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8 The contractor shall furnish labor, parts, supplies and equipment necessary to provide scheduled and unscheduled maintenance, and periodic preventive maintenance inspections for the equipment listed... 8 The contractor shall furnish labor, parts, supplies and equipment necessary to provide scheduled and unscheduled maintenance, and periodic preventive maintenance inspections for the equipment listed below. Equipment is located at the Rocky Mountain Regional VA Medical Center, 1700 N Wheeling Street, Aurora, CO 80045. SPECIFIC SERVICE FOR Medtronic SuperDimension Serial Number: 505130 VA Equipment Entry (EE) Number: 1724390 2.0 HOURS OF COVERAGE 2.1 Normal hours of coverage are Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding the federal holidays listed as follows: Federal Holidays: New Year s Day Dr. Martin Luther King Jr s Birthday Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veteran s Day Thanksgiving Day Christmas Day Any other day specifically declared a National Holiday by the President of the United States 2.2 When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by US Government Agencies. 2.3 Coverage will be for one (1) twelve (12) month term, with two (2) possible options years to be exercised by the government 3.0 PARTS 3.1 The contractor shall furnish all spare and replacement parts needed to service the equipment. The price of all parts used to perform all scheduled preventive and unscheduled maintenance shall be included in the coverage. The Government will not pay for any parts provided (during either scheduled or unscheduled maintenance), by the contractor during the period of the medical equipment being covered. Only new standard parts (manufactured by the maker of the equipment, or equal) shall be furnished to maintain the equipment. 4.0 SERVICE MANUALS/TOOLS/EQUIPMENT 4.1 The contractor shall provide tools, (test) equipment, service manuals or service diagnostic software. The contractor shall obtain, have on file, and make available to its Field Service Engineers (FSE)'s all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) necessary to meet the performance requirements and repair of the medical equipment. A reference list of applicable service manuals and their respective locations shall be provided to the Biomedical Engineer upon request. 5.0 SCHEDULED MAINTENANCE 5.1 The Contractor shall perform Preventative Maintenance (PM) Service to ensure that the equipment listed performs in accordance with the original manufacturer s specifications. Annual PM Service must be completed by December 31st of each year. An outline of the PM schedule and procedures shall be provided to the Biomedical Engineer. The contractor shall provide a written description of the Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. PM services shall include, but need not be limited to, the following: Cleaning of equipment. Reviewing operating system software diagnostics to ensure that the system is operating in accordance with the manufacturer's specifications. Calibrating and lubricating the equipment. Performing remedial, non-emergent maintenance. Testing and replacing faulty and worn parts and/or parts likely to fail or become faulty or worn. Inspection and replacement of worn or frayed electrical wiring and cables. Returning the equipment to the operating condition and mode Providing documentation of services performed. 5.2 All service/repairs shall be performed during normal hours of coverage unless requested or approved by the Biomedical Engineer. The only exception is hardware/software update/upgrade installations which shall be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the Biomedical Engineer). The contractor shall provide software/hardware updates at no charge. 5.3 All exceptions to the PM schedule shall be arranged and approved in advance with the Point of Contact (POC), or Biomedical Engineer. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to the Point of Contact at the completion of the PM. 5.4 Work performed outside the normal hours of coverage, at the request of FSE, shall be considered service during normal hours of coverage and shall be exempt from an extra labor hour charge. 6.0 UNSCHEDULED MAINTENANCE 6.1 The contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, to include all intervening service calls performed between scheduled services and calibrations. All required parts shall be furnished by the contractor to the VA at no cost. The contractor shall repair the equipment to functional level equivalent to the original manufacturer s specifications. 6.2 Only the Biomedical Engineer, Point of Contact, or Contracting Office Representative (COR) designated by the Contracting Officer (CO) has the authority to approve/request an unscheduled maintenance service call to the contractor. 6.3 The contractor's FSE shall respond on site within four (4) hours after receipt of request for service. The contractor shall provide parts, if required to effect repair, within 24 hours of diagnosing the problem. 6.4 There shall be no hourly charge to the Government for unscheduled maintenance performed within the normal hours of coverage, 8:00am MST to 5:00pm MST. Work performed outside the normal hours of coverage, at the request of the Biomedical Engineer, Point of Contact, or Contracting Office Representative, shall be invoiced separately and shall not have service rendered until Purchase Order is obtained. In the event of a Government caused delay, the VA will pay hourly labor charges for unscheduled service the inadvertently extends beyond the specified normal hours of coverage. 7.0 DOCUMENTATION/REPORTS 7.1 The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with the specifications Each Equipment Service Report (ESR) must, at a minimum, document the following data legibly and 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 service call. VA purchase order number(s) covering the call if outside normal working hours. Description of problems reported by the POC/user (if applicable). Identification of equipment to be serviced: Inventory ID number, Manufacturer's name, device name, model number & serial number, Any other manufacturer's identification numbers. Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including: Labor and Travel, Parts (with part numbers), Materials and Circuit Location of problem/corrective action. Total Cost to be billed (if applicable - i.e., part(s) not covered or service rendered after normal hours of coverage). Signatures: FSE performing services described. Authorized VA Employee who witnessed service described. NOTE: - Any additional charges claimed must be approved by the COR or CO before service is completed 7.2 The Contractor shall log in with Biomedical Engineering prior to performing any services. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall log out with Biomedical Engineering and submit the ESR(s) to the Biomedical Engineer, or Point of Contact. All ESRs shall be submitted to the equipment user for an acceptance signature and then to the POC for an authorization signature . If the POC 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). 8.0 ADDITIONAL CHARGES 8.1 There will be no additional charge for time spent at the site (during or after the normal coverage areas) awaiting the arrival of additional FSE and/or delivery of parts 9.0 REPORTING REQUIRED SERVICES BEYOND SERVICE SCOPE 9.1 The contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the COR or POC, in writing, of the existence or development of any defects in, or repairs required, to the scheduled equipment which, the contractor does not consider his/her responsibility due to abuse or damage to the equipment. The contractor shall furnish the Government with a written estimate of the cost to make the necessary repairs. 10.0 ACCEPTANCE OF CONDITION OF EQUIPMENT 10.1 The contractor accepts responsibility for the equipment covered under this equipment in an as is condition. Inspection of the equipment by the contractor shall be done prior to coverage, if required by the contractor. 11.0 COMPETENCY AND CERTIFICATION OF PERSONNEL SERVICING EQUIPMENT 11.1 Each respondent must have an established business, with an office and full time staff. The staff shall include a fully qualified FSE and fully qualified alternate FSE. 11.2 Fully Qualified is based on successful completion of factory training and experience in the field. For training, the FSE shall have successfully completed a formalized training program for the equipment identified in the schedule. For field experience, the FSE(s) shall have a minimum of two years of experience (with the exception of equipment on the market less than two years) with respect to scheduled and unscheduled preventive and remedial maintenance, on the covered equipment. 11.3 The FSEs shall be authorized by the contractor to perform the maintenance services. All work shall be performed by fully qualified competent FSEs. The contractor shall provide copies of all factory certificates for FSEs showing types of equipment and dates of training for all equipment identified to be covered. When deemed appropriate, the COR or Contracting Office Representative reserve the right to prohibit contractor personnel from working on VA Medical Center equipment. 12.0 CONTRACTOR TEST EQUIPMENT 12.1 The contractor shall ensure all contractor supplied test equipment is properly calibrated, and certified. If requested by the COR or POC, the contract shall be able to supply any certificates tied to the quality of the test equipment. Test equipment calibration shall be traceable to a national standard.