Statement of Work- RO Water.pdf

Scope of Work Reverse Osmosis System Maintenance and Repair Service

G.V. “Sonny” Montgomery VA Medical Center (GVSMVAMC) 1500 E Woodrow Wilson Drive

Jackson, MS 39216

1. OBJECTIVE: The G.V. “Sonny” Montgomery VA Medical Center located in Jackson; MS requires the following acquisition for the facility: Reverse Osmosis System Maintenance and Repair Service

2. GENERAL: This is a non-personnel services requirement. The contractor shall provide all management, supervision, labor, transportation, tools, materials, parts, and other items necessary to perform work, execute services, and to successfully complete all deliverables as contained within this Scope of Work. The Government shall not exercise any supervision and/or control over contractor personnel (which includes contractor service providers, contractor representatives, and subcontractors employed with and/or being utilized by the prime contractor) during all active performance periods of the contract. All contractor personnel shall be accountable solely to the Contractor, who in turn is responsible to the Government.

3. BACKGROUND: The Jackson VA Medical Center is need of services that are required to provide manufacturer’s recommended Preventive Maintenance on the R.O. systems to ensure proper operation and continued deliverance of purified water to be used in the steam sterilization of surgical equipment.

4. SCOPE OF SERVICES: Services needed under this effort are described below:

1. Provide all parts and labor to perform monthly maintenance and repair service coverage on one

Reverse Osmosis water system.

A. Contractor shall provide all personnel, parts, tools, glassware, test equipment, service manuals, computer software, applications support and schematics necessary to effect repairs and preventive maintenance procedures on the reverse osmosis water purification system for the SPS area.

B. Contractor shall be responsible for performing maintenance on the listed system, annual replacement of R.O. membranes, and monthly disinfection of system.

C. Consumables to be provided include, but are not limited to:

a. Carbon block-Monthly

b. PT401 Anti Scale-Monthly

c. Vent filter-Annually.

d. UV Lamp- Annually.

e. Endotoxin Filters- Annually.

f. Utility Water POU- Quarterly

g. Monthly Critical Water Testing- Monthly

h. Bacteria Testing- Monthly

i. Endotoxin Testing- Monthly

j. Additional Testing (redraws)- Monthly

k. Peracidin- Monthly

l. 1.2 cuft portable exchange mixed bed tank- Monthly

D. The contractor will contact Biomedical Engineering and the COR to schedule an inspection or prior to responding to a service call. Contractor will acknowledge receipt of a service call within 2 hours and will arrive on the premises to effect repairs within 24 hours. Contractor will provide, upon request, suitable substitute equipment for equipment that will be out of service for more than 48 hours. Equipment repaired by the contractor or loaned to the facility by the vendor will be calibrated and safety tested by the contractor before being placed into service. Contractor will not deviate from this protocol without the prior approval of Biomedical Engineering representative or the COR.

E. The vendor will present the field service report to a representative of Biomedical Engineering for an authorized signature, leaving one legible copy for inclusion in the individual equipment’s Historical Maintenance Record. Vendor will also provide Biomedical Engineering and the COR with a copy of the calibration reports including numerical values of measurements taken within 5 business days.

F. Preventive maintenance will be monthly and shall include, but not be limited to, electrical safety testing, lubrication, output adjustments, calibration, testing, disinfection, and replacement of faulty parts and parts which are likely to fail at no additional charge, returning the instruments or equipment to the operating conditions specified by the manufacturer, NFPA 99 and VA MP-3 guidelines. A copy of the Preventive Maintenance Inspection procedure (including Qualitative and Quantitative tests) used by the vendor service representative for each item listed on the contract, shall be made available upon request. All work shall be performed by competent, experienced personnel qualified to work on the specified equipment in accordance with good manufacturing practices. Vendor will provide factory training certificates/competencies for all technicians assigned to service the specified equipment, in accordance with JCAHO standards. Such certificates/competencies are to be submitted to Biomedical Engineering and the COR within 30 days from date of contract award.

G. Per ISO 9001, vendor must list all the test equipment that had been used along with the details including their calibration due date, test equipment name, model, serial number, Mfg.

etc. on the service report during any service associated with medical equipment.

H. Contractor will provide repair services.

I. A detailed estimate for any repair services will be submitted to the COR prior to work. A detailed invoice will be given to COR upon completion of work. Costs for parts that exceed $3,500.00 and costs for service that exceed $2,500.00 will be submitted to the COR for approval thru a unilateral modification of contract prior to any work.

5. PLACE AND PERIOD OF PERFORMANCE: Work will be performed, services will be executed, and deliverables will be completed at G.V. “Sonny” Montgomery VA Medical Center, 1500 E Woodrow Wilson Drive, Jackson, MS 39216. This project, as encompassed by the final contract when executed, will consist of a Base year plus four option renewal years of service for the facility. Contract performance will end when the project is successfully completed, or option years have not been renewed.

6. WORK HOURS AND SCHEDULE: All work, execution of services, and completion of deliverables must be accomplished during normal business hours, 8:00 a.m. through 4:30 p.m. Monday through Friday, Federal Holidays excluded. Prior to work being performed proper coordination shall be initiated between the contractor and the government to ensure that services/work can be executed when scheduled. Any work, services, and/or other tasks performed during other than normal business hours must be approved in advance by the Contracting Officer Representative (COR), Contracting Officer, and/or other authorized facility designee/representative before such work begins. The Federal Holidays that are currently being observed by the facility are listed in the table below.

New Year’s Day January 1 Martin Luther King‘s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 19th Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

Other Federal Holidays (that could occur) Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President’s Proclamation).

An alternative schedule (different from the schedule described above) may be utilized if there is mutual agreement between the government and the contractor regarding this alternative schedule if implemented.

7. PERSONNEL PERFORMING WORK/SERVICES - REQUIRED “CORE COMPETENCIES”:

Personnel performing work, executing services, and completing deliverables during the active performance periods of the contract shall possess the knowledge, skills, and abilities required to successfully accomplish the following: Reverse Osmosis System Maintenance and Repair Service for GVSMVAMC. No unqualified individual shall be allowed to perform work, execute services, and to complete deliverables at any time under the contract while active.

8. OTHER REQUIREMENTS:

A. CHECK IN AND CHECK OUT PROCEDURES:

Before beginning any work at any time during the active performance periods of the contract personnel performing services must physically check in with the appropriate facility representative to obtain approval and confirmation of the expected work to be performed and services to be executed. Check out procedures will be the same once work has been completed and services have been executed. Check in and check out procedures shall include the following: 1). Written documentation of the contractor’s arrival and departure while on site and 2). Written documentation showing the expected work to be performed, approval of such work before such work begins, and confirmation/completion status of the planned work that was scheduled to be performed. Contractor must check in with COR or Plumbing Shop Supervisor when on site. Failure to do so will constitute that no work had been completed.

B. Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly always displayed. While on site, any person performing work directly or indirectly must be able to specify their authorized purpose for their presence at the facility if such information is requested by VA facility personnel.

C. Parking: It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing. Information on parking is available from the facility if requested by the contractor.

D. Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the Contracting Officer, this change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

All changes to the contract will be issued via an amendment and/or modifications in writing from the Contracting Officer to the Contractor.

E. Invoicing and Payment: Contractor is authorized prompt payment IAW applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed so an accurate assessment can be made by the facility for certification of these invoices for payment.

Advance payments are not authorized, and contractor is not authorized payment for future work not performed and/or for work that has not been successfully completed.

F. VA authorized personnel who may contact contractor for repair service (Note: names will be provided but are subject to change)

Contracting Officer Representative Biomedical Engineer Contracting Specialist

G. KEY PERSONNEL

During the active performance periods of the contract a Key Personnel Person shall be designated by the contractor (to be contacted by the government when needed) regarding performance of work, execution of services, and completion of Deliverables as contained within this Scope of Work and covered by the final contract.

H. REPORTS

All reports required will be digital in nature and must be submitted to the COR within 7 days of completion of services. At minimum, reports will have equipment that services were performed on, date and time, services performed, and any deficiencies.

I. WARRANTY:

a. Contractor shall provide a one (1) year warranty on all equipment/services, completed by the contractor, for all performance periods.

b. Warranty letter due at the completion of the project

J. CONFORMANCE STANDARDS:

a. Services shall be performed, and equipment shall function in conformance with all VA safety standards, manufacturer’s/industry standards, the latest published edition of NFPA-99, FDA, OSHA, JC, and other applicable national standards.

K. SMOKING POLICY:

a. Smoking is not permitted within or around the VA except in designated areas.

9. RECORDS MANAGEMENT

1. Contractor shall comply with all applicable records management laws and regulations, as well as

National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C.

chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. G.V. Sonny Montgomery VAMC (GVSMVAMC) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. Contractor personnel shall sign VA Form 10-0708 “Employee Clearance from Indebtedness” before resigning or termination from Contractor working for GVSMVAMC and Facility Records Officer must sign form. A copy of completed signed VA Form 10-0708 (Contractor personnel and Facility Records Officer signatures) shall be place in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle].

Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with GVSMVAMC policy.

8. The Contractor shall not create or maintain any records containing any non-public GVSMVAMC information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The GVSMVAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which GVSMVAC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. TMS (Talent Management System) course VA 4192704:

“Records Management for Everyone” [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

12. Flow-down of requirements to subcontractors:

a. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

b. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

Scope of Work