SOW Orthoscan C-Arm 6-30-25.pdf

STATEMENT OF WORK

Orthoscan Full Service Maintenance Contract

VA MAINE MEDICAL CENTER, AUGUSTA, ME

General Information:

The contractor shall provide all labor, equipment, materials, apparatus, tools, transportation, supervision, and disposal necessary for preventive and corrective maintenance services on the Orthoscan TAU 1515.

The services shall include emergency service, unlimited parts, preventative maintenance, factory-authorized updates/modifications, technical support, and application support as outlined in the Scope of Work. The equipment is at the VA Maine Health Care System, Togus Campus, 1 VA Center, Augusta, ME 04330.

Type of Contract: Firm-Fixed Price Service Contract.

Contract Performance Period: Base Year plus four option year renewals.

Scope of Work

Requirements for Equipment:

1. EQUIPMENT IDENTIFICATION:

Manufacturer: Orthoscan Models // List: TAU 1515

Item Description

- Platinum Elite Service Contract: Comprehensive periodic maintenance, parts and labor coverage, full glassware coverage, Location: Building 200, 1st floor, Radiology Service, VA Maine Health Care System, 1 VA Center, Augusta, ME 04330

2. CONFORMANCE STANDARDS: The contractor shall provide service and ensure that the equipment functions in accordance with the equipment manufacturer’s technical performance specifications. The contractor shall also conform to all regulations, including but not limited to federal, state, and local, governing any chemicals, equipment, or work that may be used or performed in the work under this contract.

3. OPERATIONAL UPTIME - REQUIREMENTS: The Orthoscan TAU 1515, shall be operable and available for use 98% of the normal operating hours of the equipment as detailed in paragraph 13, HOURS OF COVERAGE. Downtime will be computed from notification of problem during normal work hours.

4. LIVE PHONE SUPPORT: Service shall include phone support with Orthoscan Technical Support Engineers between 6:00 a.m. - 8:00 p.m. (Eastern Time).

5. AFTER HOURS PHONE SUPPORT: Service for after-hour phone support shall include 24 Hours, 7 Days a week, and 365 days a year for technical assistance when required.

6. SOFTWARE ENHANCEMENTS: Periodic software enhancements shall be provided as part of the firm fixed price contract and shall be considered within scope.

7. CERTIFIED TRAINED TECHNICIANS AND KEY PERSONNEL: The scheduled maintenance and service calls shall be performed by Orthoscan trained personnel in accordance with the agreement.

Technicians shall include fully qualified Facility Service Engineers (FSE) and a fully qualified FSE who will serve as the backup and show proof of competency, as shown by training conducted on said system.

"Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program for the equipment identified in this statement of work. For field experience, the FSE(s) has at least two years of experience (except for equipment newly on the market) regarding scheduled and unscheduled preventive and remedial maintenance. Proof of training shall be provided upon demand and be immediately sent via fax, upon demand to the COR. All FSE’s and technicians shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSE's. The COR and/or designated representative specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment.

It is anticipated that any hospital regulatory inspections (TJC, etc.) will have the vendor providing proof that they meet industry standards of quality, and traceable standards, as used to calibrate this device-system, at the time of the maintenance event.

8. HOURS OF COVERAGE:

A. Normal hours of coverage are Monday through Friday from 08:00 AM to 05:00 PM, excluding federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer’s Representative (COR).

NOTE: - Hardware/software update/upgrade installations will be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the COR or designated representatives. Government provides software/hardware upgrade/update. There shall be no additional charge for time spent at the site during or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts.

B. Federal Holidays observed by the VAMC are:

New Years' Day, Martin Luther King Day, Presidents' Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day

Scheduled maintenance will be excluded from downtime. (Normal work hours are 08:00 AM to 05:00 PM, Monday thru Friday, excluding federal holidays). Operational Uptime will be computed during a month long time period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action.

9. UNSCHEDULED MAINTENANCE (Emergency Repair Service):

A. Contractor shall maintain the equipment in accordance with the manufacturer's specifications.

The Contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished.

B. The COR or government designated representatives are authorized to request and approve service calls from the Contractor.

C. Response Time: Contractor's FSE must respond with a phone call to the COR or designated representative within 1 hour after receipt of telephoned notification during normal hours of coverage. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within 2 hours after receipt of this second notification and will proceed progressively to completion without undue delay. For example, if hours of coverage are 08:00 AM to 05:00 PM, Mon. thru Fri., a 2 hour response means, if a call is placed at 8:45 AM., Monday August 10th; the FSE must start on-site service before 10:45 PM, Monday, August 10th.

10. DOCUMENTATION/REPORTS: The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., Emergency repairs) procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with Section 3, Conformance Standards or the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in the Conformance Standards section. The Engineering Service Report (ESR) will consist of a separate PM report for the item(s) covered under the "specific" contract. Grouping different equipment from different contracts on "one" ESR is prohibited.

Service reports must be sent to the COR or the requesting entity upon completion of each service issue.

In addition, each ESR must, at a minimum, document the following data legibly and in complete detail:

A. Name of contractor and contract number.

B. Name of FSE who performed services.

C. Contractor service ESR 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 problem reported by the COR or designated representative.

G. Identification of equipment to be serviced:

1) Inventory ID number,

2) Manufacturer's name,

3) Device name,

4) Model number,

5) Serial number,

6) Any other manufacturer's identification numbers.

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

1) Labor and Travel,

2) Parts (with part numbers),

3) Materials and Circuit Location of problem/corrective action.

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

J. Signatures:

1) FSE performing services described.

2) Authorized VA Employee who witnessed service described.

11. REPORTING REQUIREMENTS: The Contractor shall be required to report to the Clinical Engineering Department to log in. This check- in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COR or designated representative. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR or designated representative for an "authorization signature".

12. PAYMENT: - Invoices will be paid in arrears on a monthly basis. Invoices shall include at a minimum, the following information: Contract Number, Purchase Order/Task Order Number, Contractor Name, Item(s) covered (to include serial #'s) by the PMI and covered period of service. All invoices shall be eMailed to the Department of Veterans Affairs Financial Services Center’s (eMail address to be provided on the Award document):

13. ADDITIONAL CHARGES: There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts.

14. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: - The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the COR and/or designated representative (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish to the COR or designated representative a written estimate of the cost to make necessary repairs.

15. CONDITION OF EQUIPMENT: The Contractor shall accept responsibility for the equipment.

Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract.

16. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSE's shall wear visible identification at all times while on the premises of the VAMC. The Contractor shall park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

17. TRAINING: The Contractor shall provide first call Clinical Engineering training for current qualified technicians at the VAMC, ME during regular service hours of Monday through Friday from 8:00am – 5:00 PM EST. This is not an ongoing training and will only be provided on an annual basis as required. All training for upgrades to equipment shall be considered within scope throughout the life of the contract.

18. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD:

The Contractor shall comply with the Federal/California OSHA Bloodborne Pathogens Standard. The Contractor shall:

a. Have methods by which all employees are educated as to risks associated with bloodborne pathogens.

b. Have policies and procedures which reduce the risk of employee exposure to bloodborne pathogens.

c. Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens.

d. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract.

20. MISCELLANEOUS

Additional equipment may be added and/or removed throughout the life of this contract and shall be considered within scope, and only via a SF30 modification to the Award document.