J--Preventive Maint - Artis Zee X-Ray Equipment

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT I. SCOPE OF WORK: The Contractor shall provide all parts, materials, labor, supervision, test equipment, technical manuals and transportation necessary to perform preventive maintenance and unlimited emergency repairs on the Government owned Siemens Angiography Equipment detailed in Attachment A. Equipment is located the VA Medical Center, 2215 Fuller Road, Ann Arbor, MI 48105, for the period October 31, 2013 through October 30, 2014, and any option periods awarded in strict accordance with all schedules, specifications, terms, conditions and provisions of this contract. II. CONFORMANCE STANDARDS: All services provided under this contract shall be performed in conformance with the National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), and Original Equipment Manufacturer standards and specifications. III. HOURS OF WORK: A. Hours of Work for preventive maintenance and emergency repairs, are defined as Monday through Friday from 8 a.m. to 10 p.m., excluding federal holidays, or as otherwise arranged with the Contracting Officer Representative. B. The ten holidays observed by the Federal Government are New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday. C. Work performed outside of normal working hours of coverage at the request of the Contracting Officer or Contracting Officer Representative shall be billed separately. IV. PREVENTIVE MAINTENANCE: A. The Contractor shall perform quarterly preventive maintenance procedures during the contract year as arranged with the Contracting Officer Representative. Preventive maintenance procedures shall be in accordance with the published preventive maintenance manuals for the equipment listed in the schedule. The Contractor shall utilize the Original Equipment Manufacturer's established procedures and checklists, (or Contractor-supplied equivalent satisfactory to the Contracting Officer Representative). A Field Service Report shall be supplied to the Contracting Officer Representative at the completion of each preventive maintenance procedure. Preventive maintenance procedures shall include, but is not limited to, the following: 1. Cleaning of equipment (not housekeeping). 2. Completing Original Equipment Manufacturer field service updates for operational and reliability engineering change notices. 3. Calibrating and lubricating the equipment. 4. Performing remedial maintenance of non-emergent nature. 5. Testing and replacing faulty and worn parts. 6. Inspecting/replacing electrical wiring and cables for wear and fraying. 7. Inspecting all mechanical components including, but not limited to; cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, and motors for mechanical integrity, safety, and performance to Original Equipment Manufacturer specifications. 8. Returning the equipment to operating condition defined in Original Equipment Manufacturer specifications. 9. Replacing any Original Equipment Manufacturer labels, decals, or warning tags that are not legible. 10. Providing documentation of services performed. B. The Contractor shall notify the Contracting Officer of the existence or development of any defects in, or repairs to the equipment covered under this contract which the Contractor considers he/she is not responsible for under the terms of the contract (such as operator misuse). C. All exceptions to the Preventive Maintenance Inspection schedule shall be arranged and approved in advance with the Contracting Officer. V. EMERGENCY REPAIR SERVICE: A. Service shall consist of maintaining the equipment in accordance with the Conformance Standards Section (Section II). Repair service shall consist of replacing parts, calibration, cleaning, oiling, adjusting and maintaining the equipment except those services necessitated by accident, fire or abuse. B. The Contracting Officer and Contracting Officer Representative have the authority to approve/request a service call from the Contractor. C. Response Time: The Contractor's Field Service Engineer shall respond with a phone call to the Contracting Officer Representative within two (2) hour after receipt of notification in an effort to correct the problem by phone. Network support via VPN communications preferred for remote diagnostics. If the problem can not be corrected by phone, the Field Service Engineer shall commence work (on-site physical response) within twenty four (24) hours after receipt of notification and shall proceed progressively to completion without undue delay. VI. PARTS: The Contractor shall furnish all parts as necessary to maintain the equipment, covered by this contract, in accordance with the Conformance Standards Section (Section II). The Contractor stipulates that he/she has ready access to new standard parts (manufactured, supplied by the manufacturer, or equal thereto). All parts supplied shall be of current manufacture and have full compatibility with existing equipment. Documentation of intended parts source(s) shall be provided to the Contracting Officer upon request. VII. DOCUMENTATION/REPORTS: The Contractor shall submit a legible field service report, which shall include detailed descriptions of the preventive maintenance inspection or emergency repair services performed, including replaced parts and estimated prices required for the service call. NOTE: Any additional charges to be claimed shall have been approved by the Contracting Officer Representative before service was performed. VIII. REPORTING REQUIREMENTS: The Contractor shall be required to report to Biomedical Engineering Section, Rm. BB30, to obtain a contractor badge and to log in and out during normal business hours (8am - 4:30pm). On weekends, holidays, or outside of normal business hours, contractor shall obtain the contractor badge and log in and out with the VA Police, Rm. BB78. This check in and out is mandatory. When the service is completed, the Contractor shall document services rendered on a legible field service report which shall be submitted at the time of logging out. IX. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. The Contractor's staff shall include a "fully qualified" Field Service Representative assigned to this area and a "fully qualified" Field Service Representative who shall serve as the backup. B. "Fully qualified" is based upon training and on experience in the field. For training, the Field Service Representatives must have successfully completed a formalized training program for the equipment covered under this contract. For field experience, the Field Service Engineers shall have a minimum of one (1) year of experience providing preventive maintenance and emergency repair services on the same make and model of equipment covered under this contract. C. The contractor shall provide written assurance of the competency of their personnel by detailing a list of Field Service Representatives along with applicable training and years of service experience on the specific devices covered in this agreement. This information shall be included in the quoted proposal for providing service. X. TEST EQUIPMENT: Upon request of the Contracting Officer Representative or the Contracting Officer, the Contractor shall provide copy of the current Calibration Certification of all test equipment which is to be used by the Contractor to perform service under this contract. Calibration of equipment shall be traceable and in conformance with test equipment Original Equipment Manufacturer standards. XI. SAFETY REQUIREMENTS: In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work, and hold the Contractor in default. ATTACHMENT A SYSTEM NAME FUNCTIONAL LOCATION # EE# LOCATION Artis Zee Ceiling 400-340660 51854 D320-1E Syngo X Workplace 400-340661 D319-1E Artis dBA Twin 400-316407 50097 D318-1E Syngo X Workplace 400-316409 D319-1E AXIOM Artis dBC 400-183734 33637 E736A-1