SOW W911RX24Q0040.pdf

STATEMENT OF WORK (SOW)

1. Background:

The Dental Clinic #3 has a requirement for a Washer Decontamination systems for its Clinic. This includes the equipment, software, related items, de-install and installation.

2. Scope of Work:

The scope of work includes providing the equipment, software, de-install and installation. The equipment will be installed in DC3 Sterilization Department.

3. Supplies/Services:

All items shall be completely new, and shall not be used, refurbished, recycled, or in any other form, including substitutions. The contractor shall not add or substitute any item(s) or component(s) without prior approval from the contracting officer. No government furnished property (GFP) or government furnished equipment (GFE) will be provided by the Government. The contractor shall be fully licensed to perform the work. A formal on-site survey may be conducted, if needed, to finalize system requirements prior to beginning any installation activities.

New equipment and software must provide seamless communications with existing systems, equipment, and software. Must be in compliance with latest Department of Defense (DOD) Authorization to Operate (ATO) and Risk Management Framework (RMF) documentation.

4. Trade-in:

4.1 This order includes trade-in of Government equipment. Bearing in mind project complexity, it is precipitous to outline respective government property for trade-in. Government property relevant to vendor(s) proposal; and set forth during schedule vendor day, working closely with DENTAC NAME OR staff, shall be identify by the vendor and provided to the Government in the format listed below. After vendor submission, following contract guidelines, the potential items, system(s) shall be traded-in. The trade-in will be incorporated into the order, including any applicable price reduction of the equipment price. Government equipment slated for trade-in shall be de-installed by the contractor prior to installation of new equipment and removed from the hospital’s property book via proper documentation. The hospital will remove the equipment from their property book at that time. The room shall be left broom clean by the contractor after de-installation. Transfer of title shall occur when the Vendor or its designee begins to de-install the equipment being traded in. At this point, the trade-in price is final and shall not be adjusted. The vendor or its designee shall remove from the equipment all patient data that has inadvertently not been removed by the Government.

4.2 The trade-in value must be broken out as a separate item in the vendors offer. Where there is more than one trade-in item, each must be broken out separately with its own price and with the customer reference number (ECN: 024236 SN: 3625911007) and 024237 (SN: 3634611016). Trade-in value should be listed separate from any loyalty discounts offered.

5. Deinstall/Installation:

5.1 Uninstall washer decontamination system (ECN: 024236 SN: 3625911007) and 024237 (SN:

3634611016), haul and dispose of offsite.

5.2 All work and installation will be coordinated with Dental Clinic 3.

5.3 A detailed installation schedule will be provided during the project implementation kick-off meeting.

5.4 The contractor shall coordinate the phasing schedule with the IACH Point of Contact (POC), and shall submit a phasing schedule in writing to the IACH POC for approval no later than two (2) weeks prior to the start of any work.

5.5 The contractor will confine operations (including storage of materials) on the Government’s premises to areas authorized and approved by the IACH/DENTAC POC. Work space(s) and/or any other space(s) available shall be as determined by the IACH/DENTAC POC.

5.6 The IACH POC may sign off and/or accept the system after the system has been verified to be turnkey ready, and it has been verified that all of the requirements of the contract have been met.

5.7 The contractor shall provide three (3) copies of each Safety Data Sheet (SDS) for every product, chemical, etcetera used on this project that has an SDS. SDS sheets shall be provided on the same day that the applicable items arrive on IACH property. At no time shall the contractor have, or permit subcontractors to have, any applicable product(s), chemical(s), and etcetera on IACH property without an SDS sheet. All instructions for use on SDS sheets shall be followed.

Product(s), chemical(s), etcetera will not be used until SDS sheets have been submitted to the IACH POC. The contractor shall maintain a current loose-leaf notebook that is green in color on the job site(s) at the IACH facilities at all times, and it shall be readily available for viewing by

6. Extended Installation, Turnkey or Incidental Services:

6.1 Vendors must provide with their quote a detailed statement of work and pricing for the installation work. These shall be presented in accordance with the Construction Specifications Institute (CSI) division format with standardized divisions and with all costs broken out. Failure to provide installation pricing with equipment quote will likely result in vendor’s entire quote being removed from consideration. Vendors should use (ECN: 024236 SN: 3625911007) and 024237 (SN:

3634611016) , site name, and room location within their final quote.

6.2 Vendor shall provide visual representations (drawings, drafts, mockups, screenshots, etc.) of the respective process to designated clinic staff for review prior to final implementation.

6.3 During this survey, the Vendor shall be responsible for determining all site specific requirements necessary to ensure proper installation and operation of the Washer Decontamination system within required space per equipment specifications. It shall be the Contractor's responsibility to determine any information necessary to accomplish the installations.

6.4 Vendors are advised that this will be only opportunity to visit the site and should bring all needed personnel to prepare their site preparation offer.

7. System Support:

7.1 Contractor will provide a call back response for any needed repair(s) of the system within four (4) hours of a call from IACH during the normal working hours of 7 a.m. – 5 p.m. Central Standard Time, Monday through Friday, for one (1) year following the date of acceptance of the system.

7.2 Contractor will be available for any repair(s) of the system and provide repair(s) of the system on site twenty-four hours per day and three-hundred and sixty-five (365) days per year for one (1) year following the date of acceptance of the system.

7.3 Contractor will conduct one (1) preventive maintenance visit for each unit during the one (1) year period following acceptance of the system.

7.4 Service reports, along with, quarterly aggregate reports, shall be emailed or mailed or faxed to IACH’s chief of biomedical engineering or designee.

7.5 IACH shall have full access to the hardware and software of the entire system, including, but not limited to, any diagnostic software features and general administration rights. The contractor shall brief the IACH engineering POC on any software upgrades and/or changes prior to making any upgrades and/or changes, and the IACH engineering POC must agree to any software upgrades and/or changes prior to any upgrade or installation. The contractor shall provide and install manufacturer recommended software upgrades and changes at no additional charge during the warranty and/or contract time period.

7.6 For any repairs or services that will be performed during normal working hours, the contractor’s service representative will report to the IACH POC or designee upon arrival. Upon completion of the work, the vendor’s service representative must report in person to the Point of Contact and must present a copy of his/her field service report signed by the service using the equipment. This report must reflect date and time of service, name of company, and the name of the vendor’s service representative. At a minimum, this report must contain a detailed description of any services or repairs performed and identification of the units serviced. It must include a listing of replacement parts, when applicable. The report will also include the vendor’s recommendations necessary to maintain the equipment in best operating condition.

Preventive maintenance procedures followed should be thoroughly documented (step-by-step) on the service report.

8. User and Service Manuals:

8.1 Two (2) complete and unabridged printed copies of operator manuals shall be provided to IACH, and two (2) complete and unabridged printed copies of service manuals shall be provided to IACH at the time of installation of the equipment.

8.2 One (1) electronic version (CD) of the unabridged operator manual and service manual shall be provided to IACH at the time of installation of the equipment.

8.3 Upgrades to the manuals shall be provided to IACH by the contractor free of charge.

9. Training:

9.1 Four (4) Biomedical Equipment technicians (BMET) training either on-site or a vendor facility.

Technicians will receive a certificate of course completion, and be authorized by the manufacturer to work on equipment and order any parts needed.

10. Packaging:

10.1 All items shall be marked clearly with the order number, obligation number, and delivery location within the hospital (e.g. warehouse).

10.2 All items shall be adequately packaged to prevent damage during shipping, handling, and storage. Bags or boxes or containers shall be whole, intact, and not otherwise torn or damaged.

10.3 Upon delivery, the Government shall examine all packages. The contractor shall be required to replace damaged products at the contractor’s expense.

11. Administrative Data:

11.1 Upon Contractor Point of Contact: The contractor shall designate one (1) employee as the point of contact (POC) responsible for administrative matters in the performance of services under this contract. The POC shall have full authority to act for the contractor on all matters relating to the daily performance of this contract. An alternate may be designated, but the contractor shall notify the contracting officer and IACH POC, in writing for those times when the alternate shall act as the POC.

The contractor shall provide the name and telephone number of the person designated as POC and alternate POC on the space below:

POC

Name:

Telephone Number:

Alternate Point of Contact, Name:

Telephone Number:

11.2 Hours of Work:

11.2.1 Installation will be conducted Monday(s) through Friday(s) during normal working hours from 7:30 a.m. to 4:30 p.m. Central Standard Time. Working after hours or on weekends or on holidays is not authorized unless the IACH POC has provided written authorization.

11.2.2 Any request(s) to work during weekend(s), holiday(s) or after hours must be submitted in writing to the IACH POC at least two (2) weeks prior to the requested date(s). The request(s) must include the extent of the work, workers involved, the affected areas, and the estimated times of the work.

11.2.3 Work will be executed so as to interfere as little as possible with the normal operations and/or functioning of IACH.

11.3 Identification (ID) Badges:

11.3.1 All contractor personnel are required to wear a time-limited, IACH ID badge at all times while at any of the IACH owned facilities. The contractor’s employees must have a valid state driver’s license or state identification card to obtain an IACH ID badge.

11.3.2 Identification badges shall be obtained from the IACH Security department. POC for IACH will escort vendor to security office to receive badges.

11.4 Clean-up and Storage:

11.4.1 The contractor shall clean-up the work, storage, and staging areas daily, and areas shall be kept clean and neat. The contractor shall provide sufficient trash containers so that debris is not left lying around. The containers shall be emptied at least weekly, and more frequently, if needed.

11.4.2 Materials and/or equipment shall be stored in designated contractor storage areas.

11.5 Parking:

All vehicles shall be parked at the contractor’s staging area which will be designated by the IACH POC.