sow bpa.pdf

Department of Health and Human Services Indian Health Service

Statement of Work (SOW)

Oklahoma City Area Service Units Instrument Sharpening and Repair Services

1. PURPOSE OF THE PROJECT

The Oklahoma City Area Service Units for Pawnee, Lawton, and Clinton Indian Health Center, Indian Health Services (IHS) has a requirement for a company that can provide the following services to repair, refurbish, and assess for replacement surgical instruments for use in operating room procedures at least monthly. Preventive maintenance, schedule repairs, refurbishment, and assessment for replacement shall include all operating room procedural instrument trays, medical and surgical instruments, and case carts, if any instruments are needing replacement the contractor will replace with a permanent item, see list of instruments attached. These services are to be completed monthly and are required to maintain the equipment in such a condition that it may be operated in accordance with its intended manufacturer’s design and functional capacity with minimal incidence of malfunction or inoperative conditions.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The Contractor shall furnish all labor, transportation, materials, and expertise necessary to complete sharpening, adjusting, aligning, straightening, refurbishing, calibrating, cleaning, stain removal, polishing, lubricating, adjusting, replacing, parts, of various individual surgical instruments sets, and operating room procedural instrument trays and case carts. This also includes the etching of instruments with stencils. The stencils and other items needed to etch the instrument shall be provided by IHS. Contractor shall maintain etching and stencil standards to be compliant with Censitrac.

Instruments shall be provided individually or as components of a specialty tray. All instruments shall be maintained in proper operating conditions as specified by the original manufacture and in compliance with ANSI-AAMI (Servicing and Repairs of Devices in the Health Care Facility).

Instruments are to be retrieved from and delivered to Pawnee Indian Health Center, 1201 Heritage Cir, Pawnee, OK 74058, Lawton Indian Hospital 1515 NE Lawrie Tatum Rd, Lawton OK 73507, and Clinton Indian Health Center 10321 N 2274 Rd Clinton OK 73601.

3. PERIOD OF PERFORMANCE

Five Years BPA

4. LEVEL OF EFFORT

The Contractor shall provide all necessary labor, equipment, materials, supervision, test equipment, repair/replacement parts. The Contractor must be mobile with a van with all necessary equipment to complete the tasks and able to travel to location to provide instrument sharpening/repair. The Contractor shall retrieve from and deliver to the appropriate service unit. Contractor shall provide repairs, maintenance, and testing of surgical instruments. The repair Contractor shall provide multiple levels of repair service including but not limited to same-day turn-around, onsite repair service and when required mail-in repair service.

The repair Contractor shall repair 10-15 sets per visit each month. Additionally the repair Contractor shall provide (1) technician for onsite repair so that equipment in need of repair can be repaired, refurbished, etched, and returned to SPS.

Magnification technology must be utilized during the repair process to diagnose, document, and educate regarding repairs made for the day.

The Contractor shall be required to test instruments for accurate alignment, sharpness, insulation, and calibration.

The Contractor shall return instruments in as good as new condition. All instruments shall be repaired and maintained in proper operating conditions as specified by the original manufacturer.

The finish of the surgical instruments shall be maintained to IHS specifications. The instrument part numbers, and catalog numbers shall be preserved on all repaired or refurbished instruments.

The repair Contractor shall not repair Pakistan surgical instruments. Any Pakistan surgical equipment that the Contractor discovers must be reported to IHS leadership.

The Contractor must provide a summary document upon delivery of processed instruments containing the following information: date of repair, instrument type, type of repair, and cost.

Contractor must provide all documentation to SPS on the same day of service to SPS leadership and the contract officer representative (COR)

The Contractor's employee(s) shall report to the Sterile Processing Service (SPS) upon arrival at the IHS for the pickup and return of instruments. If instruments cannot be repaired, they must be marked or tagged and returned to SPS. If an instrument needs to be sent out for third party repairs by the Contractor, authorization must be obtained from the IHS SPS Chief and COR.

Individual instrument repairs shall be performed Monday through Friday between the hours of 0700 to 1830 excluding weekends and national holidays. Instrument pickups and returns shall be completed during that time. Instruments should be returned by the Contractor.

Instrument repairs completed onsite at the IHS in a mobile repair lab/vehicle and, should be self-sustained with electrical power, air compressor, tools, etc. Safety cones must be utilized around the perimeter of the mobile repair vehicle to ensure the safety of hospital and Contractor staff. Any equipment needed to set up repair lab within the hospital must be done at the expense of the Contractor. Additionally, the Contractor must be located no more than 3 hours away to ensure timely return of repaired instruments for sterile processing.

"Emergency Instruments" are defined as instruments needed by the next business day, Monday through Friday. "Urgent Instruments" are defined as instruments needed by 5 business days. The Contractor shall be notified as to the level of urgency by SPS leadership and must maintain the delivery time noted above.

The Contractor shall conduct a continuous review of the condition of the sets and make recommendations to the Chief of SPS, also the Contractor may make recommendations for adjusting the number of repair frequencies and the number of on-site repair visits to ensure working instruments.

The checklist delivery slip shall be checked against the instruments returned after repairs.

Specialty surgical instruments maintenance and repairs should be performed in the Contractor's mobile repair vehicle.

All instruments that can be disassembled shall be disassembled and undergo a detailed Contractor inspection. Surgical Picks, Nerve Hooks, Needle Holders, etc., shall be straightened or aligned as to maintain their original configuration. Specific custom-made instruments shall be repaired in coordination with operating room surgeon's specifications.

Suction tubes (Poole, Adson, Frazier Baron, and Yankauer) shall be inspected, and interior lumen flushed and inspected. All instruments shall be stain-free with a finish that complies with the SPS specifications. Delicate sharp, pointed eye instruments shall be returned covered with appropriate tip protectors.

See attached list of instruments for repair, sharpening, maintenance services include but are not limited to the following:

Item # Description WA-99 LT Star SYNEA Slow Speed Handpiece SN/ 18215 WA-99 LT Star SYNEA Slow Speed Handpiece SN/ 18198 WA-99LT A-dec (W&H) Dental Handpiece Repair SN 18088 WA-99LT A-dec (W&H) Dental Handpiece Repair SN 18276 WA-99LT A-dec (W&H) Dental Handpiece Repair SN 18129 WA-99LT A-dec(W&H) Dental Handpiece Repair - S/N: 17881 WA-99LT A-dec(W&H) Dental Handpiece Repair - S/N: 1794 9 WA-99LT A-dec(W&H) Dental Handpiece Repair - S/N: 18065 WA-99LT A-dec(W&H) Dental Handpiece Repair - S/N: 18087 WA-99LT A-dec(W&H) Dental Handpiece Repair - S/N: 17947 WA-56LT A-dec(W&H) Dental Handpiece Repair - S/N: 07021 WA-56LT A-dec(W&H) Dental Handpiece Repair - S/N: 07051 WA-56LT A-dec(W&H) Dental Handpiece Repair - S/N: 07036 WA-56LT A-dec(W&H) Dental Handpiece Repair - S/N: 07052 WA-56LT A-dec(W&H) Dental Handpiece Repair - S/N: 06993 WA-56LT A-dec(W&H) Dental Handpiece Repair - S/N: 07020 WA-56LT A-dec(W&H) Dental Handpiece Repair - S/N: 07032 WA-56LT A-dec(W&H) Dental Handpiece Repair - S/N: 07015 WA-56LT A-dec(W&H) Dental Handpiece Repair - S/N: 07012 TA-96LW A-dec (W&H) Synea Dental Handpiece Repair SN 17886

TA-96LW A-dec (W&H) Synea Dental Handpiece Repair SN 17897

TA-96LW

A-dec (W&H) Synea Dental Handpiece Repair SN 17888

TA-96LW A-dec (W&H) Synea Dental Handpiece Repair SN 17900 TA-96LW A-dec (W&H) Synea Dental Handpiece Repair SN 17898 TA-96LW A-dec (W&H) Synea Dental Handpiece Repair SN 23397 TA-96LW A-dec (W&H) Synea Dental Handpiece Repair SN 23263 TA-96LW A-dec (W&H) Synea Dental Handpiece Repair SN 23371 A-25LT (W&H) Dental Air Motor SN 01645 A-25LT (W&H) Dental Air Motor SN 01638 AM25LT (W&H) Dental Air Motor SN 01600 Impact Air 45 fiberoptic 5 hole handpiece

1001-00 SCISSORS, GENERAL

1004-00 SCISSORS, CAST/BANDAGE

1007-00 SCISSORS, SERRATED

1008-00 SCISSORS, DELICATE

1009-00 OSTEOTOMES

1011-00 CURETTES, BONE

1013-00 CURETTES, D & C

1015-00 ELEVATORS

1029-00 RONGEURS, S/A

1042-00 FORCEPS

1055-00 CLAMPS, TOWEL

1072-00 SKIN HOOKS

1082-00 DENTAL INSTRUMENTS

1087-00 NEEDLE HOLDERS ADJUSTED

1098-000 Miscellaneous Quote - Miscellaneous Items - Quote (Nipper) 1098-000 Miscellaneous Quote - Miscellaneous Items - Quote (Tissue Nipper)

1001-00 SCISSORS, GENERAL

1004-00 SCISSORS, CAST/BANDAGE

1013-00 CURETTES, D & C

1033-00 PUNCHES

1001-00 SCISSORS, GENERAL

1098-000 Miscellaneous Quote - Miscellaneous Items - Quote (Nail Nipper) 1098-000 Miscellaneous Quote - Miscellaneous Items - Quote (Tissue Nipper) 1098-000 PODIATRY Miscellaneous Quote - Miscellaneous Items - Quote (Nail Nipper) 1098-000 PODIATRY Miscellaneous Quote - Miscellaneous Items - Quote (Tissue Nipper) 1920-03 PODIATRY EXTENSIVE INSTR LABOR LEVEL 3 (Nail nipper)

Power/Pneumatic: Basic Repair which includes disassembly, internal cleaning, lubrication, minor adjustment, and reseal. (All manufacturers)

Light Cables and Adaptors to Fit All Manufacturers:

Set Description: A list of instrument sets shall be provided as requested.

Manufacturers of Case Carts: Steris, Suburban Medical, Metro, Medline, Blickman, and Pedigo.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV

DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management. - (Security Clearance for on-site human services)

5.2. The US PHS SERVICE UNITS are a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by the specific service unit, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of Pawnee, Lawton and Clinton service unit. Such action(s) could result in violation of the contract and possible legal actions.

5.4.1. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will coordinate the delivery, installation and training date with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency(ies) to secure the needed dock access. No deliveries can be made after 4:15pm. Driver needs a valid ID.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The

POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

6.4. Personnel Qualifications:

N/A

7. MONITORING

7.1. The Contractor shall make recommendations for surgical instrument that need replaced which are required to meet the scope of surgical trays completion. The assessment of instruments not requiring repair shall be provided at no charge.

7.2. Continued instrument repairs, quality improvement monitoring, and turnaround time as well as contract compliance shall be progressively jointly monitored by the Sterile Processing Service (SPS) and the Surgical Service.

7.3. Contracting Officer's Representative (COR) shall designate appropriate CIH personnel to monitor Contractor employee work hours/services through invoicing of labor hours.

7.4. The COR shall work with the Chief, Sterile Processing Service (SPS) and shall monitor Contractor instrument pick- up and drop-off through written logs.

The COR shall designate an SPS SME to monitor Contractor work schedules to ensure that services called for in the contract have been received by IHS. The Contractor's employee(s) shall report to SPS upon arrival at IHS for the pickup and return of instruments.

7.5. The COR shall be responsible for verifying contract compliance. Any incidents of Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer by the COR.

7.6. Documentation of services performed shall be reviewed by the COR prior to certifying payment. The COR shall perform periodic documents checks with the using service to ensure records monitoring. IHS shall pay only for services performed at IHS and at the Contractor's location, and in strict accordance with the schedule of prices/costs shown in the schedule of items. Contract monitoring and record keeping procedures shall be sufficient to ensure proper payment and allow audit verification that services were provided.

7.7. All repairs must be completed according with all terms within this Statement of Work. Monthly invoices are submitted to Oklahoma City Area Office by the Contractor. Invoices shall be submitted to the COR for verification prior to invoicing. Only after verification of proper and complete invoices certified for payment. Proper and complete invoices should include but not limited to: Contractor Address with e-mail contact and phone number, obligation number, date of invoice, invoice number,tax ID number, Correct pricing, terms, and EFT number.

8. CONTRACTOR REQUIREMENT

8.1. The Contractor shall make recommendations for surgical instrument replacement which may be pertinent to meet the scope of surgical trays completion and provide replacement instruments for agreed upon patterns.

8.2. In the event of inclement weather, natural disaster, or other unforeseen circumstances preventing a scheduled on-site repair visit the SPS Chief shall be contacted the day of the scheduled visit. Dates available for re-scheduling the scheduled on-site shall be provided to the SPS Chief within 3 business days of the originally scheduled on-site repair visit.

9. DOCUMENT REQUIRED

9.1. Repaired instruments returned to SPS shall be on a detailed list document provided by the

Contractor containing the following information: date of repair, instrument type, type of repair, and cost. The checklist/delivery slip shall be checked against the instruments returned after repairs.

10. SPS AND SURGICAL OPERATING ROOM (OR) SUPPORT

10.1. The CIH Sterile Processing Service (SPS) shall be the point of contact for all surgical instrument pickups and returns. The returned repaired instruments shall be inspected in SPS. The Surgical Service Operating Room shall perform a serviceable quality check of instruments and any instruments that fail shall be returned to SPS for re-processing to the Contractor.

11. PHYSICAL SECURITY & SAFETY REQUIREMENTS:

11.1. The Contractor and their personnel shall follow all IHS policies, standard operating procedures, applicable laws and regulations while on IHS property. Violations of IHS regulations and policies may result in citation and disciplinary measures for persons violating the law.

11.2. The Contractor and their personnel shall wear visible identification always while they are on the premises.

11.3. IHS does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. IHS shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

11.4. IHS is a smoke free campus. Smoking is prohibited inside/outside any building.

11.5. Possession of weapons is prohibited.

12. EMPLOYEE SCREENING:

12.1.1. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to CIH facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the following website: COVID-19 Screening Tool. Regularly check the website for updates.

12.1.2. Contractor employees who work away from IHS locations, but who shall have direct patient contact with IHS patients shall self-screen utilizing the COVID-19 Screening Tool, in advance each day that they shall have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, always, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

12.2. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into CIH Facilities.

13. CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

14. DELIVERABLES/PERFORMANCE MATRIX

14.1. Did the contractor show up in a timely manner: Yes No

14.2. Did the contractor supply all necessary labor, equipment, materials, supervision, test equipment, repair/rplacement parts: Yes No

Department Supervisor Signature:_________________________

Administrative Officer Signature:_________________________