5830--619-21-1-5244-0001 PA System Testing (VA-20-00047329)

Synopsis IAW the attached SOW STATEMENT OF WORK B.1 EQUIPMENT: PA Systems located at the Department of Veterans Affairs Medical Center, Central Alabama Veterans Health Care System, 215 Perry Hill Road, Montgomery, Alabama 36109, MVAC Outpatient Clinic, 8105 Veterans Way, Montgomery, Alabama 36117, Central Alabama Veterans Health Care System, 2400 Hospital Road, Tuskegee, Alabama 36083, and Columbus Outpatient Clinic, 1310 13th Avenue, Columbus, Georgia 31906. Equipment: Monthly testing of PA Systems and PA Systems components including outlying buildings at the locations. Estimate for staff needed to perform testing of the PA System at the different locations: Montgomery medical center: two (2) technicians within two (2) days, Montgomery Outpatient Clinic: two (2) technicians within one (1) day, Tuskegee medical center: two (2) technicians within two (2) days, Columbus Clinic: two (2) technicians less than a half (1/2) day. B.1.2 DEFINITIONS/ACRONYMS: A. COR Contracting Officer Representative B. CO - Contracting Officer C. COTR - Contracting Officer Technical Representative. D. PM - Preventive Maintenance/Testing Inspection. Services which are periodic in nature. E. FSE - Field Service Engineer. This is a person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the Department of Veterans Affairs Medical Center premises. F. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and condition of the contract. G. Acceptance Signature. VA employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. H. Authorization Signature. COTR's signature; indicates COTR accept work status as stated in ESR. I. NFPA - National Fire Protection Association. J. CDRH - Center for Devices and Radiological Health. K. OSHA - Occupational Safety and Health Administration. L. JCAHO - Joint Commission on Accreditation of Healthcare Organizations. M. FDA - Food and Drug Administration. N. DVAMC - Department of Veterans Affairs Medical Center. O. ISO 9001 International Organization for Standardization standard. N. Normal Working Hours - Monday through Friday, 8:00 a.m. - 4:30 p.m., excluding weekends and Federal Holidays. B.1.3 CONFORMANCE STANDARDS: Contract shall ensure that the equipment functions in accordance with the latest published edition of NFPA-99, OSHA, CDRH, JCAHO, FDA and manufacturer specifications. B.1.4 HOURS OF COVERAGE: A. Normal hours of Preventive Maintenance/Testing shall be Monday through Friday from 8:00 a.m. to 4:30 p.m., excluding weekends and federal holidays. B. Preventive Maintenance/Testing inspections are to be scheduled at least five days in advance with Contracting Officer s Technical Representative (COTR). Coordination may be done by telephone. C. Preventive maintenance/Testing inspections will be performed monthly & at least 15 days apart. D. Federal Holidays observed by the DVAMC are: New Year s Day, Labor Day, Martin Luther King Day, Columbus Day, President's Day, Veterans Day, Memorial Day, Thanksgiving Day, Independence Day, Christmas Day. B.1.5 UNSCHEDULED MAINTENANCE: Unscheduled maintenance and repairs are not included in this contract. Vendor to provide list of discovered problems found during the monthly testing and a quote for the repairs. B.1.6 SCHEDULED MAINTENANCE: A. The contractor shall perform monthly preventive maintenance/testing inspections to ensure that equipment and systems listed in the schedule performs in accordance with B.1.3; Conformance Standards. The contractor shall provide and utilize procedures and checklists, with worksheet originals indicating work performed and actual values obtained and shall provide said documentation to the COTR at the completion of the PM/Testing. PM/Testing services shall include, but may not be limited to, the following: 1. Testing the impendence and audible output of each amplifier, 2. Testing the audible output of the speakers from each building, each floor, each corridor, each zone, group of speakers, and each speaker. 4. Calibrating/adjustments of the amplifiers, speakers, and any other component that has an adjustment and is needed. 5. Performing remedial maintenance of non-emergent nature. 6. Inspection and testing of zones, junctions, etc. 7. Inspection and testing of amplifiers. 8. Inspection and testing of wiring, speakers, amplifiers, components, db levels, outputs, 9. Inspection, testing, calibration of all devices for the PA Systems. 10. Provide readings (db readings) of the amplifiers, buildings, floors, corridors, zones, & speakers by location. 11. Returning the equipment to the operating condition defined in B.1.3; Conformance Standards. 12. Providing documentation (excel worksheet) of services performed on the findings and measurements. B.1.7 AUTHORIZED SERVICES: Only the testing services are specified within the contract are authorized. Before performing any service or repair of a non-contract nature, the Contracting Officer or his/her designee must be advised of the reason for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase order authorization. Contractor is cautioned that only the Contracting Officer or his/her designee may authorize additional services or repairs and reimbursement will not be made unless this prior authorization is obtained. B.1.8 PARTS: Parts are not included or covered in this contract. If the contractor furnishes any parts, the parts shall be OEM parts to meet up-time requirements (consumables are not covered). The contractor should have ready access to unique and/or high mortality OEM replacement parts. All parts supplied shall be compatible with existing equipment. The contractor shall use new parts. Re-built parts or used parts, those removed from other equipment, shall not be installed without written approval by the COTR. B.1.9 WARRANY: The contractor shall provide warranty on the integrity of workmanship, labor, testing, inspection, and certification. The warranty period shall be for 5 days after the inspection, and/or certification. B.1.10 SERVICE MANUALS: The DVAMC shall not provide services manuals or service diagnostic software to the contractor. 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 or COTR upon request. B.1.11 DOCUMENTATION/REPORTS: The documentation shall include measurements of the areas. Details shall include building, floor, wing, db levels measured in those areas, dates of testing, techs that performed the test, test equipment used, test equipment information, and VA Purchase Order Number. NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE CO and COTR BEFORE SERVICE IS COMPLETED! B.1.12 SPECIAL CONTRACT REUIREMENTS: CONTRACTOR SUBMITTALS: The Contractor will furnish a copy of its preventive maintenance/Testing/certification inspection procedures for testing of the PA systems. These preventive maintenance/Testing/ certification inspection procedures are required by the Government as a condition of the facility s JCAHO accreditation and must be received before any invoice can be certified for payment. B.1.13 REPORTING REQUIREMENTS: The contractor shall be required to report to the Biomedical Section Manager or designee. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR (s). The FSE shall be required to log out with the Biomedical Section Manager or designee, and submit the ESR (s) to the COTR. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COTR for an "authorization signature". If the COTR is unavailable a signed, authorized, copy of the ESR will be sent to the contractor after the work can be reviewed (if request or noted on the ESR). B.1.14 PAYMENT: Invoices will be paid in arrears on a monthly basis. Invoices shall be line itemized by location of medical centers and clinics NOTE: Payment of invoices may be delayed if the appropriate documentation/reports are not properly completed and submitted to the Biomedical Section Manager as required. B.1.15 REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but not later than 24 consecutive hours after discovery notify the CO and COTR, in writing, of the existence or the development of any defects in, or repairs required to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The contractor shall furnish the CO and COTR with a written estimate of the cost to make necessary repairs. B.1.16 CONDITION OF EQUIPMENT: The contractor accepts responsibility for the equipment described in the schedule "as is" condition. Failure to inspect the equipment prior to contract award shall not relieve the contractor from performance of the requirements of this contract. B.1.17 COMPETENCY OF PERSONNELSERVICING EQUIPMENT: A. Each respondent shall have an established business, with an office and full time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup. B. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized manufacturer training programs within the last two years, for the equipment identified in the equipment schedule, and annual refresher course. For field experience, the FSE(s) has a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment listed. C. 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 contractor services at the DVAMC. The CO 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 DVAMC equipment. The CO and/or the COTR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the DVAMC equipment. D. Subcontractor can be used under this contract. B.1.18 TEST EQUIPMENT: Test equipment shall meet ISO 9001 standard. Prior to commencement of work on this contract, the contractor shall provide the DVAMC with a copy of the current calibration certification of all test equipment which is to be used by the contractor on DVAMC's equipment. This certification shall also be provided on a periodic basis when requested by the DVAMC. Test equipment calibration shall be traceable to a national standard. B.1.19 IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSE shall wear visible identification at all times while on the premises of the DVAMC. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the DVAMC Police Section. The DVAMC will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings at the DVAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. B.1.20 Obtaining a VA IDENTIFICATION Badge: Within the first month of the service contract, the contractor s service technician(s) to arrange with the Biomedical Section Manager to obtain identification badge. The process requires contractor s service technician(s) to bring two (2) valid forms of identification, completion of VA Form 0711, finger prints, photograph, and possible background check. The process of receiving the Identification badge takes 2-4 weeks. B.1.21 INSURANCE: A. Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and Occupational Disease Statutes. B. General Liability. Contractors are required to have Bodily Injury Liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. C. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000. D. Medical Liability. Contractors are required to have Indemnification and Medical Liability insurance coverage of at least $1,000,000. B.1.22 DISCONTINUANCE OF SERVICE: The Government reserves the right to terminate service on a particular device(s) meeting replacement criteria upon thirty (30) days written notice to the Contractor. B.1.23 FAILING TO RESPOND: Failure to perform any of the services set forth in this contract will be considered for invoking provisions of Default. B.1.24 VA HANDBOOK 6500.6 APPENDIX CLAUSE: This contract shall not require access to a VA system or VA sensitive information (e.g., system administrator privileged access to a VA system, or contractor systems or processes that utilize VA sensitive information). -