SOW WAGD and Medical Air Compressor Pump Replacement Service 7-30-2024.pdf

Department of Health and Human Services Indian Health Service

Statement of Work (SOW)

Waste Anesthesia Gas Disposal and Medical Air Compressor Pump Replacement Service

1. PURPOSE OF THE PROJECT

The purpose of this proposal is for an experienced medical gas systems Contractor to replace all pumps on the Waste Anesthesia Gas Disposal System (2) and on the Medical air compressor system (4) for the Claremore Indian Hospital. The pumps have many hours of operation and are experiencing mechanical issues that require replacement to maintain reliability of each medical gas system for the hospital.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

2.1 The contractor shall provide replacement pump assemblies and service for the following two medical gas systems with pump assemblies with operational issues:

2.1.1 Replace two pump assemblies Busch Model MM 1144 / 1342.916.113 on the PowerEx Model CVTD030341HT WAGD system. Serial numbers for each pump are noted in Section 11. Hours on both units are over 46,000 hours. One unit is loosing vacuum.

2.1.2 Replace four oil less scroll compressor pump assemblies PowerEx Model SLAE05E on the PowerEx Model MSQ050445 Medical Air Compressor System. Serial numbers for each pump are noted in Section 11. Run-hours on all four units are over 10,000 hours. One unit is making noise.

2.2 Contractor shall provide direct replacement pump assembly models for each type listed to be replaced.

2.3 Contractor shall be certified in ASSE 6040 medical gas systems maintenance and show proof of certification before beginning work. Any testing required shall be performed shall be performed by a 3rd party certified contractor for medical gas testing ASSE 6030 and show proof of certification before beginning any work.

2.4 Contractor shall coordinate on-site services and perform services within 30 days of NTP.

2.5 Contractor shall remove from the premises and dispose of the existing pump assemblies.

2.6 Contractor shall provide all travel, labor, testing, parts, materials, and supplies required to perform the replacement of all listed pump assemblies.

2.7 Contractor shall clean-up work area each day on-site.

2.8 Contractor shall provide warranties and any operation and maintenance manuals on-site or within ten

(10) business days after installation.

2.9 Contractor shall provide a day-of service report before leaving the work site and shall provide a full detailed report explaining services provided within 10 business days of work completion.

3. PERIOD OF PERFORMANCE

3.1. 30 days after Notice To Proceed (NTP).

4. LEVEL OF EFFORT

4.1. The contractor shall coordinate work with the COR/Facility Manager to complete requested services and perform meetings to investigate issues or concerns, and perform a close out meeting at the end of the service or when deemed necessary by the COR/Facility Manager.

4.1.1. Project Manager/COR – Shawn Chopper, Facility Manager or Virgil Helton, Maintenance Supervisor.

4.3. The contractor shall perform all work in a professional manner in complete compliance with all applicable laws, rules, regulations, codes, and standards, including maintaining compliance with Compressed Gas Association, NFPA 99 Health Care Code-2012 edition, and ASSE requirements for medical equipment maintenance for medical gas systems. Contractor shall provide proof of ASSE 6040 maintenance Certification before beginning any work. Any required ASSE testing and inspection certification shall require proof of ASSE 6030 certification by the 3rd party testing vendor.

4.4. The contractor shall provide on-site services during normal business hours 7:45 am to 4:30 pm

Monday-Friday when departments are occupied. Any deviation from these hours shall be approved by the COR with approval from the respective departments.

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 US PHS Claremore Indian Hospital 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 Claremore Indian Hospital official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of Claremore Indian Hospital. 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. The contractor shall coordinate the on-site service date with the designated government employee. The government shall provide the contractor with parking access and building access for this sole purpose.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of the service. The POC shall 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.

6.2.1. Point of Contact (POC):

Shawn Chopper, Facility Manager-CHFM, Email: shawn.chopper@ihs.gov

Phone: 918-342-6020

6.3. Contractor’s Phone Numbers: The contractor shall provide a contact telephone number for service for communication between the POC and the contractor.

6.4. Personnel Qualifications:

A contractor experienced with working on AERCOs boiler systems shall provide service, travel, materials, labor, and supplies needed to complete the services stated in this statement of work.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

The Government shall supply available ladders to access equipment during the on-site service.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract other than designated items in Section 7. Government Furnished Property, Facilities, and Services.

9. 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.

10. DELIVERABLES/PERFORMANCE MATRIX

10.1 Contractor completes installation of replacement pump assemblies correctly and are all fully operational before leaving work site. YES NO

10.2 Contractor provides a detailed service report within 10 business days of work completion. YES NO

10.3 Contractor provides support contact information for all support services provided during the course of the service period. YES NO

10.4 Contractor provides warranties and any Operation & Maintenance (O&Ms) within 10 business days of completed work. YES NO

11. Photos of Pump Assemblies:

11.1. WAGD System (2)

11.2 Medical Air Compressor (4)