DRAFT STATEMENT OF WORK General Guidance Title: EMERGENCY BRIDGE Service and Maintenance Contract for Government owned Siemens Artis Zee, Syngo.via, Avanto, Espree, E.CAM, Biograph TruePoint, and Syngo WP at Corporal Michael J. Crescenz VAMC. Scope of Work: The contractor shall provide a service contract for government owned owned Siemens Artis Zee, Syngo.via, Avanto, Espree, E.CAM, Biograph TruePoint, and Syngo WP, required by the requirements stated herein. Background: CMCVAMC imaging department utilizes owned Siemens Artis Zee, Syngo.via, Avanto, Espree, E.CAM, Biograph TruePoint, and Syngo WP along with all associated hardware and PACS needed for the proper functioning of the system. The Artis Zee is an interventional cardiology device. The Avanto and Espree are MRI units. The E.CAM is a gamma camera. The Biograph TruePoint is a PET/CT. Covered under this contract is (1) Siemens Artis Zee, SN 146705, EE# 71315, (1) Siemens Avanto, SN 502620, EE# 54338, (1) Siemens Espree, SN 30941, EE# 70514, (1) Siemens E.CAM SN 41743, EE# 9224, (1) Siemens Biograph TruePoint SN 1039, EE#64805 . This equipment requires repair and maintenance by trained personnel using manufacturer approved parts and specifications. Artis zee Ceiling syngo X Workplace Biograph TruePoint 64 syngo MMWP syngo.via e.cam Single MAGNETOM Avanto MAGNETOM Espree MR syngo MM Workplace Service to be Provided by Contractor: Repair: Repair services will be provided, at the request of the Department of Veterans Affairs, to diagnose and correct equipment malfunctions on a routine basis. Repair service will be provided on VAMC working days as follows: System Name Hours On Site Response Artis zee Ceiling 8am-9pm 8 hours syngo X Workplace 8am-9pm 8 hours Biograph TruePoint 64 8am-10pm 4 hours syngo MMWP 8am-10pm 4 hours syngo.via 8am-5pm - e.cam Single 8am-9pm 8 hours MAGNETOM Avanto 8am-9pm 8 hours MAGNETOM Espree 8am-9pm 8 hours MR syngo MM Workplace 8am-9pm 8 hours All repairs shall be performed by a manufacturer trained technician. Service for MRIs will include x-ray tube replacement, cryogen coverage, magnet insurance, and magnet refrigeration service, which includes coverage for the coldhead, cryo compressor, and helium lines. Service for the Biograph will include TrueV Coverage, CT Detector Coverage, and PET Gantry Chiller Coverage. Service for the E.CAM will include crystal and photomultiplier tube coverage. After being alerted to a service need, a service engineer will be on-site per the table. Telephone support is available 24/7. Parts: All replacement parts furnished will be new or factory rebuilt and equal to or exceeding the manufacturers authorized parts specifications. All parts will arrive on-site the next day if ordered by 10:30am. X-ray tubes are covered as parts. PM and Performance Test: Preventive Maintenance shall be conducted at least semi-annually. The preventive maintenance inspection shall be in accordance with manufacturer's frequency and recommended protocol. Performance testing will clearly verify that all equipment covered under the agreement meets or exceeds manufacturer's technical specifications. Maintenance will include, but is not restricted to: cleaning of equipment running system diagnostics (hardware and software) calibrating and lubricating equipment to manufacturer's specifications providing all factory required hardware and software updates, which ensure performance to manufacturer's current specifications Electrical safety testing of equipment Documentation: At the completion of each service call or scheduled maintenance, the contractor shall provide a written service report to the primary and/or alternate contact person. This report will clearly indicate the following: date of service name of vendor service technician/engineer type of service performed model serial number VA barcode (EE) number of the component of the system description of the service completed list of any parts replaced contract obligation number (642-Cxxxxx).   Service reports must also be emailed to
[email protected], with the Vendor Name and contract Obligation Number (642-Cxxxxx) listed in the Subject line. Failure to provide complete and legible documentation as described will result in payment delays. Calibration And Documentation Of Contractor s Test Equipment: Test and measuring equipment used by the Contractor in performance of this contract must be calibrated in the last twelve months to a traceable national or international standard such as National Institute of Standards and Technology (NIST). For each service instance in which Contractor test or measuring equipment is used to calibrate, maintain or repair the medical equipment included in this contract, the Contractor must track the specific test or measuring equipment used. Ideally, this test or measuring equipment should be uniquely identified on the service documentation provided to the facility at the completion of the service instance. This identification should be traceable back to the specific test and measuring equipment used. Upon request, Contractor must provide COR/Biomedical Engineering with documentation of the calibration of this test and measuring equipment. This documentation should include at least the following: Unique identifier for the test and measuring equipment. This should match the identifier on the service documentation provided to Biomedical Engineering. Testing interval. Test date. Next test due date. As received and As returned status of the equipment being tested (e.g., was equipment in tolerance or not when received for testing and was equipment in tolerance or not when returned). Calibration results data. Identification of the device used to test equipment. Statement of traceability to the national or international standard used in the testing and calibration of the equipment. The national or international standard will be specified on the certificate. Reference to the testing procedure used. Calibration company identification information including company name, address, phone number and name of specific representative completing performance testing and calibration service. Terms and Conditions: User Responsibility: The Department of Veterans Affairs will provide the contractor's authorized personnel access to the equipment and adequate working space during performance of any services specified in this agreement. Biomedical Engineering Contact Person: The VAMC contact person for this maintenance contract can be reached at (215) 823-5800 x7799 or (215) 823-5800 x6404 Primary: John Carr Alternate: Mark Brody The primary contact, or alternate, shall coordinate the scheduling of repair and preventive maintenance visits with the contractor. The contractor's representative shall notify the primary contact, or alternate, either in person (Biomedical Shop Room 3A152, bldg 2) or by telephone (extension 5829) whenever he/she arrives on station. All vendor mobile media devices (USB drives, CDs, DVDs, etc.) must be scanned by Biomed before use. The completed service reports shall be provided to the primary contact, or alternate, upon completion of the work. Failure to contact VA representative or present proper documentation will result in delay of payment. Information Security: Equipment, and any related services/support associated with the use of this equipment, must adhere to the Health Insurance Portability and Accountability Act (HIPAA) and all applicable Information Security Requirements of the Department of Veterans Affairs. Hard drives and other storage media contained within the equipment cannot be returned to the company, manufacturer and/or its representative. Hard drives or other storage media shall not be removed from VA property by the contractor. Biomedical Engineering MUST be notified whenever a hard drive or other storage media needs to be removed from the equipment so that the VA can take possession for proper disposal/destruction by the Department of Veterans Affairs. All vendor mobile media devices (USB drives, CDs, DVDs, etc.) must be scanned by Biomed before use. Qualifications: To be eligible for consideration, bidders will have been engaged in maintaining/servicing the equipment listed for a period of no less than three (3) years experience. Each bidder must have an established business, with an office and full time staff. The staff includes a "fully qualified" field service engineer (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) has successfully completed a formalized training program for the equipment identified. For field experience the FSE(s) has a minimum of three years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on the equipment listed. The FSEs shall be authorized by the bidder to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The bidder shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the bidder services at the VAMC. The Contracting Officer may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VAMC equipment. The Contracting Officer and/or the Contracting Officer Technical Representative specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VAMC equipment. Subcontracting of any ensuing award of this solicitation will not be allowed without the expressed permission, in writing, of the Contracting Officer. Changes to Statement of Work: Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.