J065--Quest MPS2 Perfusion Machine Maintenance Services

SCOPE OF WORK: MPS Perfusion Full Service George E. Wahlen VA Medical Center 500 Foothill Dr Salt Lake City, UT 84148 Contractor shall provide a full-service service agreement, detailed below, for the listed MPS perfusion equipment located at the VAMC in Salt Lake City. All services shall be provided in accordance with the specifications, terms and conditions contained herein. Covered Equipment and Systems Period of Performance: The Period of Performance is for one base year with (4) one-year options: Base Year Period: December 1, 2024 to November 30, 2025 Option Year 1: December 1, 2025 to November 30, 2026 Option Year 2: December 1, 2026 to November 30, 2027 Option Year 3: December 1, 2027 to November 30, 2028 Option Year 4: December 1, 2028 to November 30, 2029 The following equipment and systems are to be covered under this service contract. Table A: Equipment models, EEs, serials, and locations that must be included in this agreement. EE# SERIAL # MODEL 78584 3324 Quest Medical MPS2 78585 3325 Quest Medical MPS2 78586 3326 Quest Medical MPS2 DESCRIPTION/SPECIFICATIONS/WORK STATEMENT SERVICES: The C&A requirements do not apply, and that a Security Accreditation Package is not required. Contractor shall furnish the following: Preventative Maintenance including PM required parts and system verification are provided by the Contractor at no additional customer cost. Corrective Maintenance including required parts and system verification are provided by the Contractor at no additional customer cost. All parts shall be included in the contract cost and not charged separately. All parts shall be OEM certified and contain no gray material at no additional customer cost. All labor and travel shall be included in the contract cost and not charged separately. 2. DEFINITIONS/ACRONYMS: Biomedical Engineering - Supervisor or COR designee CO - Contracting Officer. COR - Contracting Officer's Representative. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or operative conditions. Service shall consist of calibration and testing in accordance with the manufacturer s latest established service procedures to ensure operation of equipment within manufacturer s or VA s performance specifications, whichever is the most rigorous. PM includes cleaning, inspecting lubricating and testing all equipment. All equipment shall be operated at least one complete operating cycle at the end of each PM. CM Corrective Maintenance. Maintenance tasks that are undertaken to identify, isolate and repair a fault in order to restore equipment, a machine or a system to an operational condition so it can perform its intended function. Services may include troubleshooting, disassembly, adjustment, repair, part replacement, realignment, and operational verification to manufacturer s or VA s performance specifications, whichever is most rigorous. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VA Outpatient Clinic premises. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Acceptance Signature - VAMC employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. NFPA - National Fire Protection Association. CDRH - Center for Devices and Radiological Health. VAMC - Department of Veterans Affairs Medical Center OEM - Original Equipment Manufacturer Gray material Products or components sold legally, but without the OEM s permission and outside the OEM s authorized distribution channels. 3. CONFORMANCE STANDARDS: Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, TJC, NEC, OSHA, HIPAA, Federal and VA security specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM s technical specifications. Additional performance specifications that exceed the OEM specifications shall be specified in writing by the VA. 4. PREVENTIVE MAINTENANCE (PM): Contractor shall perform Preventive Maintenance inspections and/or recertification and calibrations as listed in the above equipment table. PM and calibration required parts, system verification, alignment, and adjustments are provided by the Contractor at no additional customer cost. The contractor shall furnish documentation, including all measurements, calibrations, and recertifications data to certify that the system is performing in accordance with the performance specifications. 5. HOURS OF COVERAGE: Normal hours of coverage are (Monday through Friday) from 8:00am to 5:00pm, excluding holidays as identified in Section H. Work performed outside the normal hours of coverage at the request of COR will be billed at the government rate. A separate purchase order will be issued to cover the cost(s) associated with any call back service as described herein. 6. SERVICE MANUALS: The VAMC shall not provide service manuals or service diagnostic software to the contractor for use in providing services under this contract. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation, (such as: operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. 7. DOCUMENTATION/REPORTS: The documentation will include equipment down time and detailed descriptions of the preventative 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 COR/User. Identification of Equipment to be serviced to include the following: Equipment ID # or EE#/MX#/Nuvolo# 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! 8. 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 FSE shall document the services rendered on a legible ESR(s). The FSE shall be required to check out with the Biomedical Engineering Department (location to be spe