Statement of Work.pdf

DHA SOW

Template V13

November 16, 2021

Department of Defense Defense Health Agency

Statement of Work

Health Promotions

El Segundo Clinic – Los Angeles AFB

Solicitation Number:

Version:

Date:

1.0 GENERAL INFORMATION

1.1 This is a non-personnel services contract to provide repair and maintenance services for our Cosmed Bod Pod.

The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Description of services/introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Bod Pod repair and maintenance services as defined in this Statement of Work except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract:

Item # ESP- BOD POD EXTENDED SERVICE PLAN - BOD POD

The Extended Service Plan (Full Service) provides ongoing service which includes parts replacement, labor, travel fees, and repair of the BOD POD.

The product will be repaired, and performance tested with priority scheduling. In addition, this plan includes an annual pre-scheduled* Calibration Service visit with certification, software updates and product/maintenance. The plan does not cover consumables, consumable sensors, fuses, disposable batteries, manuals, damage from neglect, misuse, contamination, alteration, accident or abnormal conditions of operation or handling, including failures caused by use outside of the product's specifications, or normal wear and tear of electrical and mechanical components.

1.3 Background: 61st Medical Squadron (61 MDS) owns the Cosmed Bod Pod that will require continued comprehensive services to include all parts and labor to perform repair and preventive maintenance

1.4 Objectives: The Contractor shall provide all personnel, equipment, tools, vehicles, supervision, (except as specified as Government-furnished property and services), and other items and services necessary to perform all Service Call and Maintenance tasks and functions for the 61 MDS.

1.5 Scope: The Contractor shall provide all required resources to perform Bod Pod repair and maintenances services in accordance with (IAW) this SOW and its exhibits. Through preventive maintenance, the Health Promotions clinic will have less chance of unexpected equipment failures resulting in downtime, as well as more importantly, safety concerns.

1.6 Period of Performance (PoP): The Period of Performance reads as follows: 01 Jun 2024 - 31 May 2025

Frequency of Service: Quarterly

1.7 Administrative specifications

1.7.1 Place of performance: The work shall be performed at El Segundo Clinic/Health Promotions – Los Angeles

AFB.

1.7.2 Recognized Federal holidays: Regular Working hours shall consist of an 8-hour period, between 7:00 AM (0700) and 4:00 PM (1600), Pacific Standard Time, Monday through Friday, excluding federal holidays and weekends listed below:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Day Christmas Day Independence Day

1.7.3 Hours of operation: The contractor is responsible for conducting business, between the hours of 07:00-16:00 Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons.

The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential

1.8 Contractor travel: N/A

1.9 Contractor Identification

1.9.1 Contractor personnel performing services in a contractor capacity in a government facility is required to possess and wear an identification badge that displays his or her name and the name of their company. All contractor personnel shall identify themselves as contractor support personnel in all forms of communication with all entities with whom DHA/Deputy Assistant Director for Acquisition (DAD-A)/Head of the Contracting Activity (HCA) has business dealings. The contractor shall: Answer all telephone calls and have a personalized voice message with an introductory statement that includes the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the DAD-A understands that the person is contractor support personnel. Include a title block in all emails that states the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting DHA/DAD-A/HCA understands that the person is contractor support personnel.

SPECIFIC TASKS

2.0 WORK ORDER REQUIREMENTS

The Contractor shall perform all necessary tasks described in this SOW inclusive of:

Location:

Los Angeles Air Force Base El Segundo Clinic- Health Promotions

a. Preventative Maintenance Plan (annual preventative maintenance, calibration verification, inspection, troubleshooting, repair, replacement of all service parts required).

b. Contractor shall conduct annual preventive maintenance inspections and service maintenance, over an awarded period, on the body plethysmography equipment located at the Los Angeles AFB Health Promotions Clinic. The preventive maintenance and service maintenance visits include on-site repair service and parts.

c. Technical Support during normal hours of operation is (0700-1600 PST) Monday-Friday. On site services will be performed at no charge within 24 hours of notification, Monday through Friday, during normal business hours (0700-1600 PST).

d. The Contractor shall perform all tasks described by this SOW in accordance with applicable OSHA, Joint Commission of Accreditation of Healthcare Organization, state, and federal requirements. All costs associated with proper use of personal safety equipment by Contractor personnel shall be the responsibility of the Contractor.

e. All work shall be coordinated with the BIOMED Technical Point of Contact (TPOC) to minimize disruptions to clinic operations at all locations. The phone number for BIOMED (TPOC) coordination is (310) 653-6625 or christopher.f.flury.mil@health.mil.

f. Preventive maintenance shall be performed in a manner which will minimize corrective maintenance and will include but is not limited to: calibration, adjustment, lubrication, updating software for security, safety, or system functionality issues, testing required to maintain a safe environment of care, electrical safety testing, output testing, replacement of accessories and other shelf life components on a scheduled basis (which becomes corrective maintenance if the component fails due to lack of preventive maintenance).

g. Make repairs to the extent necessary, as determined by inspection test or disassembly, to ensure a functional system that will efficiently serve its intended purpose and the technical specification for that equipment as designated by the original equipment manufacturer.

h. Installation of system update changes to resolve specific product reliability problems shall be performed. Hardware and software upgrades, defined as those changes that enhance or add product features, are not included.

i. The contractor shall perform service repair/maintenance to industry standards.

j. Equipment improvements/modifications shall be made only upon Medical Repair Branch written approval and direction.

k. The contractor shall notify the Los Angeles AFB TPOC immediately upon receipt of Original

Equipment Manufacturer OEM or replacement parts and equipment safety recall notices.

l. The contractor shall ensure that the original manufacturer’s design and functional capabilities will not be changed, modified, or altered unless the Los Angeles AFB TPOC authorizes such changes.

m. The contractor shall provide suitable OEM recommended repair equipment/tools required for the satisfactory execution of all repairs made.

n. The contractor shall furnish manufacturer OEM approved lubricants and lubricate known wear points within the equipment system.

o. The contractor shall extend all commercial warranties on replacement parts to the government, consistent with standard industry practices.

p. The contractor shall maintain an adequate spare parts inventory.

q. Services shall be unlimited for the devices under the contract for the term of the agreement. There shall be no cap or limit placed upon the number of repairs/replacements on any individual unit, or on the facility.

FIELD SERVICE REPORTS:

The contractor, or their representatives shall furnish to:

Medical Equipment Repair Center 61st Medical Squadron, Los Angeles Air Force Base Phone: (310) 653-6625

A legible copy of the Field Service Report upon completion of work performed. The contractor or their representative, shall complete the Government copy of this Field Service Report to include the following:

Date & Time Notified Date & Time Arrival Serial Number and Model Number Time expended repairing/servicing Description of malfunction General Description of replaced parts and service performed Comments as to cause of malfunction

Completed Field Service Reports are required prior to acceptance of any invoice. Failure to submit a Field Service Report to LAAFB Biomed can result in delay of payment or rejection of invoice from the Government. It is highly recommended that the contractor attaches a copy of the Field Service Report to their Wide Area Workflow Invoice in addition to the required submission to LAAFB Biomed in order to expedite invoicing process.

2.1.1 Subtask heading:

GENERAL INFORMATION:

a. During all hours of operation, all Contractor personnel shall wear pictured identification cards that identify the employee's name and the Contractor's business name, plainly visible in the upper chest area. Any special Government badges provided shall be worn and visible. All Contractor employees shall present a neat and clean appearance in accordance with generally accepted standards.

b. The Contractor shall not employ Government personnel (military or civilian) for performance of any work described in this SOW.

c. The Government reserves the right to direct the removal of any of the Contractor's personnel for misconduct or security reasons. Removal of the Contractor's employee(s) for reasons stated above does not relieve the Contractor from the SOW performance requirements.

d. Contractors shall not provide personal services to Los Angeles AFB under this SOW. If contract employees are directed by any government employee at any time to perform services not covered under this contract, the Contractor shall immediately notify the Commanding Officer (CO).

e. Contractor personnel shall not manage, supervise, direct, or task US military, DOD civilians or other personnel not associated with the Contractor while performing the tasks within this SOW.

f. Contractor personnel shall not make any commitment which commits the expenditure of US

Government resources.

g. The Contractor performing services shall be required to comply with all Los Angeles Air Force Base rules, regulations and training that is applicable to conduct, safety, security, and procedures governing site entry and exit.

h. Exclusions: List any exclusions (i.e., parts) not already provided in the SOW, most times found on the contractor quote.

i. Title to Equipment: The contractor shall not assume possession or control of any part of the equipment. The Government retains ownership to title thereof.

j. Response Time and labor: Contractor shall use commercially reasonable efforts to respond by telephone to any report of a malfunction requiring repair within twenty-four (24) hours of notification from Los Angeles AFB, Monday through Friday, 0700-1600, Pacific Standard Time.

The Contractor shall also provide telephone consulting services Monday through Friday, 0700- 1600, Pacific Standard Time. This consulting service shall be provided to avoid delays in contract service coverage during after-hours and weekend/holiday periods as applicable. Under no circumstances shall the Contractor assume an inquiry, via telephone or any other means, is authorization to provide services not specifically covered by the terms of the contract.

h. Liability: The contractor shall not be liable for any loss, damage, or delay due to any cause beyond his reasonable control including but not limited to, acts of government, strikes, lockouts, fire, explosion, theft, floods, riot, civil commotion, war, malicious mischief or acts of God.

i. Utilities: The contractor may use Government utilities, (e.g., electrica1 power, compressed air, and water) that are available and required for any service performed under this contract. Contractor's electrical equipment must be approved by the building engineer to ensure compatibility with Los Angeles AFB electrical wiring and equipment.

j. Access to Equipment: The contractor shall be provided reasonable access to all equipment, which is to be serviced, and utility outlets required doing the service. The contractor shall be free to start and stop all primary equipment incidentals to the operation of the maintained equipment after permission is received from on duty personnel responsible for such equipment.

k. Working Hours: Regular Working hours shall consist of an 8-hour period, between 7:00 AM (0700) and 4:00 PM (1600), Pacific Standard Time, Monday through Friday, excluding federal holidays and weekends listed below.

l. Government Personnel: Los Angeles AFB employees will not perform maintenance or attempt repairs to equipment while such equipment is under the purview of this contract unless agreed to in writing by the contractor.

m. Parts Availability: To ensure minimal equipment downtime, the contractor shall maintain replacement repair parts and materials necessary to perform each repair or supply said parts and materials within (30) calendar days, 30+ days will be suitable with justification.

n. Labor: All compensation for labor, parts, and materials are included in the contract price unless otherwise stated (i.e., $ limitation, exclusions).

o. Parts/Supplies Quality: Parts and Supplies provided under this contract shall be guaranteed to be equal in all respects, including performance, interchangeabi1ity, durability and quality to the OEM parts when new or as presently recommended by the manufacturer.

2.2 Special Qualifications:

Ensure that only FACTORY AUTHORIZED ENGINEERS and TECHNICIANS who have gone through (OEM) or comparable third-party service schools for the above-mentioned equipment, shall be employed in the performance of any all work performed under this contract. Upon request, the certificates (or notarized copies) will be provided to the Medical Repair Branch for verification. The highest standard of professional capability and electrical/medical workmanship is to be maintained throughout the life of this contract.