SOW Optos Service Agreement (3).pdf

Department of Health and Human Services

Indian Health Service

Statement of Work (SOW)

Optos Service Agreement

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) and Anadarko Indian Clinic

(AIC), Indian Health Services (IHS) has a requirement for Ophthalmic equipment services for service and repair agreement for Optos Silverstone imaging devices.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

2.1. The contractor shall provide maintenance services and repair for Optos Silverstone imaging devices at LIH and AIC.

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 manufacturer

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 the

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 (or as directed by manufacturer and/or service manual)

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

Monthly and upon request

UFMS reports

7/1/2026

X Randy Cox

Randy Cox

Chief of Optometry

Signed by: PIV