need for emergency repair services before 8:00 a.m. or after 4:30 p.m. weekdays and weekends.

The Contractor shall remove all trash, discarded parts, dunnage, and other material from areas immediately after completion of installation or repair. Government-owned dumpsters may be used for disposal of this nonhazardous waste material. The general area shall be left in a clean and orderly condition free of any foreign material caused by the installation or repair activities.

The contractor shall provide a minimum of one (1) on-site visit for all services listed herein. The contractor shall furnish all necessary tools, consumables, software and test equipment to pursue the fulfillment of work performed under this Statement of Work.

The Contractor shall warrant all workmanship. The warranty will remain free from defects as follows: at a minimum, standard warranty is 1 year parts and labor unless otherwise specified in the product manual and/or Seller’s quotation.

The contractor shall provide training such that all patient care providers and bio medical technicians completing the training are qualified to operate and identify problems in the operation of purchased equipment

The Contractor shall provide all shipping and handling services necessary to deliver and install the audiology equipment.

Equipment shall be delivered by standard freight and lift gate delivery service shall be provided upon request. The Contractor shall inform the COR and local service unit point of contacts of shipping updates and provide notification of shipment within 24 hours.

The Contractor shall provide a projected schedule for the project, within 15 days of contract award addressing the following milestones: on-site survey and verification that all audiology equipment quantities and configurations are accurate, manufacture/factory assembly of all parts and/or equipment, delivery to Phoenix Indian Medical Center, and installation of new audiology equipment.

All 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. The Contractor shall provide tools, labor and any test equipment for installation and removal of old equipment from the premises.

4. Contractor Personnel Requirements

The Contractor shall provide NASED certified personnel with experience in maintenance, installation and testing of the audiology equipment types listed herein. Personnel must be qualified to perform the required installation services for all listed equipment. In the event the service representative is unable to fulfill all services listed herein, the Contractor shall provide a senior service engineer, or like, to resolve any problems. All workmanship performed by the Contractor shall be of acceptable industry standard quality and shall be immediately rectified at no additional cost to the Government upon notification of non-acceptability by the Government. Valid documentation of Flex VRA, Acoustic Systems, Interacoustics, and Hearing Instrument Manufacturers' Software Association certification and current manufacturer’s authorization to perform technical support, installation, and maintenance on the items listed herein shall be included with the submission of offer at the time of solicitation.

5. Contractor Requirements

The Contractor shall provide all needed supplies, parts, materials, equipment, and tools that are necessary for the performance of the contract requirements. The Contractor shall be held responsible for the cost of any repairs cause by negligence and abuse on his/her part. The Contractor shall be responsible for the cost for safeguarding all Government property that will be serviced under this contract. If applicable, the Contractor shall be responsible for replacing, purchasing, and disposing of bio-hazardous sources, and shall consider such services a regular part of this contract.

6. Reporting Requirement and Deliverables

1. Service Reports – Delivery Tickets: The Contractor shall instruct its service representatives to obtain a signature from the COR or designee official responsible for the equipment on a service report upon completion of each service call. A copy of the signed service report shall be left with the COR or designee official responsible for the audiology equipment. The Contractor shall also forward copies of the Installation, Programming, and Testing Service Reports to the COR by the 7th day after service is performed. However, Emergency Maintenance Service Reports shall be forwarded to the COR within 10 working days after completion of the service. At a minimum, Service Reports should include the following:

A. Device type, Model Number, Serial Number, Location, Configuration/settings on device, Testing

Results, and Technician Comments.

7. Conformance standards

The Contractor shall service the audiology equipment covered by this contract in accordance with the following:

9.1 Original Equipment Manufacturer’s (OEM) specification requirements

9.2 National Association of Specialized Equipment Dealers (NASED) requirements

9.3 National Fire Protection Association (NFPA) 99 (2012 Edition), 101 (2012 Edition), 70E (2012 edition)

9.4 The Joint Commission Standard (EC.02.04.03)

9.5 Association for the Advancement of Medical Instrumentation (ANSI/AAMI EQ56:2013))

9.6 Occupational Health and Safety Association

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

8. Quality Assurance

The Government will monitor the Contractor’s performance under this contract and shall retain the right to perform unscheduled inspections, as it deems necessary. Furthermore, the Government retains all rights provided by the FAR (Federal Acquisition Regulations) clause entitled “Inspection of Services – Fixed Price” and any other inspection clause, which may be specified in the contract.

9. Safety Precautions/ Bio-Hazard Safety

All system, either mechanical or electrical that must be deactivated before servicing shall be rendered by whatever disconnect or shut-off means are provided. Each deactivated system shall be properly “tagged-out” to prevent accidental reactivation. The PAO Service Unit Bio-Medical Department will furnish “tag-out” procedures and tags. The Government shall be responsible for removing the contents of any equipment and ensuring it is biologically safe. If applicable, the Contractor shall notify the PAO Service Unit Bio-Medical Department and Safety Officer before removing any bio-hazardous material. If applicable, the Contractor is responsible for removing and disposing of all hazardous materials/sources.

10. Schedule and Notification, Government Responsibility

The Contractor shall provide all services during normal operating hours Monday through Friday from 8:00 a.m. to 4:30 p.m. during the week, unless otherwise specified. Any de-install or install services outside of the normal work schedule shall be arranged with the facility Point of Contact at no additional expense to the Government. Service schedule shall be agreed to by the contractor and the designated COR. The Contractor personnel shall check-in with the Phoenix Indian Medical Center Biomedical Engineering Department or Facilities Engineering Department before beginning any work.

Contractor shall call or email the Phoenix Indian Medical Center Service Unit staff and coordinate with the department leads during project implementation. The Contractor shall acquire approval for all scheduled dates for services and deliveries, no less than one week in advance. The Contractor shall comply with IHS visitation policy.

1. Before performing services the Contractor personnel shall report to the local Facilities Engineering or Biomedical Engineering Department and PAO Service Unit Biomedical Department at the beginning and end of their entire visitation at the facility, to sign-in and receive a facility “Guest” badge.

2. The contractor shall report to the Facilities and/or Biomedical Department at the beginning of each visitation for a verbal wellness screening prior to start of work due to Covid-19 response.

3. The Contractor shall be authorized to park only in areas opened to the public.

4. The Contractor shall be allowed minimal use of government space to store supplies and/or equipment as required under this contract.

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

11. Inspection and Acceptance Criteria, Government Responsibility

The COR will monitor the Contractor’s activities and accomplishments and will indicate acceptance or non-acceptance of the deliverable. The deliverables identified above will be inspected and either approved or, if they are not acceptable, rejected by the COR. Such inspections will occur within five workdays after the COR receives the deliverable.

The Contractor shall establish an inspection system covering the equipment stated in this Statement of Work. The Contractor shall maintain a history file on all installations, testing, programming, repairs, relocations and inspections conducted. The history file shall be the property of the Government and shall be maintained by the Contractor and turned over to the COR upon completion of the contract.

12. Location

12.1 Phoenix Indian Medical Center

4212 N 16th St Phoenix, AZ 85016

13. Audiology Equipment and Services

The Contractor shall procure, deliver, and install all audiology sound booths and equipment and provide all services listed in the table below. The Contractor shall reference all Manufacturer item numbers in the submission of offer at the time of solicitation.

Technical Specifications for Audiology Sound Booth and Equipment

Item Quantity Audiology Equipment Description (Including Options/Accessories/Configurations)

Acoustic Systems Sound Booths 2

Acoustic Systems Custom Sound Room (Part #1000695 ACO- CUSTOM) - Single Wall Control Double Wall Exam Rooms.

Outside Dimension 13'8" W x 10'8" D x 8'9" H

Interacoustics Affinity Compact Two-Channel PC Audiometer 2

Interacoustics Affinity Compact Two-Channel PC Audiometer/Extended High Freq. (Product #8531137 ITA- 8531137) - SW: AC440 w/wave files recorded speech material.

Tests: PT air/bone (standard & extended high frequency range);

SRT; WRS; QuickSIN; TEN test. Transducers: IP30 insert phones; DD45 supra-aural headphone; DD450 circumaural headphones; B81 bone oscillator; SF speakers optional.

Accessories: ambient noise room monitor; mic/monitor headset;

pt resp switch; TB mic; patch cables. Features: master hearing aid;

hearing loss simulator

Audiometer Keyboard 2 Audiometer Keyboard (Part #8534479)

Free Field Speaker Kit Free Field Speaker Kit Wall/Corner Mount Passive Speaker (pair) (Part # 8100693)

Flex VRA Visual Reinforcement Audiometry System 2

FLEX VRA: 15" RIGHT, 15" LEFT, 15" CENTER Configuration (Part #1001314 FLX-FLEX-R15L15C15) - comes with monitor mounts , power extensions, IR extension kit, remote control, installation kit and user manual

Titan Tympanometer 2 Titan Clinical V4 DPOAE/WBT clinical/ABRIS w/ IP30 Inserts (Part #8533248 ITA-8533248)

Viot Video Otoscope 2 Viot Video Otoscope (Part #8513389 ITA-8513389) Computer Monitor 2 Computer Monitor Dismantling and Removal of Existing Sound Rooms 2 Existing sound room dismantling and removal

Freight Shipping, Delivery, and Installation Services 1 Freight shipping, delivery, transport, assembly, installation, and calibration of the new audiology equipment and sound booths.

Post-Installation Training and Configuration 1 Onsite end-user training provided to clinical staff after final inspection and configuration.

Equipment Condition: The Offeror shall provide certification at the time of solicitation that indicates the Offeror is a fully authorized distributor/dealer for all products/services listed. If the Offeror is not the original equipment manufacturer (OEM), the products distributed to the Offeror by the OEM shall be guaranteed to be safe, maintained in adequate storage conditions, and that any/all warranties and services and/or preventative maintenance agreements are transferred and will be honored by the OEM. No gray market, counterfeit or adulterated devices shall be accepted.