SOW Draft - Audiology PM_R FY24_.docx

Audiology Equipment Preventative Maintenance & Repair (PM&R)

Statement of Work (SOW)

A. BACKGROUND:

The James E. Van Zandt VA Medical Center (hereafter referred to as “JEVZ VAMC”, “Altoona VAMC” or “the Government”) has a requirement for a post-warranty service contract on audiology testing devices and booths located at the Altoona VAMC as well as the Johnstown, DuBois, Huntingdon, Indiana, and State College Community Based Outpatient Clinics (CBOC). The contract is to include repairs, when authorized, and regularly scheduled Preventative Maintenance (PM)/calibration at intervals dictated by the original equipment manufacturer (OEM) or American National Standards Institute (ANSI S3.6-1996 et seq), whichever is more stringent. The PM/calibration shall be documented and completed in the month scheduled according to the Clinical Asset Management Application.

B. PERFORMANCE PERIOD|OBJECTIVE:

The Government intends to award a single, five (5) year firm fixed price IDIQ contract for the services described in this work statement and will begin from the date of award.

C. HOURS OF OPERATION:

The contractor is not required to provide services on Federal holidays or during non-working hours after 4:30 p.m. except in case of an emergency.

D. PLACE OF PERFORMANCE:

The audiology equipment is located at the main building of the JEVZ VAMC Facility as well as its five (5) Community Based Outpatient Centers (CBOCs):

Altoona VAMC main site James E. Van Zandt VA Medical Center 2907 Pleasant Valley Blvd Altoona, PA 16602 Johnstown VA Clinic 598 Galleria Drive Johnstown, PA 15904-8900 State College VA Clinic 2581 Clyde Avenue State College, PA 16801-7508 DuBois VA Clinic 5690 Shaffer Road DuBois, PA 15801-3870

Indiana County VA Clinic 1570 Oakland Avenue Regency Mall Suite 100 Indiana, PA 15701-2429 Huntingdon County VA Clinic 13903 William Penn Highway Mapleton Depot, PA 17052-9649

E. DESCRIPTION OF SERVICES:

Includes original equipment manufacturer (OEM) parts, on site-labor/repair, PM/calibration, and all other safety inspections prescribed by both the manufacturers’ specifications and the latest versions of any and all recommendations afterwards outlined by the OEM for the equipment listed below, including all replacements, accessory equipment, and control consoles. Service calls for repairs require facility product screening and must be acknowledged and repaired within the first 48 hours during normal business hours.

Pennsylvania VISN 4 Sites:

The equipment is attached for each respective site:

Altoona

DuBois

Huntingdon

Indiana

Johnstown

State College

F. QUALIFICATIONS:

Contractor shall possess OEM certification/training and shall present documentation upon request.

G. PERFORMANCE DELIVERABLES: CONTRACTOR STAFF ROLES AND RESPONSIBILITIES:

Perform PM/calibration of all audiometric equipment described herein in accordance with the most current OEM specifications. Electronic documents reflecting the full set of parameters checked per manufacturer’s specifications, results, and recommendations must be delivered within a week of PM to the Altoona VAMC Biomedical Engineering staff (vhaaltbiomed@va.gov) and Audiology Supervisors. If any pm/calibration fails, contact VAMC Biomedical Engineering staff via email (vhaaltbiomed@va.gov) and/or phone call on the same day found to discuss course of action within the guidelines of the contract. If not able to be fixed on-site immediately, contractor is to provide a plan, any necessary quote, and schedule the repairs within one-week of notification. Services not covered under contract, will not be conducted until such a time that a government-officiated purchase order is (if at all) issued for repairs, parts, or any additional work.

Specialists will have documented certification and authorization that is up to date from the manufacturer to support software regarding all latest instructions for use (IFU).

The contractor will have documented certification and authorization that is up to date from the OEM(s) to perform PM on the relevant equipment listed above.

Contractor will perform all steps required for regular maintenance at the mandated intervals, per manufacturer’s specifications, using the proper and fully calibrated equipment that OEM specifies.

Contractor will receive VA-issue PM labels that will be filled out completely and legibly and affixed to a visible surface of the device and components checked, next to the equipment entry (EE) barcode label that identifies tracking on the devices when the contractor does not have their own comprehensive labeling (company, initials, date completed, and next date due). Non-valid stickers must be removed along with all residues for a clean and infection control measure.

Contractor will ensure that VA Biomedical Engineering personnel are informed of proceedings and results of PM/support or any other contract-authorized work before considering case completed for closure and leaving premises.

H. DELIVERABLES AND ACCEPTANCE CRITERIA:

Reports/Deliverables: The contractor shall be responsible for complying with all reporting requirements established by the IDIQ. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Contractor shall comply with the contract requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required.

Contractor must deliver reports that are according to OEM specs within one (1) week from services rendered date.

Contractor must coordinate schedule in advance with a minimum of two (2) weeks prior to the first of the month of which equipment service is due.

Contractor shall schedule work completion timely.

Contractor shall have open communication with Biomed, Audiology, and the point-of contact.

Start and end status of services rendered shall be reported.

I. Security Considerations:

1. The Certification and Accreditation (authorization) (C&A) requirements do not apply. A Security Accreditation Package is not required.

2. A compliant ID badge must be worn by contractors always while on VA premises.

The Contractor is required to comply with physical security guidelines by checking in with VA Police when on-site to perform contracted services and obtaining a VA Contractor ID Badge.

The VA badge shall be plainly visible by VA staff and must be worn above the waist, facing forward. Upon leaving the facility, the contractor shall return the access badge to the VA police and sign out of the facility.

3. Contractor may not have access to the VA network or any VA sensitive information under this contract.

4. Contractor must always be escorted by an authorized employee while performing work in sensitive OIT areas.

5. All contractors must receive Privacy training post award and prior to the initial on-site visit and annually thereafter by completing: VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access.

Invoicing Instructions:

VA FSC Mandatory Electronic Invoice Submission The Department of Veterans Affairs published a final rule in the Federal Register on November 27, 2012 to require contractors to submit payment requests in electronic form in order to enhance customer service, departmental productivity, and adoption of innovative information technology, including the appropriate use of commercial best practices. The rule is effective December 27, 2012. Federal Register - November 27, 2012

Vendor Electronic Invoice Submission Methods: Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below.

Payment to the contractor shall be made monthly, in arrears, upon receipt of a properly prepared invoice. Payment for services will be at the rates specified in the Price/Cost Schedule. All monthly invoices from the contractor will be electronically submitted through the Tungsten Network within 15 days following the end of the month of services rendered.

Invoices must be approved by the VA point-of-contact (POC) prior to payment release. Invoices without the required information will be rejected.

If the POC refuses an invoice due to incorrect billing, subsequent changes or corrections to the monthly invoice shall be resubmitted by the vendor with a corrected invoice. In addition to information required for submission of a “proper” invoice in accordance with FAR 52.212-4 (g), all invoices must include:

· Name and Address of contractor

· Invoice Date and Invoice Number

· Contract Number, line-item number and, if applicable, the order number

· Obligation Number

· Name, title, and phone number of person to notify in event of defective invoice.

· Total Price

Failure to comply with all terms and conditions of this contract shall result in invoices/claims submitted for reimbursement during that period to be considered incomplete. Interest penalties imposed under the Prompt Payment Act shall not apply to incomplete invoices or invoices received after the established invoice due date.

Contractor Remittance Address: All payments by the Government to the contractor will be made by Electronic Funds Transfer (EFT)

3 Steps:

1. Complete the Vendorization Process by submitting VA Form 10091.

2. Register in Tungsten: https://authentication.tungsten-network.com/login http://www.tungsten-network.com/us/support (1-877-489-6135)

3. After Registration complete, only then can you CONNECT with FSC as a customer for assistance. Customer Support Help Desk (877-353-9791) VAFSC CSHD Email: vafsccshd@va.gov https://www.tungsten-network.com/video/how-to-connect-with-your-customers

Directions:

If you have already completed a VA Form 10091 and have been loaded as a vendor with the Financial Services Center, please submit your invoice electronically through Tungsten’s Invoicing System per the U.S. Federal Mandate of 2012. This mandate includes every VA Medical Center Nationwide that you are doing business with. For more details on the US Federal Mandate of 2012, please visit https://www.govinfo.gov/content/pkg/FR-2012-11-27/pdf/2012-28612.pdf .

Please provide to Tungsten, the VA’s Tungsten’s Buyer Number which is AAA544240062 for commercial invoices.

If the invoice is related to Veteran Readiness and Employment (VR&E) use AAA980085682.

Begin your registration using the link below https://authentication.tungsten-network.com/login During Implementation, (technical set-up) Tungsten will confirm your Taxpayer ID Number with the VA-FSC. This process can take up to 5 business days.

Tutorials Videos: https://www.tungsten-network.com See Technical Support under “Contact” tab.

🎞️ How to connect to your Buyers? (site.com) 🎞️ How to create an invoice/credit note on the Tungsten Network portal? (site.com) 🎞️ How to check the status of your invoices? (site.com) For additional information, please contact Tungsten at 877-489-6135 or visit their website at: http://www.tungsten-network.com/us/support

NOTICE: The below ACTION may be required:

The Customer Engagement Portal (CEP) is a system that will provide past, present and future payment information along with status of claims and invoices. This system is available 24/7 and is updated daily. If your company is registered with SAM.gov, you may register for this system free of charge. Request CEP access at https://www.cep.fsc.va.gov/. If you need further assistance or have additional questions, please contact us at 877-353-9791.

1. VA Webform 10091 through CEP platform For all vendors (SAM; System for Award Management or Non-SAM) that are ID.Me (https://www.id.me/) registered at: https://www.cep.fsc.va.gov Note: ONLY active System for Award Management (SAM) /CEP Commercial Vendors and Medical Providers will have access to Payment History.

2. For all SAM.gov registered Commercial Vendors and Medical Providers, we are pleased to announce the reopening of our Customer Engagement Portal (CEP).

a. Existing users of CEP will need to add their tax ID number back into the portal.

b. New users will need to register with System for Award Management; SAM.gov before gaining access to CEP.

c. Once new users receive the registration approval notice from SAM, wait 72 hours before submitting VA Webform 10091 through ID.Me:

https://www.id.me/ registered at https://www.cep.fsc.va.gov {Customer Engagement Portal (va.gov)}

d. This will update our records with your Unique Entity Identifier (UEI).

e. These steps will help expedite your access to CEP.

3. Commercial vendors seeking invoice or payment status can log into their Tungsten Network account:

https://www.tungsten-network.com/customer-campaigns/veteransaffairs/ image4.png image5.png image6.png image1.png image2.png image3.png