SOW CellaVision lab equipment.pdf

STATEMENT OF WORK

1. Scope of Work:

1.1. To provide repair and preventive maintenance services to the CellaVision Lab equipment listed in line 3.1 below at the VA St Cloud Health Care System (VHASTC) in St Cloud, Minnesota.

Period of Performance:

Base Year: 8/15/2025 – 8/14/2026 Option Year 1: 8/15/2026 – 8/14/2027 Option Year 2: 8/15/2027 – 8/14/2028 Option Year 3: 8/15/2028 – 8/14/2029 Option Year 4: 8/15/2029 – 8/14/2030

1.2. Work includes, but is not limited to, software updates, perform periodic preventive maintenance, performing repairs, and replacing parts of the CellaVision equipment and keeping existing system current with manufacturers recommendations. Annual PM is due in May of each calendar year for all equipment listed on line 3.1.

1.3. Normal service requirements under this contract consist of software updates, scheduled preventive maintenance inspections, adjustments and repairs in response to service calls made by St Cloud VA Health Care System to the contractor due to a partial or complete system failure which requires the contractor to respond within a specified time frame to make needed repairs/adjustments to the system.

2. QUALIFICATIONS:

2.1. To be considered eligible for consideration, bidders must have a field service representative trained by the Original Equipment Manufacturer (OEM) on the specific model of equipment he/she is being asked to work on.

Bidders must provide, upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. All parts used shall be OEM parts only. Reverse engineered and/or refurbished parts shall not be utilized under the terms of this contract without explicit permission, in writing, from the Contracting Officer.

3. Equipment:

3.1. The equipment to be serviced/maintained includes:

Manufacturer Equipment Model Serial Number CellaVision Inc CellaVision DM1200 34019

4. Definitions/Acronyms:

4.1. VHASTC- St Cloud VA Health Care Systems

4.2. CO – Contracting Officer

4.3. COR – Contracting Officer’s Representative.

4.4. IAW – In Accordance With

4.5. PM – Preventive Maintenance. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.

4.6. FSE – Field Service Engineer. A person who is authorized by the contractor

4.7. ESR – Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

4.8. VHASTC HEMATOLOGY/COAG Lead- Responsible for vendor coordination of maintenance for equipment.

4.9 BESS- Biomedical Equipment Support Specialist. All Vendor Engineering Service Reports will be sent to BESS by the STC Laboratory Hematology/Coagulation Lead.

5. Conformance Standards:

5.1. Contractor shall ensure that the equipment/system functions in conformance with OEM documentation, System upgrades/updates shall be installed in strict accordance with manufacturer’s specifications and must operate within manufacturer's specifications and parameters.

6. Hours of Coverage:

6.1. Technical assistance must be available by telephone 24 hours per day. The contractor shall respond to phone calls within 2 hours during normal business hours (M-F 8:00 AM to 500 PM (CST)).

6.2. All scheduled service/repairs shall be performed during these normal hours of coverage unless the following condition exists:

6.2.1 The contractor wishes to perform such maintenance at a time that is outside of the normal hours of coverage, at no additional cost to the Government, and the contractor submits a request to the St Cloud Hematology/Coagulation department lead and or Laboratory Manager prior to the proposed start of the maintenance and the request is approved by the laboratory manager.

6.3. Scheduled maintenance shall be performed in accordance with the manufacturer’s recommended intervals and should be scheduled/completed during the month the VA requests. Changes in this periodicity will occur only when approval is granted by the COR.

6.4. Scheduling for unscheduled maintenance requirements outside of normal hours shall be coordinated with the lead of the department.

6.5. Federal holidays observed by St Cloud Health Care System are:

New Years Day Labor Day Martin Luther King Day Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day and any other day specifically designated by the President of the United States.

7. Unscheduled Maintenance:

7.1. Contractor shall maintain the equipment in accordance with Conformance Standards in line 5.1.

7.2. The contractor shall provide repair service, which may consist of calibration, adjustments, replacing and installing parts.

7.3. All travel, labor and parts will be covered in this agreement.

7.4. The Contracting Officer, COR, laboratory personnel have the authority to approve/request a service call from the contractor.

7.5. Contractor shall provide a 24-hour on site response time.

7.5.1. If the problem cannot be corrected by phone the contractor will dispatch a technician to arrive not later than the next business day after the call is placed.

8. Scheduled Maintenance:

8.1. Contractor shall perform PM service to ensure that equipment listed in the schedule performs in accordance with the manufacturers as published in the Manufacturer’s Maintenance Manuals for the system.

8.1.2. Scheduled maintenance shall be performed in accordance with the manufacturer’s recommended intervals and should be scheduled/completed during the window of May to meet VA PM schedule requirements.

Changes in this periodicity will occur only when approval is granted by the COR.

8.2. Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM.

9. Parts:

9.1 The Contractor will provide all replacement parts needed to keep the system in operating condition as originally designed by the manufacturer.

10. Documentation/Reports:

10.1. Documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices required to maintain the equipment in accordance with performance requirements.

11. Reporting Requirements:

11.1. Upon arrival at St Cloud VA Health Care System the contractor shall be required to notify the St Cloud Laboratory of their arrival.

11.2. When service is completed, the FSE shall document services rendered on a legible ESR(s) and submit to the laboratory personnel who set-up the service. The ESR can be submitted by paper copy when logging out with Biomed, or e-mail. ESRs should be submitted not later than 5 business days after service is complete.

11.3. In those cases, hen after-hours work is necessary, contractor personnel shall check in with the VA Police and receive a vistors badge. They will then check in with Lab personnel for access to Hematology All after-hours work shall be pre-arranged with the COR or designee.

13. Contractor Qualifications:

13.1. Contractor must have full time staff that is “fully qualified” FSE and a “fully qualified” FSE who will serve as the backup for the equipment identified in 3.1 of this solicitation.

13.1.1. “Fully qualified” is based upon training for equipment listed in line 3.1. For training, the FSE(s) has successfully completed a formalized training program for the equipment identified in this solicitation as required by the manufacturer.