SOW Diagnostic Equipment Testing.doc

STATEMENT OF WORK

Diagnostic Testing and Certification of Imaging Equipment

A. GENERAL INFORMATION

1. Title of Project: Diagnostic Testing and Certification of Imaging Equipment

2. Scope of Work: The contractor shall be responsible to provide a certified medical physicist to conduct tests and to accurately convey those results in a written report making recommendations for corrective actions according to the test results, and to review report results with the Chief of Imaging, Department Manager of Imaging and Biomedical Supervisor. The contractor shall provide all test equipment, travel and transportation, necessary to perform the inspection and certifications as described in the statement of work (SOW), except as may otherwise be specified.

3. Background: The Imaging Department of the Charlie Norwood VA Medical Center (CNVAMC) Georgia requires a certified medical physicist to perform testing and certification of imaging equipment located in Building 801 (DD located at 950 15th Street) and Building 110 (UD located at 1 Freedom Way) Augusta, GA 30904. Contractor must be licensed in the States of Georgia.

4. Performance Period: The period of performance is for an initial base year with the possibility of four one-year extension options (exercised at the government's discretion) if successful results are achieved per Charlie Norwood VA Medical Center (CNVAMC) evaluation.

Base Year

Apr 1, 2021 to Mar 31, 2022

1st Option Year

Apr 1, 2022 to Mar 31, 2023

2nd Option Year

Apr 1, 2023 to Mar 31, 2024

3rd Option Year

Apr 1, 2024 to Mar 31, 2025

4th Option Year

Apr 1, 2025 to Mar 31, 2026

5. Type of Contract: Firm-Fixed-Priced.

6. Place of Performance: Charlie Norwood VAMC, 1 Freedom Way and 950 15th Street, Augusta GA 30904 and 30901.

7. Hours of Operation: All services will be conducted during normal operating hours, 8:00am through 4:30pm, Monday through Friday, excluding holidays.

Warehouse deliveries are accepted between 8am and 3:30pm, Monday through Friday, excluding holidays.

Federal Holidays

New Year’s Day

January 1st

Martin Luther King’s Birthday

3rd Monday in January

President’s Day

3rd Monday in February

Memorial Day

Last Monday in May

Independence Day

July 4th

Labor Day

1st Monday in September

Columbus Day

2nd Monday in October

Veteran’s Day

November 11th

Thanksgiving Day

Last Thursday in November

Christmas Day

December 25th

B. CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived.

C. GENERAL REQUIREMENTS

1. The Contractor shall provide all test equipment, travel and transportation, necessary to perform annual inspection and certification of listed imaging equipment located at the Imaging Department at the Uptown and Downtown sites of the CNVAMC. Contractor must comply with the following requirements:

a) Guidance in response to FDA and ACR recommendations and directives

b) Guidance in accordance with Mammography Quality Standards Act (MQSA)

c) Notification of regulatory changes and /or updates

d) Exit review with key personnel either in person or via teleconference

2. The contractor shall provide written documentation detailing the results of the inspections performed:

a) ACR summary of results

b) QC review results

c) Current CV of surveyor provided

d) Summary of findings and recommendations

e) Written reports will include measured data for reference by service, regulatory, and accreditation body personnel

f) Be completed within 30 days of the inspection

3. Contractor shall perform Inspections and QC Evaluations annually in accordance with Joint Commission and Medical Center MRI Safety policy.

4. Contractor shall inspect and certify new equipment prior to its use on patients.

5. Contractor shall be licensed. Proof of licenses and certifications shall be provided to the CNVAMC annually prior to license expiration.

6. Contractor shall provide the CNVAMC reports of any inspections by their accrediting body or state licensing agencies that take place during the duration of this contract including notices of violations.

D. CURRENT EQUIPMENT LISTING

1. This list is not all inclusive due to the fact that new equipment requiring certification and inspection prior to use on patients cannot be and anticipated at this time. However, the Contractor will be notified in writing of equipment, location and date of requirement of required test and certifications.

E. GOVERNMENT REQUIREMENTS

1. Government shall schedule all inspections and certifications in advance by telephone or fax.

2. Government shall notify the contractor notified in writing of all new equipment, location and date requirement needing test and certifications.

F. CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

G. MONITORING PROCEDURES

The COR shall be responsible for monitoring the Contractor's performance. Performance deficiencies or poor performance identified during the term of the contract shall be reported to the Contractor. Upon notification of deficiencies or poor performance, the Contractor shall be given a reasonable time to take corrective action. If determined appropriate, the Contracting Officer, COR and/or other VA staff members shall meet with representatives of the Contractor to review performance and resolve issues. All deficiencies or poor performance shall be documented, and MUST be corrected within the timeframe specified in the cure notice. The Contractor shall notify the Contracting Officer and the COR when correction(s) have been made. If the appropriate correction is not made within the timeframe specified in the cure notice, the Government shall have the right to terminate the contract in it is entirety.

H. Quality Assurance Service Plan Performance Measures

I. Invoices

1. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer’s Representative (COR), and submitted electronically through OB-10.

2. A properly prepared invoice will contain:

a) Invoice Number and Date

b) Contractor’s Name and Address

b) Accurate Purchase Order Number

c) Supply or Service provided

d) Total Amount Due