J065--Canon Ultrasound Units Aplio 500 Maintenance Service
The White City VA Southern Oregon Rehabilitation Center and Clinic (VA SORCC) has two Toshiba Diagnostic ultrasound units which are utilized for scheduled patient diagnostic procedures as well as emer... The White City VA Southern Oregon Rehabilitation Center and Clinic (VA SORCC) has two Toshiba Diagnostic ultrasound units which are utilized for scheduled patient diagnostic procedures as well as emergency procedures. The device was installed in September of 2015. A service contract is currently needed to be put into place for Aplio 500 ultrasound systems. Scope This contract shall cover base year and four option years. Base Year 05/01/2023 04/30/2024 Option Year One 05/01/2024 04/30/2025 Option Year Two 05/01/2025 04/30/2026 Option Year Three 05/01/2026 04/30/2027 Option Year Four 05/01/2027 04/30/2028 Contract shall cover one (1) preventive maintenance check and services per year as is recommended by the manufacturer. Additionally, Contractor will provide service and parts on a as needed basis when contacted by the COR. All needed repairs on the systems, to include all parts; All probes and batteries shall be included in this contract and replaced as needed or as recommended by the manufacturer. All replacement parts shall be original equipment manufacturer (OEM). Service coverage shall be Monday through Friday, 8:00 AM through 5:00 PM, excluding recognized U.S. Federal holidays. Contract shall provide Emergency service outside these hours and shall be approved by using organization. Contracting officer will have sole discretion before contract is modified or work outside the scope of the contract is started. Contractor s Field Service Engineers shall be knowledgeable and trained on the specific system for which this contract shall cover. Should the probe fail during this contract period, the labor to replace the probe shall be included as a part of this contract. Equipment to be covered by this contract shall include: Two (2) Toshiba diagnostic ultrasound units EE18949 and EE18950 Specific Tasks The tasks described below shall ensure a 97 percent uptime. Uptime shall be accomplished by necessary preventive maintenance and timely response to repair service calls. 5.1 Task 1 - Enterprise Management Controls 5.1.1 Subtask 1 - Integration Management Control Planning. Contractor shall provide an uptime of ninety seven percent (97%) through proper maintenance of the system in accordance with the manufacturer s specifications. Proper maintenance shall be accomplished by the following: Semi-annual, and Annual preventive maintenance (PM) checks and service per manufacturer s specifications. PM shall be performed during contract coverage hours. Field Service Engineer coverage Monday through Friday, 8:00 AM through 5:00 PM, excluding U.S. Federal holidays. Twenty-four (24) hours per day of available remote system monitoring and troubleshooting via a VPN access regardless of holidays and weekends. Contractor shall work with the VA to obtain this connection through necessary background checks and training. Contractor shall provide the VA with all information required for the VA to perform background investigations on Field Service Engineers within two weeks of contract agreement. Contractor shall also ensure that its Field Service Engineers complete all necessary VA Network Security training. Onsite Field Service Engineer response time shall not exceed four hours from time service is called in for hard down systems. Shall include all parts necessary to perform all repairs. In the event the probe should fail, replacement of the probe shall be covered under the contract. Shall include all labor and travel. Shall include all software updates based upon original O.S. & application purchased. This shall exclude software/hardware performance upgrades. 5.1.2 Subtask 2 - Contract Management Contract management shall be accomplished through: Monitoring the actual uptime of the system. Response time. Contractor s FSE shall check in (sign in) at the Biomedical Engineering shop when he/she arrives on site and check out (sign out) when he/she has completed the necessary service. Technical superiority. The contractor shall demonstrate through its actions that is possesses the technical skills necessary to perform the services under this contract. PM performance. All preventive maintenance in accordance with manufacturer s specifications shall occur at proper intervals as prescribed by The Joint Commission and the most current edition of NFPA 99, to again be monitored by the contractor s FSE checking in and out upon arrival and departure. Deliverables: There are no pre-determined deliverables for this contract. Performance Monitoring The contractor s ability to provide ninety seven percent (97%) uptime, Field Service Engineer response time, shall be the performance indicators for this contract. The 97% uptime shall be calculated by total time the system has the ability to acquire, process, and transfer a diagnostically useful image divided by the contract coverage time. Security Requirements Contractor s Field Service Engineer shall have only limited and intermittent access to sensitive patient information residing on the Toshiba Diagnostic ultrasound system. This is necessary and unavoidable. Government-Furnished Equipment/Government-Furnished Information Should the probe fail during the Period of Performance of this contract, the contractor shall acquire an OEM probe for replacement. The contractor shall provide all other parts, tools and implements necessary to perform the duties outlined in the contract. NINETY SEVEN PERCENT (97%) UPTIME: Shall mean that the system is up 97% of absolute time, without regards to coverage hours, or any other definition any potential contractor proposes. Example: Twenty-four (24) hours a day multiplied by three hundred sixty-five (365) days a year produces eight thousand seven hundred sixty (8,760) hours of up time per year. Ninety seven percent (97%) uptime shall then be eight thousand four hundred ninety-seven (8,497) hours. The three percent (3%) downtime shall be the result of consecutive hours the system is in DOWNTIME as defined in this section.
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