A.01.02_PWS_(KO_approved).docx

Performance Work Statement Chemistry Analyzer Irwin Army Community Hospital Fort Riley, Kansas

GENERAL

1. Description of Work: Irwin Army Community Hospital (IACH), Fort Riley, Kansas has a requirement for an on-site clinical chemistry and immunodiagnostic analyzer and supply contract. The Contractor shall provide their Comprehensive Service Maintenance Coverage to include all scheduled maintenance parts, scheduled maintenance labor, travel charges, repair parts, repair labor and Priority Technical Support 24/7 necessary to keep Medical Device/Medical Device Systems (MD/MDS) serviceable in accordance with manufacturer’s specifications. This non-personal services sustainment contract shall cover the parts, freight, and 24/7 telephone support for equipment listed in Table 1.

Table 1 - Equipment List

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), Clinical Engineering 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. 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 begins 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 Army Knowledge Online (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.

1.3.2. 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, Government personnel, or other individuals.

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. Service personnel must have a good working knowledge of SB 8-75-11 paragraph 6-5a.(f): "Contractor’s service representative will be factory trained and have a minimum of two years of experience working on the contracted MD/MDS.”

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.

2.3 "Contractor shall use only original equipment manufacturer (OEM) new or OEM refurbished repair parts." (SB 8-75-11, par 6-5a.(i)).

3. Administrative.

3.1. Reports. The Contractor shall submit reports to the COR or Contracting Officer as requested for use in monitoring Contractor performance. The Contractor shall provide the balance of the required information to the clinical engineering manager no later than 48 hours after services are completed. See paragraph 7.6 for details.

3.2. Safety. The Contractor shall ensure its personnel comply with all installation and Military Treatment Facility (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. “The government and the Contractor’s service representative will exchange hazard communication information before the commencement of any repair." “When required, the Contractor’s service representative will comply with the Office of Safety and Health Administration (OSHA) lockout/tag-out standards while performing sustainment on MD/MDS.”

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 subcontractors 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 Common Access Card (CAC), but require access to a DoD facility or installation. Contractor and all associated subcontractors 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 Outside Continental United States (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 subcontractors 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 30 calendar days of new employees commencing performance with the results reported to the COR NLT 60 calendar days after contract award.

3.5. Hours of Operation. Clinical Engineering Branch, IACH, office hours 7:00 a.m. thru 4:30 p.m., Central Standard Time, 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. Contractor shall have access to all necessary diagnostic software. All software upgrades, corrective in nature, or which enhance MD/MDS features shall be at no-cost to the Government.

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

3.8. 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 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 complaint for each period of performance.

4.6. Contractor Representation. The Contractor shall designate a Contract Officer Technical Representative (COTR) for the contract. The COTR shall be the only authorized representative of Contractor authorized to discuss with the COR, any and all sustainment services required by the contract and ensure response to requests for performance of the contract. The COTR shall have the authority to make decision for the Contractor. The Contracting Officer or the COR shall be notified promptly whenever the point of contact changes. COTR 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 MD/MDS 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 IACH. The badge shall include, at 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 OEM.

6.4. MD/MDS sustainment performance under the contract includes the unlimited replacement of defective parts.

6.5. Contractor shall notify the COR when replacement parts 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 (EMB), 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. The Contractor employee is required to check-in Room 0B110, ground floor, Clinical Engineering Branch, to check in with the COR, ACOR, OIC, NCOIC, or EMB Supervisor before proceeding to complete sustainment services.

7.2. 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.

7.3. Contracting Officer’s Representative. The COR will not be appointed. However, the Contracting Officer will designate a primary point of contact in which the Contractor will receive guidance.

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

7.5. Unscheduled Services.

7.5.1. The Contractor shall use reasonable efforts to respond telephonically within 30 minutes during normal duty hours and within 2 hours after normal duty hours. Instruments and containers shall be restored to a serviceable condition within 12 hours after Contractor arrival to facility or on-site repair visit.

7.5.2. Delays caused by the Government must be promptly communicated to the COR and will not counted against the repair completion time frame.

7.5.3. 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.

7.5.4. 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 MD/MDS to 100% operational condition as specified by the OEM.

7.6. Service Reports.

7.6.1.1. Upon completion of services by the Contractor’s service representative, a written service report shall be provided to the clinical engineering staff. In the event all information is not available to the Contractor’s service representative when services are performed, the initial service report shall include all available information. This report is initiated by the Contractor at the completion of each service and at the minimum will include:

7.6.1.2. Contract number, Contractor’s name, COTR’s name (full printed and signed name), Equipment Control Number and serial number of MD/MDS being sustained.

7.6.1.3. Detailed information regarding MD/MDS malfunction and corrective action(s) taken, preventive maintenance, and calibrations verified and/or performed.

7.6.1.4. The time required to complete the work, price of labor (hourly rate), and a list of parts replaced with part numbers and list prices for each part used. Hours are in tenths and rounded up to the nearest tenth of an hour. Example 1.1 is one hour and six minutes.

7.6.1.5. After performing Calibration/Verification/Certification services, the COTR will affix and/or update DD Form 2163 (Medical Equipment Verification/Certification) in accordance with the instructions provided in TB 38-750-2, or by the clinical engineering activity’s internal SOP.

8. Other Required Tasks.

8.1. Contractor’s service representative shall report to the Clinical Engineering Branch, Building 650, Room 0B110 and sign-in the Contractor’s log by indicating company name, individuals name, time of arrival, and destination. When departing IACH, the COTR must report back to Clinical Engineering and provide the service report as required if available.

8.2. The performance of all services shall meet or exceed the specifications of the OEM.

8.3. The Contractor is not responsible for the sustainment of MD/MDS listed when damage resulted from acts of God, or Government neglect/misuse/abuse, or when services were conducted by personnel other than the COTR.

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

8.5. Contractor shall use only OEM new or OEM refurbished repair parts, as approved by the Clinical Engineering Branch to ensure proper and safe operation of the MD/MDS. The Contractor shall provide technical assistance and must furnish all software upgrades issued by the MD/MDS manufacturer.

8.6. The contractor shall comply with applicable Federal, State, and local laws and regulations.

8.7. If a malfunction exists with the Contractor maintained equipment or the Government’s utilities (i.e., water, air, electricity), the COTR will be notified. The COTR and the Government’s maintenance representative will test the utilities and determine whether the utilities or the MD/MDS failed. If it is determined that the MD/MDS failed, the COTR shall perform sustainment services immediately.

8.8. Contractor personnel shall leave job site in the same condition as found upon arrival.

9. Replacement Parts:

9.1. The Contractor shall have and maintain an adequate inventory of repair parts to service the MD/MDS 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. 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.

9.3. 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. Forms. The forms listed below will be provided to the Contractor by the Government for use in the performance of this contract.

DD Form 2163, Medical Equipment Verification/Certification.

10.2. Publications. Army publications shall be made available to the Contractor during the period of the contract. These publications are located in the Clinical Engineering Branch, IACH.

AR 40-5 Preventive Medicine AR 40-61, Medical Logistics Policies and Procedures SB 8-75-11 Augments AR 40-61 TB MED 7, Maintenance Expenditure Limits for Medical Equipment TB MED 750-1, Operating Guide for Medical Equipment Maintenance

FR MEDDAC 750-1

10.3. 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).

ATTACHMENT 1 – Army IA/RMF Requirements