Sun Nuclear SOW.pdf

STATEMENT OF WORK

SCOPE OF WORK:

The James H. Quillen VA Healthcare System (VAHCS) has a requirement for a service contract on the Sun Nuclear Radiation Therapy QA Equipment.

Services include but are not limited to parts and labor for annual preventative maintenance, software upgrades, repair services, phone, web, and remote support, according to original equipment manufacturer (OEM) specifications.

The C&A requirements do not apply, a Security Accreditation Package is not required.

Base Plus 4 Option Years

1. EQUIPMENT:

Equipment to be serviced and/or maintained includes: The equipment is located at the James

H. Quillen VA Medical Center, Mountain Home, TN.

Model Serial Number Quantity

Daily QA 3 260838005 1

MultiMet-WL QA 61520004 1

SRS MapCHECK 261823006 1

SunCHECK Machine 141400003613 1

1D Scanner 226023006 1

1D Scanner 1DS Scanning Software 1DS-226023006 1

SunCheck Machine 141400001023 1

3D Scanner 269079001 1

ArcCHECK 218079002 1

IC Profiler 22834007 1

PC Electrometer 221748003 1

2. DEFINITIONS/ACRONYMS:

A. Biomedical Engineering - Supervisor or designee, Room # Biomed A001, Building #200, telephone #423-926-1171 ext. 3468.

B. CO - Contracting Officer

C. COR - Contracting Officer’s Representative: Terry Brlecic, 423-926-1171 ext.3468, terry.brlecic@va.gov

D. PM - Preventive Maintenance Inspection. Services that are periodic and are required to maintain the equipment in such condition that it may be operated per its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.

mailto:terry.brlecic@va.gov

E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises.

F. FSR – Field Service Report. Documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

G. Acceptance Signature - VA employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending as stated in FSR.

H. Authorization Signature - COR's signature; indicates COR accepts work status as stated in FSR.

I. NFPA - National Fire Protection Association

J. CDRH - Center for Devices and Radiological Health

K. VAMC - Department of Veterans Affairs Medical Center

3. CONFORMANCE STANDARDS:

Contract service shall ensure that the equipment complies with the latest published edition of NFPA-

99, OSHA, including performance standards and manufacturer specifications.

4. SCHEDULED MAINTENANCE:

A. The Contractor shall perform PM service to ensure the equipment listed in the schedule performs per the OEM Specifications. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. PM services shall include, but need not be limited to the following:

1. Cleaning of equipment.

2. Reviewing operating system software diagnostics to ensure that the system is operating to the manufacturer’s specifications.

3. Calibrating and lubricating the equipment.

4. Performing remedial maintenance of a non-emergent nature.

5. Testing and replacing faulty and worn parts and/or parts that are likely to become faulty, fail, or become worn.

6. Measuring, adjusting, and calibrating as necessary for optimal image quality.

7. Inspecting, and replacing where indicated, electrical wiring and cables for wear and fraying.

8. Inspecting and replacing where indicated, all mechanical components including, but not limited to patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance.

9. Returning the equipment to the operating condition defined in Section 3.

CONFORMANCE STANDARDS.

10. Providing documentation of services performed.

11. Inspecting and calibrating the hard copy image device (if applicable).

PM services shall be performed in accordance with and during the hours defined in, the preventive maintenance schedule established herein. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. PM schedules should be coordinated with the facility to comply with regulatory requirements.

Any charges for parts, services, manuals, tools, or software required to complete scheduled PM are included within this contract, and its agreed-upon price, unless specifically stated in writing otherwise.

5. DOCUMENTATION/REPORTS

The documentation will include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as outlined in the Conformance Standards Section. In addition, each FSR must at a minimum document the following data legibly and in complete detail:

A. Name of Contractor.

B. Name of FSE who performed services.

C. Contractor Service FSR Number/Log Number.

D. Date, Time, (starting and ending), Equipment Downtime, and ours-On-Site for a Service call.

E. VA PO#(s) covering the call, if outside normal working hours.

F. Description of Problem Reported by COR/User.

G. Identification of Equipment to be serviced:

INV. ID# Manufacturer’s Name, Device Name, Model #, Serial #, and any other

Manufacturer’s identification #s.

H. Itemized Description of Service Performed (including Costs associated with after-normal working hour services), including:

Labor and Travel, Parts (with part #s), and Materials and Circuit location of problem/corrective action.

I. Total Cost to be billed.

J. Signatures:

1. FSE performing services described.

2. VA Employee who witnessed service described.

K. Equipment downtime

NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR

BEFORE SERVICE IS COMPLETED.

8. REPORTING REQUIREMENTS:

The contractor shall be required to report to Biomedical Engineering to log in. This check-in is mandatory. When the service is completed, the FSE shall document services rendered on a legible

FSR(s). The FSE shall be required to log out with Biomedical Engineering and submit the FSR(s) to the COR. All FSRs shall be submitted to the equipment user for an “acceptance signature” and to the

COR for an “authorization signature”. If the COR is unavailable, a signed, authorized copy of the

FSR will be sent to the COR after the work which can be reviewed (if requested or noted on the

FSR).

9. PAYMENT:

Invoices will be paid on an annual basis and will follow the VA's electronic invoice submission process through the Tungsten network.

INVOICE REQUIREMENTS. Payments will be made by the VA, paid directly to the contractor, in accordance with the Prompt Payment Act. Invoices shall be submitted as original to the FSC in Austin, Texas. To constitute a proper invoice, the invoice must include the following information and/or attached documentation:

Name of business concern and invoice date.

Contract number.

Purchase Order number.

Price, payment terms, and any discounts, rebates, or concessions that apply.

Delivery terms (FOB Destination).

10. ADDITIONAL CHARGES:

There will be no additional charge for time spent on the site during or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts.

11. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:

The Contractor shall immediately, but not later than 24 consecutive hours after discovery notify the

CO and COR, (in writing), of the existence or the development of any defects in, or repairs required to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The contractor shall furnish the CO and COR with a written estimate of the cost of making necessary repairs.

12. CONDITION OF EQUIPMENT:

A. The Contractor accepts responsibility for the equipment described in Section 1. EQUIPMENT, in “as is” condition. Failure to inspect the equipment before the contract award will not relieve the contractor from the performance of the requirements of this contract.