SAM #36C26126Q0648

Preventive Maintenance and Repair Services for Medical Laser Equipment at California VA Facilities

The Department of Veterans Affairs, Network Contract Office 21, is seeking a contractor to provide preventive maintenance, calibration, and emergency repair services for medical laser equipment at multiple VA facilities in California. - Government Buyer: - Department of Veterans Affairs, VA Sierra Pacific Network (VISN 21), Network Contracting Office 21 - OEMs and Vendors: - No specific OEMs or vendors are named; all services must comply with OEM specifications and standards - Products/Services Requested: - Annual preventive maintenance inspections for medical laser equipment - Calibration services for medical laser equipment - Emergency repair services, billed at a fixed hourly rate - All normal preventive maintenance parts included; repair parts outside of PM provided by VHA and billed separately - Detailed documentation of all work performed - Unique or Notable Requirements: - Compliance with OEM, federal, and VA standards - Qualified Field Service Engineers with appropriate training and experience - Adherence to OSHA Bloodborne Pathogens Standard - Compliance with VA information security, privacy regulations, and records management obligations - Locations: - Services to be performed at VA facilities in Sacramento, Martinez, Chico, Fairfield (Travis AFB), Mare Island, McClellan Park, Redding, and Stockton, California

Description

Contractor shall furnish all tools, labor, parts, materials, supervision, and travel to provide preventive maintenance, calibration services, and as needed, emergency repair service at an hourly fixed rate to maintain the medical laser equipment as identified in Section B in accordance with the OEM specifications. All parts to be replaced under normal preventive maintenance (PM) as defined in the OEM's service manual will be included under this contract. Repair parts outside of those included in the PM will be provided by VHA and repair service will be billable on an hourly basis and paid by govt credit card outside of the contract. Approval for govt credit card use requires VA Biomedical Engineering approval before work can be completed for any repairs.

2. EQUIPMENT

Equipment List:

Locations of equipment:

Sacramento VA10535 Hospital Way Sacramento, CA 95655 Martinez VA - CLC/CREC150 Muir Road Martinez, CA 94553 Chico:1601 Concord Ave Chico, CA 95928 Fairfield VA103 Bodin Circle, Bldg. 778 Travis AFB, CA 94535 Mare Island VA OPC201 Walnut Avenue Mare Island, CA 94592 McClellan VA5342 Dudley Boulevard McClellan Park, CA 95652 Redding:3455 Knighton Road Redding, CA 96002 Stockton7777 Freedom Way French Camp, CA 95231

3. DEFINITIONS/ACRONYMS:

A. Biomedical Engineering-Supervisor or designee B. CO-Contracting Officer C. COR-Contracting Officer's Representative D. 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. E. 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. F. 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. G. Acceptance Signature-VAOPC employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. H. Authorization Signature- COT S signature; indicates COR accepts work status as stated in ESR. I. NFPA-National Fire Protection Association. J. CDRH-Center for Devices and Radiological Health. K. VAOPC-Department of Veterans Affairs Outpatient Clinic. L. OEM-Original Equipment Manufacturer.

4. CONFORMANCE STANDARDS:

Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, JCAHO, NEC, OSHA, CAP, Federal and VA 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.

5. PREVENTIVE MAINTENANCE (PM):

Preventive maintenance inspections shall be performed annually. The date and time of the inspections will be arranged by the contractor's service representative in at least 1 week in advance by contacting the COR or his/her designee. The contractor shall ensure that PM services are performed to maintain the equipment listed in Section 2 in accordance with the Statement of Work (SOW), Paragraph 3, and Conformance Standards. Procedures and checklists with worksheet originals indicating work performed and actual values obtained shall be provided to the COR at the completion of each PM. The PM procedure and checklist shall match the OEM's recommended PM inspection procedure. PM services shall be performed during the hours defined in the preventive maintenance schedule. Exceptions must be arranged and approved in advance with the COR. Charges for parts, services, manuals, tools, or software required for scheduled PM are included within this contract unless stated otherwise in writing. The contractor shall furnish documentation, including measurement and calibration data, certifying the system's performance in accordance with Conformance Standards.

6. EMERGENCY MAINTENANCE:

The CO, COR, or designated alternate has the authority to approve/request a service call at the fixed hourly rate paid by govt credit card outside of the contract.

7. HOURS OF COVERAGE:

Normal hours are Monday through Friday, 7:00 am to 5:00 pm, excluding Federal Holidays. Services will be performed during these hours unless requested and approved by the COR. Federal Holidays include New Year's Day, Martin Luther King Jr. Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, Christmas Day, and any day designated as a Federal Holiday by the President. Work outside normal hours at the request of the COR will be billed at the Emergency Repair hourly rate, including service time plus one hour for travel. Parts are excluded as they are included in Section B. A separate purchase order may be issued for additional call back services. Work outside normal hours at the request of the FSE and approved by the COR will not be billed at the emergency rate, as such time is considered normal hours for that occurrence.

8. SERVICE MANUALS:

The VA will not provide service manuals or diagnostic software. The contractor shall obtain and keep on file all operational and technical documentation necessary to meet performance requirements. These manuals shall be made available to the COR upon request.

9. DOCUMENTATION/REPORTS:

Documentation will include equipment downtime, detailed maintenance procedures, replaced parts, and prices for outside normal hours services. ESRs must document:

Contractor name FSE name ESR/Log number Date, start and end time, House-On-Site VA Purchase Order Numbers (if any) Problem description Equipment identification details Service description and costs Total billed costs Signatures from FSE and VA employee Equipment downtime

Additional charges must be approved by the COR before service completion.

10. REPORTING REQUIREMENTS:

The contractor shall check in with Biomedical Engineering upon arrival and before starting work. Upon completion, the services shall be documented on ESRs, which must be signed by the equipment user and the COR. If the COR is unavailable, a signed copy shall be sent within 5 business days. Failure to comply may result in contract termination.

11. ADDITIONAL CHARGES:

No extra charges for site time during or after normal hours awaiting additional FSEs or parts.

12. SERVICES BEYOND SCOPE:

The contractor shall notify the CO and COR within 24 hours of discovering any defects or repairs needed that are not the contractor's responsibility, providing a cost estimate.

13. CONDITION OF EQUIPMENT:

The contractor accepts responsibility for the equipment in 'as is' condition. Failure to inspect prior to award does not exempt the contractor from contract requirements.

14. PERSONNEL COMPETENCY:

Respondents must have an established business with qualified staff, including a fully qualified FSE and a backup with at least two years of relevant experience.

15. TEST EQUIPMENT:

Prior to work, the contractor shall provide current calibration certificates for all test equipment used, traceable to a national standard.

16. IDENTIFICATION, PARKING, REGULATIONS:

FSEs shall wear visible ID, park in designated areas, and adhere to VA regulations including no smoking, no cell phone use near equipment, and no weapons. Containers may be searched.

17. OSHA BLOODBORNE PATHOGENS STANDARD:

The contractor shall comply with OSHA standards, including employee education, policies to reduce exposure, counseling mechanisms, and appropriate PPE.

RECORDS MANAGEMENT OBLIGATIONS

This clause applies to all contractors handling Federal records, which include all recorded information made or received by a Federal agency. The contractor shall comply with all applicable laws, regulations, and policies, including the Federal Records Act, NARA regulations, and the Privacy Act. Records must be preserved, managed, and disposed of only as permitted by law, and must be protected from unauthorized removal or destruction. The contractor shall notify the Contracting Officer of any disclosures or breaches, and ensure proper safeguarding of sensitive information. All data created for government use is considered a Federal record and must be managed accordingly. The contractor shall also ensure all employees complete required records management training, and shall incorporate these requirements into all subcontracts.

VA INFORMATION AND SYSTEM SECURITY/PRIVACY LANGUAGE

Contractors and personnel shall adhere to VA and federal laws, regulations, and directives regarding information security. Access to VA information and systems shall be limited to what is necessary, with appropriate investigations and security measures. Data shall only be used for authorized purposes, stored securely, and transmitted using approved encryption. In case of security incidents or breaches, the contractor shall notify VA immediately and cooperate with investigations. Data breaches may incur liquidated damages. All employees must complete security and privacy training, and the contractor shall provide proof of training. Use of VA IT equipment is restricted to authorized purposes, and non-VA equipment must meet security standards. Sensitive information must be encrypted, and equipment containing VA data must be properly sanitized or returned at contract termination. The contractor shall report security incidents promptly and cooperate with VA in investigations. The contractor shall also ensure compliance with all security policies and safeguard sensitive information.

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