SOW new.docx

STATEMENT OF WORK

1. SCOPE:

A. This is an inclusive contract, the Contractor shall provide all necessary labor, materials, supplies, parts, software (needed for the general operation of the equipment), tools, equipment, travel transportation expenses and other related costs to provide planned maintenance services and corrective services on audiology diagnostic equipment and soundroom certification listed for the Minneapolis VA Health Care System (MVAHCS). All services to inspect, make adjustments, repair, replace parts, and test for operating efficiency and other such services shall be performed in accordance with the terms, conditions, provisions, and specifications of the contract.

B. The equipment shall be maintained in optimum operating condition and meet the manufacturer’s specification for operation and performance.

C. It is reasonable to expect that usage and/or requirements, based upon estimated quantities of numerous healthcare facilities, may change during the contract period. Items may be deleted from the equipment list if replaced or "in excess" during the period of this contract and additional items may be added as needed. The Government reserves the right to purchase additional medical equipment not contained within the equipment list as well as delete existing items. Any changes to the equipment / service list below will be completed through a modification to the contract agreed to by both parties and executed by the contracting officer prior to execution of work.

2. PARTICIPATING FACILITIES:

A. Minneapolis VA Medical Center: 1 Veterans Dr., Minneapolis, MN 55417 B. Northwest Metro VA Clinic: 7545 Veterans Dr., Ramsey, MN 55303 C. Maplewood VA Clinic: 3100 Kennard St., Suite 100, Maplewood, MN 55109 D. Ft. Snelling VA Clinic: 1 Federal Dr., Ft. Snelling, MN 55111 E. Twin Ports VA Clinic: 3520 Tower Ave., Superior, WI 54880 F. Rochester VA Clinic: 3551 Commercial Dr. SW, Suite 400, Rochester, MN 55902 G: Hibbing VA Clinic: 990 West 41st St., Suite 88, Hibbing, MN 55746

3. EQUIPMENT / SERVICES LIST:

Total PMI/Calibrations

Total Soundroom Certifications

4. PLANNED MAINTENANCE INSPECTION (PMI) AND CORRECTIVE MAINTENANCE (CM)

SERVICES:

A. Planned Maintenance Inspections (PMI) are completed annually.

B. Specifications and Requirements: All work performed shall be accomplished in accordance with manufacturer’s specifications including, but not limited to adjustments, calibrations, cleaning, lubrication, testing, disassembly, check-out, replacement of worn or defective parts, etc. required to keep the equipment in optimum operating condition. All equipment must be maintained in such condition which shall satisfy the requirements of the Joint Commission (JC), Association for the Advancement of Medical Instrumentation (AAMI) and the State of Minnesota and the State of Wisconsin. Vendor shall apply VA supplied PMI labels (when available) to all devices listed in this contract. No vendor labels are acceptable when VA labels are available. At a minimum, PMI are to include:

i. Wear, misalignment, maladjustment, damage, or other malfunctions with respect to the manufacturer’s specifications.

ii. Inspection for loose boards, connectors, and cables.

iii. Testing of electrical components for proper voltage and grounding for safety and fire hazard.

iv. Cleaning and lubrication of equipment as required.

v. Repair or replacement of all defective components necessary to conform to instrument specifications.

vi. Calibration or standardization of instrument as required.

vii. Testing for proper operation of the entire system and subsystem.

viii. Documentation on proper function and performance of instrument.

ix. Software updates, if applicable.

C. PMI services are to be scheduled at least two (2) weeks in advance with the Contracting Officer Representative (COR) or designee.

D. At a minimum, corrective maintenance services are to be performed as specified below:

i. Inspection for internal and/or external causes of medical and electronic problems, including:

a. Wear, misalignment, maladjustment, damage, or other malfunctions with respect to the manufacturer's specifications.

b. Inspect for loose boards, connectors, and cables.

c. Test electrically for proper voltage and grounding for safety and fire hazard.

d. Cleaning and lubrication of equipment as required.

e. Repair or replacement of all defective components necessary to conform to instrument specifications.

f. Calibration or standardization of instrument as required.

g. Testing for proper operation of the entire system and subsystems.

h. Document proper function and performance of instrument.

E. Corrective maintenance (CM) services are to be completed within one (1) calendar day of a reported issue. If loaner equipment is needed because a CM service cannot be completed on-site within 1 calendar day, then the loaner equipment will be provided within 48 hours. Extensions for CM services beyond one (1) calendar day require the approval of the COR. Such extensions are to be scheduled with the COR within one (1) calendar day and may not exceed 48 hours. If applicable, software updates are included for the general operation of the equipment.

F. Work shall be performed during normal working hours, 7:00 AM – 5:00 PM CST Monday through Friday, except federal holidays, unless otherwise specified.

i. Completing planned maintenance inspections outside of the hours mentioned above can occur but must be approved by the COR or designee.

ii. Holidays: The Contractor is not required to provide services on the following National Holidays, nor shall the Contractor be paid for these National Holidays.

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

iv. Holidays

a. January 01 New Year’s Day

b. January 15 Birthday of Martin Luther King, Jr.

c. February 19 * Washington’s Birthday

d. May 27 Memorial Day

e. June 19 Juneteenth National Independence Day

f. July 04 Independence Day

g. September 02 Labor Day

h. October 14 Columbus Day

i. November 11 Veterans Day

j. November 28 Thanksgiving Day

k. December 25 Christmas Day

G. Travel/mileage expenses shall be inclusive of the Contractor’s pricing.

H. Delay in Access/Intervening Service Call: If patient care necessitates delay in access to equipment, Repair Personnel shall notify the COR however CM shall be completed within 1 calendar day of the Repair Personnel’s notification. Documentation of the delay on the Field Service Report with a concurring signature from the COR is required. Contractor’s Repair Personnel are responsible for proper documentation of delays. The Field Service Report must confirm the actual time access for repair is given.

I. Removal of Equipment: Should a piece of equipment require repair at the Contractor’s plant, Contractor shall provide a loaner or as / like loaner at no extra charge within 48 hours. The loaner equipment shall be delivered to the Audiology clinic, set up, and calibrated in place for clinical use within 48 hours of removal of the VA-owned equipment. The Contractor may not remove equipment from a government site for only minor repairs. Government property cannot be removed from the station without a signed Property Pass and authorization by the COR.

J. Performance verification is required at the conclusion of every PMI and CM service. This verification procedure includes performance testing for accuracy and precision of the instrument.

K. Discontinuance of Service: The Government reserves the right to terminate service on a particular machine meeting replacement criterion upon written notice to the Contractor with payment to be prorated.

L. Security: Protection of Computer Equipment, confidentiality of patient information, and the integrity of computer software/data at all Healthcare Facilities are essential. Software installed on each PC is copyrighted and copy of software for use elsewhere is prohibited. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

5. PARTS

A. Only standard new or like-new OEM parts shall be furnished by the Contractor. All parts shall be of current manufacture and shall have versatility with presently installed equipment. Accessory replacement parts may be from a generic manufacturer, confirm acceptability with the COR prior to ordering/supplying. All major components and parts furnished by the Contractor shall carry the manufacturers’ standard commercial warranty. The warranty period shall not begin until after MVAHCS authorized personnel have accepted the products delivery, installation, and functionality. In addition, the contractor shall indicate availability and cost of extended OEM parts warranty options.

B. All newly installed replacement parts become the property of the Government. Replaced parts are to be disposed of by the Contractor after obtaining approval from the COR.

C. The Contractor shall provide required replacement parts.

D. Operating and consumable supplies are part of this contract and shall be itemized as no charge item(s) on the Contractor’s invoice and shall be identified by part numbers listed on the manufacturer’s schematics or parts list.

E. The VA shall not furnish parts, service manuals and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required.

F. The contractor shall obtain, have on file, and make available to its FSE(s), all operational and technical documentation (e.g., operational and service manuals, schematics, and OEM parts lists, which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the COR upon request.

6. REPORTING:

A. Check In: Upon arriving, the Field Service Engineers (FSE) shall report in person at the designated location. All Contractor personnel are required to check into the facility’s Police & Security office at each visit to pick up a “Contractor” badge prior to contacting the COTR. The Contractor must wear badges bearing the Contractor’s name and the employee’s name during the entire time the Contractor is on any of the VA Medical Facility grounds covered under this contract.

B. It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations.

C. Check Out: After all work is completed, Contractor shall notify and sign out with the COR. The FSE shall submit calibration reports upon completion of all CM and PMI services for applicable equipment to Biomedical Engineering via email.

D. All service reports to be submitted, at a minimum, shall contain a detailed description of any services or repairs performed. The report shall also include a list of replacement parts, safety checks, performance data, and the date, along with any Contractor recommendations necessary to maintain the equipment in optimum operating condition. FSE shall document and report to the COR, any unsafe condition concerning the equipment or signs of misuse or neglect. FSE shall document the field service report for all problems and their respective corrections, including all performance verification.

7. QUALIFICATIONS/ CERTIFICATION:

A. The FSE performing maintenance and repair services must be fully qualified and competent. “Fully qualified” is defined as manufacturer-trained or equivalent and experienced to calibrate/service the equipment assigned.

B. The CO or COR reserves the right to reject any of the Contractor’s personnel from performing services if they determine they are not “fully qualified” or the contractor fails to provide the necessary documentation for approval of each FSE.

C. Training certificates, experience in lieu of training certificates, experience with maintenance/repair of specific equipment to be maintained, period of time with Contractor, and the ability to use diagnostic software and computerized hardware for maintenance of assigned equipment shall be information needed for the Government to verify competency.

8. CONTRACTOR PERSONNEL:

A. Contractor’s Program Manager: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the COR. The Contractor’s Program Manager shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

B. Contractor Employees: The contractor shall not employ persons for work on this contract if such employee is identified to the contractor as a potential threat to the health, safety, security, general wellbeing, or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC). The Contractor shall perform services in accordance with the ethical, professional and technical standards of the equipment repair industry as consistent with VA Policy, Regulations and Procedures.

9. ORDERING ACTIVITIES & ORDERING OFFICERS

A. The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or his/her delegated representative acting within the limits of his/her authority. Only those services specified herein are authorized. Before performing any service of a non-contract nature, the Contractor shall advise the Contracting Officer of the reasons for additional work. Changes to the resulting contract are not authorized, unless in writing by the Contracting Officer. Any commitment or changes, which affect the price, quantity, and authority to amend, rendered decision on questions of fact in dispute and related contract administration problems are duties of the Contracting Officer and cannot be re-delegated.

B. Detailed invoices will be submitted with each repair made by the contractor. Invoices must include purchase order number, contract number, period of service covered/dates, and cost at a minimum.

C. Upon award, the contractor will be notified of a designation of COR and the responsibilities and limitations authorized. No oral statement of any person shall modify or otherwise affect the terms, conditions, or specifications stated in this contract. All modifications to the contract must be made in writing by the Contracting Officer.