S02 Statement of Work Steris PMI.docx

STATEMENT OF WORK

1. The services to be provided by the contractor under this full-service agreement shall be the overall execution of the document upload, to include training, communication, and reporting to the government:

2. General Requirements:

2.1 This SOW establishes the requirements for the Preventative Maintenance Inspection (PMI) and Intervening Services for Steris Sterilizing Equipment. All equipment must be maintained in a condition, which shall satisfy the requirements of the Department of Health, Education and Welfare, National Fire Protection Association (NFPA), Joint Commission of Accreditation of Healthcare Organization (JCAHO), Association for the Advancement of Medical Instrumentation (AMI), South Coast Air Quality Management District (SCAQMD), and Environmental Protection Agency (EPA) in the states in which the work is performed.

2.2 All work shall be in accordance with manufacturer’s instructions, including, but not limited, adjustments, calibration, cleaning, lubrication, testing, disassembly, checkout, replacement of worn and/ or defective parts. The PMI shall be performed as necessary as required to keep each piece of equipment in optimal working condition.

2.3 This SOW shall cover the site(s) identified by the VA Greater Los Angeles Veterans Health Care System and where marking is to be performed.

VA Greater Los Angeles Healthcare System (GLA-(WLA)) 11301 Wilshire Blvd. Los Angeles, CA 90073

VA Sepulveda Ambulatory Care & Nursing Home Center (GLA-(SEP)) 16111 Plummer St. North Hills, CA 91343

3. Hours of Coverage:

3.1. Normal hours of coverage will be Monday through Friday from 7:00am to 5:00pm, excluding federal holidays.

3.2. All service/repairs will be performed during stipulated hours of coverage unless requested or approved by Engineering.

3.3. Federal Holidays observed by the VAMC are:

New Year’s Day: January 1

Martin Luther King ‘s Birthday: Third Monday in January

President’s Day: Third Monday in February

Memorial Day: Last Monday in May

Juneteenth Independence Day: June 19

Independence Day: July 4

Labor Day: First Monday in September

Columbus Day: Second Monday in October

Veterans Day: November 11

Thanksgiving Day: Fourth Thursday in November

Christmas Day: December 25

4. Services to be Provided:

4.1. Service shall include software updates (if applicable) needed for the general operation of the equipment. At the completion of PMI on each sterilizer, a comprehensive cycle should be done to assure proper working order.

4.2. Service also includes all necessary intervening service calls required to replace any worn or defective parts needed due to instrument failure and maintain equipment in optimum operating condition. Intervening services shall be rendered as directed by the COR. Any call back for service request for the same type of malfunction shall be at no charge to the Government.

4.3. Each inspection must be scheduled at least three (3) days in advance with the Contracting Officer’s Representative (COR).

4.3.1 PMI shall be performed as follows:

4 ADDITIONAL REQUIREMENTS:

4.2 Any equipment not meeting the minimum standard of operation established by manufacture specification or SCAQMD emission efficiency standards shall be considered inoperable until such time it meets the minimum standards. All equipment will be subject to inspection by VA Healthcare personnel.

4.3 Contractor shall ensure all equipment is in optimal working condition at the expiration date of the contract.

4.4 Contractor personnel that perform changes, updates, or retrofits made on any component, system, or equipment will log it in the station equipment manual.

4.5 Contractor will maintain all manufactures manual necessary to perform maintenance.

All cost associated with parts and/ or services performed without prior approval from the COR or CO will not be honored and subsequent invoices maybe denied of payment.

5. PARTS:

5.1. Only standard new or like-new parts shall be furnished by the Contractor. All parts shall be of current manufacture and shall have versatility with presently installed equipment (See FAR Clause 52.211-5 (Aug 2000). All major components and parts furnished shall carry the manufacturers’ standard commercial warranty.

5.2. All newly installed parts will become property of the Government. Replaced parts are to be disposed by the Contractor after approval of COR.

5.3. All worn or defective parts are to be replaced at no cost to the Government. Operating and consumable supplies are not included in this contract.

5.4. Contractor will provide replacement parts within 1 business day of notification from COR or CO.

5.5. Operating and consumable supplies are part of this contract and shall be itemized as no charge item(s) on the Contractor’s invoice and shall be identified by part numbers listed on the manufacturer’s schematics or parts list.

5.6. The Veterans Affairs Healthcare Facility shall not furnish parts, service manuals and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and /or supplies necessary to complete the work as required.

6. RECONDITIONING: Recondition and/ or extensive repair work determined not to be economically feasible by the CO is not included in this contract, the Government reserve the right to obtain such services other than the listed Contractor.

7. INOPERABILITY: At no time shall any portion of the equipment be inoperable for more than a period of twenty-four (24) hours (to be calculated from time of request for service) due to non-availability of parts. A deduction of the daily PMI rate shall be taken for each day a machine is inoperable after 24 hours from notification. Further, failure to perform any of the services set forth in this contract shall be considered grounds for invoking provisions of default.

8. DELAY IN ACCESSING: If patient care necessitates delay in access to equipment, Repair Personnel shall notify the COR. Documentation of the delay on the Field Service Report with a concurring signature from the COR is required. Contractor’s Repair Personnel are responsible for proper documentation of delays. The Field Service Report must confirm the actual time access for repair is given.

9. LABELING REQUIREMENTS: In accordance to reporting requirement Contractor personnel will utilize Government provided tags to affix to every completed service/ repair equipment.

Information on tag will be as follows:

· Date of service

· Type of service

· Current leakage

· And any other pertinent information

10. REPORTING: All service reports submitted to any of the VA stations shall, as a minimum, contain a detailed description of any services or repairs performed for each item of equipment. The report shall also include a list of replacement parts, when applicable, number of hours of service, safety checks, performance data, and the date, along with any Contractor recommendations necessary to maintain the equipment in optimum operating condition. Service Technician shall document and report to the using service and COR, any unsafe condition concerning this medical equipment or signs of misuse or neglect. Service Technician shall document the field service report all findings of problems and their correction, including all performance verification. The service report must be legible and signed by the COR, after the Service Technician has demonstrated to the COR and the equipment user that the equipment is in proper operating condition and meets manufacturer’s specifications.

Both the check-in and check-out procedures for all VA stations are mandatory and shall be strictly enforced.

NOTE: Payment of invoices may be delayed if the appropriate reports are not completed properly and are not submitted as required.

10.1 VA WEST LOS ANGELES MEDICAL CENTER: All repairs or services shall be performed during normal working hours. The Contractor’s Field Service Engineer shall report in person to the COR in BioMed, room 0261. After all work is completed, the Contractor’s Field Service Engineer shall submit, in writing, a complete Report of Services rendered to the BioMed department. The service report must be signed by the COR or the supervisor of the department where the equipment is located.

10.2 VA SEPULVEDA AMBULATORY & NURSING HOME CENTER: All repairs or services shall be performed during normal working hours as listed herein. The Contractor’s Field Service Engineer shall report in person to the supervisor or his/her representative at the Using Service. After all work is completed, the Contractor’s Field Service Engineer shall submit, in writing, a complete Report of Services rendered to the department. The service report must be signed by the supervisor or his/her representative of the department where the equipment is located.

11. RECORD KEEPING: Each VISN 22 facility shall establish and maintain a record-keeping system that will record the number of procedures performed by the contractor employees. The process will require contractor staff to assist in ensuring timeliness of procedures and no missed opportunities.

12. EQUIPMENT REMOVAL: Should a piece of equipment require repair at the Contractor’s plant, Contractor agrees to provide a loaner at no extra charge, if requested. The Contractor may not remove equipment from a government site for only minor repairs. Government property cannot be removed from the station without a signed Property Pass. This Property Pass may be obtained, after removal is authorized by the COR, from the location listed for each VA Station as listed below:

· VA West Los Angeles Healthcare Facility – building 5, BioMed Department, room 0261.

· VA Sepulveda Ambulatory and Nursing Home Center – Materiel Management Section, Bldg.

1, Room C109

13. DISCONTINUANCE OF SERVICE: The Government reserves the right to terminate service on a particular machine meeting replacement criterion upon written notice to the Contractor with payment to be prorated.

14. SAFETY STANDARDS: Contractor shall provide electrical safety measurements on all equipment under this contract after all work has been completed for each visit. The standards to be used are those of the Veterans Affairs, DM&S Supplement, MP-3 “Supplement to VA Engineering” Chapter 2, Appendix 2C, Change 4, November 4, 1983, “Leakage Current Limits”. A copy of these standards shall be provided upon request. These standards are strictly enforced. Any equipment not meeting the minimum standards shall be considered "Inoperable" until such times as it "Passes" the minimum standards. All equipment shall be subject to inspection by VA Biomedical Engineering personnel to verify compliance with these standards.

15. CONTRACTOR PERSONNEL BACKGROUND REQUIREMENTS: The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs (VA) positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions. In addition to VA employees, the policy and investigative requirements are applicable to contractor personnel who require access to VA computer systems designated as sensitive.

Personnel who require access to VA computer systems shall be subject to all necessary background investigations and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract.

Should the contract require Contractor personnel to maintain U.S. citizenship, the Contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government.

The cost of such investigations shall be borne by the Contractor, either in advance or as reimbursement to the Government. The level of sensitivity shall be determined by the Government on the basic of the type of access required. The level of sensitivity will determine the depth of the investigation and the cost thereof. At this time, the current estimated costs for such investigations are as follows:

The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of Contractor personnel. The VA will provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation. Background investigations shall not be required for Contractor personnel who will not be required to access VA computer systems nor gain access to sensitive materials.

16. Authorized Services:

16.1 Only those services specified herein are authorized under this contract. Before permitting and/or performing any service of a non-contract nature, the Contractor shall advise the CO of the reason (s) for the additional work and/or service. The Contractor is cautioned that only the CO or his/her designee may authorize additional service that are within the scope of this contract and that reimbursement shall not be made unless prior authorization is obtained from the CO. All changes to the contract shall be issued through a contract modification in writing from the CO to the Contractor.

17. Complaints:

17.1. Contractor shall promptly and courteously respond to complaints within three (3) working days to the COR. Including complaints brought to the contractor’s attention by the CO. Contractor shall maintain a written record of all complaints, both written and oral showing the identity of the individual, the nature of the complaint, and contractor’s response. Contractor shall permit the Government to inspect the written records of complaints upon reasonable notice from the CO.