Statement of Work- Tube System.rtf

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Statement of Work (SOW) Pneumatic Tube System Monthly Inspection, Maintenance, and Testing for North Florida/South Georgia VHS

INTRODUCTION:

The North Florida/South Georgia Veteran Medical Center located in Gainesville, Florida has a requirement for the inspection, maintenance, calibration, and testing of the Pneumatic Tube System and all associated components. The Pneumatic Tube System is a critical component for the operation of the hospital. The routine inspection and maintenance services are required to ensure that the Pneumatic Tube System remains functional and fully operational. This will help ensure the success of the VA’s mission to care for our nation’s Veterans.

This Statement of Work (SOW) describes the monthly requirements for inspecting, cleaning, adjusting, calibrating, and lubricating the Pneumatic Tube System. These work efforts are referenced as “Maintenance and Testing” in this document.

This SOW also describes the requirements for the Qualified Professionals, known as “Contractors,” in this document, and to include the requirements to establish maintenance and testing reports.

BACKGROUND:

The Contractor shall provide all supplies, materials, labor, supervision, management, and transportation to perform all tasks as identified.

SCOPE OF WORK:

Service technicians shall perform Monthly site visits to inspect, clean, adjust, calibrate, and lubricate the pneumatic tube system. During each of the monthly visits, the Contracted Technicians, will perform complete preventative maintenance on 100% of the system. The labor necessary to replace worn or defective parts is included. Equipment maintenance shall be performed as described and recommended in accordance with the TransLogic Maintenance and Service Manual for the system, monthly to ensure peak system efficiency. Site visits shall be coordinated with the COR and scheduled such that they are approximately 30 days apart.

Parts and equipment shall not be included. All recommended parts and equipment shall be included on a proposal and submitted to the COR for approval. The COR will provide a Purchase Order for the recommended parts and equipment.

DOCUMENTATION/REPORTS/INVOICES: The documentation will include report(s) as required under section identified as “Documentation/Final Reports”.

IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The contractor’s employees shall always wear visible identification (issued Contractor Badges from Engineering front offices) while on the premises of the VA Medical Center(s). It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VA Medical Center(s) will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited both inside and outside of any buildings at the VA Medical Center(s), as we are a Government Non-Smoking Facility. This includes all tobacco products. Physical possession of any weapons while onsite are prohibited. This includes in your vehicles while on Federal Property. Enclosed containers including tool kits shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

This Maintenance and Testing requirement is to ensure that the Tube System operates safely within its designed parameters. Additionally, for its projected service life, the equipment must be maintained periodically and properly.

HOURS OF SERVICE: Normal VA Medical Center work hours are from 8:00 A.M. to

4:30 P.M., EST, Monday through Friday, excluding Federal Government designated holidays.

OPTION YEAR(S): The contract shall include a base one-year contract. The Government reserves the right to exercise optional year(s) of service not to exceed four (4) optional years. Shall the Government choose to exercise the optional year(s), the contracting officer shall provide preliminary written notice to the contractor at least 60 days before the contract expires. The Contractor shall provide pricing for the optional years of service as part of this solicitation.

DOCUMENTATION/FINAL REPORTS:

For each visit for performing the monthly service, a report shall be generated that has the following information, and it shall be submitted to the COR:

Name of Contractor

Name of Technician who performed the services.

Contract number Date and time (Starting and ending), and the hours onsite.

Detailed description of severe problems that need immediate repair.

Signatures of:

This report shall be signed by the using service designee attesting that the maintenance was performed. If the ticket is not signed and/or submitted, payment may be withheld pending resolution.

All the machinery that is checked will be classified as one of the following four:

A complete written report of the work performed shall be provided to the VA within 7 days of the completion of maintenance and testing. Information shown in the report will include the following:

Company’s name, address, telephone, and fax numbers

Name and signature of Contractor(s) who performed the maintenance testing.

VA Work Contract Number, name, and number of the Contracting Officer Date and time of work Copies of contractors’ valid licenses, professional and training Certificates

Description of work items Test Data results

Provide any supporting data or documentation to support or substantiate the analysis.

Explain the corrective measures needed to correct or mitigate the problem.

QUALIFICATIONS/CERTIFICATION:

Contractor shall only use original OEM parts supplied by Swisslog/Translogic when maintaining and replacing parts of the system. Additionally, the contractor shall provide a 20% discount on all parts required to service and maintain the Tube System for the life of this contract. The contractor shall provide a list of all parts associated with the Tube System including retail and discounted pricing. The parts list shall be provided with response to the solicitation.

TECHNICAL QUALIFICATIONS: Quoting Contractors shall provide information demonstrating the quoter's ability to meet the Qualification/Certification requirements stated in the Statement of Work (SOW).

GUARANTEE: The Contractor guarantees his services against defective materials, workmanship, and performance for a period of one year. Said guarantee to run from date of acceptance of service by the Government. The contractor agrees to furnish, without cost to the Government, replacement of all parts and materials that are found to be defective during the guarantee period. Cost of installation of replacement materials, parts, and/or labor shall be borne by the Contractor.