J065--STERIS Equipment Preventative Maintenance Services IAW Performance Work Statement
2 PERFORMANCE WORK STATEMENT (PWS) Preventative and Corrective Maintenance Service Contract Section 1: General Information General: This is a non-personal services contract to provide Preventative and... 2 PERFORMANCE WORK STATEMENT (PWS) Preventative and Corrective Maintenance Service Contract Section 1: General Information General: This is a non-personal services contract to provide Preventative and Corrective Maintenance on the following pieces of equipment located at Fresno VA Medical Center Sterile Processing Service. Equipment Serial Number AMSCO Drying Cabinet without Purge Option 1988 Atlas Transfer Carriage (AMSCO 400 Med) 32071725 Atlas Transfer Carriage (AMSCO 400 Med) 32071726 Competitive - Prep and Pack Table 7046 Competitive - Prep and Pack Table 7049 Competitive - Prep and Pack Table 7047 Competitive - Prep and Pack Table 7048 Reliance/Hamo Vision Single Chamber Washer 361419028 Reliance 1321 Vision Cart Washer 3603714002 ATLAS Loading Car 33531224 ATLAS Loading Car 32221718 ATLAS Loading Car 33491220 ATLAS Loading Car 30311704 Amsco 400 Medium SD 33341207 Amsco 400 Medium SD 33411201 V-PRO maX OOME 31621606 V-PRO maX OOME 032851201 Reliance/Hamo Vision Single Chamber Washer 3602312020 Century 16/20 Ster Steam Only SD 012520535 Century 16/20 Ster Steam Only SD 012590507 Innowave PCF Sonic Irrigator 08190009720 Reliance Automatic Load-Unload Modules 3603301006 Reliance Automatic Load-Unload Modules 3635700002 Â 1.2 Period of Performance: The Period of Performance will be as follows: Base Year: 06/01/2022 05/31/2023 Option Year 1: 06/01/2023 05/31/2024 Option Year 2: 06/01/2024 05/31/2025 Option Year 3: 06/01/2025 05/31/2026 Option Year 4: 06/01/2026 05/31/2027 Place of Performance: Veteran Affairs Central California HealthCare System 570 Fresno VA Medical Center VISN 21 2615 E. Clinton Ave, Fresno, Ca 93703 1.4 Hours of Operation: Normal business hours are between 8:00 a.m. to 8:00 p.m. Monday through Friday excluding Federal holidays. Items that are covered 24 hours a day 7 days a week include the following Items: Equipment Serial Number Reliance/Hamo Vision Single Chamber Washer 361419028 Reliance 1321 Vision Cart Washer 3603714002 Amsco 400 Medium SD 33341207 Amsco 400 Medium SD 33411201 V-PRO maX OOME 31621606 V-PRO maX OOME 032851201 Reliance/Hamo Vision Single Chamber Washer 3602312020 Century 16/20 Ster Steam Only SD 012520535 Century 16/20 Ster Steam Only SD 012590507 Innowave PCF Sonic Irrigator 08190009720 1.5 Work Schedule: Preventative Maintenance will be scheduled using manufacture guidelines. Corrective Maintenance will occur during normal business hours, between 8:00 a.m. to 8:00 p.m. Monday through Friday excluding Federal holidays. 1.6 Building/Space Type: Sterile Reprocessing Service Department/Clean and Dirty Rooms 1.7 Type of Contract: Base Plus Four Option Year Preventative and Corrective Maintenance Service Contract 1.8 Contract Changes: Additional tasking required by changes in mission assignments must be documented by a written contract modification. If the contractor receives a request from VA personnel directing or requesting work that the contractor believes is not within the terms of the PWS or the contract, then the contractor must notify the COR and the Contracting Officer of the request. The only person that has the authority to modify the terms of the contract or request work for which compensation will be provided is a Contracting Officer. 1.9 Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. VA s Electronic Invoice Presentment and Payment System The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge. More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp. Vendor e-Invoice Set-Up Information: Please contact the phone numbers or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below: e-Invoice Setup Information: e-Invoice email: FSC e-Invoice Contact Information: FSC e-invoice email: vafsccshd@va.gov Tungsten e-Invoice set-up information: 877-489-6135 Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com FSC e-Invoice Contact Information: 877-353-9791 FSC e-Invoice email: vafsccshd@va.gov More information on the FSC electronic invoicing process can be found at http://www.fsc.va.gov/einvoice.asp. Section 2: Definitions & Acronyms 2.1 Definitions: Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime. Contracting Officer (CO). A person with the authority to enter into, administers, and/or terminates contracts and makes related findings. The Contracting Officer is the only individual who has the authority to contractually bind the Government. The Contracting Officer may designate a Government employee to act as his authorized technical representative. Contracting Officer Representative (COR). The person has been designated as the authorized representative of the Contracting Officer acting within the limits of his/her authority. This individual shall not be authorized to award, agree to, or sign any contract or modification thereto, or in any way to obligate the payment of money by the Government. The COR advises the Contracting Officer on matters relating to this contract, verifies completion of the work, certifies invoices related to completed work, and ensures compliance with all provisions of the contract. Corrective Action. Action taken by the Contractor to correct a deficiency and identify the cause(s) of the deficiency and provide documentation of correction Joint Commission (JC). A national organization dedicated to improving the performance, safety, and quality of patient care in health care facilities, and publishers of the Joint Commission on Accreditation Manuals. Point of Contact (POC). An identified individual with subject matter expertise (SME) of VHA Biomedical Engineering Imaging Equipment. Protection. This is preventing damages to surfaces and equipment caused by normal use or improper procedures. 2.2 Acronyms: CBI Compliance and Business Integrity COR Contracting Officer Representative ID Identification IT Information Technology JC Joint Commission IHEA International Executive Housekeeper Association NEHA National Executive Housekeeping Association OSHA Occupational Safety and Health Agency POC Point of Contact PWS Performance Work Statement QASP Quality Assurance Surveillance Plan VHA Veteran Health Administration VA Veterans Affairs Section 3: Government Furnished Property, Equipment, and Services The government will not furnish any property or equipment but will escort the Field Service Engineer to the site. Section 4: Contractor Furnished Items and Services The Prime contractor and Subcontractor shall provide certifications for all technicians providing preventative maintenance services on STERIS equipment. Technicians MUST be certified and authorized to conduct preventative maintenance services on STERIS equipment. The contractor shall furnish and replace parts at no cost with next delivery by 10:30a. The contractor shall have ready access to unique and/or high mortality replacement parts. All parts supplied shall be OEM and fully compatible with existing equipment. The contract shall include all parts with the exception of consumable or expendable items. The contractor shall use new or rebuilt parts. Used parts, those removed from another system, shall not be installed without approval by the COR. The contractor is required to install VA supplied parts when said parts are determined to be fully compatible. The determination of compatibility is at the discretion of the COTR. Section 5: Specific Tasks 5.1 Preventative Maintenance (PM): Contractor shall perform Preventive Maintenance inspections as per manufacture recommendations. All preventative maintenance or corrective services must be approved by the COR or the Contracting Officer prior to conducting the services. The contractor shall furnish documentation, including all measurement and calibration data to certify that the system is performing in accordance with the performance specifications. Modifications for Safety or Reliability including modification of equipment, parts, hardware and safety will be provided at no additional cost/ Equipment verification will be provided at no additional cost. Emergency Telephone Consultation will be provided 24 hours a day, 7 days a week at no additional cost. 5.2 Corrective Maintenance (CM): All required parts shall be furnished, except for expendable, consumable parts. Consumable and expendable parts are defined as items that require replacement on a greater than one-month frequency. Any exceptions shall be noted by the contractor in writing prior to the initiation of the contract. 5.2 Contractor Personnel Each respondent must have an established business, with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) shall have successfully completed a formalized training program, for the equipment identified in Section B. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance on equipment identified in Section B. The FSE(s) shall be authorized by the contractor to perform the maintenance services as required. 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 each make and model the contractor services at the VAOPC. The CO may authenticate the training requirements, request copies of training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VAOPC equipment. The CO and/or the COTR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the VAOPC equipment. 5.3 Contractor s Test Equipment Prior to commencement of work on this contract, the contractor shall make available, if requested, a copy of the current calibration certification of all test equipment that is to be used by the contractor in performing work under the contract. This certification shall also be provided on a periodic basis when requested by the VAOPC. Test equipment calibration shall be traceable to a national standard. 5.3 Contractor s Attire and Identification The Contractor shall wear a standard uniform which is easily recognizable and clearly distinguish them as the Contractor. Uniforms shall present a neat, distinctive appearance; shall be clean and maintained in good repair; and shall be worn as designed by the manufacturer. Standard type uniform is defined as collared work short (button-down or polo style) and pants or skirt of twill or similar material (no denim). The Contractor shall wear appropriate footwear that will cover the entire foot for safety purposes. Identification Tags/Cards. The Contractor shall wear on the front of the uniform, clearly readable name identification (ID) logo identifying the contractor s and employee s name. The Government will issue ID cards to the Contractor after background checks have been completed. The Contractor shall obtain Visitors Badges during the interim period via VA Police or Human Resource Department. In precaution type isolation situations, the Contractor will be required to wear Personal Protective Equipment (PPE) which will be supplied by the medical facility. Such items are disposable and will be disposed of as directed by the on-site POC. Contractor s Personal Hygiene: The Contractor s attire and presentation shall be appropriate per industry standard. 5.4 Contractor s Quality Control Plan The Contractor shall establish and maintain a complete quality control program to ensure the requirements of the contract are met. One copy of the Contractor s basic Quality Control Program shall be provided to the on-site POC and COR 15 days after contract award effective date. An updated copy shall be provided the on-site POC and COR as changes occur. The quality control program shall include, but are not limited to the following: An inspection system covering the required services. The plan shall specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections shall be accomplished. The plan shall provide methods for identifying and preventing deficiencies and how the Contractor shall prevent the level of performance from becoming unacceptable. On-site records of all inspections conducted by the Contractor and necessary corrective action taken. A system to record all inspections conducted by the Contractor and record corrective action. These documents shall be made available to the on-site POC and COR or designated representative during the term of the contract. 5.5 Fire Prevention and Emergency Procedures The Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the buildings. Any hazardous incidents created by the Contractor shall be corrected immediately. The Contractor shall comply with applicable Federal, State, Local and facility safety and fire regulations and codes which are in effect at the beginning of the contract period. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract. The Contractor shall follow applicable facility policies concerning fire and/or disaster events. Posting Warning Signs: The Contractor shall display approved warning devices in all areas where operations may cause traffic obstruction or personnel hazard. The cleaning of lobbies and corridors, resulting in a temporary wet or slippery floor surface, shall be, appropriately posted with signs and shall be accomplished so that it will not be necessary for personnel or patients to cross the wet surface to gain access to other areas. Reporting Requirements The contractor shall report to Biomedical Engineering to "check-in" upon arrival and prior to performance of work under this contract. This check-in is mandatory and can be accomplished in person or by phone contact. When the service(s) is/are completed, the Field Service Engineer shall document the services rendered on a legible Engineering Service Report(s). The Field Service Engineer shall be required to check out with the Biomedical Engineering Department (location to be specified at time of contract award) and submit the Engineering Service Report (s) to the COR. 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 accepted copy of the Engineering Service Report will be sent to the COR within 5 business days of work completion. FAILURE TO COMPLY, EITHER IN WHOLE OR IN PART, WITH EITHER THE NOTIFICATION OR ESR REQUIREMENTS WILL BE DEEMED SIGNIFICANT NON-COMPLIANCE WITH THE CONTRACT AND MAY BE JUSTIFICATION FOR TERMINATION OF THE CONTRACT. 5.7 Interference to Normal Function The Contractor shall delay or interrupt their work at any time to avoid interference with patient care procedures and the normal function of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts. 5.8 Damage and Equipment Loss The Contractor shall report damages or disfigurement of Government-owned furnishings, fixtures, equipment, and architectural or building structures to the COR immediately. The Contractor shall provide a written report of any damage or disfigurement to items to the COR or designated representative within 24 hours. The Government will not be responsible for Contractor s equipment or belongings that are lost, stolen or damaged. The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. The Contractor shall use reasonable care or be liable for the cost of repairs and/or replacement of damages to Government-owned equipment, fixtures, furnishings, grounds and architectural or building structures. 5.* Handling of Government Furniture and Equipment The COR or designated representative will instruct the Contractor what Government items should not to be moved or otherwise handled. Any medical apparatus in use on or by a patient will not be moved or otherwise handled by the Contractor except when prior arrangements have been made with the nurse supervisor. 5.10 Applicable Regulations and Manuals The documentation will include equipment down time and 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 conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards. In addition, each ESR must at a minimum document the following data legibly and in complete detail: Name of Contractor Name of FSE who performed services. Contractor Service ESR Number/Log Number. Date, Time (starting and ending), Hours-On-Site for service call. VA Purchase Order Number(s) (if any) covering the call, if outside normal working hours. Description of Problem Reported by COTR/User. Identification of Equipment to be serviced to include the following: Equipment ID # or EE# from the bar-code, Manufacturer's Name, Device Name, Model#, Serial #, and any other Manufacturer's identification numbers. Itemized Description of Service(s) Performed (including Costs associated with after normal working hour services), including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. Total Cost to be billed. Signatures from the following: FSE performing services described. VA Employee who witnessed service described. Equipment downtime calculated in accordance with Conformance Standards. NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED! 5.11 Information Security Requirements The C&A requirements do apply and that a Security Accreditation Package is required. The vendor will be in contact or will have access to VA sensitive information. VA sensitive information procedures will be followed per VA Handbook 6500.6. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. Information Security and Privacy Training All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems; Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, VA Handbook 6500.6, Appendix E relating to access to VA information and information systems; Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; Successfully complete the appropriate VA privacy training and annually complete required privacy training; Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. Contractor Personnel Security Requirements - Information Systems Access All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. Access to and Safeguard of VA Information/Computer Systems The contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems only to the extent necessary to perform the services specified in the contract, agreement, or task order. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. VA Information Custodial Language: Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1). Security Incident Investigation: The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.
Data sourced from SAM.gov.
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