SOW MicroScan Walkaway PM.pdf

Statement of Work

West Texas VA Health Care System Preventative Maintenance and Service for DxM 1040 MicroScan Walkaway

Background:

The West Texas VA Health Care System (WTVAHCS) has a requirement for preventative maintenance and service for DxM 1040 MicroScan Walkaway, S/N 44010514, Instrument ID# 83788377, for Pathology and Laboratory Medicine.

Scope of Work:

Contractor shall provide one (1) preventative maintenance and service per twelve (12) month term for the following equipment:

Model Serial # Instrument ID Description PM Visits DxM 1040 MicroScan WalkAway

44010514 83788377 DxM 1040 DxS Protection Service

Package

Requirements:

• The contractor shall provide all required services, labor, supervision, travel, and parts for a full-service contract for the equipment listed in the description of work.

• Must be a Certified Beckman Coulter Field Service Engineer or an authorized third party.

• Live technical phone support Hotline 24/7 and remote access 24/7.

• Assay Test menu Expansion Installation and implementation for purchased Assays

• 8 hours a day, 5 days a week, Monday thru Friday service hour.

• Preventative Maintenance must include at minimum:

o Replacement of both optical shields o Replacement of all reagent gaskets o Replace the tubing for oil o Replace any discolored air tubing in the drawer o Check and replace any broken panel tower springs o Check to ensure light output is within manufacturers specifications o Check Panel handling o Check and adjust voltages if necessary o Inspect Water tank and clean if needed o Run total system check to ensure everything is meeting manufactures specifications

• On-site planned maintenance service shall be performed Monday-Friday, 8am-4:30pm, excluding holidays and include labor and travel

• OEM Replacement Parts included

• Operational and Safety improvements included

• Remote System monitoring, diagnosis and repair

• Key Operator Training

• Emergency service calls (inclusive of all parts, labor and travel)

Remedial Service:

The contractor shall provide on-site response at a mutually agreed upon time within two business days to repair the systems.

Replacement Parts:

The contractor shall cover the shipping costs for the loaner. Loaner instruments will be utilized during the instrument repair. All parts and labor required for the repair of the instrument.

Performance verifications of the instrument to manufacturer specifications.

Place of Performance:

West Texas VA Health Care System Pathology and Laboratory Medicine 300 Veterans Blvd Big Spring, TX 79720

Period of Performance:

Base: 12/20/2025-12/19/2026 Option Year 1: 12/20/2026-12/19/2027 Option Year 2: 12/20/2027-12/19/2028 Option Year 3: 12/20/2028-12/19/2029 Option Year 4: 12/20/2029-12/19/2030

Deliverables/Supplies:

Preventative Maintenance and Service for the DxM 1040 MicroScan Walkway in Pathology and Laboratory Medicine.

Hours of Operation:

Services shall be performed during normal working hours from 8:00 am to 4:30 pm excluding federal holidays unless requested and approved by the COR. Federal holidays include:

New Years' Day Martin Luther King Jr. Day Presidents' Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans’ Day Thanksgiving Day Christmas Day

Documentation:

At the completion of each service call or scheduled maintenance, the contractor shall provide a written service report to the primary and/or alternate contact person. This report will clearly indicate the following:

o Date of service o Name of service technician/engineer o Type of service performed o Model o Serial Number o VA barcode (EE) number of the component of the system if applicable o Description of the service completed o List of any parts replaced o Purchase Order Number

Security Requirements:

Information Security and Privacy:

Vendor will not have access to information deemed to be “VA sensitive information”. The certification and accreditation (C&A) does not apply.

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.

Consistent with the requirements of 38 U.S.C. 5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency.

Records Manager:

i. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

ii. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

iii. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

iv. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

v. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

vi. The Government Agency owns the rights to all data/records produced as part of this contract.

vii. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

viii. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

ix. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

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

General Duties, Requirements, and Expectations:

1. Be professionally competent to handle required duties.

2. Work with staff to ensure safety measures are in place and documented.

3. Services provided under the terms of this contract are required to be in compliance with the American Association of Blood Banks (AABB) and College of American Pathologists (CAP) accreditation policies, VHA Handbook 1106.1 and all applicable Federal, State and Government laws required by the Veteran’s Healthcare System

Worker Requirements and Access:

Contractor employees will need to get access badges from the VA Police Service located on the ground floor, main facility prior to conducting business, installation, or training functions.

Contractors are required to abide by all facility requirements in regard to screening and masking requirements.

(END OF STATEMENT OF WORK)