S02 - Attachment A - Equipment PM SOW_GLAMaintenance.docx

STATEMENT OF WORK

The contractor shall provide all labor, personnel, equipment, tools, materials, supervision, and other items necessary to provide on-site preventive maintenance (PM) for the equipment/systems listed herein for the VA Greater Los Angeles Healthcare System, West Los Angeles VA Medical Center, and as defined in this Statement of Work (SOW). The contractor must also have the ability to provide corrective/emergency repair if/when requested by the facility. If there are any corrective/emergency repair services that do not constitute PM, the contractor shall provide a quote to the facility in a timely manner, and only provide corrective/emergency repair service, after approval from the facility is given and a government purchase card purchase order (PO) number is provided.

BLOOD BANK QUARTERLY PREVENTIVE MAINTENANCE SERVICE/WORK TO BE PERFORMED:

1. Quarterly maintenance (QM) service is performed only on blood bank storage units in addition to annual PM. Quarterly maintenance service includes additional maintenance and checks on one (1) each Helmer HB245, one (1) each HB 265 and two (2) each i.Series refrigerators; one (1) each Helmer HPF125 and one (1) each Helmer HPF125-8 freezers; one (1) each Helmer PC900i and one (1) each Helmer PC100i platelet incubators in the Blood Bank department.

2. Quarterly maintenance and checks on blood bank equipment shall include:

a. Check the level of solution in the probe bottle, leave spare bottled inside unit to cool so it can be topped off as needed.

b. Perform one-point ISO/IEC 17025:2017 accredited calibration of unit at operating temperatures.

c. Perform high and low alarm tests.

d. Inspect electrical components and advise if issues are found.

e. Inspect moving parts on platelet incubators and advise if issues are found.

f. Check chart recorder battery and replace batteries at least annually.

g. Test the power failure and door ajar alarms.

h. Test the motion and no battery alarms on platelet incubators.

i. Clean condenser grill and external drain.

j. Check chamber lights if equipped and clean the interior, exterior, and door gaskets.

ANNUAL PREVENTATIVE MAINTENANCE:

The contractor shall perform annual on-site PM inspection on 73 various pieces of equipment listed in “Attachment B” (this includes the eight (8) pieces of equipment referenced above within the Blood Bank department). PM’s will be accomplished in accordance with the Original Equipment Manufacturer (OEM) recommendations. Contractor must use OEM certified parts and service engineer/technicians must be OEM trained and certified on all equipment included in the contract. Contractor must provide their own OEM manuals.

PERFORMANCE:

1. Period of Performance: 08/01/2022 to 07/31/2023, with four (4) one (1)-year option periods.

2. Hours: Normal duty hours are 7:30 a.m. through 5:00 p.m., Monday through Friday, not including federal holidays. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated Contracting Officer’s Representative (COR), Point of Contact (POC) or designee.

3. In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following national holidays are observed and for the purpose of this contract are defined as “Legal Federal Official Holidays”

4. Preventive maintenance will be scheduled with a contact person as assigned by the COR, POC or designee. This PM work must be completed in the month specified during the request unless another date is agreed upon by COR, POC or designee. For any repairs or service that will be performed during the normal working hours of 7:30 a.m. through 5:00 p.m. the Contractor shall check-in with the Police Service and with the COR, POC or designee before proceeding to the job site.

5. Payment: Payment will be made upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number. The invoice must include the correct payment address.

6. Waste Removal: The contractor is responsible to remove and properly dispose of all waste related to the services provide at the VA facility.

7. Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform.

8. All shipping for parts shall be included in the cost of the contract.

DOCUMENTATION:

Service reports will be provided prior to departure from the VA facility for all service activities included in the PM and must contain the following information:

a) Date(s), time(s), period(s) of service.

b) Complete description of equipment serviced including model number and serial number.

c) Complete description of equipment services performed including upgrades and updates.

d) Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable.

e) A statement of the request/coordination that initiated the PM visit(s).

f) Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair.

REMOVAL OF EQUIPMENT:

1. All PM’s will be performed at the West Los Angeles VA Medical Center. When that is not possible, the COR, POC or designee may give approval for service work to be done at another location. All transportation charges will be borne by the contractor.

2. VA property may not be removed from the facility prior to execution, and approval of all documents, as required by Logistics Service. Computer hard drives and other storage media items (when applicable) may not leave the VA facility.

3. Requirements for service reports performed on equipment off-site are the same as for work performed on-site. Service reports for incoming equipment will be presented for signature at the time of delivery. If equipment is returned via commercial carrier, the service report must be included with the shipment.

GOVERNMENT REPAIRS:

Government employees will work on contract equipment only with authorization of the contractor or following the failure of the contractor to respond. The government is not obligated to perform any work on contract equipment.

GUARANTEE:

The contractor will guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days.

EQUIPMENT:

See Attachment B.

SERVICE LOCATIONS AND CONTACT INFORMATION: