Statement of Work-A-dec Dental Chairs.pdf

Phoenix Indian Medical Center – A-dec Dental Operatory Equipment

Statement of Work

Project Title: Phoenix Indian Medical Center – A-dec Dental Operatory Equipment

1. Introduction and Background

The Indian Health Service (IHS), is procuring for a Contractor to provide equipment and technical services necessary to remove existing dental equipment and install new A-dec dental equipment at Phoenix Indian Medical Center (PIMC). This purchase includes de-installation of existing equipment and procurement, delivery, assembly, installation, and inspection of new A-Dec dental equipment by an Original Equipment Manufacturer (OEM) certified installer and authorized dealer. This is a brand name procurement only, as the equipment currently utilized and supported in Phoenix Area IHS is A-dec, Inc dental equipment. All requested equipment is the same brand and quality found in other Phoenix Area IHS service units in order to keep all dental operatories universal. Procurement of the A-dec equipment and accessories aids the local Biomedical Engineering department’s ability to fulfill maintenance requirements and reduces the clinician burden of new training requirements.

The current PIMC A-dec dental equipment and accessories have reached the end of use lifecycle and new equipment is required to provide dental care in the most current standard of care settings as recommended by the American Dental Association (ADA) and The Joint Commission (TJC). The de-installation services shall include the safe uninstallation and removal of the existing outdated A-dec dental equipment.

2. Service and Equipment Requirements

The Contractor shall provide A-dec certified personnel to perform comprehensive on-site visits to Phoenix Indian Medical Center, in order to de-install existing dental equipment and install new A-dec dental equipment to optimal operation. The Contractor shall provide all test equipment, tools, labor, supervision, parts, travel, and any other items deemed necessary to fulfill the requirements of this statement of work. All equipment shall be installed without modifications to the existing structure of utilities. Specific tasks and requirements include the following:

2.1 – Existing Dental Equipment De-Installation Services:

The Contractor shall provide de-installation services necessary to safely uninstall and remove all existing A-dec dental equipment located in the PIMC Dental Clinic. All components of the existing dental equipment shall be removed by the Contractor unless otherwise specified by IHS. No elements of the A-dec system are to be abandoned-in-place. The Contractor shall coordinate with the local Biomedical Engineering department and Property and Supply department to ensure the equipment is correctly routed for removal from dental treatment patient areas. Services shall include transport of all existing equipment for complete removal from Phoenix Indian Medical Center premises. The Contractor shall decommission and disconnect all existing equipment in accordance with local regulatory requirements. Electrical components (circuit boards, cabling, etc.) shall be recycled as electrical salvage while metal components (aluminum, brass, iron, etc.) shall be recycled as metal salvage. The Contractor shall handle all biologically contaminated materials (cuspidor, waste lines, extraction lines, etc.) with care and follow the necessary safety precautions when dismantling the existing equipment. All other material types unsuitable for recycling shall be removed from the premises and disposed of appropriately.

2.2 – A-dec Dental Equipment Procurement, Delivery, and Installation:

The Contractor shall procure, install, and configure all new A-dec dental equipment to operate inside the Phoenix Indian Medical Center Dental Clinic. The Contractor shall deliver, install, and certify all dental equipment to fully comply with all relevant A-dec installation criteria and technical standards.

The equipment must conform to site conditions (existing cabinetry/connections) and A-dec install specifications. The Contractor shall ensure all new A-dec equipment is properly installed and mounted with existing cabinetry. The Contractor shall install, assemble, and anchor the dental equipment per

OEM

specifications requirements. All equipment and accessories shall be new condition, A-dec factory assembled/configured, and include a factory warranty. Remanufactured items or items procured through non-authorized channels (gray market) will not be accepted. The Contractor shall warrant all workmanship. The Contractor shall ensure the equipment is pre-assembled at the A-dec factory, blanket-wrapped and delivered to Phoenix Indian Medical Center. It is the Contractor’s responsibility to unload, unpack, and uncrate all equipment and properly remove and dispose of packing material.

The Contractor shall remove the wrapping, transport, and physically install the equipment at the operatory/room location. The Contractor shall assemble, install/adjust, and test the A-dec devices and components to ensure proper operation and electrical safety. The Contractor is responsible for the repair and/or replacement of any damaged, defective, broken, or missing item/part/accessory. A complete list of all A-dec equipment and services (including options/accessories/configurations) required in this procurement is listed in Section 14 – A-dec Equipment and Services. The Contractor shall provide and install the following A-Dec dental equipment and services:

2.2.1 A-dec 511 Dental Chairs – Quantity 5

2.2.2 A-dec 541 - 541 12 O’clock Duo INSTM Delivery Systems –Quantity 5

2.2.3 Installation of New Equipment Services

2.2.4 Delivery/Blanket Wrap Services

2.2.5 De-installation of Existing Equipment Services

2.3 – A-dec Dental Equipment Inspection and Performance Testing:

The Contractor shall test all A-dec dental equipment after installation to confirm proper operation in accordance with OEM requirements. The Contractor shall make final air, central vacuum, water, and electrical connections in accordance with A-dec and HIS structural and utility requirements.

Qualified personnel shall perform calibrations and function testing of the dental equipment. Phoenix Area Indian Health service will accept the equipment once installation and successful verification testing has been completed and approved.

2.4 – A-dec Dental Equipment Training:

The Contractor shall provide orientation and end-user training to the Phoenix Indian Medical Center dental department staff upon final installation.

2.5 – Documentation of services performed and supporting documents

The Contractor shall provide a detailed service report indicating services performed and include pertinent information such as equipment identification (serial number and device type) and equipment location (operatory/room). Printed and digital copies of all packing slips, bills of lading, and other shipping documents shall be provided to the local PIMC Property & Supply department.

The Contractor shall provide all supporting documents upon request including service manuals, user manuals, and technical data sheets.

3. General Requirements

The services/work that the Contractor shall provide specifically includes those described in Section 2 or specified herein. However, the performance as described and specified shall not be deemed to constitute a detailed specification having the effect of excluding other needed work not specifically mentioned that will be necessary for the successful completion of this project as generally described. The Contractor is required to furnish all services necessary to successfully fulfill the overall objectives set forth in the contract.

Complete de-installation of existing equipment and delivery, installation, and testing of new equipment shall be provided by the Contractor. The Contractor shall provide all services and technical support necessary to install and configure the A-dec equipment. Full operation and final configuration of all A-dec equipment shall be achieved within the period of performance of this contact. The Contractor shall clean and wipe down all equipment after installation.

The Contractor shall maintain a current list of the A-dec equipment installed at Phoenix Indian Medical Center and shall provide an updated list to the Contracting Officer Representative (COR) upon request. This list shall include the following information: current technical specifications of the A-dec devices and device information (device type, serial number, location, and current configuration).

The Contractor shall uninstall and remove all current PIMC dental equipment necessary to implement the A-dec dental platform. The Contractor shall inform the local biomedical engineering and property department of all equipment removed from service. The Phoenix Indian Medical Center Inventory Property Specialist and Biomedical Equipment Technician will coordinate with the Contractor to generate an accurate list of dental equipment being removed from the building. The Contractor shall remove all trash, discarded parts, dunnage, and other material from areas immediately after completion of installation. Government-owned dumpsters may be used for disposal of this nonhazardous waste material. The general area shall be left in a clean and orderly condition free of any foreign material caused by the installation or repair activities.

The Contractor shall provide on-site visits for all services listed herein including installation/configuration of A-dec devices, and training services. The Contractor shall furnish all necessary tools, consumables, software and test equipment to pursue the fulfillment of work performed under this Statement of Work. The Contractor shall provide the necessary parts and accessories (including mounts) to ensure all new A-dec equipment is properly installed and has seamless integration with the existing cabinetry.

The Contractor shall provide at least two (2) site visits prior to installation of the operatories and at least one (1) for the final review, testing, and subsequent acceptance by IHS of the A-dec dental equipment.

The Contractor shall warrant all workmanship. The standard A-dec manufacturer warranty is 10 year parts unless otherwise specified in the product manual and/or Seller’s quotation. The Contractor shall at minimum provide a full 5 year warranty for parts and labor for all A-dec equipment and components listed herein. The warranty shall begin at the time of IHS acceptance of equipment and after installation. All services shall be performed in accordance with A-dec requirements, in order to fulfill requirements for coverage of the following manufacturer warranty:

a) 10 Years for Dental Chairs, Delivery Systems, and Monitor Mounts

b) 10 Years for A-DEC EA-53 Electric Motor, Tubing and Control Modules

c) 1 Year for Clinical Products

The Contractor shall provide training such that all patient care providers (end-users) and biomedical technicians completing the training are qualified to operate the A-dec equipment.

The Contractor shall provide all shipping and handling services necessary to deliver and install the A-dec equipment. Equipment shall be delivered by standard freight and lift gate delivery service shall be provided upon request. The Contractor shall inform the COR and local service unit point of contacts of shipping updates and provide notification of shipment within 24 hours.

The Contractor shall provide a projected schedule for the project, within 15 days of contract award addressing the following milestones: on-site survey and verification that all A-dec system quantities and configurations are accurate, manufacture/factory assembly of all parts and/or equipment, delivery to Phoenix Indian Medical Center, and complete de-installation of existing equipment and installation of new A-dec equipment.

All equipment and materials provided by the Contractor shall be new and, where appropriate, shall arrive on-site sealed in original manufacturer’s containers and blanket-wrapped. The Government reserves the right to refuse any items deemed to not meet this requirement. The Contractor shall provide tools, labor and any test equipment for installation and removal of old equipment from the premises.

4. Contractor Personnel Requirements

The Contractor shall provide A-dec certified service personnel with experience in maintenance, installation and testing of the A-dec equipment types listed herein. Personnel shall be qualified to perform the required installation and training services for all listed equipment (see Section 14 – A-dec Equipment and Services). In the event a service representative is unable to fulfill all services listed herein, the Contractor shall provide a senior service engineer, or like, to resolve any problems. All workmanship performed by the Contractor shall be of acceptable industry standard quality and shall be immediately rectified at no additional cost to the Government upon notification of non-acceptability by the Government. Valid documentation of A-dec certification and current manufacturer’s authorization to perform technical support, installation, and maintenance on the items listed in Section 14 shall be included with the submission of offer at the time of solicitation.

5. Contractor Requirements

The Contractor shall provide all needed supplies, OEM parts, materials, equipment, and tools that are necessary for the performance of the contract requirements. The Contractor shall be held responsible for the cost of any necessary repairs or equipment replacements caused by negligence and abuse on his/her part. The Contractor shall be responsible for the cost for safeguarding all Government property that will be serviced under this contract. The Contractor shall have adequate liability insurance to cover any potential liability. In no event shall the Government release the Contractor from liability arising from acts of omission, improper repair, negligence, or deliberate or non-deliberate acts that jeopardize the health and safety of patients and/or Government employees. The rules of law governing such incidents or actions shall prevail.

The Contractor shall be an Original Equipment Manufacturer (OEM) authorized dealer, authorized distributor, or authorized Contractor reseller for the proposed equipment/system such that the OEM warranty is supported and maintained by the OEM. The Contractor shall be OEM authorized/certified to service the required A-dec equipment throughout the lifecycle of the contract. If you are not the original equipment manufacturer (OEM), then an Authorized Distributor Letter is required with the submission of offer at the time of solicitation in order to be considered for the award.

The Contractor shall have an active quality system in place that at the time of solicitation and throughout the lifecycle of the contract. The Contractor shall provide quality certificates indicating compliance to quality management system regulations with the submission of offer at the time of solicitation.

6. Reporting Requirement and Deliverables

6.1 Service Reports: The Contractor shall instruct its service representatives to obtain a signature from the COR or designee official responsible for the equipment upon completion of the installation and de-installation services. A copy of the signed service report shall be left with the COR or designee official responsible for the A-dec equipment. The Contractor shall also forward copies of the Installation and Testing Service Reports to the COR by the 7th day after service is performed.

However, Emergency Maintenance Service

Reports shall be forwarded to the COR within 10 working days after completion of the service. At a minimum, Service Reports should include the following information:

6.1.1 Device type

6.1.2 Model Number

6.1.3 Serial Number

6.1.4 Location (operatory/room number)

6.1.5 Configuration/settings on device

6.1.6 Serial Number, Make, Model and Last Calibration Date of all Test, Measurement, and Diagnostic Equipment (TMDE) used. All equipment shall be NIST traceable.

6.1.7 Testing Results

6.1.8 Technician Comments.

6.2 Original Equipment Manufacturer’s Supporting Documentation

6.2.1 The Contractor shall provide hard copies and digital copies of the latest versions of the manufacturer’s manuals for operation, maintenance, inspection, and repair.

Documents shall include User’s Manuals, Service Manuals, Operator’s manuals, etc.

6.3 Invoices: The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. The invoice shall be emailed to the COR or his/her designee. An invoice must include the following:

6.3.1 Name and address of the Contractor;

6.3.2 Invoice date and number;

6.3.3 Contract number, line-item number and, if applicable, the order number;

6.3.4 Description, quantity, unit of measure, unit price and extended price of the items delivered;

6.3.5 Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

6.3.6 Terms of any discount for prompt payment offered;

6.3.7 Name and address of official to whom payment is to be sent;

6.3.8 Name, title, and phone number of person to notify in event of defective invoice; and

6.3.9 Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

6.3.10 Electronic funds transfer (EFT) banking information.

6.3.11 The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract. If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer— System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures. EFT banking information is not required if the Government waived the requirement to pay by EFT.

6.3.12 Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C.

3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

6.4 Training: The Contractor shall schedule and provide operator and in-service training for the PIMC dental staff. The in-service trainings shall be provided by the Contractor:

6.4.1 Provide operational and problem identification training to Dental Clinic staff on-site at Phoenix Indian Medical Center.

6.4.2 Available A-dec training resources such as operator’s guides and quick reference sheets shall be provided in hard copies and digital copies.

7. Conformance standards

The Contractor shall install and service the A-dec equipment covered by this contract in accordance with the following standards:

7.1.1 Original Equipment Manufacturer (OEM) specification requirements

7.1.2 American National Standard (ANSI)/American Dental Association (ADA) Standards Committee on

Dental Products (SDP) standards

7.1.3 National Fire Protection Association (NFPA) 99 (2012 Edition), 101 (2012 Edition), 70E (2012 edition)

7.1.4 The Joint Commission Standard (EC.02.04.03)

7.1.5 Association for the Advancement of Medical Instrumentation (ANSI/AAMI EQ56:2013))

7.1.6 ISO Technical Committee 106-Dentistry (ISO/TC 106) recommendations

7.1.7 Occupational Health and Safety Association

7.1.8 Federal, Tribal, and local regulatory guidance and ordinances in regards to bio hazardous waste, disposal, and applications

8. Inspection and Acceptance Criteria

The Government will monitor the Contractor’s performance under this contract and shall retain the right to perform unscheduled inspections, as it deems necessary. Furthermore, the Government retains all rights provided by the FAR (Federal Acquisition Regulations) clause entitled “Inspection of Services – Fixed Price” and any other inspection clause, which may be specified in the contract. The Government will conduct an acceptance inspection following the completion of the A-dec equipment installation. The inspection will be performed by the Phoenix Indian Medical Center Biomedical Engineering staff and Dental Program Director. Contractor shall correct any deficiencies noted within 30 days following the inspection.

The Contractor shall have a prior successful history in providing A-dec installation services and present full ability to performance all services during the lifecycle of the contract. The Contractor shall investigate all deficiencies, complaints, and suspected issues involving services performed that do not conform to the expectation listed within the Statement of Work. In the event an identified issue is not remediated in a timely manner, an independent qualified consultant shall be retained at the Contractor’s expense.

The COR will monitor the Contractor’s activities and accomplishments and will indicate acceptance or non-acceptance of the deliverable. The deliverables identified within this Statement of Work will be inspected and either approved or, if they are not acceptable, rejected by the COR. The Contractor shall establish an inspection system covering the equipment stated in this Statement of Work. The Contractor shall maintain a history file on all de-installations, installations, testing, repairs, relocations and inspections conducted. The history file shall be the property of the Government and shall be maintained by the Contractor and turned over to the COR upon completion of the contract.

9. Safety Precautions/ Bio-Hazard Safety

All system, either mechanical or electrical that must be deactivated before servicing shall be rendered by whatever disconnect or shut-off means are provided. Each deactivated system shall be properly “tagged-out” to prevent accidental reactivation. The Phoenix Indian Medical Center Biomedical Engineering Department will furnish “tag-out” procedures and tags. The Government shall be responsible for removing the contents of any equipment and ensuring it is biologically safe. If applicable, the Contractor shall notify the Phoenix Indian Medical Center Biomedical Engineering Department and Safety Officer before removing any bio-hazardous material. If applicable, the Contractor is responsible for removing and disposing of all hazardous materials/sources.

10. Schedule and Notification, Government Responsibility

The contractor shall provide all services during normal operating hours Monday through Friday from 8:00 a.m. to 4:30 p.m. during the week, unless otherwise specified. Any de-install or install services outside of the normal work schedule shall be arranged with the facility Point of Contact at no additional expense to the Government. Service schedule shall be agreed to by the contractor and the designated COR. The Contractor personnel shall check-in with the Phoenix Indian Medical Center Biomedical Engineering Department or Facilities Engineering Department before beginning any work. Contractor shall call or email the Phoenix Indian Medical Center Service Unit staff and coordinate with the department leads during project implementation. The Contractor shall acquire approval for all scheduled dates for services and deliveries, no less than one (1) week in advance.

Contractor shall comply with IHS visitation policy.

10.1 Before performing services, the Contractor personnel shall report to the local Facilities Engineering or

Biomedical Engineering Department at the beginning and end of their entire visitation at the facility, to sign-in and receive a facility “Guest” badge.

10.2 The Contractor shall report to the Facilities and/or Biomedical Department at the beginning of each visitation for a wellness screening prior to start of work due to COVID-19 response. The Contractor’s personnel shall comply with all visitation requirements prior to entering the facility.

10.3 The Contractor shall be authorized to park only in areas opened to the public.

10.4 The Contractor shall be allowed minimal use of government space to store supplies and/or equipment as required under this contract.

10.5 The Contractor shall be responsible for any repair or damage incurred to the building system as a result of contractor errors or poor workmanship.

11. Performance Period

The Period of Performance for this contract is base plus 4 option year from the issuance of award.

12. Submission of Offer

The Contractor shall provide the following documentation with the submission of offer at the time of solicitation:

12.1 Documentation of the manufacturer of the A-dec dental equipment

12.2 Documentation and/or technical specification sheets of the A-dec dental equipment

12.3 A -dec Authorized Distributor Letter and A-dec Certified/Trained Personnel (Documentation confirming Contractor is OEM authorized dealer/installer)

12.4 Information detailed in submitted offer shall include clear description of equipment and services by line item (Reference Section 14):

12.4.1 A-dec equipment information (Manufacturer Item #, Device Description, Quantity, and Cost)

12.4.2 Description of all de-installation, delivery/transport, and installation services

12.4.3 Warranty and support provisions: Information on all parts and labor provided by the Contractor post-installation and time period of coverage.

12.4.4 Post-Warranty Support: The Contractor shall provide a detailed list of services available to Phoenix

Indian Medical Center after warranty period ends. The Contractor shall include pertinent information such as description of on-site maintenance/repair services available, number of technicians available to Phoenix Area, and warranty period for repair services (including associated parts, service, and clinical components).

13. Location

The Contractor shall deliver all equipment and services to the following location:

13.1 Phoenix Indian Medical

Center 4212 N 16th St Phoenix, AZ 85016

14. A-dec Equipment and Services

The Contractor shall procure, deliver, and install all A-dec equipment and provide all services listed in the table below. The Contractor shall reference all A-dec Manufacturer item numbers in the submission of offer at the time of solicitation.

Item Quantity A-dec Equipment Description (Including Options/Accessories/Configurations)

511 - A-dec 511 Chair

5 ADEC 493-0361 Opt,Fndtn Price,511B,No 5 ADEC 492-8730 Sewn Upholstery 5 ADEC 492-8563 Footswitch, Programmable 5 ADEC 492-8550 Floor Box,Ctrd,511/311B 5 ADEC 492-8546 Duplex, Duplex Air/WTR QD

541 - 541 12 O'Clock Duo

INSTM

5 ADEC 493-0364 Opt,Fndtn,541B Rear Duo, 5 ADEC 493-0803 Strd Tray Hldr Assy 541B/ 5 ADEC 492-8519 Air/Wtr QD,500 5 ADEC 492-8685 Power Supply,300W 120V 5 ADEC 492-8526 Asst Touchpad,Std,500 5 ADEC 493-0636 HVE,Adtl,11mm 5 ADEC 493-0943 Opt Wtr Btl Mt f/545 Asst 5 ADEC 492-9140 Positions,6-Pin Tubing 5 ADEC 492-9141 pos[0],4-Hole Tubing 5 ADEC 492-9141 pos[0],4-Hole Tubing

Services Description

De-Installation services of Existing Equipment

De-installation and removal of existing A-dec dental equipment located at Phoenix Indian Medical Center

A-dec Dental Equipment Procurement, Delivery, and Installation

Blanket-wrap packaging/delivery, transport, assembly and installation of new A-dec equipment

A-dec Dental Equipment Inspection and Performance

Testing

Performance testing and inspection after final installation

Post-Installation Training Training provided to dental staff after final inspection

Post-Installation Warranty and Support

A-dec dental equipment warranty coverage including parts and labor for a minimum of 5 years