Final_PWS_MAINTENANCE_SERVICES_OLYMPUS_UROLOGY_CYFVH_SCOPES.pdf

Performance Work Statement

Olympus Urology CYF-VH Endoscopes Equipment Maintenance Service

GENERAL

1. DESCRIPTION OF WORK: This contract is a NON-PERSONAL SERVICES contract to provide

Full Service/Maintenance Service Agreement on Olympus Urology CYF-VH Endoscopes located at

Evans Army Community Hospital (EACH), Fort Carson, Colorado which includes all resources, labor, travel, transportation, parts, materials, equipment, and management necessary to keep the medical equipment in good operating condition and to perform all scheduled and unscheduled maintenance. This non-personal services maintenance contract shall cover the repair and exchange services according to the

Manufacturer’s specifications for the equipment. Perform all scheduled and unscheduled maintenance of the equipment listed in Table 1.

Table 1 - Equipment List

Make Model Serial Number ECN Coverage

Olympus

Endoscope

CYF-VH 2503158 41477 Full Service

Agreement

Olympus

Endoscope

CYF-VH 2503080 41478 Full Service

Agreement

Olympus

Endoscope

CYF-VH 2503088 41479 Full Service

Agreement

Olympus

Endoscope

CYF-VH 2503089 41480 Full Service

Agreement

Olympus

Endoscope

CYF-VH 2503090 41481 Full Service

Agreement

Olympus

Endoscope

CYF-VH 2503164 41482 Full Service

Agreement

Olympus

Endoscope

CYF-VH 2503061 41483 Full Service

Agreement

Olympus

Endoscope

CYF-VH 2503101 41484 Full Service

Agreement

Olympus

Endoscope

CYF-VH 2503148 41485 Full Service

Agreement

Olympus

Endoscope

CYF-VH 2503094 41486 Full Service

Agreement

1.1. This contract is a NON-PERSONAL SERVICES contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees.

1.2. The inspection and acceptance point for all services rendered under this contract will be by the

Contracting Officer’s Representative (COR), Medical Maintenance Branch. The performance by the contractor technician, the quality of services rendered, and any documentation or written material in support of same, shall be subject to continuous inspection, surveillance and review for acceptance by the COR or designated representative. Other performance evaluation factors will be monitored that are not quantified by numerical measurements, Contractor technician relationship with hospital staff/Government contracting personnel and compliance with hospital policy and procedures.

1.3. Sexual Assault Prevention and Response Program.

1.3.1. The contractor shall comply with OTSG/MEDCOM Policy Memo 13-062, Policy for Reporting

Incidents of Sexual Assault and Sexual Harassment under the Sexual Assault Prevention and

Response Program (SHARP), 12 Nov 2013. The SHARP reporting requirements apply only to knowledge obtained by contractor personnel while performing services under this contract.

1.3.2. The contractor shall require all HCP(s) with knowledge of an incident of sexual assault occurring on a Government facility, to include a Government leased facility, where the contractor is providing services under this contract, to report the incident to the contractor who shall immediately (within 24 hours) report the incident in writing to the government's COR. All incidents shall be reported whether they involve contractor personnel or Government personnel, or other individuals.

1.3.3. The contractor shall require all HCP(s) with knowledge of an incident of sexual harassment occurring on a Government facility, to include a Government leased facility, where the contractor is providing services under this contract, to report the incident to the contractor who shall immediately (within 24 hours) report the incident in writing to the government's COR. All incidents shall be reported whether they involve contractor personnel or Government personnel, or other individuals.

1.3.4. The contractor shall ensure all service providers receive Sexual Harassment/Assault Response and Prevention (SHARP) training not later than 60 calendar days after contractor personnel begin performance under this contract. Training can be obtained either online or in person. Contractor personnel can attend SHARP training provided by MEDCOM on an every other month basis by contacting (210) 221-6118 for class date/time and availability. If the employee has an AKO account, they can access online the Team Bound Self Study course through Army Learning

Management System (ALMS) at http://www.atsc.army.mil/tadlp/delivery/alms.asp1.

1.4. The Contractor shall notify its employees of the United States Government's zero tolerance policy described in paragraph (b) of FAR clause 52.222-50 “Combating Trafficking in Persons” and the actions that will be taken against employees for violations of this policy.

2. Contractor Requirements.

2.1. Contractor will provide only technically qualified technicians who are factory trained and certified to perform maintenance on the equipment in Table 1 and have a minimum of two years of experience working on the contracted equipment. Service personnel must have a good working knowledge of the equipment.

2.2. The Contractor shall not hire off-duty Government employees who serve as inspector or COR’s in their Government position, or any other persons whose employment would result in a conflict of interest.

3. Administrative.

3.1. Reports. The Contractor shall submit reports to the COR or Contracting Officer as requested for use in monitoring Contractor performance. Such reports may include, but are not limited to, a service report as identified in paragraph 7.5.

3.2. Safety. The Contractor shall ensure its personnel comply with all installation and MTF safety regulations. Such regulations include, but are not limited to, general safety, fire prevention, and waste disposal. Copies of these regulations are on file in the medical activity safety office or may be obtained through the COR. The use of cellular phones and 2-way radios is expressly forbidden in all Medical

Treatment Facilities and Health Clinics.

http://www.atsc.army.mil/tadlp/delivery/alms.asp1

3.3. Security.

3.3.1. The Contractor shall ensure its personnel comply with the local installation requirements for vehicle registration and operation on the military facility. Any vehicle operated by contract personnel on the military installation must have the minimum liability coverage required by the state in which the performance is located.

3.3.2. The Contractor shall ensure its personnel comply with installation and MTF personnel identification and access requirements. The Contractor is responsible for absences due to expired identification and access documents.

3.4. Antiterrorism/Operations Security (AT/OPSEC) Requirements.

3.4.1. Antiterrorism (AT) Level I Training. This provision/contract text is for contractor employees with an area of performance within an Army controlled installation, facility or area. All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 30 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: https://atlevel1.dtic.mil/at.

3.4.2. Access and General Protection/Security Policy and Procedures. This standard language text is for contractor employees with an area of performance within an Army controlled installation, facility or area.

Contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal

Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection

Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

3.4.3. For contractors that do not require CAC, but require access to a DOD facility or installation.

Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and

Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures

(provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

3.4.4. iWATCH Training. This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within YY calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award.

3.5. Hours of Operation. Medical Maintenance Branch, EACH, office hours 7:00 A.M. thru 4:00 P.M., MST, Monday thru Friday. Overtime hours are not allowed, in accordance with the contract. Thus, the contractor is not allowed to work overtime hours, if service is required, after normal business hours.

3.6. Software upgrades. All software upgrades, corrective in nature, or which enhance equipment features shall be at no-cost to the government.

3.7. Contractor shall provide all documentation required to meet all regulatory compliance testing procedures.

3.7. Invoices and Payment Information.

Payment will be made by Defense Finance and Accounting Service, (DFAS Indianapolis), Indianapolis, IN (address in Block 18a), after receipt of services. Contractor submits their 2-N-1 invoice in the Wide

Area Workflow (WAWF) system for payment. The Contracting Officer’s Representative (COR) shall verify for acceptance to be submit to DFAS Indianapolis. Government Payment will only be authorized for services actually rendered. Advance payments under this contract are not authorized.

4. Contractor Conduct.

4.1. The Contractor is responsible for the conduct of his/her employees. All services shall be provided in accordance with established standards, principles, and ethics of the profession and applicable professional specialty organizations, and shall ensure the highest regard to patient dignity.

4.2. The Contractor shall ensure that its personnel comply with MTF policies regarding personal appearance and conduct.

4.3. Inquiries. Contractor shall ensure that its personnel do not respond to any media inquiries. Any inquiries from the media shall be immediately relayed to the COR, who will relay them to the MTF

Commander. There shall be no interviews, comments, or any other response without the knowledge and approval of the MTF Commander. Other than routine inquiries from external agencies, all other inquiries and complaints shall be brought to the attention of the Government.

4.4. Smoking. The Contractor shall ensure its personnel shall comply with the MTF smoking policy.

4.5. Complaints. Complaints will be validated by the COR and be reported in writing to the Contracting

Officer and the Contractor for action, if it constitutes a failure to perform, as determined by the

Government. The Contractor shall have no more than one substantiated complaints for each period of performance.

4.6. Contractor Representation. The Contractor shall designate a Point of Contact (POC) for the contract.

The Contractor’s POC shall be the only authorized representative of contractor authorized to discuss with the COR, any and all maintenance services required by the contract and ensure response to requests for performance of the contract. The POC shall have the authority to make decision for the Contractor. The

Contracting Officer or the COR shall be notified promptly whenever the POC changes. Contractor’s

POC shall be submitted no later than 10 days after award of contract, and shall include as a minimum name, title, and telephone number.

5. Government /Contractor Furnished Property.

5.1. Government. The COR will provide the contractor access to the equipment covered under the contract.

6. Contractor.

6.1. The Contractor shall provide each employee an identification badge which shall be displayed on their outer garment at all times when responding to a service call at EACH. The badge shall include, as a minimum, the employee’s name, current picture, the Contractor’s name, and title identification.

6.2. All materials, other than those materials specified as Government furnished, required in the performance of this contract shall be furnished by the Contractor.

6.3. Availability of manufacturer’s service literature needed in the performance of the contract will be

Contractor’s responsibility and will remain Contractor owned at the termination of the contract. The

Contractor shall obtain the currently available literature of the original equipment manufacturer (OEM).

6.4. Equipment maintenance performance under the contract includes the unlimited replacement of defective parts.

6.5. Contractor shall notify the COR when replacement parts are needed to complete service are not available.

6.6. The Government will not be responsible for any damages or loss of Contractor supplies, materials, or equipment nor is the Government responsible for any damages or loss of the Contractor employees’ personal belongings, due to fire, theft, accidents or other causes.

6.7. The contractor shall report immediately to the Government Point of Contact, or the Chief of

Equipment Management Branch, all accidents which may arise out of or in connection with the performance of services required within the scope of this contract.

7. Scope of Work.

7.1. Persons Authorized to Make Calls. Only those people listed below and the Contracting Officer are authorized to give the Contractor instructions, place service calls, or request updates status . The

Government representative will call and leave their name and number. The Contractor will return the call or come directly to the Medical Maintenance Branch to verify instructions prior to initiating any action.

Primary POC: Martha L. Heald @ 719-526-7617

Alternate POC: 719-526-7202/7201

Officer in Charge: 719-526-7252

Non-Commission in Officer in Charge: 719-526-7204

Shop Foreman: 719-526-3599 or 719-524-2133

7.2. Contracting Officer’s Representative (COR). The COR will/will not be appointed. However, the

Contracting Officer will designate a primary point of contact in which the Contractor will receive guidance.

7.3. Any service performed without the prior approval of one of the individuals above shall be at no cost to the Government.

7.4. Services Required and Specific Tasks.

7.4.1. Unscheduled Services.

7.4.1.1. The contractor shall provide all required parts and labor to maintain the equipment in a serviceable condition in accordance with the manufacturer’s specifications, phone support and continuous product information updates and bulletins. Monday through Friday, excluding all Government holidays.

All equipment is repaired to meet manufacturers specifications in accordance with contractor's policies and procedures at all times.

7.4.1.2. Contractor shall provide technical assistance, replacement parts and install hardware and software updates required by the manufacturer.

7.4.1.3. Contractor service shall ensure medical equipment is 100% operational. Equipment shall be restored to a serviceable condition within five (5) business days after arrival at the Facility. Delays caused by the Government must be promptly communicated to the COR and will not be counted against the repair completion time frame.

7.4.1.4. Contractor shall provide all documentation required to meet all regulatory compliance testing procedures. The Contractor shall provide for all replacements of worn and/or defective parts that contractor has determined have failed under proper use as necessary to restore the equipment to 100% operational condition as specified by the OEM.

7.4.1.5. Prioritized repairs shall be 24-48 hours turnaround time. If parts are required and are not in stock with the contractor or original equipment manufacturer, an allowable delay will be determined by the

COR. Contractor shall furnish and install only OEM replacement parts or OEM recommended substitution/ modifications, as approved by the Medical Maintenance Branch as required ensuring proper and safe operation of the equipment.

7.4.1.6. Unscheduled Service is the repair necessary to return the medical equipment (scopes) from an inoperable system to a totally functional state of operation. This includes repair exchange of the scope with the same make and model. This shall include unlimited amount of unscheduled repairs to the medical equipment. This maintenance includes all actions to comply with manufacturer’s specification, i.e., it includes cleaning, lubrication, inspection, calibration, and testing. This shall automatically be accomplished when the medical equipment (scope) is sent in for repair. Next day shipping charges for both directions shall be included. The equipment shall be repaired and operational within 48 hours after initial response by the contractor.

7.4.1.7. All Unscheduled Services include normal wear and tear, physical damage, accidental damage, apparent abuse or neglect for each scope covered by this contract. This includes a repair exchange scope of the same make and model, if the repairs exceed the cost of a repair exchange scope.

7.5. Service Reports.

7.5.1. Upon completion of services, a service report shall be provided to the COR with the returned medical equipment. The contractor shall provide the required information no later than 48 hours after services are completed and can be emailed to the COR or Government POC. This report is initiated by the Contractor at the completion of each repair and at the minimum will include:

7.5.1. Contractor’s name

7.5.2. Contract number

7.5.3. Name of technician performing the repair (full printed name)

7.5.4. Number of hours expended on each and associated Contractor’s hourly rate. Hours are in tenths and rounded up to the nearest tenth of an hour. Example 1.1 is one hour and six minutes.

7.5.5. Part number and listed cost of each repair part used.

7.5.6. Equipment Control Number and serial number of equipment being repaired.

7.5.7. Detailed information regarding the equipment malfunction and corrective action taken and preventive maintenance and calibrations standards checked.

8. Other Required Tasks.

8.1. The performance of all services shall meet or exceed the specifications of the original equipment manufacturer.

8.2. The Contractor is not responsible for the maintenance of equipment listed when damage resulted from act of God, or Government neglect/misuse/abuse, or when services from other than the Contractor’s personnel have been performed.

8.3. Delays caused by Government will not be counted as contractor “down time” for the purpose of this requirement.

8.4. Contractor shall furnish and install only OEM replacement parts or OEM recommended substitution/ modifications, as approved by the Medical Maintenance Branch as required ensuring proper and safe operation of the equipment. The Contractor shall provide technical assistance; install hardware/software updates as required by the manufacturer.

8.5. The Contractor shall comply with applicable federal, state, and local laws and regulations.

9. REPLACMENT PARTS:

9.1. The Contractor shall have and maintain an adequate inventory of repair parts to service the equipment listed herein and as may be needed in the performance of this contract. The Contractor shall maintain a backup inventory of spare parts so that any spare parts can be delivered to the site within the time frames established, if the spare part is not available from the local contractor inventory.

9.2. Replacement parts used in the performance of this contract shall be new or reconditioned, however, Government approved reconditioned repair parts shall be the only reconditioned repair parts allowed for performance of services under this contract.

9.3. Parts which have been replaced with Contractor furnished parts shall become the property of the

Contractor. Parts once placed in a system or sub-system becomes the property of the Government.

9.4. The Contractor shall replace all worn, failed, or defective parts at no additional cost to the

Government.

10. APPLICABLE FORMS AND PUBLICATIONS: Publications documents and forms applicable to this PWS are listed below. The Contractor shall use reasonable efforts to comply with these directives.

Supplements or amendments may be issued during the life of the contract and will be considered to be in full force and effective immediately upon receipt by the Contractor. If compliance with such supplements and amendments changes the contract cost, scope or purpose, it shall be a change within the meaning of the “Changes” clauses of the contract.

10.1. PUBLICATIONS. Army publications shall be made available to the Contractor during the period of the contract. These publications are located in the Medical Maintenance Branch, EACH.

AR 40-5 Preventive Medicine

AR 40-61, Medical Logistics Policies and Procedures

SB8-75-11 Supplement to AR 40-61

TB MED 7, Maintenance Expenditure Limits for Medical Equipment

TB MED 750-1, Operating Guide for Medical Equipment Maintenance

10.2. OTHER PUBLICATIONS – The following publications will be acquired by the Contractor for his use at his own expense. These publications are other than Army publications which establish guidelines for administering adequate healthcare services. When a conflict between these publications and Army publications arises, the publication which is more restrictive will be followed.

Joint Commission of Accreditation of Healthcare Organization Manual (Current edition)

National Fire Protection Association (NFPA) 99, Health Facilities Handbook, (Current edition).

National Fire Protection Association (NFPA) 101, Life Safety Code, (Current edition).

11. CONTRACT MANPOWER REPORTING. (Accounting for Contract Services) (Jul 2007) The

Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor will report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor is required to completely fill in all the information in the format using the following web address

“https://cmra.army.mil”. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative; (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractor); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractor); (7) Total payments (including sub-Contractor); (8) Predominant Federal Service Code

(FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Organizational title associated with the Unit Identification Code (UIC) for the Army

Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (10) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest City, Country, when in an overseas location, using standardized nomenclature provided on website); (11) Presence of deployment or contingency contract language, and, (12) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). (13) As part of its submission, the Contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement.

Reporting period will be the period of performance not to exceed 12 months ending September 30 of each

Government fiscal year and must be reported by 31 October of each calendar year. The Contractor shall notify the Contracting Officer’s Representative (COR) by the 5th working day of November whether or https://cmra.army.mil/ not they have completed this report. If the COR is unavailable, the Contractor will notify the Contracting

Officer."

The following information is provided for the Contractor’s use in completing the above report:

Predominant Federal Service Code: J065 (Maintenance and Repair of Medical Dental and Veterinary)

Unit Identification Code for the Army Requiring Activity: W21PAA (Evans Army Community Hospital)

Report Schedules are based on the Government’s Fiscal Year cycle, regardless of the contract period of performance cycle. This contract requires a final CMR report which does NOT align to the Fiscal Year.

The final CMR report shall be due NLT 30 days after the performance period ends. If this contract is extended beyond the final CMR reporting period, the modification authorizing the extension will reflect the revised final CMR due date.

12. Notice of Conference. The Contractor, or authorized representative, may be required to attend a conference prior to any work being performed under this contract. A representative of the Contracting

Office will notify the Contractor after entering into the contract as to the specific time and location of the conference. Such conferences will normally occur telephonically: however, the Government reserves the right to require the personal presence of the Contractor.

13. Performance Requirements Statement. (PRS)

The following minimum Performance Requirements applies. The Government may modify inspection methods in accordance with site specific requirements:

PERFORMANCE

OBJECTIVE

PERFORMANCE

STANDARD

REF PWS METHOD OF

ASSESSMENT

Establish and maintain a Quality Control Plan

Documentation in accordance with regulations, established guidelines

7.5 COR Review

Have access to unique and/or high mortality replacement parts.

Comply initially and as required 100% of the time.

9.0 COR Maintain Log

All repair parts shall meet exact manufacturer specifications and be the most current revision level;

all parts shall be new or remanufactured by the manufacturer of the instruments.

Comply initially and as required 100% of the time.

9.2 COR Maintain Log

Comply with security requirements.

Comply initially and as required 100% of the time.

3.3 COR maintain log.

STANDARD

99% to 100% 96% to 98% 95%

92% to 94% 92% or Less

MEASUREMENT

Excellent Very Good Satisfactory Marginal Unsatisfactory

PAST PERFORMANCE

Document Past Performance Assessment Report, paying particular attention to performance that exceeds the standard