J066--Intent to Sole Source - Hitachi Microscope maintenance - 607

STATEMENT OF WORK

Service Contract: Hitachi Electron Microscope H-7650-III

Scope

Contractor shall furnish all necessary labor, equipment, tools materials, repair service, software updates, parts, travel, etc., for complete On-Site Maintenance and Service of the Hitachi Electron Microscope Model H-7650.

Equipment

Equipment to be serviced/maintained includes:

Hitachi Electron Microscope Model H-7650

Serial Number: 0130-03

Location: William S. Middleton Memorial Veterans Hospital, Madison, WI - Lab Service Room DB1-231

Period of Performance

Base Year: 15 July 2023 30 June 2024

Option Year One: 1 July 2024 30 June 2025

Option Year Two: 1 July 2025 30 June 2026

Option Year Three: 1 July 2026 30 June 2027

Option Year Four: 1 July 2027 30 June 2028

Place of Performance

Lab Service Room DB1-231

William S. Middleton Memorial Veterans Hospital

2500 Overlook Terrace

Madison, WI 53705

Specific Tasks

Task 1 Scheduled Maintenance

The contractor shall maintain and repair the Hitachi Microscope equipment in accordance with manufacturer s recommendations and standard commercial practices. The Contractor shall perform Preventive Maintenance (PM) and Certification service to ensure that equipment covered herein is in proper working order. The Contractor shall conduct thorough technical inspections of the equipment covered. Within ten (10) days after contract award, the Contractor shall submit a schedule of PMs and a PM checklist describing in detail the scheduled maintenance procedures for inspecting the equipment. This checklist is subject to COR approval. The Contractor shall provide and utilize these procedures and checklists with worksheet originals indicating the work performed and actual values obtained (as applicable) to the COR at the completion of the PM. The Contractor shall perform PM services twice annually. Preventive maintenance is to be scheduled with the COR or their designee during normal business hours (Monday through Friday, 7:00am 3:30pm).

PM services shall be performed in accordance with the schedule established between the Contractor and the COR. Any changes to the PM schedule shall be coordinated with and approved in advance by the COR.

All parts, services, manuals, tools, or software required to successfully complete scheduled PM are included.

Upon completion of PM and an electrical safety inspection, the FSE shall tag the equipment with the appropriate labels used by each facility, if required by the facility. The FSE shall fill-in label sections for: date of inspection, date next due, and initials of FSE. Labels shall be provided to the FSE when reporting (signing-in) to Biomedical Engineering.

PM Tasks, including inspection and cleaning of equipment, cleaning and/or replacement parts and confirming equipment is in full operating condition:

Provide cleaning of the Wehnelt, Glass Liner, C1 Lens, C2 Lens, C3 Lens, Condenser Stigmator, Objective Stigmator, Objective Lens, Pemming Gauge (when needed), Specimen Exchange, and Objective and Condenser Aperture (replace if necessary).

Inspection of Column alignment and image, water system and filter, and stage tilt for proper operation.

Test and identify worn parts and/or parts which are likely to become faulty, fail or worn that require replacement.

Replace/change filament, roughing pump oil, roughing pump filters (when needed).

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

Providing documentation of services performed.

Task 2 Unscheduled Maintenance (Emergency Repair Services)

The Contractor shall maintain the equipment listed herein in accordance with Paragraph 6 of this Statement of Work ( Conformance Standards ). The Contractor shall provide repair services which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All parts required to complete these emergency repairs shall be funded separately from the preventive maintenance.

The CO, COR or a previously designated alternate has the authority to approve/request a service call from the Contractor.

Response Time: If the equipment needs emergency service/repair, the Contractor's Field Service Engineer (FSE) shall respond by phone to the COR or his/her designee within (4) hours after receipt of telephoned notification. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within (4) hours (during the hours of coverage) after receipt of this notification or completion of phone support and will proceed progressively to completion of repairs without undue delay.

There shall be no additional charge to the Government for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts to complete emergency repairs.

Conformance Standards. Contractor shall ensure that the equipment listed herein functions in conformance with the latest published edition of NFPA-99, UL, OSHA, AAMI, and VA standards. Contractor shall also ensure that the equipment performance/specifications are equal to or exceed the performance/specifications when the equipment was originally accepted after procurement.

Parts. The Contractor shall furnish and replace parts to meet uptime requirements. If parts cannot be furnished to meet these requirements, the COR shall be notified immediately. The Contractor shall have ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. New parts shall be furnished by the Contractor and guaranteed against defects and/or failure for a period of 1 year from installation of the component. Contractor shall furnish all parts and consumables needed for preventive maintenance services at no extra cost. All parts for emergency repairs shall be invoiced and paid separately from preventive maintenance services and parts.

Service manuals/Tools/Equipment. The VA shall not provide tools, (test) equipment, service manuals, or service diagnostics software to the Contractor. The Contractor shall obtain, have on file, and make available to their FSEs all operation and technical documentation (such as operational and service manuals, schematics, and parts lists) which are necessary to complete the services required herein. The location and listing of the service data manuals by name and/or manuals themselves shall be provided to the Contracting Officer upon request.

Documentation/Reports. Documentation shall include legible and detailed descriptions of scheduled and unscheduled maintenance procedures performed, including parts replaced to maintain the equipment in accordance with Paragraph 6 of this Statement of Work ( Conformance Standards ). The contractor s Engineering Service Report (ESR) shall only reference and report on equipment covered by this contract and shall not be grouped with equipment covered under separate contracts. Each ESR must, at a minimum, legibly document the following data in complete detail:

Name of Contractor and Contract Number.

Name of FSE who performed services.

Contractor service ESR number/log number.

Date, Time (starting and ending), equipment downtime and hours on-site for the service call.

Description of problem reported by COR/End User (if applicable).

Identification of equipment to be serviced: Inv. ID Number (EE Number), manufacturer s name, device name, model number, serial number and any other manufacturer specific information or identification information.

Itemized descriptions of service performed including labor, parts (with part numbers), materials and circuit location of problem/corrective action.

If there is a repair service required that the vendor considers to be outside of the scope of the contract, detail reasoning and provide quote for the service. Any additional charges outside of the scope of this contract must be approved by the Contracting Officer before services are performed.

Signatures of FSE performing services and a VA employee who witnessed the services provided.

Reporting Requirements. The Contractor shall report to Biomedical Engineering and/or Lab Service to log in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to Biomedical Engineering and/or Lab service. All ESRs 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 ESR shall be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR).

COR: Carrie Norton, 608-256-1901 x11741

POCs: Heidi Stingley, 608-256-1901 x11715 or x11943

Anna Fox, 608-256-1901 x11715 or x11943

Location: Main VA Hospital, Room 231 on DB1-level

Condition of Equipment. The Contractor accepts responsibility for the equipment, in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract.

Test Equipment. Prior to commencement of work on this contract, the Contractor shall provide the COR with a copy of the current calibration certification of all test equipment which shall be used by the Contractor on the equipment covered under this contract. This certification shall also be provided on a periodic basis, as requested by the CO or COR. Test equipment calibration shall be traceable to a national standard.

Reporting Services Required that are Beyond the Scope of the Contract. The Contractor shall immediately, notify the CO and COR (in writing via email) 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 this contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.

Hours of Coverage. Normal hours of coverage are Monday-Friday from 7:00am 3:30PM, excluding holidays. All services/repairs shall be performed during normal hours of coverage. If the contractor requests to perform work outside of the normal hours of coverage, it is at no cost to the Government and must be approved in advance by the COR. The Contractor is not required to provide service on the following holidays, nor will the Contractor be paid for these holidays. The following holidays are observed by the Federal Government:

New Year s Day

January 1st

Martin Luther King s Birthday

3rd Monday in January

President s Day

3rd Monday in February

Memorial Day

Last Monday in May

Juneteenth

June 19th

Independence Day

July 4th

Labor Day

1st Monday in September

Columbus Day

2nd Monday in October

Veterans Day

November 11th

Thanksgiving Day

4th Thursday in November

Christmas Day

December 25th

Identification, Parking, Smoking, and other regulations. The Contractor's employees shall wear visible identification at all times while on the premises of the VA. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the clinic manager. The VA shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VA. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

Personnel Qualifications.

Contractor staff assigned to this contract shall include, at a minimum, one fully qualified FSE and one additional backup fully qualified FSE.

Fully Qualified is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment specified herein. For field experience, the FSE(s) has a minimum of three years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment comparable to Hitachi H-7650 EM scope.

The FSEs shall be authorized by the MANUFACTURER to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for Hitachi H-7650 EM scope. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any equipment under this contract. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the equipment outlined herein.

Contractor will attend an orientation meeting as arranged by the Contracting Officer s Technical Representative (POC). The VA will schedule this meeting and it will include discussion of the following topics: (VA will provide information to the Contractor regarding these topics and will document the meeting): Fire and Safety, Infection Control, Disaster procedures & Green Environmental Management System (GEMS).

Performance Monitoring

Performance Objective

SOW Paragraph

Performance Threshold

Service call response: Service is received within specified time.

5.b.3

95% of all service calls are satisfactorily completed within specified time

The contractor shall maintain and repair the Hitachi Microscope equipment in accordance with the manufacturer s recommendations and standard commercial practices.

5.a