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Central Arkansas Veterans Healthcare System Statement of Work (SOW) A. GENERAL GUIDANCE 1. Title of Project: Servicing and Maintenance Contract for the Medical beds (Hill-Rom and Stryker) units locate... Central Arkansas Veterans Healthcare System Statement of Work (SOW) A. GENERAL GUIDANCE 1. Title of Project: Servicing and Maintenance Contract for the Medical beds (Hill-Rom and Stryker) units located at the Central Arkansas Veterans Healthcare System (CAVHS) in Little Rock and North Little Rock, AR. 2. Scope of Work: The contractor shall furnish certified/trained personnel, materials, equipment and services including lodging, travel and meals necessary to perform periodic inspections and 24/7 maintenance on the CAVHS Hill-Rom/Stryker medical beds, to include calibrating, adjusting, and replacement of worn or defective parts, and troubleshooting. All equipment servicing and repair shall be performed in accordance with the manufactures guidelines and will be done in accordance with industry standard practices. The contractor shall provide documentation of completed periodic inspections within 24-hours of inspection completion date. All necessary documentation both electronically and manually that meet regulatory guidelines (Joint Commission) must be made available 24/7. The contractor shall provide on-site service Monday through Friday between 7:30am 4:00pm (except for Federal Holidays) and within 24-hours of a service call being placed. The Contractor shall provide all parts and labor for service calls. The Contractor shall perform recall alert repairs within 48-hours of notification and provide same-day emergency service for the Hill-Rom/Stryker medical beds as required. All parts required to repair the medical beds must be OEM genuine replacement parts, no after-market parts will be accepted unless they meet the same standard as that of OEM parts. Maintenance and/or repairs performed and not covered under this contract must be pre-approved by the Contracting Officer (CO) or Contracting Officer s Representative (COR). Failure to obtain prior authorization will result in non-payment of charges incurred. This proposal will be a base year contract with the option of 4 additional years at the discretion of the government (CAVHS). 3. Background: The purpose of this contract is to provide maintenance and repairs on the Hill-Rom/Stryker medical beds listed below and owned by CAVHS. The Contractor shall provide all parts, labor, materials, travel and supervision necessary to perform periodic inspections, maintenance, and emergency service to maintain the government-owned Hill-Rom/Stryker medical beds in optimal operating condition. The number of Hill-Rom beds at the time of the awarded contract will be 45 and identified in attachment 1. The number of Stryker beds at the time of the awarded contract will be 181 and identified in attachment 2. Full-Service Maintenance Agreement Includes but not limited to: Full-time dedicated, trained and qualified biomedical technician As needed, timely repairs according to manufacturer recommendations Preventive Maintenance (PM) schedule creation according to manufacturer recommendations Regulatory Documentation including all PM and Repair Work Orders and regular reporting Original Equipment Manufacturer (OEM) parts Initial and regular equipment Inventories New Inventory Functional Verification Inspections Regular User/Nurse Training Note: Abuse/misuse of the Hill-Rom/Stryker medical beds from CAVHS will be at no fault of the contractor. Additional parts required deemed by fault of CAVHS employees will be furnished by CVAHS Engineering. Abuse/Misuse will be determined by CAVHS Engineering Technicians and the COR. Definitions: The following terms have the following meanings in this scope of work (SOW): VA Administrative Hours: 7:30 AM to 4:00 PM, Monday through Friday, excluding federal holidays Non-Administrative Hours: 4:01 PM to 7:29 AM, 24 hours on weekends and federal holidays Government: The United States of America Veterans Affairs (VA): Government s federal agency for which the Government contracts for the services specified herein. VA and Government will be used interchangeably throughout this SOW and contract. Where the term VA is used, it shall mean the same as Government . COR: Contracting Officer s Representative Immediate Replacement is identified as contractor must be on site with new components/parts within 24 hours after the component/part has been brought to the attention of the contractor. PMRS: Preventive Maintenance (PM) and Repair Services (RS) Government personnel observed Holidays: The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays: New Year's Day Martin Luther King's Birthday President's Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas In addition to the days designated as holidays, the Government observes the following days: Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President s Proclamation 4. Performance Period: The contract needs to take affect no later than 1 November 2020. The contract will be a base year contract with 4 additional option years available. 5. Type of Contract: Firm Fixed Price. B. CONTRACT AWARD MEETING The contractor shall not commence performance of the tasks identified in this SOW until the Contracting Officer (CO) has conducted a post-award conference or has advised the contractor that a post-award conference has been waived. C. GENERAL REQUIREMENTS 1. Contract employees must report to Engineering/Equipment Repair (Building 115/NLR or Room GD114-H/LR) and sign-in upon arrival and sign-out upon departure. 2. Contractor shall provide comprehensive service which includes parts and labor to perform repairs and scheduled Preventative Maintenance (PM) in accordance with manufacturer s instructions. 3. Technical Support service for equipment for the term of the Agreement to include unlimited calls to the service hotline. Calls related to equipment under contract shall be given priority over non-contracted equipment. 4. All repair parts installed on the equipment must be manufactured by the equipment manufacturer or approved by the equipment manufacturer for use on the equipment. The use of non-OEM is not authorized. 5. Recall Alerts the Contractor shall provide recall alert monitoring and notification service for the listed equipment and send the information to the COR. 6. The Contractor shall provide the following response times for routine and unscheduled service calls: Requests for routine service shall be responded to within (24) hours. Requests for technical telephone support shall be responded to within (2) hours; Requests for unscheduled repairs shall be responded to within (4) hours of initial phone contact and contractor must be on-site within (24) hours during normal working hours; and same-day service for emergency repairs. D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES TASK ONE: Provide contract employees who are factory trained to maintain and repair the Hill-Rom/Stryker medical beds units owned by CAVHS. DELIVERABLE ONE: Provide factory trained employees. TASK TWO: Maintain the CAVHS Hill-Rom/Stryker medical beds units as directed in the manufacturer s instructions. DELIVERABLE TWO: Maintain the Hill-Rom/Stryker medical beds units, to include cleaning, calibrating, adjusting, and replacement of worn or defective parts, and troubleshooting. TASK THREE: Perform services and respond to non-recurring maintenance requests and emergencies as defined in the SOW. DELIVERABLE THREE: Respond to requests for routine service within (24) hours. Requests for technical telephone support shall be responded to within (2) hours; Requests for unscheduled repairs shall be responded to within (4) hours of initial phone contact from CAVHS and contractor must be on-site within (24) hours during normal working hours; and same-day service for emergency repairs. E. EVALUATED ADDITIONAL FEATURES 1. Equipment must be maintained to meet the following performance standards: a. A Field Service Report (FSR) must be generated and a copy given to CAVHS Contracting Officer s Representative (COR) or designee after each episode of scheduled or emergency maintenance. It is preferred that this be provided electronically if possible. b. PM s shall be conducted to meet Manufacturer s requirements for inspecting, part replacement, part rebuilding, and verifying the proper calibration and settings of the listed equipment. c. PM frequency shall meet the Manufacturer s requirements. F. SCHEDULE FOR SERVICES/PRICING SCHEDULE 1. Hours of Operation: The contractor shall provide on-site service Monday through Friday between 7:30am 4:00pm (except for Federal Holidays). Requests for routine service shall be responded to within (24) hours. Requests for technical telephone support shall be responded to within (2) hours; Requests for unscheduled repairs shall be responded to within (4) hours of initial phone contact from CAVHS and contractor must be on-site within (24) hours during normal working hours; and same-day service for emergency repairs. G. CHANGES TO THE STATEMENT OF WORK The CO is the only individual authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer s Representative (COR) on all matters pertaining to contract administration. The COR is designated to represent the CO in furnishing technical guidance and advice regarding the work being performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the CO. Only the CO is authorized to make commitments or issue changes affecting price, quantity or performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the CO, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in cost incurred as a result thereof. Invoice and payment information should be sent to: Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin, TX 78714-8971 H. REPORTING REQUIREMENTS The Contractor shall provide the COR with the following complete and accurate reports: Type of Report Due Completion of PM s Within 24-hours of PM s being completed Field Service Report After maintenance completed I. TRAVEL N/A J. GOVERNMENT RESPONSIBILITIES 1. The government shall provide the contractor access to the equipment in a timely manner as to not cause any undue delay in servicing or repairing of the equipment. K. CONTRACTOR EXPERIENCE AND/OR REQUIREMENTS Contract employees shall be factory trained at maintaining and repairing Hill-Rom/Stryker medical beds units and its components of the type belonging to CAVHS. The CO or COR may request proof of this certification prior to authorizing contract employees to service the equipment. 2. Contractor employees shall have safety training, either on-the-job or classroom type training, in the electrical safety outlined in the OSHA Standard 29 Code of Federal Regulations (CFR) 1910 Subpart S Electrical, and the NFPA 70E Standard for Electrical Safety in the Workplace. The CO or COR may request training certificates to validate training completion. If no training certificates are available the Contractor shall certify, in writing, that contract employees have met the requirements upon request by the CO or COR. 3. Contractors shall be equipped with all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. Tools, equipment, and PPE shall comply with the requirements of OSHA Standard 29 CFR 1910, Subpart I, and NFPA 70E. 4. Contractor shall supply contract employees with applicable maintenance and/or repair manuals. 5. Contract employees shall be required to provide the COR with Material Safety Data Sheets (MSDS) prior to bringing any chemicals to the facility for use. The MSDS shall be reviewed and approved by the COR prior to the chemicals being used. L. CONFIDENTIALITY AND NONDISCLOSURE 1. The Contractor understands and agrees that confidential information (patients, employee, or facility) must be secured and protected at all times. The Contractor and its personnel shall be held liable in the event a breech of confidentiality occurs as a result of the Contractor or its employees. Each contract employee will be required to read and sign the Contractor Rules of Behavior and provide the original signature page to the COR. M. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS 1. Position Sensitivity: The position sensitivity/risk level has been designated as Nonsensitive/Low Risk. 2. Background Investigation: The level of background investigation commensurate with the required level of access is Minimum. 3. Contractor Responsibilities: a. Contract employees shall be issued non-PIV badges for physical access only. This requires for contract employees to: Complete fingerprinting at the CAVHS badging station located in building 68 at the North Little Rock, AR campus. Complete the OF306 and have two forms of federally acceptable ID. Successfully complete a SAC background screening. Read/sign Contractor Rules of Behavior and provide original signature page to the COR. b. The contractor shall pay for lost or missing employee badges issued by CAVHS. The cost for these lost or missing badges will annotated on and deducted from invoice payments. c. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. d. Failure to comply with contractor personnel security requirements may result in termination of the contract for default.