Page 5 of 5 Page 5 of 5 Send a capability statement, no more than one page in length; to include Company Name, Duns Number, Socioeconomic Category, brief description of your business entities capability to handle this particular project at the Philadelphia VA Medical Center, website and GSA Contract number if applicable & contract number/information. Email to David Santiago at
[email protected] with 36C24419Q0491 in the email Subject line, no later than 4:00 pm on Thursday April 11, 2019. STATEMENT OF WORK General Guidance Title: Annual Maintenance and Repairs of Government Owned Philips Allura Clarity IR Room at the Corporal Michael J. Crescenz VA Medical Center. Scope of Work: The contractor shall provide a service for government-owned Philips Digital Diagnost DR, Mobile DR units, Ingenuity CT, Allura Clarity IR room, Mark 7 Injector and associated components, required by the conditions stated herein. Background: CMCVAMC Diagnostic Imaging department utilizes government-owned Philips Digital Diagnost DR, Mobile DR units, Ingenuity CT, Allura Clarity IR room along with all associated hardware needed for the proper functioning of the system. Equipment covered under this contract is Philips Digital Diagnost DR, four (4) Mobile DR units, Ingenuity CT, and Allura Clarity IR room. Serial numbers and EE#s are in the table below. This equipment requires repair and maintenance by trained personnel using manufacturer approved parts and specifications. Type of Contract: Firm Fixed Price Equipment List System Name EE# SN Philips Site ID# Digital Diagnost DR Room 87817 12-H0076 56689676 Mobile Diagnost w DR #1 98771 17200006 70912713 Mobile Diagnost w DR #2 98770 17200005 70912711 Mobile Diagnost w DR #3 98769 17200004 70912710 Mobile Diagnost w DR #4 98768 17200007 70912707 Ingenuity CT 728326 93420 300203 58090704 Allura Clarity 93587 416 64626299 Mark 7 Arterion Contrast Injector 93595 101129 64626300 The service contract will include the following: Priority scheduling for service calls and access to spare parts inventory All labor and travel during standard hours of coverage: M-F 8am-5pm EST, excluding holidays One-hour initial response with four-hour on-site response All spare parts that fail during normal use Parts delivery 10:30AM EST next day Equipment Planned Maintenance services per Philips manufacturer specifications performed during standard hours of coverage Propriety operating system software enhancements without hardware changes- excludes software upgrades Unlimited Technical Services (24x7) & Clinical Applications Telephone Support (M-F 8am - 5pm EST) Remote service support is desired. Maintenance Reports Service to be Provided by Contractors: All work is to be completed between the hours of 8AM 5PM, Monday through Friday. Work completed outside of those hours will be billed separately at the then current time and materials rates. 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 5pm Eastern. 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 Hourly Rate: Vendor to provide fixed hourly rate for all services rendered outside of contract hours. 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], and
[email protected] (Primary Contact) 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 and possibly non-payment. 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 service contract can be reached at (215) 823-5800 x9094 or (215) 823-5800 x4604 Primary: John Carr x9094 Alternate: Mark Brody x4604 Alternate (COR): Amber Sorensen Van Cleave x7242 The primary contact, or alternate, shall coordinate the scheduling of repair and preventive maintenance visits with the contractor and departments. 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, contractors will have been engaged in maintaining/servicing the equipment listed or similar equipment 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 type of 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 type of equipment listed. The FSEs shall be authorized by the contractor to perform the maintenance services. 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 it services at the VAMC within 60 days of contract award. 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. 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.