Biomedical Equipment Repair Support Technician

PERFORMANCE WORK STATEMENT Biomedical Equipment Repair Support Technician(s) Wright-Patterson AFB, OH 1.0 DESCRIPTION OF SERVICES The contractor shall provide personnel for the installation, inspection, troubleshooting, repairing, testing, adjusting, calibrating, and maintaining a wide variety of medical and support equipment used in the various clinics and departments of the medical center to support biomedical equipment repair. Duties include performing work on any team including the facilities management section, Memo - WRM (provide training) - X-Ray, & bldg 675 and as needed due to absences or to meet surge workload and mission requirements. 1.1 SPECIFIC REQUIREMENTS: 1.1.1. The contractor shall perform scheduled, unscheduled, initial inspection, turn in and emergency maintenance, calibration, function verification, and safety testing on a wide variety of diagnostic and therapeutic medical and dental equipment. 1.1.2 The contractor shall install, inspect, troubleshoot, repair, test, adjust, and calibrate a wide variety of medical and support equipment used in the clinics and departments of the medical center. Contractor shall diagnose malfunctions, troubleshoot to isolate failures, and complete repairs in a wide variety of diagnostic and therapeutic medical and dental equipment. Also be able to provide further training to personnel in these fields. Contractor will also be required to document work orders and maintain EDF's through the use of DMLSS as primary method or through Manual work orders when the need arises. 1.1.3. The contractor shall use safety and security practices and procedures for all equipment while following operating instructions, Air Force Instruction (AFI 41-201 Management Clinical Engineer), and regulations. All problems/violations of safety or security shall be reported within the hour to the QAP. 1.1.4 The Contractor shall follow federal and state rules when storing, using, handling, labeling, and disposing hazardous materials and waste in accordance with environmental standards. 1.1.5 Work area shall be safe, clean and secure work environment. Contractor shall provide clean-up duties, such as cleaning equipment, sweeping, straightening, and lining up tools and other property in the work areas daily. 1.1.6. The contractor shall provide technical assistance and support to all customers of the Medical Equipment Repair Center while interacting in a professional, courteous, and business-like manner with all staff of the medical center, visitors/customers, and vendors, or manufacturers, representatives. A Customer Satisfaction Survey will be available for use. 1.1.7. The contractor is responsible for inputting work requests into the work order management system. The contractor shall interact with contractors and civil engineering to coordinate work requests within applicable prior approvals before starting work. 1.2 GENERAL INFORMATION: 1.2.1. POINT OF CONTACT - The Contractor shall provide a person who shall be responsible for the performance of the work, as well as an alternate who shall act for the Contractor when absent and shall be designated in writing to the Contracting Officer (CO) before the contract start date The Contractor shall provide telephone numbers where these persons may be contacted Monday through Friday between the hours of 7:30 a.m. and 4:30 p.m., excluding federal holidays. The Contractor shall identify those times when the alternate shall be the primary point of contact. The primary or alternate shall have full authority to act for the contractor on all matters relating to the daily operations of this contract on the installation. The primary or alternate shall be available during normal duty hours within 48 hours to meet to discuss problem areas. 1.2.2. Holidays: The following is a list of legal federal holidays and services are not required: 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; Independence Day, July 4th; Labor Day, 1st Monday in September; Columbus Day, 2nd Monday in October; Veteran's Day, November 11th; Thanksgiving Day, 4th Thursday in November; Christmas Day, December 25th as well any/all associated military family down days. 1.2.3. NOTE: Any of the above holidays falling on a Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday. 1.2.4. HOURS OF DUTY PERFORMANCE/OPERATION: This position is for a full time equivalent with hours totaling 40 hrs/wk during MEDICAL TREATMENT FACILITY operating hours, Monday thru Friday 0730-1630 or 0630-1430. 1.2.5. BASE CLOSURE/DELAY NOTIFICATION PROCESURES - The authority to close/delay the base rests with the WPAFB Commander or his designated representative. After an official decision to close or delay work reporting times has been made by the WPAFB Commander, the local radio or television stations will be notified of the closure/delay. The contractor will not receive any other form of notification of base closure from the government. The contractor shall be responsible for the notification of his or her employees. The contractor shall be responsible for 24-hour operations and emergency work. 1.2.6. CONTINUITY OF SERVICES /ATTENDANCE/TEMPORARY REPLACEMENTS - The Contractor shall provide replacement personnel for contract employee(s) who fail to report for their scheduled shift two (2) consecutive days in the same week. Contractor personnel not reporting for scheduled shifts shall be considered as an unscheduled absence. Contract personnel reporting late (15 minutes), for a scheduled shift, will be considered tardy for that shift. The Contractor shall provide replacement personnel within the workday of notifications by the Patient Administration Flight Commander or designee. 1.2.7. PERSONNEL REQUIREMENTS: 1.2.8. ENGLISH LANGUAGE REQUIREMENT. The contractor provider(s) shall read, understand, speak, and write English fluently. 1.2.9. PERSONAL APPEARANCE. Contractor personnel shall present a professional, conservative, and neat appearance. Contractor personnel shall report for duty in a professional manner, in appropriate attire befitting a health care setting, and having complied with socially acceptable standards of personal hygiene expected of health care workers. 1.2.10. While on duty, Contractor shall be neat and clean (free from visible dirt and stains), well groomed and appropriately dressed. The provider's clothing shall fit correctly to provide a professional, modest appearance, in keeping with normally accepted community standards of dress for the work being performed. 1.2.11. Contractor providers shall display legible MEDICAL TREATMENT FACILITY-provided identification media on their outer clothing. 1.2.12. Facial hair (including beards, mustaches, and sideburns) shall be controlled (restrained) or trimmed. It shall not interfere with safe work practices, look unkempt, or be unclean. 1.2.13 CONTROL OF CONTRACTOR EMPLOYEES - The Contractor shall have the responsibility and prerogative of selection, assignment, reassignment, transfer, supervision, management, and control of contract employees in performance of the contract. However, the Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor by the CO as a potential threat to the health, safety, security, general well being or operational mission of the installation and its population. The Government provides general instructions regarding the purpose of assignment, applicable policies, procedures, and methods to follow; quality and quantity of work expected; priority of assignments; and deadlines. The technician uses initiative and works independently within the framework established for carrying out recurring assignments. The Contractor shall refer situations not covered by instructions or precedents to the Government. 1.2.14. CONFLICT OF INTEREST - The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest, nor shall the Contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to the DoD 5500.7-R, Joint Ethics Regulations (JER). In addition, the Contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies contained in AFI 64-106, Air Force Industrial Labor Relations Activities. The Contractor shall be cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours, or deployment. Military reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the Contractor's ability to perform. Their absence at any time shall not constitute an excuse for nonperformance under this contract. 1.2.15. HEALTH REQUIREMENTS. 1. All health care workers shall follow the methods for controlling and preventing disease as described in the American Public Health Association publication, Control of Communicable Disease Manual, the Centers for Disease Control and Prevention (CDC) publications, Morbidity and Mortality Weekly Report (MMWR) and it's supplements, Occupational Safety and Health (OSHA) and The Joint Commission requirements, Department of Defense, Air Force Instructions and 88th Medical Group Instructions, whether currently implemented or hereafter updated consistent with developing legal and medical standards. The vaccinations and labs listed below are the minimum for beginning work at 88 Medical Center. New requirements will be added to the list per the resources listed above and will be automatically incorporated and effective herein. 2. Before the start of work, healthcare workers (HCW) shall provide proof of immunizations to the MTF Public Health from the following diseases according to the CDC Guidelines: • Hepatitis B (required for all that have potential for exposure to blood and body fluid substances) o Provide documentation of 3 Hep B vaccinations or combinations of Hep B/A vaccinations o If the series was completed after Sep 02 then they must have a HbsAb lab test accomplished o If the individual is an "exposure prone" (example: surgeon, dentist, PA etc) meaning that their hands are in contact with sharp objects where they can't be visualized they need to have a + HbsAb or a negative HbsAg • MMR: HCW born after 1956: o Must have proof of immunity (lab test) o History of 2 MMR o HCW born prior to 1957 do not require vaccination • Varicella: o Lab test positive for disease o Documentation of vaccination o Dr documentation of chicken pox o If born prior to 1966-no vaccination required o Provider documentation of herpes zoster- no vaccination required • Tdap: o Required when it has been at least two years since last Td vaccination • TB Skin Test: o Required within 30 days of beginning work o If a prior positive must have a chest x-ray within 30 days of beginning work. Provide a statement from a provider that the individual is free of pulmonary disease 1.2.16. It is the Contractor's responsibility to report to the QAP all information necessary to assure hospital records can be maintained correctly, and therefore comply with the TJC, OSHA, and CDC health records requirements. This information is to be provided to employee health office to keep the employees health database up to date. 1.2.17. ANNUAL MEDICAL EVALUATION: All contract employees performing health care services under this contract shall complete annual medical evaluations as required by the MTF hospital employee health program. The contractor shall provide to the QAP a certificate, as described above, documenting the results of this evaluation. 1.2.18. PREVENTATIVE, PROPHYLACTIC, AND FOLLOW-UP PROCEDURES: The contractor shall ensure that his/her employees are in compliance with preventive, prophylactic and follow-up procedures, as well as infection control and employee health program procedures, as established by the MTF. Contractor shall provide a name and phone number of contractor representative for employee health or infection control employee to call on any health related issues. 1.2.19. PREGNANT EMPLOYEES. All contractor pregnant employees should report the pregnancy to the contractor. It is the responsibility of the contractor to notify the QAP of the pregnancy. MTF employee health office will provide information concerning any work hazards in that area. The contractor is to notify their pregnant employee of any work hazards. It will be the employee and the contractor's joint decision whether the contracted employee works in the environment. 1.2.20. COMMUNICABLE DISEASES. All communicable diseases in contract employees must be reported to the QAP. QAP will make notification to the MTF Public Health Dept. The contractor shall comply with all MTF work restrictions and return to work requirements. 1.2.21. EMERGENCY HEALTH CARE - The MEDICAL TREATMENT FACILITY will provide emergency health care for contract personnel for injuries occurring while on duty in the MEDICAL TREATMENT FACILITY. These services will be billed to the Contractor at the current full reimbursement rate. 1.2.22. Continuation of Essential Department of Defense (DoD) contractor services during crisis DoD 3020.37 NOT APPLICAPLE 1.2.23. SMOKING POLICY - Smoking is not permitted within the MEDICAL TREATMENT FACILITY. Smoking is permitted 50 feet outside the MEDICAL TREATMENT FACILITY buildings in designated areas only in accordance with Medical Group Policy Letter 40-115P, Smoking Policy. 1.2.24. HOSPITAL INPROCESSING - Contract employees shall report to the QAP for initial in processing. QAP shall provide contract employees with checklist of facility in processing procedures, all contractors shall process through the Orderly Room (basement of Bldg. 830). 1.25. SECURITY REQUIREMENTS 1.25.1 Contractor Notification Responsibilities. The contractor shall notify the Servicing Security Forces Organization (SSFO) at each operating location 30 days before on-base performance of the contract. The notification shall include: 1.25.1.1 Name, address, and telephone number of company representatives. 1.25.1.2 The contract number and contracting agency. 1.25.1.3 The reason for the contract (i.e., work to be performed). 1.25.1.4 The location(s) of contract performance and future performance, if known. 1.25.1.5 The date contract performance begins. 1.25.1.6 Any change to information previously provided under this paragraph. 1.26. PASS AND IDENTIFICATION. The contractor shall ensure the following pass and identification items required for contract performance are obtained for employees and non-government owned vehicles: 1.26.1 DD Form 1172-2, Application for Uniformed Services Common Access Card 1.27. GOVERNMENT COMPUTER ACCESS: The contractor will ensure that all contract employees comply with the requirement to obtain the minimum personnel security investigations as prescribed by DoD 5200.2-R and AFI 31-501, paragraphs 3.27.3.7 to 3.27.2.7.2. The contractor will work with the MTF to ensure that the pre-employment screening process for each employee classified as ADPI< II< III (as defined in DoD 5200-R) includes the appropriate investigations and that each contract employees have the appropriate questionnaires and forms to be completed. All completed forms will be reviewed by the contractor and forwarded to the MTF for processing. The contractor understands that, while the MTF commander may allow contractor personnel to temporarily occupy non-critical sensitive positions pending National Agency Check (NAC), employees will be immediately removed from the position if at any time the NAC receives unfavorable adjudication, or, if other unfavorable information that would affect the NAC becomes known. 1.28. SUITABILITY INVESTIGATIONS. Contractor personnel shall successfully complete, as a minimum, a National Agency Check (NAC), before operating government furnished workstations that have access to Air Force e-mail systems. These investigations will be submitted by the government at no additional cost to the contractor. The contractor shall comply with the requirements of DoD 5200.2R, Personnel Security Program, and AFI 33-119, Electronic Mail (E-Mail) Management and Use. 1.29. UNESCORTED ENTRY TO RESTRICTED AREAS. When contractor employees require unescorted entry to restricted areas, the Air Force shall submit NAC investigations for contractor employees at no additional cost to the contractor. Contractor personnel shall successfully complete a NAC investigation to obtain unescorted entry to a restricted area. The contractor shall comply with the requirements of DoD 5200.2-R, and AFI 31-501, Personnel Security Program Management. 1.30. RETRIEVING IDENTIFICATION MEDIA. The contractor shall retrieve all identification media, including vehicle decals, from employees who depart for any reason before the contract expires; e. g., terminated for cause, retirement. 1.31. LISTING OF EMPLOYEES. The contractor shall maintain a current listing of employees which includes employee's name, social security number, and date of investigation if contract work involves unescorted entry to Air Force restricted or other sensitive areas designated by the installation commander. The list shall be validated and signed by the company Facility Security Officer (FSO) and provided to the contracting officer and SSFO prior to the contract start date. Updated listings shall be provided when an employee's status or information changes. 1.32. PHYSICAL SECURITY. Areas controlled by contractor employees shall comply with base Operations Plans/instructions for THREATCON procedures, Random Antiterrorism Measures (RAMS) and local search/identification requirements. The contractor shall safeguard all government property, including controlled forms, provided for contractor use. At the close of each work period, government training equipment, ground aerospace vehicles, facilities, support equipment, and other valuable materials shall be secured. 1.33. KEY CONTROL. The contractor shall establish and implement key control procedures to ensure keys issued to the contractor by the government are properly safeguarded and not used by unauthorized personnel. The contractor shall not duplicate keys issued by the government. 1.34. LOST KEYS. Lost keys shall be reported within 24 hours to the contracting officer. The government will replace lost keys or perform re-keying. The total cost of lost keys, re-keying or lock replacement shall be deducted from the monthly payment due the contractor. 1.35. GOVERNMENT AUTHORIZATION. The contractor shall ensure its employees do not allow government issued keys to be used by personnel other than current authorized contractor employees. Contractor employees shall not use keys to open work areas for personnel other than contractor employees engaged in performance of their duties, unless authorized by the government functional area chief. 1.36. TRAFFIC LAWS. The contractor and its employees shall comply with base traffic regulations / laws. 1.37. ADMINISTRATIVE QUALITY ASSURANCE (QA). In accordance with the Inspection of Services clause, the Government will evaluate the Contractor's performance under this contract. All surveillance observations will be recorded by the Government. When an observation indicates defective performance, the Quality Assurance Personnel (QAP) will request the Contractor's representative to initial the observation documentation. The Contractor's representative initialing the observation documentation does not necessarily constitute concurrence with the observation, only acknowledgment. Government surveillance of tasks may occur at any time during the performance period of this contract. II. SERVICES SUMMARY 2.1 SERVICES SUMMARY: The service requirements are summarized into performance objectives that relate directly to this Performance Work Statement. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. The thresholds are critical to mission success and the percentages shown indicate the minimum for acceptable (satisfactory) performance. Performance objective PWS Para Performance Threshold Primary method of Surveillance Remedy SS-1 Provide scheduled/unscheduled maintenance support. 1.1.1 Zero defects per month 100% Re-performance shall be performed to correct deficiency within 2 hours of notification SS-2 No safety or security violations. 1.1.3 Zero defects per month 100% Re-performance/corrective action within 1 week taken to prevent recurrence SS-3 Work orders are accurate 1.1.7 Zero defects per month 100% Re-performance shall be corrected/performed within 2 hours of notification SS-4 Work orders are provided within required timeframe 1.1.7 Zero deftects per month 100% Re-performance shall be corrected/performed within 2 hours of notification III. GOV'T FURNISHED PROPERTY 3. Government Furnished Property and Services: The Government will furnish the following facilities and equipment at the MEDICAL TREATMENT FACILITY for the contractor to effectively perform duties in accordance with the PWS: 3.1. Workspace, computer, tools, and vehicles for equipment across the base. Please see Attachment 1 for descriptions of places across the base. 3.2. Training on current and any upgraded medical computer/information systems required for operating basic DMLSS functions. APPENDIX I. PRIVACY OF PROTECTED HEALTH INFORMATION (a) Definitions. As used in this clause: Individual has the same meaning as the term ``individual'' in 45 CFR 164.501 and shall include a person who qualifies as a personal representative in accordance with 45 CFR 164.502(g). Privacy Rule means the Standards for Privacy of Individually Identifiable Health Information at 45 CFR part 160 and part 164, subparts A and E. Protected Health Information has the same meaning as the term ``protected health information'' in 45 CFR 164.501, limited to the information created or received by The Contractor from or on behalf of The Government. Required by Law has the same meaning as the term ``required by law'' in 45 CFR 164.501. Secretary means the Secretary of the Department of Health and Human Services or his/her designee. Terms used, but not otherwise defined, in this Agreement shall have the same meaning as those terms in 45 CFR 160.103 and 164.501. (b) The Contractor agrees to not use or further disclose Protected Health Information other than as permitted or required by the Contract or as Required by Law. (c) The Contractor agrees to use appropriate safeguards to prevent use or disclosure of the Protected Health Information other than as provided for by this Contract. (d) The Contractor agrees to mitigate, to the extent practicable, any harmful effect that is known to the Contractor of a use or disclosure of Protected Health Information by the Contractor in violation of the requirements of this Contract. (e) The Contractor agrees to report to the Government any use or disclosure of the Protected Health Information not provided for by this Contract. (f) The Contractor agrees to ensure that any agent, including a subcontractor, to whom it provides Protected Health Information received from, or created or received by the Contractor on behalf of the Government agrees to the same restrictions and conditions that apply through this Contract to the Contractor with respect to such information. (g) The Contractor agrees to provide access, at the request of the Government, and in the time and manner designated by the Government to Protected Health Information in a Designated Record Set, to the Government or, as directed by the Government, to an Individual in order to meet the requirements under 45 CFR 164.524. (h) The Contractor agrees to make any amendment(s) to Protected Health Information in a Designated Record Set that the Government directs or agrees to pursuant to 45 CFR 164.526 at the request of the Government or an Individual, and in the time and manner designated by the Government. (i) The Contractor agrees to make internal practices, books, and records relating to the use and disclosure of Protected Health Information received from, or created or received by the Contractor on behalf of, the Government, available to the Government, or at the request of the Government to the Secretary, in a time and manner designated by the Government or the Secretary, for purposes of the Secretary determining the Government's compliance with the Privacy Rule. (j) The Contractor agrees to document such disclosures of Protected Health Information and information related to such disclosures as would be required for the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528. (k) The Contractor agrees to provide to the Government or an Individual, in time and manner designated by the Government, information collected in accordance with this Clause of the Contract, to permit the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528. General Use and Disclosure Provisions: Except as otherwise limited in this Agreement, the Contractor may use or disclose Protected Health Information on behalf of, or to provide services to, the Government for the following purposes, if such use or disclosure of Protected Health Information would not violate the Privacy Rule or the Department of Defense Health Information Privacy Regulation if done by the Government: [List Purposes]. Specific Use and Disclosure Provisions: (a) Except as otherwise limited in this Agreement, the Contractor may use Protected Health Information for the proper management and administration of the Contractor or to carry out the legal responsibilities of the Contractor. (b) Except as otherwise limited in this Agreement, the Contractor may disclose Protected Health Information for the proper management and administration of the Contractor, provided that disclosures are required by law, or the Contractor obtains reasonable assurances from the person to whom the information is disclosed that it will remain confidential and used or further disclosed only as required by law or for the purpose for which it was disclosed to the person, and the person notifies the Contractor of any instances of which it is aware in which the confidentiality of the information has been breached. (c) Except as otherwise limited in this Agreement, the Contractor may use Protected Health Information to provide Data Aggregation services to the Government as permitted by 45 CFR 164.504(e)(2)(i)(B). (d) Contractor may use Protected Health Information to report violations of law to appropriate Federal and State authorities, consistent with 45 CFR 164.502(j)(1). Obligations of the Government. Provisions for the Government to Inform the Contractor of Privacy Practices and Restrictions: (a) Upon request the Government shall provide the Contractor with the notice of privacy practices that the Government produces in accordance with 45 CFR 164.520, as well as any changes to such notice. (b) The Government shall provide the Contractor with any changes in, or revocation of, permission by Individual to use or disclose Protected Health Information, if such changes affect the Contractor's permitted or required uses and disclosures. (c) The Government shall notify the Contractor of any restriction to the use or disclosure of Protected Health Information that the Government has agreed to in accordance with 45 CFR 164.522. Permissible Requests by the Government: The Government shall not request the Contractor to use or disclose Protected Health Information in any manner that would not be permissible under the Privacy Rule if done by the Government, except for providing Data Aggregation services to the Government and for management and administrative activities of the Contractor as otherwise permitted by this clause. Termination: (a) Termination. A breach by the Contractor of this clause, may subject the Contractor to termination under any applicable default or termination provision of this Contract. (b) Effect of Termination. (1) If this contract has records management requirements, the records subject to the Clause should be handled in accordance with the records management requirements. If this contract does not have records management requirements, the records should be handled in accordance with paragraphs (2) and (3) below (2) If this contract does not have records management requirements, except as provided in paragraph (3) of this section, upon termination of this Contract, for any reason, the Contractor shall return or destroy all Protected Health Information received from the Government, or created or received by the Contractor on behalf of the Government. This provision shall apply to Protected Health Information that is in the possession of subcontractors or agents of the Contractor. The Contractor shall retain no copies of the Protected Health Information. (3) If this contract does not have records management provisions and the Contractor determines that returning or destroying the Protected Health Information is infeasible, the Contractor shall provide to the Government notification of the conditions that make return or destruction infeasible. Upon mutual agreement of the Government and the Contractor that return or destruction of Protected Health Information is infeasible, the Contractor shall extend the protections of this Contract to such Protected Health Information and limit further uses and disclosures of such Protected Health Information to those purposes that make the return or destruction infeasible, for so long as the Contractor maintains such Protected Health Information. Miscellaneous: (a) Regulatory References. A reference in this Clause to a section in the Privacy Rule means the section as in effect or as amended, and for which compliance is required. (b) Survival. The respective rights and obligations of Business Associate under the ``Effect of Termination'' provision of this Clause shall survive the termination of this Contract. (c) Interpretation. Any ambiguity in this Clause shall be resolved in favor of a meaning that permits the Government to comply with the Privacy Rule. Attachment 1 (Preventive Maintenance Locations on WPAFB) AREA A BUILDING AFMC HQ 262/266 ADAPT 169 NASIC 856 FIRE STATION #1 163 WRM WAREHOUSE 2 445TH ASTS No # 445TH MG No # 445TH AES No# DODGE GYM 849 AREA B BUILDING OCCUPATIONAL MEDICINE 675 HEALTH & WELLNESS CENTER 571 FIRE STATION # 4 20636 AFIT 642 AREA C BUILDING BASE EXCHANGE / KITTY HAWK PHARMACY 31250 JARVIS GYM 1245 VETERINARY CLINIC 830 FIRE STATION # 2 206 FIRE STATION # 3 34012