SOW.docx

1. CONTRACT TITLE:

Bed Preventative and Corrective Maintenance Service Contract

2. PLACE OF PERFORMANCE:

Phoenix Veterans Affairs Healthcare System (PVAHCS) 650 E. Indian School Rd., Phoenix, AZ 85012.

3. PERIOD OF PERFORMANCE:

Base Year: 02/01/2026 to 01/31/2027.

Option Year 1: 02/01/2027 to 01/31/2028.

Option Year 2: 02/01/2028 to 01/31/2029.

Option Year 3: 02/01/2029 to 01/31/2030.

Option Year 4: 02/01/2030 to 01/31/2031.

4. CONTRACT TYPE:

Firm-Fixed-Price

5. BACKGROUND:

The Phoenix VA Health Care System (PVAHCS) requires a service agreement to provide annual preventive and repair maintenance on 176 Med-surg, 5 ICU and 4 Bariatric beds. The Phoenix VA uses a variety of beds throughout the hospital. The up time of the beds is critical to patient care throughout the facility. The Biomedical Engineering shop needs assistance with the workload to prevent delayed repairs.

6. SPECIFIC TASKS:

A. Corrective and preventive maintenance for the Med-surg,

i. Coverage period: Monday-Friday, 7am-4pm Local Time, excluding federal holidays

ii. Approximately 20 hours on site weekly

iii. Parts

iv. Labor

v. Travel

vi. Tools

vii. Test Equipment

viii. All maintenance in accordance with original manufacturer’s recommendations B. The Contractor shall notify the COR to schedule a time and their intent to come on-site.

C. The Contractor shall verify that the equipment that was serviced is fully functional before checking out.

D. The Contractor shall deliver a hard copy or electronic copy of a Field Service Report that delineates the service performed and confirms quality assurance tests results to Agency, see paragraph 6.

E. The Contractor shall inform the COR prior to adding or removing of equipment along with providing documentation for both equipment added or removed.

F. Service technicians shall be certified to perform any services/maintenance on the enclosed specified equipment. Contractor shall provide documentation/copy of certification with proposal submittals and upon award.

G. Noncontract Charges: The contractor shall not perform any services that shall result in additional charges without prior approval from the Contracting Officer.

H. Waste Removal: The contractor is responsible for removing and properly disposing of all waste related to the services provided on-site at PVAHCS.

I. Failure to carry out the above procedures shall be considered as a failure to document the service visit and shall constitute a failure to perform.

7. SERVICES DELIVERY STANDARDS/SUMMARY:

The contractor's performance shall be monitored by the COR as follows:

A. Timely delivery of invoices, within 30 days of services rendered.

B. Timely scheduling and performance of maintenance services. See inventory listing for service milestone dates.

C. Timely arrival for repair services as described in paragraph 3 response times.

D. Failure to comply with PWS monitoring items shall result in failure to perform.

8. DELIVERABLES:

Filed Service Reports shall be provided for all service activities including preventive maintenance, emergency repair, and safety inspections, and shall contain the following information:

A. Date(s) and time of service.

B. Complete description of equipment serviced including model number and serial number.

C. Complete description of equipment services performed including upgrades, updates and software changes made.

D. Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable.

E. A complaint that initiated the service call.

F. Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair.

G. Failure to provide documentation shall result in invoice certification delays for contractor payment and failure to perform.

9. SECURITY REQUIREMENTS:

A. Security Requirements for Unclassified Information: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

B. Services provided under this contract do not require the connection of one or more contractor-owned IT devices (such as a laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public) network. Therefore, Certification and Accreditation (C & A) requirements do not apply, and a security accreditation is not required for this contract.

C. Services provided under this contract do not involve equipment that stores, generates, transmits or exchanges sensitive data. Therefore, the following privacy considerations from Appendix C apply.

D. Upon arrival at the facility, the Contractor shall obtain a visitor’s badge from the Police Department PIV office or vendor kiosk. The visitor’s badge shall be worn above the waist during the Contractor’s visit. The Contractor shall check-in with a valid driver license or company ID to the Biomedical Engineering department after obtaining the visitor’s badge.

E. Signing in/out shall be during normal business hours: Monday – Friday 8:00 am to 5:00 pm Local Time excluding Holidays, reference federal holiday link in para 11.

F. No photography of VA premises is allowed without written permission of the Contracting Officer.

10. RISK CONTROL:

The Contractor shall be escorted by the Agency.

11. PERFORMANCE MONITORING:

The Agency shall oversee work done by the contractor and accept the quality of work as appropriate.

12. OTHER PERTINENT INFORMATION OR SPECIAL CONSIDERATIONS:

A. Possible Follow-on Work: If a device is found to require repair during preventive maintenance, then the Contractor shall repair the device.

B. Non-Disclosure Requirements: The contractor shall have physical access to the equipment.

C. Packaging, Packing and Shipping Instructions: All parcels and packages shall come through the Agency’s warehouse to be distributed either through Biomedical Engineering or the field service engineer her/himself if s/he is on station to receive the package. All parcels and packages shall ship overnight.

D. Inspection and Acceptance Criteria: The Agency shall sign off on the work completed if service is determined to be satisfactory.

E. The contract shall provide for the addition and removal of equipment

13. OVER AND ABOVE REPAIRS/EMERGENCY MAINTENANCE:

A. Contractor and Biomedical Engineering shall maintain the equipment in accordance with equipment Specific Task, paragraph 3.

B. Contractors shall provide unlimited telephone technical support and onsite service calls. These service calls shall be used for any maintenance or repair service as determined by Biomedical Engineering.

C. Telephone Response Time: Contractor 's FSE or Technical Support shall respond by telephone to Biomedical Engineering within four (4) hours after receipt of telephone notification during normal duty 8:00 AM to 5:00 PM Local time Monday through Friday.

D. If the problem cannot be corrected by Biomedical Engineering:

E. For the enclosed equipment listing emergency services, repairs and maintenance that are over and above the PWS, if quote pricing is within the COR’s Government Purchase Card (GPC) threshold, the COR will authorize payment.

F. For emergencies over the COR’s GPC threshold, only the Contracting Officer (CO) is authorized to approve contract modifications.

G. Additional services shall be approved by the Contracting Officer prior to the contractor initiating any work.

H. The contractor shall provide an on-schedule quote to both the CO and COR for review and consideration. Additional funding will be provided by the facility as needed for payment.

I. Once an emergency modification has been issued to the contractor, the FSE shall be on site within 48 hours of modification emergency notification.

J. Any work to be performed, which is not covered by this PWS, SHALL be approved by the Contracting Officer, through a modification, prior to the work being performed.

14. HOURS OF COVERAGE:

A. Delivery schedule consists of actual preventative maintenance visit and validation. Scheduling shall be coordinated with the subject matter expert (SME) or through the COR. Schedule timing shall be based on the equipment certification/calibration dates and equipment. See paragraph 13. equipment details for frequency requirements.

B. Normal hours of coverage are Monday through Friday from 8:00 am to 5:00 pm Local Time. All service/repairs shall be performed during normal hours of coverage unless requested or approved by the SME in coordination with the COR.

C. Preventive maintenance shall be performed as scheduled by the SME or COR. Preventive maintenance shall be performed during normal hours of coverage.

D. Work performed outside the normal hours of coverage shall be approved by the Contracting Officer. Funding for services that are outside the normal coverage hours or on holidays shall have approved modification prior to any service being allowed.

NOTE: All hardware/software modifications, upgrades, updates, enhancements, installations etc., for the enclosed inventory listing shall be scheduled and performed during normal hours of coverage at no additional charge to the government.

E. Federal Holidays observed are located at the following link:

https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/ F. A copy of a packing slip with purchase order number shall be furnished at the time the order is delivered.

15. PARKING, SMOKING, AND VA REGULATIONS:

It is the responsibility of the Contractor to park in the appropriate designated parking areas. Contractor shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any VA facility. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations shall result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

16. EQUIPMENT INVENTORY LISTING WITH LOCATIONS & PVAHCS EE NUMBERS:

17. ACRONYMS:

A. BAA - Business Associate Agreement B. CO-Contracting Officer. The Federal employee who is warranted by the Government to enter contracts on behalf of the Government and is the only person authorized to make changes to those contracts C. COR-Contracting Officer's Representative. Individual designated by the CO to place orders, furnish technical guidance, advice, certify invoices, and provide general supervision of the work performed under the executed contract D. FSE - Field Service Engineer E. HIPAA - Health Insurance Portability and Accountability Act of 1996 F. IPRM - Information Protection Risk Management G. ISA - Interconnection Agreement H. MOU - Memorandum of Understanding I. OEM - Original Equipment Manufacturer J. PM - Preventive Maintenance K. PWS – Performance Work Statement L. PVAHCS- Phoenix Veterans Affairs Healthcare System M. SME - Subject Matter Expert

18. OVERTIME AND NATIONAL HOLIDAYS:

The following Federal holidays are observed by the Federal Government: The Contractor is not required to provide services on the following National Holidays, nor shall the contractor employee be paid for those days.

When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday. Also, included would be any other day specifically declared by the President of the United States to be a National Holiday.

19. INVOICE AND PAYMENT:

Contractor shall submit monthly invoices in the arrears electronically via the Tungsten-Network System at the end of each month, for payment of the storage containers in that billing period. Contractor shall submit original invoice electronically to:

Department of Veterans Affairs Financial Services Center http://www.tungsten-network.com (Toll-free telephone number: (877) 489-6135) Payment shall be made monthly in the arrears upon receipt of properly prepared invoice.

The invoice MUST be itemized to include the following information. Any information listed below that is not provided on an invoice will be rendered incomplete and the invoice will be returned for immediate correction.

a. Dates of service.

b. Description of services.

c. Invoice number, date.

d. Contract number.

e. Obligation number Failure to comply with the above shall delay payment to the Contractor.

(End of SOW)