Description
Statement of Work Pyxis Medication Dispenser System Maintenance and Service Coverage REQUIREMENT: This requirement is for a firm-fixed price service contract for preventative maintenance and repair service coverage for the Carefusion Pyxis Medstation medication dispensing and server systems, owned by the Columbia VA Health Care System, Columbia, SC utilized by the Nephrology department. Specific models and serial numbers are listed in the performance requirements below. BACKGROUND: The CVAHCS Medical Center is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is located in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Annually, the Medical Center serves approximately 56,116 patients. Satellite Community Based Outpatient Clinics (CBOCs) are located in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina. The Pharmacy service for the facility owns and operates over 400 unique medication dispensing units, auxiliary units, servers, and other ancillary devices for the tracking and secure storing of medications throughout the facility. These devices are located throughout the facility and the outlying CBOCs. PERIOD OF PERFORMANCE: This is a requirement for repair and service coverage. This requirement is for Base year and four (4) renewal options. The Period of performance shall be as follows: BASE YEAR November 1, 2020 through October 31, 2021 OPTION YEAR 1 November 1, 2021 through October 31, 2022 OPTION YEAR 2 November 1, 2022 through October 31, 2023 OPTION YEAR 3 November 1, 2023 through October 31, 2024 OPTION YEAR 4 November 1, 2024 through October 31, 2025 Different clinics within facility operate at different schedules. Normal business hours are to be considers to be Monday through Friday except federal holidays, 8:00am 4:30pm. If extended hours are required by the contractor, they must notify COR/ACOR and the owning department prior to scheduling the work. PLACE OF PERFORMANCE: WJB Dorn VA Medical Center 6439 Garners Ferry Road Columbia, SC 29209 The equipment is located in most buildings on the main campus, all floors, and outlying CBOCs. Please schedule with COR/ACOR prior to any service visits. PERFORMANCE REQUIREMENTS: A Contracting Officer Representative (COR) and/or Alternate Contracting Officer Representative (ACOR) shall be assigned to this procurement and written notification shall be provided to the Contractor after award. Scheduling of work performance shall be arranged through the designated COR/ACOR assigned. The Contractor shall provide full maintenance and repair service coverage for the Pyxis Medstation medication dispensers, auxiliary cabinets and storage systems, scanner kits, barcode printers, Pyxis Anesthesia systems, proprietary software, and Pyxis server management systems. The following is an overview of the systems to be covered. The attached device inventory lists specific device serial numbers and models: Preventive Maintenance, in accordance with manufacturer recommendations and the following requirements, on all equipment listed in this SOW. Support for Pyxis Medstation ES medication dispensers and central server management system. This includes all physical maintenance on the machines themselves, as well as any required application updates and Windows security updates to maintain a strong security posture. Support for all Pyxis supply rollers, auxiliary cabinets, and wifi-enabled devices. This includes all physical maintenance on the machines themselves, as well as any required application updates and Windows security updates to maintain a strong security posture. Services and parts to restore damaged equipment to its normal operating condition. Any and all replacement parts must be Original Equipment Manufacturer (OEM) supplied parts. All software and firmware updates required or recommended by the manufacturer, including proprietary operating system software enhancements. Performance verification will be required at the conclusion of every preventive maintenance and emergency repair event. This verification procedure shall include performance testing for accuracy and precision of the system. Each maintenance will include inspection for internal and/or external causes of mechanical, electrical, of software-related system failures. Contractor shall provide all personnel, parts, tools, test equipment, service manuals, computer software and necessary upgrades/patches/firmware changes, applications support and schematics necessary to effect repairs and preventive maintenance procedures on the listed equipment. Work is to be performed during normal hours, 8:00am 4:30pm EST Monday through Friday except federal holidays. Any work outside of these hours is to be coordinated with the COR/ACOR. The Contractor s service representative (CSR) shall contact the COR/ACOR to schedule an inspection or prior to responding to a service call. CSR shall acknowledge receipt of a service call within 2 hours and shall arrive on the premises to effect repairs within 24 hours. CSR shall provide, upon request, suitable loaners for contracted equipment that shall be out of service for more than 48 hours. Equipment repaired by the CSR or loaned to the Medical Center by the contractor shall be calibrated and safety tested by the CSR before being placed into service. CSR shall not deviate from this protocol without the prior approval of designated COR. The contractor s service representative shall present the field service report to a representative of COR/ACOR for an authorized signature, leaving one legible copy for inclusion in the individual equipment s Historical Maintenance Record. Contractor shall also provide COR/ACOR with a legible copy of the calibration reports including numerical values of measurements taken within 5 business days. Preventive maintenance shall include, but not be limited to the following: Electrical safety testing Lubrication Adjustments Calibration Testing and replacement of faulty parts and parts which are likely to fail at no additional charge Returning the instruments or equipment to the operating conditions specified by the manufacturer, NFPA 99 and VA MP-3 guidelines. The contractor shall be responsible for providing and applying any and all recommended manufacturer s software updates, upgrades, and patches during the execution of this contract. Timing and device availability shall be coordinated with COR/ACOR. EXPERIENCE/CERTIFICATION All work shall be performed by competent, experienced personnel qualified to work on the specified equipment in accordance with good manufacturing practices. Prior to award Contractor shall provide factory training certificates/competencies for all technicians assigned to service the specified equipment, in accordance with JCAHO standards. Technicians assigned to provide services to the equipment shall provide evidence of OEM training in the form of factory training certificates that are within their expiration date. These OEM certifications shall clearly identify the technicians name, the training center, and the equipment the technician was trained to service. Technicians shall provide certifications that indicate they were trained on all items / equipment listed as to be covered under this contract. Such certificates/competencies are to be submitted to COR/ACOR within 30 days from date of contract award. Failure to provide required documentation shall result in non-payment of invoices for this service. Per ISO 9001, contractor shall list all the test equipment that had been used along with the details on the service report during any service associated with the medical equipment to include, but not limited to: Test equipment name Equipment Calibration due date Model Serial number Manufacturer