SOW 8-04-26.docx

Statement of Work (SOW)

General: The contractor shall provide complete and comprehensive OEM‑authorized technical service training for Stryker ProCuity patient beds to the Biomedical Engineering Department at the Eastern Colorado Health Care System (ECHCS), VA Rocky Mountain Regional Medical Center.

Stryker ProCuity beds support patient safety and clinical outcomes by incorporating advanced technology aimed at reducing falls, pressure injuries, and hospital‑acquired infections. These beds are currently under OEM service contract; however, training Biomedical Equipment Support Specialists (BESS) will enable ECHCS to perform maintenance and service in-house, ensuring operational readiness and reducing reliance on external support.

The purpose of this training is to ensure BESS personnel are fully qualified to perform preventive and corrective maintenance, troubleshooting, and firmware/software updates in accordance with current Stryker OEM specifications..

Description of Work: The contractor shall provide OEM‑certified technical trainers (Fully Qualified Facility Service Engineers) and all labor, instructional materials, tools, diagnostic equipment, software, and transportation required to deliver comprehensive technical service training to designated BESS personnel.

The training shall prepare BESS staff to independently perform corrective and preventive maintenance on Stryker ProCuity patient beds, meeting full OEM standards.

The contractor shall provide:

· All OEM-approved service tools, software, and diagnostic equipment required for hands-on training and for continued in‑house service after training.

· All current OEM service documentation, procedures, guides, and reference materials.

· Training content fully compliant with the latest Stryker OEM requirements, regulatory standards, and VA biomedical engineering protocols.

· Licensed software and documentation suitable for permanent VA use.

Deliverables:

· Develop and deliver a training schedule to the COR or designated POC, including dates, times, and locations.

· Conduct on-site, instructor-led technical training sessions for designated BESS personnel. Training shall include:

· Theory of operation,

· Preventive maintenance procedures,

· Corrective maintenance and troubleshooting,

· Software/firmware updates,

· Use of OEM service tools and test equipment,

· Safety and compliance practices.

· Provide all required OEM service manuals, training guides, and reference materials to BESS staff.

· Furnish and transfer OEM-approved tools, software, and diagnostic equipment necessary for in-house service and maintenance post-training.

· Issue certificates of completion to all BESS staff who successfully complete the training.

· A final training report detailing curriculum delivered, participant competency results, materials provided, and any follow-up recommendations.

Coordination: The contractor shall work closely with the COR or designated POC to coordinate the on-site training of the Stryker ProCuity beds for the BESS staff. The contractor shall coordinate details of class rosters, training environment readiness, and tool/software delivery with the COR or designated POC. The contractor shall provide at least 24 hours’ notice before any schedule changes and shall make reasonable accommodations to minimize disruption to patient care operations..

Acceptance Criteria: The training requirement will be deemed complete when:

· All scheduled BESS staff have successfully completed the training.

· Hands-on competency assessments have been conducted, with documentation of staff proficiency in corrective and preventative maintenance tasks.

· All OEM-required tools, diagnostic equipment, documentation, and software have been delivered, verified operational, inventoried, and accepted by the COR or POC..

· All relevant documentation, manuals, and training certificates have been provided to the COR.

· The COR or designated POC has inspected and provided written approval of the training, materials, and supplies provided.

Hours of Performance: Normal hours of coverage are Monday through Friday 8:00 AM to 6:00 PM EST excluding federal holidays.

A. Federal Holidays observed by the VAMC are:

i. New Year’s Day

ii. Martin Luther King Day

iii. Presidents’ Day

iv. Memorial Day

v. Juneteenth Day

vi. Independence Day

vii. Labor Day

viii. Columbus/Indigenous People’s Day

ix. Veterans’ Day

x. Thanksgiving Day

xi. Christmas Day

Conformance Standards: Contractor shall provide training to ensure that the equipment functions in accordance with the equipment manufacturer’s technical performance specifications.

Contractors shall conform to all regulations to include but not be limited to federal, state, and local governing any chemicals, equipment or work which may be used or performed in the work under this contract.

Labor & Travel Expenses: All labor and travel conducted during normal business hours: Monday through Friday, 8:00 AM to 6:00PM EST (excludes vendor company holidays) are covered.

Certified Trained Technicians and Key Personnel:

All training shall be performed by Fully Qualified Facility Service Engineers (FSEs) authorized by Stryker to provide technical service training on ProCuity beds.

Fully Qualified is defined as:

· Completion of formal OEM training specific to Stryker ProCuity beds.

· Minimum of two years’ relevant field experience performing preventive and remedial maintenance (unless equipment is newly released).

· Authorization from the OEM to provide training and maintenance services.

The contractor shall provide proof of training and authorization upon request within one business day via electronic means.

The COR reserves the right to reject contractor personnel who do not meet qualification standards.

Check in Requirements: The Field Service Engineer must report to the Biomedical Engineering Department to obtain a badge and sign in with the Biomedical Engineering Service before training begins. Submit any mobile media devices that would be used on the system to a virus scan. Upon completion of the training, the Field Service Engineer must report to the Biomedical Engineering Service to sign out and brief Biomedical Staff or Supervisor if Biomedical Staff is unavailable. At the end of briefing Field Service Engineer will return the badge and sign out in the Biomedical Engineering Department.

Documentation: Contractor shall furnish training completion documentation upon completion of work to Biomedical Staff in the Biomed Department. Payment will not be processed until properly completed training documentation is received. The documentation shall contain, at a minimum, the following information:

· Name of contractor and contract number

· Name of instructor/FSE who performed the training

· Date, time (starting and ending), and hours on-site for training

· Training topics covered

· Training materials provided

· Names of BESS staff who attended training

· Certificates of completion or other completion documentation, if provided

· Signatures of the instructor/FSE and authorized VA employee who witnessed completion of training

Place of Performance:

Department of Veterans Affairs VA Eastern Colorado Healthcare System Rocky Mountain Regional VA Medical Center 1700 N Wheeling Street Aurora, CO 80045

Contracting Officer Representatives: Prior to contract award, the Contracting Officer shall designate a VA Medical Center employee as the COR. All work coordination shall be made through the COR. The Contractor shall be provided a copy of the letter of delegation authorizing the COR at the commencement of the term of the contract. No other person shall be authorized to act in such capacity unless appointed in writing by the Contracting Officer.

Safety Requirements: In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served to the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work and hold the Contractor in default.

Contractor Personnel Security Requirements: All contractor personnel shall obtain a short-term identification badge issued by the COR or government designated representative. Such badge shall be worn by the individual and prominently always displayed while on VA Property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. To obtain a short-term identification badge, contractor personnel shall present to the COR a valid (non-expired) photo identification issued by a US federal, state, or local government agency. Escort will be provided as required in sensitive work areas. The C&A requirements do not apply, and the security accreditation package is not required. The identified Sole Source Vendor shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in standard acquisition guidelines. Per the VA handbook 6500.6, no VA sensitive information will be transferred, shared, or stored with vendor. As such, no additional mechanisms will be needed to ensure the protection of information.

Records Management Statement:

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Rocky Mountain Regional VA Medical Center and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of the Rocky Mountain Regional VA Medical Center or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Rocky Mountain Regional VA Medical Center. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Rocky Mountain Regional VA Medical Center control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Rocky Mountain Regional VA Medical Center guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Rocky Mountain Regional VA Medical Center policy.

8. The Contractor shall not create or maintain any records containing any non-public Rocky Mountain Regional VA Medical Center information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The Rocky Mountain Regional VA Medical Center owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Rocky Mountain Regional VA Medical Center shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #3873736, Records Management for Records Officers and Liaisons. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.