SOW Endoscopy Equipment Maintenance Services 08-20-2026.docx

STATEMENT OF WORK – Endoscopy Equipment Maintenance Services

1.0 BACKGROUND

1.1 The Eastern Colorado VA Healthcare System requires a maintenance and repair contract with Stryker to maintain functionality of the endoscopy equipment used in the Operating Room (OR).

SPECIFIC SERVICE FOR

1.2 Equipment to be covered.

1.2.1 1788 AIM 4K Camera Head with Integrated Coupler (14) Base Plus 4 Option Years

1.2.2 Connected OR Hub Base System (10) Base Plus 4 Option Years

1.2.3 Pneomoclear Plus CO2 Conditioning Insufflator (9) Base Plus 4 Option Years

1.2.4 1788 Camera Control Unit (9) Base Plus 4 Option Years

1.2.5 L12 Light Source (9) Base Plus 4 Option Years

1.2.6 SPY Laparoscope, Autoclavable, DIA 5.4mm 0 DEG, 30cm (10) Base Plus 4 Option Years

1.2.7 SPY Laparoscope, Autoclavable, DIA 5.4mm 30 DEG, 30cm (10) Base Plus 4 Option Years

1.2.8 SPY Laparoscope, Autoclavable, DIA 10mm 30 DEG, 33cm (10) Base Plus 4 Option Years

1.2.9 SPY Laparoscope, Autoclavable, DIA 10mm 0 DEG, 33cm (10) Base Plus 4 Option Years

1.2.10 32" 4K OLED Surgical Display (28) Base Plus 4 Option Years

1.2.11 SDP1000 (2) Option Years 1-4

1.2.12 1788 AIM 4K Inline Camera Head, C-Mount (2) Option Years 1-4

1.2.13 1788 AIM 4K Coupler, 20mm, C-Mount (2) Option Years 1-4

1.2.14 CONNECTED OR IP BRAVoE NEW PROCARE (7) Option Years 1-4

1.2.15 DATAMEDIATOR 1 EMR ProCare (1) Option Years 1-4

1.2.16 DATAMEDIATOR CONN DVC ProCare (10) Option Years 1-4

1.2.17 HospitalStatus M AND S 1-15cam N ProCare (1) Option Years 1-4

2.0 REQUIRED SERVICES

The contractor shall furnish labor, parts, supplies and equipment necessary to provide scheduled and unscheduled maintenance for the equipment listed above (1.2). Equipment is located at the Rocky Mountain Regional VA Medical Center, 1700 N Wheeling Street, Aurora, CO 80045.

2.1 CORRECTIVE MAINTENANCE

2.1.1 The contractor shall have a Stryker certified technician visit for needed corrective maintenance according to corrective maintenance report.

2.1.2 The contractor shall pay for the travel and accommodation costs of the technician.

2.1.3 The contractor shall provide remote support to local technicians over the phone.

2.1.4 The contractor shall make commercially reasonable efforts to provide on-site response within forty-eight (48) hours from receipt of a service request, unless delayed by causes outside its reasonable control.

2.1.5 The contractor shall provide an unlimited number of repairs or replacements of the equipment, if due to normal use/wear.

2.1.6 If applicable, the contractor shall provide loaner equipment during the period that the equipment is in the possession of the contractor for repair. This is subject to the contractor’s discretion and equipment availability.

2.1.7 The contractor shall pay for all freight costs and main-in services.

2.1.8 The contractor shall provide training to user/handling personnel and surgeons in the safe and effective use of the equipment.

1.1 SPARE PARTS

1.1.1 The contractor shall replace worn out or defective spare parts free of charge.

3.0 HOURS OF COVERAGE

3.1 Normal hours of coverage are Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding the federal holidays listed as follows:

Federal Holidays:

Any other day specifically declared a National Holiday by the President of the United States.

3.2 When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by US Government Agencies.

3.3 There will be no additional charge for time spent at the site (during or after the normal coverage areas) awaiting the arrival of additional FSE and/or delivery of parts.

4.0 DOCUMENTATION/REPORTS

4.1 Field Service Reports shall be provided to the Agency within two weeks of service for all service activities and shall contain, at a minimum, the following information:

a. Name of contractor and contract number

b. Name of technician who performed services

c. Contractor service job number/log number

d. Date, time (starting and ending), equipment downtime and hours on-site for service call

e. VA purchase order number(s) covering the call if outside normal working hours

f. Description of problems reported by the POC/user (if applicable)

g. Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including:

· Labor and Travel,

· Parts (with part numbers),

· Materials and Circuit Location of problem/corrective action.

· Total Cost to be billed (if applicable - i.e., part(s) not covered or service rendered after normal hours of coverage)

h. Signatures:

· Technicians performing services described

· Authorized VA Employee who witnessed service described

4.2 All field service reports for equipment located at the Eastern Colorado VA Health Care System shall be emailed to VHADENBiomedGroup@med.va.gov. Failure to carry out the above procedures shall be considered as a failure to document and shall constitute a failure to perform.

5.0 SERVICE MANUALS/TOOLS/EQUIPMENT

5.1 The contractor shall provide tools, (test) equipment, service manuals or service diagnostic software. The contractor shall obtain, have on file, and make available to their field service engineer (FSE)’s all operational and technical documentation (such as: operational and service manuals, schematics, and parts list) necessary to meet the performance requirements and repair of the medical equipment. A reference list of applicable service manuals and their respective locations shall be provided to the Biomedical Engineer upon request.

6.0 SECURITY

6.1 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.

6.2 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.

6.3 Services provided under this contract do not involve equipment that stores, generates, transmits, or exchanges sensitive data.

6.4 The contractor is required to obtain the Contracting Officer’s approval prior to engaging in any contractual relationship in support of this contract requiring the disclosure of information, documentary material, and/or records generated under or relating to this contract. The contractor is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

7.0 PERFORMANCE MONITORING

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

8.0 PLACES OF PERFORMANCE

8.1 Delivery of services shall be coordinated through the Biomedical Engineering located at:

Rocky Mountain Regional VA Medical Center 1700 N Wheeling St.

Aurora, CO 80045