A.01.02_PWS_(Updated).docx

Performance Work Statement Software Maintenance Service and License General Leonard Wood Army Community Hospital Fort Leonard Wood, Missouri

1.0. DESCRIPTION OF WORK: The contractor shall provide all labor, supplies, tools, material, transportation, and equipment to perform Preventive Maintenance (PM), Calibration/Verification/ Certification (CVC) and repairs, to maintain the Government-Owned, S2 Security System Software and Licenses, this system ties to the infant abduction system, security system, and fire alarm system, and is critical to the safety of patients within the hospital. This includes unlimited telephonic assistance. The equipment is located throughout, General Leonard Wood Army Community Hospital (GLWACH), 4430 Missouri Avenue, Fort Leonard Wood, Missouri, 65473.

1.1. POINT OF CONTACT: At the start of the contract, the contractor shall have a contract representative and alternate responsible for scheduling and coordination of service calls. The name and phone number of the designated individual and alternate shall be provided to the Chief, Faciltiies Maintenance Branch at (573) 596-0484.

1.1.2. All scheduled services shall go through the Faciltiies Maintenance Branch.

1.1.3. Only a representative of the Faciltiies Maintenance Branch will make all requests for service.

1.2. PERSONNEL: Individuals who have demonstrated knowledge and competence in the repair of equipment identified shall perform on this contract.

1.2.1. The contractor shall ensure repair technicians have attended training on the specific model of contract equipment or have 3 years of maintenance experience.

1.2.2. While on duty, contractor employees shall maintain a neat, well-groomed appearance.

2.0. DEFINITIONS:

2.1. CALIBRATION/VERIFICATION/CERTIFICATION (CVC): Systematic procedure as defined by the Original Equipment Manufacturer (OEM) specifications for defined operation. Ensures equipment operates within all OEM’s parameters for maximum performance and patient quality of care.

2.2. GLWACH: General Leonard Wood Army Community Hospital.

2.3. FEDERAL HOLIDAYS:

New Years Day, January 1 Martin Luther King's Birthday, 3rd Monday in January Washington's Birthday, 3rd Monday in February Memorial Day, last Monday in May Independence Day, July 4 Labor Day, 1st Monday in September Columbus Day, 2nd Monday in October Veteran's Day, November 11 Thanksgiving Day, 4th Thursday in November Christmas Day, December 25

2.4. OEM: Original Equipment Manufacturer.

2.5. PREVENTIVE MAINTENANCE (PM): Maintaining equipment in accordance with the EOM’s standards and providing systematic inspection, detection, and correction of incipient failures either before they occur or before they develop into major defects.

2.6. QUALITY CONTROL: Contractor’s actions to control and ensure contract compliance.

3.0. GOVERNMENT FURNISHED PROPERTY AND SERVICES:

3.1. The Government will provide expendables such as reagents, sample cups, pipette tips, wooden sticks, printer paper, and any other consumables routinely used during the course of normal machine operation and use.

3.2. On a Government authorized, case-by-case basis, the contractor may use the Government medical equipment maintenance shop in order to expedite repairs.

4.0. SPECIFIC TASKS TO BE PERFORMED:

4.1. Services, labor, and materials. The contractor shall provide services, labor, and material necessary to cause subject equipment to be in proper working condition in accordance with the OEM's specifications at the completion of each service call.

4.2. Preventive Maintenance and Calibration. Preventive Maintenance (PM) and Calibration shall be in accordance with the OEM’s checklist. The contractor shall schedule the PM and Calibration at 6 month intervals and coordinate the scheduled date with Facilities Maintenance Branch at (573) 596-0484.

4.2.1. The contractor shall perform PM in accordance with the OEM’s checklist.

4.2.2. Upon completion of calibration, the contractor shall affix a DD Form 2163 (Medical Equipment Calibration/Verification/Certification) to the control panel of the equipment in plain view. If the form is already present, it will be annotated with the new date and initialed. (Forms to be provided by Medical Maintenance as needed).

4.3. Work shall be performed at GLWACH. Equipment shall not be removed from the site unless approved by the Government.

4.3.1. The contractor shall complete repairs within the time frames indicated.

4.3.2. Only equipment requiring a major disassembly or major overhaul shall be removed from the customer’s site.

4.3.3. The contractor shall not remove equipment without proper documentation. Proper documentation will be a Temporary Hand Receipt (DA Form 3161) prepared in accordance with DA Pamphlet 710-2-1. The DA Form 3161 will include the following statement: "The contractor, Carestream, has been authorized to remove the item as described on this form for repair and return." The DA Form 3161 will be the contractor's authorization to remove the item from GLWACH to his facility for repair and return.

4.4. Modifications and upgrades. The contractor shall perform OEM specified modifications and software upgrades with the consent of and without charge to the Government. Resultant contractor must have direct contact with the OEM to accomplish field modifications to equipment in accordance with the time schedule set forth by the OEM. All modifications and upgrades will be documented in the Government owned operator and service literature.

4.5. Service calls. The GLWACH Facilities Maintenance Branch and Hospital Lock Smith will first evaluate any equipment malfunction and facilitate repairs (screening process). If a service call is necessary, the contractor shall provide unlimited telephonic service calls. Only the Facilities Maintenance Branch will determine if the required repair service is emergency or routine.

4.5.1. The contractor shall perform routine service between 8:00 AM and 4:00 PM Monday through Friday, excluding Federal Holidays. Contractor response time shall be within 48 clock hours after telephonic notification excluding weekends and Federal Holidays.

4.5.2. Software upgrade completion time for a routine repair service shall not be more than 96 clock hours after telephonic notification excluding weekends and Federal Holidays.

4.6. Badges. Contractor's representative shall report to Facilities Maintenance Branch, 4430 Missouri Avenue, room number 049, General Leonard Wood Army Community Hospital, telephone number (573)596-0484, prior to commencing services during normal operating hours (7:30 AM to 4:30 PM). Also the contractor will get a security badge from Logistics Division room 049 and sign the badge out at arrival and sign the badge in upon departure. During other than normal operating hours, contractor's representative shall report to the Administrative Officer of the Day (AOD), 4430 Missouri Avenue, General Leonard Wood Army Community Hospital, at the Hospital Front Desk. The service representative will obtain a badge before reporting to service area.

4.7. Service reports. Upon completion of services, a written service report shall be provided to the medical equipment maintenance manager, or the Government medical equipment repairer assigned to the service call.

4.7.1. The service report shall indicate the contract number, service performed (e.g., PM and/or repair), provide detailed information regarding the cause of equipment malfunction, corrective action taken, to include the time required to complete the work. The service report shall also include the estimated price of labor (hourly labor rate); a list of parts replaced with price for each part, the unit Site ID and the name of the technician performing the service.

4.7.2. On weekends and after normal duty hours, service tickets shall be given to the Government AOD/SDNCO, at the Emergency Room reception desk. Faxed reports are acceptable with the concurrence of the Government.

4.7.3. In the event that all information is not available to the contractor's representative when services are performed, the initial service report shall include all information available. The contractor shall provide the balance of the required information in writing to the Chief, Facilities Maintenance Branch, not later than 10 days after services are completed. The remaining information should be mailed to: Commander, USA Medical Department Activity, ATTN: MCXP-LOG-FM, Service Reports, 4430 Missouri Avenue Box 1259, Ft. Leonard Wood, MO 65473-8952 or Faxed to 573-596-1786, ATTN: Facilities Maintenance Branch.

4.8. The contractor shall be responsible for all items of Government equipment throughout the period they are under his control. The contractor shall be responsible for any contractor-caused damage to Government-owned property and shall replace or repair at the contractor’s expense. The Contracting Officer will approve replacements or repairs.

4.9. The contractor shall ensure all areas where equipment is serviced on-site are left in a clean, neat, safe, and orderly condition. To prevent safety hazards, no equipment shall be left pulled out or apart at the end of the workday. All equipment under repair shall be secured at all times.

4.10. If the contractor determines that the item being serviced is uneconomically repairable, the Chief, Facilities Maintenance Branch shall be notified. The Chief, Faciltiies Maintenance Branch, GLWACH will determine economic reparability in accordance with US Army Directives.

5. 0. APPLICABLE DIRECTIVES/DOCUMENTS:

5.1. Documents applicable to this PWS are listed below and all Army publications and forms will be available from the Chief, Medical Maintenance Branch upon request.

5.2. ARMY REGULATIONS:

AR 40-61 Medical Logistics Policies and Procedures AR 190-13 Army Physical Security Program AR 190-51 Security of Army Property at Unit and Installation Level

5.3. ARMY PAMPHLET:

DA Pam 710-2-1 Using Unit Supply System Manual Procedures

5.4. FORMS:

DD Form 1150 Request for Issue or Turn-In DD from 2163 Medical Equipment Calibration/Verification DD Form 2164 X-Ray Verification/Certification Worksheet DD Form 2579 Report of Assembly of a Diagnostic X-Ray System

5.5. OTHER REGULATORY DOCUMENTS:

5.6. CONTRACT REQUIREMENTS PACKAGE ANTITERRORISM/OPERATIONS SECURITY

5.6.1. AT Level I training. This standard language 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 Contracting Officer Representative (COR) or to the contracting officer, if a COR is not assigned, within 05 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: http://jko.jten.mil

5.6.2. Access and general protection/security policy and procedures. This standard language is for contractor employees with an area of performance within Army controlled installation, facility, or area. contractor and all associated sub-contractors employees shall 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 (Federal Acquisition Regulation (FAR) clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by the Department of Defense (DoD), Headquarters, Department of the Army (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.

5.6.3. For contractors that do not require a Common Access Card (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 Outside Continental United States (OCONUS) locations, in accordance with status of forces agreements and other theater regulations.

5.6.4. 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 30 calendar days of new employees commencing performance with the results reported to the COR NLT 60 calendar days after contract award.

5.6.5. For contracts that require OPSEC Training. Per AR 530-1 Operations Security, the contractor employees must complete Level I OPSEC Awareness training. New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter.

5.6.6. Threat Awareness Reporting Program. For all contractors with security clearances. Per AR 381-12 Threat Awareness and Reporting Program (TARP), contractor employees must receive annual TARP training by a CI agent or other trainer as specified in 2-4b.

[Unnumbered] Standards for the Joint Commission on Accreditation of Healthcare Organizations

6.0. INVOICE AND PAYMENT INFORMATION:

6.1. Payment will be made by Defense Finance and Accounting Service, (DFAS Indianapolis, Army Vendor Pay) (address in Block 18a), in full, before receipt of services, or by previously scheduled payments as identified in the contract schedule herein. Contractor submits their 2n1 invoice in the Wide Area Workflow system for payment. (See Wide-Area Workflow Clause in schedule), the Government Point of Contact (GPOC) shall verify for acceptance to be submitted to DFAS Indianapolis, IN. Government payment will only be authorized for services actually rendered. ADVANCE PAYMENTS ARE AUTHORIZED. PAYMENTS WILL BE MADE IN FULL AT TIME OF CONRTACT START.

7.0. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

7.1. The purpose of this QASP is to provide a planned process for surveilling the contractor’s actual performance and comparing that performance against the contractual requirements to determine conformity in accordance with the Performance Work Statement (PWS). The Government has the right to change or modify this quality assurance surveillance plan and methods at its discretion. The overall policy of the Government for contractor control and Government quality assurance and applicable definitions are provided in the FAR in Part 46 Quality Assurance and applicable clauses in the PWS.

7.2. Surveillance Methods: The contractor’s performance will be monitored by the Contracting Officer’s GPOC in conjunction with input from the customers. Completed delivery of services will be verified with the PWS prior to making any payment approvals. Incomplete or delayed performance will be forwarded to the Contracting Officer.

7.3. Remedy: Should unacceptable performance occur, the Government will document the contractor’s past performance, issue cure notices or may terminate the contract by default.

8.0. CONTRACTOR MANPOWER REPORTING

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://contractormanpower.army.pentagon.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-contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-contractors); (7) Total payments (including sub-contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different); (9) Estimated data collection cost; (10) 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 UCI for the purposes of reporting this information); (11) 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); (12) Presence of deployment or contingency contract language; and (13) Number of contractor and sub-contractor employees deployed in theater this reporting period (by country). 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 30 September of each Government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a contractor’s systems to the secure web site without the need for separate data entries for each required data element at the web site. The specific formats for the XML direct transfer may be downloaded from the web site.

9.0. SEXUAL ASSAULT PREVENTION AND RESPONSE PROGRAM (SHARP):

9.1. 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 require all Contract Service Providers (CSP) 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.

9.2. Government Unique Training: 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.

9.3. Advisory Publications: Army Regulation 600-20, Army Command Policy, 20 Sep 2012 OTSG/MEDCOM Policy Memo 13-062, Policy for Reporting Incidents of Sexual Assault and Sexual Harassment under the Sexual Assault Prevention and Responses Program (SHARP), 12 Nov 2013.

9.4. 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.

9.5. 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.

10. TOBACCO FREE MEDICAL CAMPUS (TFMC)

The Contractor shall ensure that all employees comply with the U.S. Army Medical Command and MTF smoking policies while performing services under this contract. Smoking restrictions will apply at any location or building where health care activities are performed under this contract.

In accordance with Army Regulation 600-63, paragraph 7-3, 14 April 2015; Operations Order 15-48 (Army Medical Command (MEDCOM) Tobacco Free Living – USAMEDCOM), 8 May 2015; and any Operations Order, regulation or other instruction implementing, defining or otherwise addressing the Tobacco Free Medical Campus (TFMC) on any military installation or DoD-controlled location, Contractor personnel are prohibited from using any tobacco product on or within any TFMC while performing under this contract. TFMCs are established at each installation or DoD-controlled location and include: (1) any property or non-residential building that is operated, maintained or assigned to support medical activities, including but not limited to, hospitals, medical laboratories, outpatient clinics (including medical, dental, and veterinary facilities), or aid stations operating for the primary purpose of delivering medical care and services for DoD eligible beneficiaries and /or meeting the mission of the Army Medical Command; (2) all other facilities in which medical activities or administration take place, to include HQ MEDCOM and Defense Health Headquarters; (3) all internal roadways, sidewalks and parking lots; and (4) all sidewalks, parking lots and grounds external but adjacent to the building or related to the migratory corridors surrounding the medical facility. The Contractor shall obtain from the COR any orders, regulations, instructions or other documents implementing, defining or otherwise addressing the TFMC for any given installation or DoD-controlled location where Contractor personnel may perform under this contract and shall instruct Contractor personnel on the TFMC limitations for installations or DoD-controlled locations where they may perform under this contract.