W81K0224Q0116 Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

Maintenance and Repair Services

As-of 14 Aug 24

This is a non-personnel services contract to provide the maintenance and repair services for the Calypso Scanning System. The period of services is 03 September 2024 through 02 September 2025 (BASE) for the Varian Trilogy and Calypso Scanning Systems and associated components located at Madigan Army Medical Center, Tacoma, Washington 98431.

EQUIPMENT LISTING

NOMENCLATURE ECN S/N Location

Radiotherapy System, Linear Accelerator 068922 08813-03134 Radiation Oncology

Patient Motion Management System, Radiotherapy

026657 1055 Radiation Oncology

1. SCOPE OF WORK

The Contractor shall provide fully qualified technicians to perform the maintenance and repair services for the Calypso Scanning System as described herein to ensure that optimum operation and efficiency of the equipment is maintained, and that proper functioning of the equipment conforms to the Original Equipment Manufacturer (OEM) standard specifications. Contractor shall have knowledge of, furnish and install all OEM sponsored modifications at no additional charge. This includes all the OEM published Equipment Changed Orders (ECO) and Fielded Change Orders (FCO). Mandatory modifications include equipment upgrades or enhancements to equipment design, and changes necessary for operator and patient safety. In addition, the Government may request the Contractor to install said OEM sponsored modification in the event that the Government obtained knowledge of ECO or FCO before the contractor. Contractor will make all ECO and FCO modifications in a timely manner, but in no case shall it exceed sixty (60) calendar days after ECO or FCO is announced by the OEM. All such modifications shall be made so as not to interfere with the Government’s operation. If such modification is not possible during normal duty hours, the Contractor will do the modifications outside of normal duty hours (overtime) at no additional cost the Government

2. CONTRACTOR POINT OF CONTACT: The Contractor shall provide a single point of contact (POC) for any calibration services and repairs that is required:

TBD

3. CONTRACTOR FURNISHED EQUIPMENT/MATERIALS: The Contractor shall provide any technical manuals, special tools, supplies, parts or test equipment that are required for the servicing of the Varian Trilogy and Calypso Scanning Systems. Upon request by the Government Point of Contact (GPOC) or Contracting Officer’s Representative (COR) or Healthcare Technology Management Sustainment, the Contractor shall provide a detailed service report for the maintenance services during the Period of Performance (POP).

3.1 PREVENTIVE MAINTENANCE INSPECTION(PMI):

PM services shall include scheduled maintenance, inspections, replacement of defective and worn parts, and testing service in accordance with OEM specifications. Services during the time frame will include one (1) electrical safety current leakage test to determine the amount of electrical current electrical leakage to the case of the unit. All services performed will be documented and indicated on the service report. The service reports will be given to the Contracting Officer Representative (COR) or Government Point of Contact (GPOC) for verification of contractor’s performance and approval of payment. Proper maintenance service will be provided when it is needed during the services.

3.3 CORRECTIVE MAINTENANCE:

The Contractor shall provide unlimited on-call technical support 24 hours a day and 7 days a week when notified by the Government Point of Contact (GPOC) or Contracting Officer’s Representative (COR) of equipment malfunction. Minimum standard response time is established as no later than the following workday after notification of equipment malfunction. During each service call, the Contractor shall take all steps to restore the equipment to proper operating conditions and replace components and parts determined by the Contractor’s technician to be defective.

4. LOCATION OF SERVICES

4.1 On-site repairs are to be accomplished at Madigan Army Medical Center (MAMC), JBLM, whenever possible. If work to be performed is too complex, or inappropriate to perform on-site, such work may be performed at local or factory repairs facilities with prior concurrence between the Chief, HTMS. All preparation to necessitate such a move, packing, transportation, and reinstallation, shall be performed by the Contractor at no additional cost to the Government.

4.2 If the equipment must be removed from the hospital for repair, the Contractor shall directly coordinate with the Contracting Officer’s Representative (COR) and the Contracting Officer (KO) before removing the equipment and will not remove equipment until a modification allowing for Government furnished property (GFP) and accounting for the respective equipment is released by the KO.

5. REPLACEMENT PARTS:

5.1 All parts, labor and travel to perform maintenance service and repairs (preventive or corrective) shall be included in the offered price, including (i.e., consumables, software updates, etc., that could affect price). Parts requiring replacement to maintain the equipment IAW manufacturer’s specifications and applicable regulations are to be replaced on a manufacturer's rebuilt or new part basis. Installation of government furnished parts and part(s) furnished by the Contractor shall be installed by the Contractor

5.2 Maintenance actions shall not be delayed by more than 24 hours due to the delivery of a repair part or item. All parts shall be of first-rate quality and shall meet OEM specifications.

6. MODIFICATIONS

6.1 The Contractor shall with the concurrence of the Contracting Officer or its representative, at no additional cost to the Government:

a. Make modifications to improve the operation or reliability of the equipment.

b. Implement any modification in circuitry or otherwise upgrade the equipment/system to effect current configuration to ensure optimum performance.

c. Make manufacturer recommended engineering changes that have been issued since MAMC’s acquisition of listed equipment or its components.

d. Provide all OEM and/or Food and Drug Administration (FDA) mandated software corrections and upgrades.

e. Provide the Chief, HTMS, a complete copy of the schematics if there are any changes to the configuration or circuitry of the equipment or components as a result of modifications.

6.2 NOTE: No individual, including the Government Point of Contact (GPOC) or Contracting Officer’s Representative (COR), has the authority to approve modifications or changes that would result in an increase or decrease in the awarded contract price. This authority is vested with the Contracting Officer only, and will not be delegated. If a question as to whether the application of an equipment modification or change would result in a change to the contract price, the Contractor shall not commence work without the prior approval of the Contracting Officer.

7. iWATCH TRAINING. 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 typed of behavior to watch for and instruct employees to report suspicious activity to the Government Point of Contact (GPOC) or Contracting Officer’s Representative (COR). This training shall be completed within 30 calendar days of contract award and within 10 calendar days of new employees commencing performance with the results reported to the COR NLT 40 calendar days after contract award.

8. AT LEVEL 1 TRAINING. Contractor and all associated sub-contracts employees must successfully complete Army presented Level One Anti-Terrorism training within 30 days of the beginning of this contract. New employees must attend the training within 10 days of their reporting for duty. ACCESS and General Protection/Security Policy and Procedures. The contractor and all associated subcontractors employees shall comply with applicable installation, facility and area commander installation and facility access and local security policies and procedures (provided by the government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor shall 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.

Upon receipt of the awarded contract, the Contractor’s technician is responsible for reporting to the following locations:

9.1 Fort Lewis – MAMC Gate, I-5 exit 122: Stop at the Visitor Center for vehicle pass and parking briefing (Required documents: Valid Driver’s license, vehicle registration and proof of insurance)

9.1.2 Madigan Army Medical Center

9.1.2.1 Healthcare Technology Management Sustainment (HTMS): Upon entering or departing the Medical Center, the Contractor’s technician shall physically sign in and sign out with the HTMS Service Desk, Building 9040A, Room G-16-4, during standard hours of operation 0700 and 1700, Monday through Friday, excluding federal holidays.

9.1.2.2 Provost Marshal Office, MAMC Medical Mall, 2nd Floor, Room 2-56-40: For access and general protection language/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 (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) 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.

10. ACCESS TO GOVERNMENT INFORMATION SYSTEMS. All contractor employees with access to a government info system must be registered in the ATCTS (Army Training Certification Tracking System) at commencement of services, and must successfully complete the DOD Information Assurance Awareness prior to access to the IS and then annually thereafter.

11. OPSEC (OPERATION SECURITY). Contractors shall comply with DoD Directive 5205.02 and any applicable service regulation and Army Regulation 530-1. The contractor shall develop an OPSEC Standing Operating Procedure (SOP) within 90 days of contract award, to be reviewed and approved by the cognizant Government OPSEC officer. This plan will include a process to identify critical information, where it is located, who is responsible for it, how to protect it and why it needs to be protected. The contractor shall implement OPSEC measures as ordered by the CDR. In addition, the contractor shall have an identified and Army Regulation 530-1 certified OPSEC officer. This OPSEC officer shall provide all contractor personnel OPSEC Awareness training within 30 days of the beginning of contract performance. The contents of the training shall comply with AR 530-1 chapter 4-2.

12. IA CONTRACTOR TRAINING AND CERTIFICATION. This contract provides for the contractor to provide information assurance (IA) workforce personnel and therefore DFARS 252.239-7001 is incorporated into this contract for IA personnel. These persons must also comply with IS access requirements IAW DoDI 8140.

13. CONTRACTORS REQUIRING COMMOM ACCESS CARD (CAC) Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation IAW Army Directive 2014-

05. The contractor employee will be issued a CAC only if duties involve one of the following:

a. Both physical access to a DoD facility and access, via logon, to DoD networks on-site.

b. Remote access, via logon, to a DoD network using DoD-approved remote access procedures.

c. Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more.

At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

14. CONTRACTORS NOT REQUIRING COMMON ACCESS CARD (CAC) BUT REQUIRE

ACCESS TO A DOD FACILITY OR INSTALLATION. The contractor and all associated sub- contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-111) 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, IAW the status of forces agreements and other theater regulations.

15. REPORTS: The Contractor shall provide the HTMS a detailed itemized Service Report of all services performed and parts replaced upon completion of each repair or service. Report shall be delivered to the HTMS Service Desk when signing out of the HTMS. Services completed after standard hours, shall be faxed to HTMS at (253) 968-1048. Minimum details for inclusion:

a. Make, model, serial number, and Medical Materiel Control Number (MMCN).

b. Malfunction and repairs performed.

c. Time in hours for repair(s) and technician’s hourly rate.

d. Part number and price of parts replaced.

e. Annotate either scheduled or emergency repair.

16. Safety and Health Plan - The contractor shall comply with Occupational Safety and Health Administration (OSHA) standards as a minimum level of safety and health performance and establish more stringent standards where necessary. The contractor shall comply with the requirements of MAMC, Army Safety Program "AR 385-10", "Department of Defense Instruction

"DODI" 6055.1, and other applicable directives and regulations. The contractor shall report all accidents, incidents, mishaps, near misses and spills to the Government Point of Contact (GPOC) or Contracting Officer’s Representative (COR).

17. EXCLUSIONS

17.1 The Contractor is not responsible for maintenance service and repairs, or replacement parts, resulting from the fault or negligence of government personnel or acts of God. This Agreement specifically excludes labor, parts and expenses necessary to repair equipment.

17.2 The Contractor may provide services during these times, with prior approval of the Contracting Officer Representative, at no additional cost to the Government. If additional costs are required for work outside normal working hours, a modification to the contract must be completed prior to commencing work.

18. INVOICING

18.1 Payment will be made in arrears [ ] Monthly [X] Quarterly [ ] Semi-Annually [ ] Annually. To be paid by WAWF. POC is Cheng Liu, 253-968-0545 or jason.o.thomas4.mil@health.mil.

18.2 The Government shall inspect all scheduled preventative and corrective maintenance, including reports resulting from the preventive and corrective maintenance. On-call corrective maintenance inspections will be performed periodically, as deemed necessary by the Contracting Officer Representative.