Statement of Work 688 Olympus.pdf

Statement of Work Olympus Endoscope Service Support Contract

688-25-3-078-0050

A. GENERAL

Scope of Services:

The purpose of this requirement is to provide support for the Olympus endoscope instrumentation at the Washington DC VAMC. The Contractor shall provide all labor, personnel, equipment, tools, materials, supervision and other items and services necessary to complete repair or exchange. The contractor shall also provide unlimited service and maintenance to support the Olympus products, including annual preventative maintenance. The contractor shall provide unlimited replacement parts to return the Olympus product to normal operating conditions. If parts are backordered, the contractor shall provide loaner products if available. Service provided shall be ‘no fault’ in that all repairs will fall under the scope of this contract regardless of cause of defect or damage. Field Service Engineer (FSE) visits shall be at no additional charge to the government. Additional, on-site clinical training shall be provided on-demand. The contractor shall provide training courses through their education portal. Technology upgrades shall be added at the time of exchange or repair. Damage reports and field service reports shall be provided for every repair/exchange. Repairs and exchanges of non-expendable equipment at the DC VAMC inventory shall be reported to Biomedical Engineering. Biomedical Engineering will be the manager and administrator of this service contract. The contractor shall provide one base year plus two option years.

Location:

Washington DC VA Medical Center, 50 Irving Street NW, Washington, DC 20422

B. WORK HOURS

a. Hours of Operation: Normal business hours are Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays. Should the Contractor require work afterhours, the Contractor shall arrange in advance with the Contracting Officer’s Representative (COR).

b. Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays.

c. National Holidays: The holidays observed by the Federal Government are:

New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday.

Contractor may work on holidays with prior communication and coordination.

C. PERIOD OF PERFORMANCE

Base Year 6/1/2025 - 5/31/2026

1st Option Period 6/1/2026 - 5/31/2027

2nd Option Period 6/1/2027 - 5/31/2028

D. EQUIPMENT

EE#/SN Manufacturer Model #/Name 1325181/7040596 Olympus America Inc ENF-V3

1325183/7040604 Olympus America Inc ENF-V3

1325182/7040602A Olympus America Inc ENF-V3

1333005/7030960A Olympus America Inc ENF-VH

1325180/7030958 Olympus America Inc ENF-VH

1325892/7030967 Olympus America Inc ENF-VH

1325891/7030950 Olympus America Inc ENF-VH

1325178/7030772 Olympus America Inc ENF-VH

1325185/7010199 Olympus America Inc ENF-VT3

1325184/7010202 Olympus America Inc ENF-VT3

1295504/1312109 Olympus America Inc BF-UC180F

1328001/2000666 Olympus America Inc BF-MP190F

1338844/2328346 Olympus America Inc BF-1TH190

1338845/2328380 Olympus America Inc BF-1TH190

1319101/2912957 Olympus America Inc BF-P190

1319102/2912958 Olympus America Inc BF-P190

1333248/7212175 Olympus America Inc BF-UC190F

1333245/7212179 Olympus America Inc BF-UC190F

1333246/7212180 Olympus America Inc BF-UC190F

1333247/7212219 Olympus America Inc BF-UC190F

1289394/2112015 Olympus America Inc SIF-Q180

1310065/2732978 Olympus America Inc SIF-Q180

1310068/2772581 Olympus America Inc CF-HQ190L

1333357/7232806 Olympus America Inc GF-UE160-AL5

1342672/7437684 Olympus America Inc GF-UCT180

1328137/2856093 Olympus America Inc GIF-H190

/2876523 Olympus America Inc CF-HQ190L

1308625/2711621 Olympus America Inc BF-P190

1308633/2711651 Olympus America Inc BF-P190

1308615/2723286 Olympus America Inc BF-1TH190

1308613/2723424 Olympus America Inc BF-1TH190

1308614/2723426 Olympus America Inc BF-1TH190

1308612/7722079 Olympus America Inc BF-UC180F

1308621/7722112 Olympus America Inc BF-UC180F

1331235/2226123 Olympus America Inc TJF-Q190V

1331236/2226271 Olympus America Inc TJF-Q190V

1331237/2226277 Olympus America Inc TJF-Q190V

1310048/2712032 Olympus America Inc GIF-2TH180

1310049/2712051 Olympus America Inc GIF-2TH180

1310050/2712714 Olympus America Inc GIF-N180

1310051/2712715 Olympus America Inc GIF-N180

1310056/2727382 Olympus America Inc PCF-H190DL

1310058/2727387 Olympus America Inc PCF-H190DL

1310059/2727446 Olympus America Inc PCF-H190DL

1310060/2727454 Olympus America Inc PCF-H190DL

1310061/2727455 Olympus America Inc PCF-H190DL

1310035/2733059 Olympus America Inc GIF-XP190N

1310036/2733064 Olympus America Inc GIF-XP190N

1310062/2738141 Olympus America Inc PCF-H190DL

1310057/2738203 Olympus America Inc PCF-H190DL

1310063/2738207 Olympus America Inc PCF-H190DL

1310064/2738212 Olympus America Inc PCF-H190DL

1310066/2741167 Olympus America Inc PCF-PH190L

1310067/2741170 Olympus America Inc PCF-PH190L

1310037/2746202 Olympus America Inc GIF-HQ190

1310038/2746205 Olympus America Inc GIF-HQ190

1310039/2746206 Olympus America Inc GIF-HQ190

1310040/2746207 Olympus America Inc GIF-HQ190

1310041/2746208 Olympus America Inc GIF-HQ190

1310042/2746210 Olympus America Inc GIF-HQ190

1310043/2746219 Olympus America Inc GIF-HQ190

1310044/2746220 Olympus America Inc GIF-HQ190

1310045/2746221 Olympus America Inc GIF-HQ190

1310046/2746348 Olympus America Inc GIF-HQ190

1310069/2772582 Olympus America Inc CF-HQ190L

1310070/2772623 Olympus America Inc CF-HQ190L

1310071/2772626 Olympus America Inc CF-HQ190L

1310072/2772627 Olympus America Inc CF-HQ190L

1310073/2772629 Olympus America Inc CF-HQ190L

1310074/2772630 Olympus America Inc CF-HQ190L

1310075/2772631 Olympus America Inc CF-HQ190L

1310076/2772632 Olympus America Inc CF-HQ190L

1310077/2772636 Olympus America Inc CF-HQ190L

1310078/2772641 Olympus America Inc CF-HQ190L

1310079/2772689 Olympus America Inc CF-HQ190L

1310054/2742598 Olympus America Inc GIF-H190

1310055/2753295 Olympus America Inc GIF-H190

E. SPECIFICATIONS

a. Preventative Maintenance

i. This contract shall include all preventative maintenance of the equipment according to manufacturer’s recommendations/procedures in the equipment manual.

ii. All tasks in the manufacturer’s procedures shall be completed at the manufacturer’s listed frequencies.

iii. PMs will be accomplished in accordance with the Original Equipment Manufacturer (OEM) recommendations.

b. Corrective Maintenance

i. The contract shall include all on-site corrective (unplanned) maintenance/repair of the equipment in accordance with the manufacturer’s manual.

ii. Recalls & Alerts-- Contractor shall perform all remediation actions needed for product alerts and recalls issued for the equipment.

iii. The contractor will perform unlimited corrective services on equipment/systems under full coverage agreement from OEM.

c. Parts/Materials/Tools/Labor

i. All parts and materials to complete the maintenance shall be included as a part of this contract

ii. Contractor shall provide their own tools to complete the maintenance.

iii. All labor (including travel) to complete the maintenance is included in the contract.

iv. Contractor must use OEM certified parts and service. Use of refurbished parts have to be approved in writing by Biomedical Engineering prior to use.

v. Engineer/technicians must be OEM trained on all equipment included in agreement. Proof of competency to be provided upon request.

d. Updates/Patching

i. Contractor shall complete available updates to the software at the discretion of Biomedical Engineering.

ii. Contractor shall complete all patching according to manufacturer’s specifications.

e. Response Time

i. Contractor shall respond to trouble phone calls within thirty minutes.

ii. The minimum standard response time for dispatch will be no later than the following workday after notification of equipment malfunction.

iii. Service agreement service call priority with OEM under active coverage.

f. Check in/Out

i. Contractor personnel arriving on-site to perform work shall report to the Biomedical Engineering Department.

ii. Contractor personnel shall sign in using the department’s vendor sign in sheet, filling out all required information.

iii. Contractor personnel’s tool bags are subject to inspection by the

Biomedical Engineering department upon arrival and upon departure.

iv. Contractor personnel shall sign out upon completion of visit.

v. Prior to departure, Contractor personnel are required to, at a minimum, verbally report any issues with the equipment to the Biomedical Engineering department, especially noting if the system is still down or not fully repaired.

vi. The VA campus is non-smoking. Contractor personnel are required to comply with this policy.

vii. Parking. It is the responsibility of the Contractor to park in the appropriate designated parking areas.

g. Reporting

i. Within 5 business days of award, must provide validation of equipment active coverage with OEM to certify service agreement in place.

ii. Contractor shall provide a copy of the service report, complete with test data, to VHAWASHTM@VA.GOV within three business days after completion of any services.

iii. Service reports shall include identifying information about the equipment, all services provided during the service visit, any issues found during the visit, the technician/engineer names of the personnel performing work, and the date service was provided.

h. Remote Support

i. The Contractor shall provide a telephone line available 24/7/365 for technical support. Contractor shall also provide a phone number for

VA staff to call to dispatch Contractor field service engineers/technicians.

ii. If remote support via site-to-site virtual private network (VPN) is required, Contractor shall work with the COR and the facility

Information Security Officer (ISO) to meet the requirements prior to connection. A National Site to Site MOU/ISA is the preferred way to complete this connection.

i. Patient Health Information

i. The Contractor shall safeguard patient health information.

ii. The Contractor shall report to the Biomedical Engineering

Department any issues with disclosed or unsecure patient health information.

iii. Contractor shall note remove any hard drives, storage devices, or anything containing patient health information from the site.

j. Contractor Requirements

i. All Contractor personnel performing services on the equipment shall have factory training and experience in the maintenance and repair of the equipment.

ii. Contractor shall provide copies of training certificates for the Contractor personnel performing work on-site upon the request of the Government.

iii. Waste Removal: The contractor is responsible to remove and properly dispose of all waste related to the services provide on-site.

k. Safety and Security

i. Contractor shall follow all Occupational Safety and Health

Administration (OSHA) laws and regulations. The Contractor is responsible for reporting any hazards they come across to their point of contact.

ii. Contractor shall follow all local procedures concerning infection control. Should the Contractor be unsure of the requirements, the COR can provide the specific information and procedures.

iii. Contractor personnel shall wear visible identification at all times while on VA property. Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.

iv. Property Damage mailto:VHAWASHTM@VA.GOV

1. The contractor shall take all necessary precautions to prevent damage to any Government property.

2. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken.

3. Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the Government, upon approval of the Contracting Officer.

v. Chemical Use

1. Prior to performance of any work, the Contractor will be required to furnish the Contracting Officer with the trade names (if any) and chemical names of all chemicals to be used, along with a label showing contents, the use strength of the chemical as applied, and the antidote thereto.

2. Contractor shall furnish the same information each time a change is made to the chemicals or products used in the performance of this contract.

3. This information is required for emergency treatment in the event of ingestion or and/or contact with the material by humans.

F. QUALITY ASSURANCE

a. End-users, Biomedical Engineering, and/or the contract COR shall perform system verification tests to ensure the system is fully functional following service/repairs.

b. Issues with the quality of the Contractor’s work will be communicated through the Contracting Officer to the Contractor point of contact for resolution.

c. Documentation with be completed in the Government systems.

G. Invoicing/Payment

a. Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer.

b. Payment: Payment will be made in arrears, and upon receipt of a properly prepared invoice. Any invoice that is not properly prepared may get refused and sent back for correction. An invoice must include the following criteria to be considered “properly prepared”:

i. Contract period of performance and monthly period of performance when the service was completed.

ii. Equipment SN and model name serviced.

iii. Contract number

iv. Purchase order number

v. Correct payment address

H. GUARANTEE: The contractor will guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days.

I. PRIOR INSPECTION OF EQUIPMENT: Potential contractors may, at their own expense, inspect equipment covered by this solicitation (ref 52.237-1 SITE VISIT).

Arrangements must be made in advance with Biomedical Engineering.

J. Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform.

K. Over and Above Repairs - For the emergency services, repairs and maintenance that are over and above the service coverage level, only the Contracting Officer (CO) is authorized to approve contract modifications. Additional services shall be approved by the Contracting Officer prior to the contractor initiating any work. The contractor shall provide an on schedule- quote to both the CO and COR for review and consideration. Additional funding will be provided by the facility as needed for payment.