SOW SA for Optometry equipment 2024.pdf

Department of Health and Human Services Indian Health Service

Clinton Indian Health Center

Statement of Work (SOW) Carl Zeiss Optometry Equipment Service Agreement

1. PURPOSE OF THE PROJECT

The purpose of this contract is to provide contract preventative maintenance services to provide complete coverage on 2 Zeiss Cirrus 5000 OCT-A and 2 Carl Zeiss HFA3 860 for the Clinton Service Unit (CSU) that is comprised of the Clinton Indian Health Center (CIHC), El Reno Indian Health Center (EIHC) and Watonga Indian Health Center (WIHC). The Indian Health Services (IHS) requires proper and safe operating conditions for patient care as well as certified to maintain accurate factory standards operational support and 1020.32; and IHS compliance to Joint commission Environment of Care Chapter II, section D. services without interruption during the term of this contract. The CSU facilities are outpatient federal facilities that provide ambulatory care for eligible Native American patients that are registered for services. To meet to ensure equipment is in proper and safe operating conditions, certified to maintain accurate factory standards, provide spare parts, corrective maintenance and operational support.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide preventative maintenance services for Zeiss equipment located at the Clinton and El Reno Indian Health Center . Services shall include but not limited to the following:

2.1. e with the maintenance schedule. Including wear and tear parts check inspection and calibration.

2.1 A direct service telephone number to contact personnel in case of an emergency or other issues (technical, application, information) with a Zeiss system.

2.2 Telephone support provided by personnel at the ZEISS Service Center regarding technical and application issues via telephone.

2.3 Remote Service involves using an encrypted Internet connection to perform activities such as identifying sources of malfunctions, remote support, software updates, etc.

2.4 Parts of instruments are exchanged in order to restore the complete functionality of the device. For this purpose, original ZEISS spare parts are used only.

2.5 The contractor shall provide secure remote service access. A VPN connection is a requirement for remote service and support and it is the preferred connection method. If needed, contractor shall provide Customer with an encrypted Internet connection to perform activities such as identifying sources of malfunctions, remote support, software updates, etc.

3 PERIOD OF PERFORMANCE

12 months from date of award

Base plus an additional three (3) option years

Base year: 04/01/2024 03/31/2025

Option year 1: 04/01/2025 03/31/2026

Option year 2: 04/01/2026 03/31/2027

Option year 3: 04/01/2027 03/31/2028

4 LEVEL OF EFFORT

Clinton Indian Health Center

4.1 The contractor shall provide preventative maintenance and repairs in the El Reno Indian Health Center in a timely manner.

4.2 The contractor shall perform services compatible with the El Reno Indian Health Center Optometry Department patient schedules and availability.

4.3 Training: Contractor shall provide educational training as needed to the user(s) for the Cirrus 5000 OCT-A to ensure system navigation is understood.

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 upon arrival for services from Facilities Management.- Visitors (3/29/12) rvices from Facilities Management.

5.2 Character investigation for Contractors who will have contact with Indian Children (Indian Children Protection and Family Violence Prevention Act): This position is subject to P.L. 101-630, The Indian Child Protection and Family Violence Prevention Act, as determined by the Service Unit Director. The Indian Health Service Personnel Office will conduct the criminal background investigation on the contractor following award of the service contract. The character investigation may be waived if, in the judgment of the Contracting Officer, in consultation with the Personnel Officer, an investigation has already been conducted and is on file. Until the character investigation has been completed and the Contracting Officer notified of the results, the contractor must not have unsupervised contact with Indian children.

5.3 The US PHS Clinton Indian Health Center is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.4 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 Clinton or El Reno Indian Health Center official, presenting valid identification, smoking restriction and any safety procedures.

5.5 The contractor shall not disclose or cause to disseminate any information concerning operations of the Clinton or El Reno Indian Health Centers. Such action(s) could result in violation of the contract and possible legal actions.

6 DELIVERABLES AND REPORTING REQUIREMENTS

6.1 Delivery: The contractor will coordinate the delivery of parts, routine electronic PM service and repair reports, installation and training with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency(ies) to secure the needed dock access. No deliveries can be made after 4:00pm. Driver needs a valid ID.

Location information as the following:

6.1.1.1 Clinton Indian Health Center: 10321 N. 2274 Rd, Clinton, OK 73601 Dock Access

6.1.1.2 El Reno Indian Health Center: 1801 Parkview Dr, El Reno, OK 73036 No dock, would require lift gate for shipments.

6.1.1.3 Watonga Indian Health Center: 1305 S. Clarence Nash Blvd, Watonga, OK 73772 No dock, would require lift gate for shipments.

6.2 Reporting Requirements: The contractor shall provide designated government employee and biomedical technicians with electronic PM Service and repair reports per site visit on all systems covered by this contract.

6.2.1 After completion of requested or scheduled contracted services, the FE shall provide a briefing of field service visit to the designated government employee or biomedical equipment technician, prior to site departure.

Clinton Indian Health Center

6.3 Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to 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.

6.4 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 4:00 pm, Monday through Friday.

7 Personnel Qualifications:

knowledgeable of Zeiss Cirrus 5000 OCT-A and HFA3 860 machines for all services requested by this contract. Contractor must requirements shall be up to date throughout the life of this contract.

8 GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1 The Government shall supply no property, facilities, or services.

9 CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

9.1 Required personnel, materials, supplies and equipment:

9.1.1 The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract, to include but not limited to: the equipment listed in the SOW.

10 CHANGES TO THE STATEMENT OF WORK (SOW)

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.

11 DELIVERABLES/PERFORMANCE MATRIX

Measureables to be evaluated at the conclusion of awarded contract:

Performance is acceptable YES NO N/A

Responsibilites of contractor have been fulfilled, including reports submitted on time.

YES NO N/A

Upheld Standards & Guidelines of accrediting organizations, national, state, and local regulating agencies, and CSU Policy and Procedures

YES NO N/A

Quality Control met and provided when required YES NO N/A

Quality Improvement information provided when required. YES NO N/A

Customer Service YES NO N/A

Additional Measureables to be evaluated for awarded contract providing temporary employees (excluding medical staff).

License / BLS were maintained, current at all times and provided to CSU Human Resources prior to expiration

YES NO N/A

Clinton Indian Health Center

Evidence of staff competency provided when requested & required prior to expiration (Q3 years).

YES NO N/A

Staff competency conducted by contractor is acceptable and submitted prior to expiration (Q3 years).

YES NO N/A

Comments:

Department Supervisor Signature: ____________________________________

Administrative Officer Signature: ____________________________________