SOW Ophthalmic Equipment Service.pdf
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- Attached to
- Ophthalmic Equipment Services
- Solicitation number
- IHS1524536
About this file
This is a Statement of Work (SOW) for ophthalmic equipment maintenance and repair services to be provided by the Indian Health Service (IHS) at the Lawton Service Unit in Oklahoma.
The contractor shall provide comprehensive maintenance and repair services for a Carl Zeiss Cirrus OCT 5000 and Carl Zeiss HFA3 860 equipment at the Lawton Indian Hospital, Anadarko Indian Clinic, and Carnegie Indian Clinic. Services include preventative maintenance following manufacturer guidelines, unscheduled repair visits with OEM replacement parts and labor, access to a service hotline for emergency technical support, hardware and software updates, and remote troubleshooting services. The period of performance is 12 months from date of award. The contractor must meet all manufacturer requirements, sign in/out at facility security, notify the Biomedical Engineering Department prior to service, and submit service reports with checklists within 5 business days of completion. The contractor shall provide a designated point of contact empowered to make daily decisions and maintain a toll-free telephone number answered during at least eight working hours between 8:00 am and 4:30 pm, Monday through Friday, with required response times of 24 hours on phone and 96 hours on-site for customer service concerns.
Special requirements include contractor employee compliance with DHHS visitor security clearance policies and obtaining visitor passes, adherence to tobacco/smoke-free facility policies, compliance with facility security regulations including escort requirements and valid identification, and confidentiality obligations regarding facility operations. The contractor shall furnish all required personnel, materials, supplies, and equipment. Performance surveillance is monitored through Nuvolo with acceptable quality levels of not more than one non-conformance instance per performance period across five key metrics: OEM planned maintenance annually, customer service availability with specified response times, timely service report submittal within 5 business days, notification to Biomedical Engineering Department upon arrival, and timely invoice submittal quarterly and upon request tracked through UFMS reports.
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Text version
Department of Health and Human Services Indian Health Service
Statement of Work (SOW) Ophthalmic Equipment Services
1. PURPOSE OF THE PROJECT
The Indian Health Service (IHS), a federal agency within the Department of Health and Human Services, is responsible for providing federal health services to American Indians and Alaska Natives. The mission of IHS is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives to the highest level and assure that comprehensive, culturally acceptable personal and public health services are available and accessible to members of the 574 federally recognized Tribes across the United States.
The Lawton Service Unit is a Joint Commission accredited federal facility in Oklahoma. To meet our mission, Ophthalmic equipment services are a medical modality that has been deemed necessary to augment the services as such are necessary to support and supplement health care within the hospital. The mission of the Lawton Service Unit is to deliver quality care in order to attain positive health outcomes for all our valued patients with emphasis on cultural sensitivity and human dignity.
The Lawton Service Unit (LSU) which includes the Lawton Indian Hospital (LIH), Anadarko Indian Clinic (AIC), and the Carnegie Indian Clinic (CIC), Indian Health Services (IHS) has a requirement for Ophthalmic equipment services for service and repair for a Carl Zeiss Cirrus OCT 5000 and the Carl Zeiss HFA3 860.
2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS
2.1. The contractor shall provide maintenance services and repair for a Carl Zeiss Cirrus OCT 5000 and the Carl Zeiss HFA3 860 to include the following.
2.1.1. Preventative Maintenance following the manufacturer’s guidelines
2.1.2. Unscheduled repair visits to correct equipment malfunctions, which include OEM replacement parts, travel, and labor to restore the complete functionality to equipment
2.1.3. Access to service hotline in case of an emergency or another issue regarding technical or application problems
2.1.4. Hardware and software updates to enhance the performance of the equipment as recommended and issued by Carl Zeiss/Pro Aim
2.1.5. Remote support service to perform troubleshooting activities to identify sources of equipment malfunction
3. PERIOD OF PERFORMANCE
12 months from date of award
4. LEVEL OF EFFORT
4.1. The contractor shall meet all manufacturers’ requirements for maintenance and repair of the Ophthalmic equipment as listed in this statement of work.
4.2. The contractor shall sign in/out at the Security desk upon enter/exiting facility for service.
4.3. The contractor shall notify the Lawton Indian Hospital Biomedical Engineering Department prior to performing any services.
4.4. The contractor shall submit a service report, and checklist if applicable, to the Lawton Service Unit Biomedical Engineering Department within 5 business days. after services rendered.
5. SPECIAL REQUIREMENTS
5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management. - (Security Clearance for on-site human services)
5.2. The USPHS Lawton Service Unit is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.
5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises where the work shall be performed, shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Lawton Service Unit official, presenting valid identification, smoking restrictions and any safety procedures.
5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of Lawton Service Unit. Such action(s) could result in violation of the contract and possible legal actions.
5.4.1. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.
6. DELIVERABLES AND REPORTING REQUIREMENTS
6.1. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.
6.2. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.
7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES
7.1. IAW FAR Part 52.245-1, The Government shall supply the facilities, supplies and the equipment of he Optometry Department and all hospital specialty/support staff. Use of government furnished facility space, equipment, supplies, and personnel are for the provision of services set forth in this contract only.
8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES
8.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract.
9. CHANGES TO THE STATEMENT OF WORK (SOW)
9.1. Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.
10. DELIVERABLES/PERFORMANCE MATRIX
10.1. Acceptable Quality Levels (AQL) & Performance Surveillance: Non-conformance is not acceptable and may result in termination of the contract.
Performance Objectives
Acceptable Quality Level
Performance Measure
Surveillance
OEM Planned Maintenance to OEM Standard
Not more than one (1) instance per performance period
Annually Nuvolo
Availability and Response for customer service concerns
Not more than one (1) instance per performance period
24-hour on phone response and 96-hour on-site response
Nuvolo
Timely submittal of service report
Not more than one (1) instance per performance period
Annual and upon repair within 5 business days to the Biomedical Engineering Department
Nuvolo
Notification to Biomedical Engineering Department
Not more than one (1) instance per performance period
Notify Biomedical Engineering department that FSE is on site and preparing to perform services
Security log
Timely Submittal of Invoices
Not more than one (1) instance per performance period
Quarterly and upon request
UFMS reports
Department Supervisor Signature:_________________________
Department Director Signature:_________________________
LAURA L.
ALEXANDER -S
Digitally signed by LAURA L.
ALEXANDER -S
Date: 2026.02.25 10:53:26 -06'00'
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