Scope of Work.pdf

SOW-BAO Biomed Services IDIQ Area-wide Contract Rev. 1.4 (07/31/20)

SCOPE OF WORK FOR SERVICE & SUPPORT:

BAO Area-Wide IDIQ/Requirements Contract

C-1 PURPOSE:

The purpose of this contract is to provide a comprehensive service, support and repair (maintenance) agreement for medical and dental equipment at multiple facilities throughout the Bemidji Area Minnesota region. The award of a contract will be a requirements/IDIQ type.

C-2 SCOPE OF WORK:

Contractor shall provide to the Bemidji Area Indian Health Service (BAIHS), hereafter referred to as the Government, with the services described in this statement of work, for the period, and at the location(s), specified by each Task/Delivery Order. All work, and documentation, will be performed in accordance with the BAIHS Service Unit (SU) Clinical Engineering Policies, Procedures, Job Aids, and processes.

In most instances, and with occasional exceptions (see Special Situations), an IHS Clinical Engineering designee will accompany, or otherwise be present and available at each location and at the dates/times work is being performed by the contractor's staff to provide guidance and answer questions.

The contractor will be responsible for all travel, transportation, per diem, lodging and incidental costs for the contactor and contractor's staff necessary for the performance of this contract.

Contractor shall be responsible for ensuring that the contractor's staff has the necessary tools and test equipment to perform work under this contract. The IHS may, depending on location and circumstances, have additional tools or specialty items available for the contractors use. (See section C-8)

Facilities/Locations: the work will be performed at one, or more of the following locations:

a) (46CLB) Cass Lake Hospital, Cass Lake, MN

b) (46RLB) Red Lake Hospital (and outlying clinics), Red Lake MN

i. (46PCB) Ponema Health Clinic, Ponema, MN

c) (46WEB) White Earth Health Center (and outlying clinics), Ogema, MN

i. (46NAB) Naytahwaush Health Clinic, Naytahwaush, MN

ii. (46PPB) Pine Point Health Clinic, Ponsford, MN

d) (46BEB) Minnesota Tribal Clinics

i. Mille Lacs Band of Ojibwe

1. (46ELB) East Lake Clinic, McGregor MN

2. (46LLB) Aazhoomog Clinic, Sandstone, MN

3. (46MLB) Neiashing Health Center, Onamia, MN

ii. Bois Fort Band of Chippewa

1. (46NLB) Nett Lake Clinic, Nett Lake, MN

2. (46VMB) Vermilion Clinic, Tower, MN

iii. Grand Portage Band of Lake Superior Chippewa

1. (46GPB) Grand Portage Clinic, Grand Portage, MN

Calibration/ Preventive Maintenance: Calibration, preventive maintenance and mechanical/electrical safety testing shall be performed by the contractor's qualified Field Service Engineers/Technicians in accordance with the original equipment manufacturer (OEM) recommendations/specifications and as shown on the task sheets/checklists shown on the work orders and/or within the CMMS.

• PM work orders are generated automatically on the 1st of each month.

• All scheduled PMs will be completed by the 27th of the calendar month in which they are scheduled.

• Contractor will notify the BAIHS Clinical Engineering Services Program and facility point of contact when the contractor's staff will be on site to perform work one week in advance, minimum.

• FSE/Technician performing the work will remove the existing 'PM sticker' and affix a new 'PM sticker' indicating the month/year the next inspection is due o 'PM stickers' to be used will be provided by the BAIHS Clinical Engineering Health Technology

Management Services Program

• Any item that fails PM will have a corrective maintenance work order generated as a 'linked work order'

Unscheduled Maintenance: Unscheduled maintenance includes repairs, service requests, and technical inspections (incoming, turn-in, etc.) will be performed in accordance with BAIHS Clinical Engineering Health Technology Management Policies, Procedures, Job Aids, and processes.

Special procedures and equipment markings (control numbers, property ID tags, RFID tags, etc.) related to new equipment and incoming inspections will be provided by the BAIHS Clinical Engineering Health Technology Management Services Program.

An estimated cost of the repair will be prepared and compared with a calculated Maintenance Expenditure Limit (MEL). If the estimated cost of the repair exceeds the MEL, it will be noted on the work order and the repair will not be performed unless approved by the Clinical Engineering Health Technology Management Services Program and COR.

Parts:

Purchasing and providing parts is the responsibility of each individual entity. Contractor staff shall identify any needed parts, obtain pricing quotes and sources, and submit parts information to the BAIHS Clinical Engineering Health Technology Management Services Program, or as directed by the COR. When parts have been received by the serviced entity’s procurement department, the contractor staff will be notified by the CE staff in order to complete the work.

Only new or original equipment manufacturer (OEM) certified replacement parts will be used for replacement of any component found defective.

Removal: At no time shall the contractor remove, or cause to be removed, any device, operation option, or accessory from the healthcare clinic, hospital, or health station without express written consent from the Contracting Officer Representative or the BAIHS Clinical Engineering Health Technology Management Services Program

Hours of Performance:

Unless otherwise stated within a Task/Delivery Order or agreed upon with the Contracting Officer's Representative (in writing), work shall be performed Monday through Friday, 8am to 5 pm excluding weekends and federally recognized holidays.

Performance Period:

The performance period for this contract is for one year from contract issuance with 4 option years

Orientation:

The BAIHS Clinical Engineering Health Technology Management Services Program will provide orientation and training regarding the medical equipment management program within BAIHS, as well go over the policies, procedures, job aids, and processes to be used by the contractor's staff under this contract.

C-3 EQUIPMENT:

Current equipment lists for each location will be provided to the contractor when requesting a quote for an individual Task/Delivery Order. Equipment lists are subject to change through additions/deletions and errors in inventory. Changes in the equipment list that will result in a cost change for the Task/Delivery Order will be immediately brought to the attention of the COR so the appropriate modifications/amendments can be made.

C-4 SPECIAL SITUATIONS:

There may be occasion to have the contractor perform on a 'residential' or 'in-house' capacity for extended periods of time (i.e.

30, 60, 90 days, or longer). In these instances it is expected the contractor will provide enough staff to meet the workload requirements and provide a 'lead' or 'supervisor' to be the primary point of contact in situations where more than one FSE/Technician is assigned. It is also expected that the contractor's staff will attend the appropriate committee meetings (Environment of Care, Medical Equipment, various project management, etc.), to provide statistical information, and make recommendations as needed regarding various issue. Prior to any action being taken based on the contractor employee recommendation(s), they will be submitted for review and approval by the Area Clincial Engineering Program. Should the facility leadership act on the recommendation prior to the review/approval of the BAO CE Program, the facility leadership assumes full liability for any adverse consequences that may result. The contractor employee will assist BA SU CE Staff to produce/publish weekly, monthly, or yearly reports. For those facilities that maintain a parts inventory, the contractor's staff will be expected to submit the appropriate parts requests to maintain inventory levels (per the individual facility procedures), and issue 'user replaceable parts' and accessories (as appropriate).

Dependent on location, the facility may/may not have housing available (at a fee/cost) for the contractor's staff. And accommodations/amenities (hotels, restaurants, etc.) may be at some distance from the facility.

C-5 EXCLUSIONS:

Contractor is not responsible for equipment that is maintained under another valid Service and Maintenance Agreement (contract). This status is reflected on the equipment record within the BAIHS CMMS.

In the event that the Contractor determines that there is probable cause to believe that an operator or equipment user is abusing, neglecting, or mishandling an item of equipment, the Contractor shall be bound by the terms of this contract to notify, in writing, the BAIHS Director of Clinical Engineering, 522 Minnesota Ave. NW, Bemidji MN 56601 all facts or specifics of said abuse.

EXCLUSIONS Continued:

The following are specifically excluded from this contract:

• Operating supplies or accessories not furnished by Contractor during the course of normal Preventive Maintenance Inspection and Services, such as expendable items including recording charts, paper, ink, pens, ribbons, pen arms, etc.

• Work external to the equipment or maintenance of accessories, alterations, attachments or other devices not specifically covered under this contract unless noted in writing.

• Equipment which has been modified, altered, added to, improperly repaired, improperly installed, or used in violation of the manufacturer’s instructions or damages resulting from other than ordinary use.

Any questions regarding the applicability of any or all determinations and/or findings that are subject to protest and/or disputes will be adjudicated by the Bemidji Area Indian Health Service Chief of the Contracting Office.

C-6 DOCUMENTATION:

The Bemidji Area Indian Health Service uses a computerized maintenance management system (CMMS) to manage all medical equipment maintenance and records. The contractor will be required to use the BAIHS CMMS to document all work performed under this contract and any Task/Delivery Orders issued under this contract. IHS currently uses Nuvolo on the Service Now platform.

All work requests, work orders, preventive maintenance and repair services will be initiated and completed via the CMMS system, and its subsystems/components. This includes accessing the CMMS to obtain pending work requests and work orders, entering information such as time spent performing work/tasks, parts, test equipment utilized comments, completion dates, etc.

Documentation will be completed in accordance with BAIHS policies, procedures, job aides, and processes. Any questions regarding proper documentation will be directed to, and answered by, the Director, Clinical Engineering or Lead Biomedical Equipment Support Specialist of their current work assignment.

Given the contractor's experience and expertise, if any questionable preventive maintenance procedures are discovered within the CMMS database, the contractor shall provide comments and recommendations to the Director, Clinical Engineering or Lead Biomedical Equipment Support Specialist of their current assignment.

The BAIHS Area Clinical Engineering Service Program will provide training on the use of the software and will be available for technical assistance during normal business hours.

C-7 QUALITY CONTROL:

The contractors invoices shall be submitted to the COR for validation and approval for payment.

Invoices will be compared against the data within the CMMS for accuracy and as a measure of quality control

The Contractor shall investigate all complaints or potential problems involving services performed that do not conform to Government expectations.

C-8 TEST, MEASUREMENT & DIAGNOSTIC EQUIPMENT (TMDE):

Before any work is performed under this contract and any subsequent Task/Delivery Order, the contractor shall provide a listing of all Test, Measurement & Diagnostic Equipment (TMDE) that will be utilized by the contractor's staff. This listing shall include:

a) Manufacturer

b) Model Number

c) Serial Number

d) Date of last calibration/certification

a. Copy of last calibration/certification certificates traceable to NIST

b. Certificates should indicate 'as received' and 'as left/calibrated' state (ISO 9001 standards)

e) Operational and Storage temperature specifications.

The BAIHS Area Clinical Engineering Services Program will provide a 'temp' identification tag that the contractor will attach to each item of TMDE. This will be a tracking/ID number used within the CMMS to identify the specific item of TMDE, and to allow any work order to reference which TMDE was used. This tracking/ID number will be required to be attached to the TMDE throughout the life of this, and any subsequent contract.

Contractor shall be responsible for maintaining contractor/contractor staff owned TMDE and tools

C-9 CONTRACTOR QUALIFICATIONS:

The contractor shall provide certificates of qualifications/competencies for all Field Service Engineers/Technicians that will perform work under this contract. All FSE/Technicians performing work on equipment shall be qualified biomedical equipment technicians as shown via documentation of attendance/graduation of a nationally recognized program/school or equivalent documented experience/training. Ancillary/support staff and 'apprentice' positions shall have statements of qualifications/competencies provided to the COR.

The contractor shall have a prior successful history in providing services that demonstrates and ability to provide these services to the Government.

C-10 BASIS OF PAYMENT:

All payments are due and payable upon receipt of complete and accurate invoices and in accordance with the Prompt Payment Act. Invoices shall be submitted with all information and supporting documentation as required. A complete and accurate invoice is substantially correct in that all aspects of the required information are clearly evident on the invoice. If items such as invoice number, date, dates of service, contract/purchase order number, etc., are not on the invoice, it will be returned to the Contractor for resubmission. The Prompt Payment Act Clause will be provided by the Contracting Officer at the time of award and will further clarify the requirements. Finance charges for late payment of charges due to problems not of the Contractor’s making shall be paid according to the regulations and amount determined by the Bemidji Area Indian Health Service Financial Management Branch. If the Government fails to pay an amount when properly due, the Contractor has the option of suspending all services provided by this contract after providing a detailed explanation to the Contracting Officer. The Contracting Officer is responsible for assuring that direct patient care is not compromised by frivolous or unlawful suspension of services. Disputes will be handled according to the Disputes Clause and shall not violate any rule or regulation or law.

A minimum 90% completion rate for non-life support PM work orders and a 100% completion rate for life-support PM will be required in order to approve payment for PM services performed under this contract. The completion rate is defined as the number of PM work orders completed compared to the number of PM opened in any one month period commencing with the 1st day of the month and ending on the 27th day of the month, per location/facility.

Payment for non-PM services will be validated upon review of the closed work orders, the quality of the documentation of the work orders, and the amount closed/completed compared to the amount opened.

C-11 LIABILITY/INSURANCE:

The contractor shall be properly insured, and shall provide evidence of insurance.

In no event shall the Government release the Contractor from liability arising from acts of omission, improper repair, negligence, or deliberate or non-deliberate acts that jeopardize the health and safety of patients and/or Government employees.

The rules of law governing such incidents or actions shall prevail.

C-12 RELEASES:

No information, findings, or determinations generated in pursuit of this contract may be released outside of the contractors’ immediate possession without the concurrence of the Contracting Officer.

C-13 WARRANTY:

All contractor labor shall be warranted for 30 days from the date the work was performed.

C-14 CONTRACTOR’S TERMS & CONDITIONS:

The contractor’s terms and conditions shall be incorporated into the contract by reference. Where conflicts arise, the Federal Acquisition Regulations, and other Federal Regulations, Laws and Rules shall take precedence.