J--SAKURA COVER SLIPPER MAINTENANCE

Statement of Work Sakura Cover Slipper Background/ Scope - The Veteran's Health Care System of the Ozarks (VA) owns and/or operates medical systems and devices that require various types of service. The laboratory has a Sakura Cover Slipper used to prepare specimens for analysis. It is imperative that this device is maintained and kept function to perform its very necessary functions in the laboratory. - These items require the following services: Full Service Contract, Repair Services, Preventive Maintenance, Telephone Support, System Updates. Details listed in the Tasks Section. Objectives - Too ensure all equipment is maintained to operate in a correct and safe manner as intended and designed by the Original Equipment Manufacturer (OEM). - Too ensure that preventive maintenance (PM) is completed on time and in accordance with OEM recommendations. - Too ensure the software operates as designed and is updated with the latest versions. - Too ensure equipment downtime is kept to a minimum. - Too ensure that all items are inspected to ensure safe and correct operation and in compliance with applicable local, state and federal regulations. Tasks - Provide emergency repair on equipment to return it to OEM specified operating parameters. - Priority Emergency Service Response including a trained field service engineer on-site within one business day of logging a call with the service center. - Planned Maintenance Service including performing manufacturer's recommended maintenance with one annual visit per year. - Travel and labor included on all service performed. - Parts coverage excluding consumable items and accessories. - Priority Parts Delivery including overnight shipping of parts. - Telephone support for clinical applications and technical issues (8:30-4:30 CST). - All system software and safety upgrades will be included. Delivery - Vendor must be able to access all necessary software in the equipment to perform the contracted functions. - All personnel completing tasks will have factory certified training on the equipment that they will service. Vendor will provide training documentation when requested by Biomed. - All on-site work should be completed between the hours of 8am and 5pm CST, Monday through Friday excluding holidays unless otherwise listed in the tasks section. o If the VA agrees to after hour's billable service it will be charged at the vendor's preferred contract billing rate in affect at the contract start date. o If vendor desires to provide service after normal hours at no additional cost to the VA a request can be made to Biomed for an escort. Afterhours work will normally only be approved if a VA escort is available to stay with the vendor during all work. - Biomed will notify the vendor of the required PM completion months based on the VA equipment maintenance plan. o All preventive maintenance (PM) will be accomplished within the scheduled month plus or minus 20 days for annual inspections, 10 days for semi-annual inspections and 0 days for quarterly and monthly inspections. o PM visits should be scheduled no less than three business days before expected arrival to assure equipment availability. - Biomed personnel and the Department Head (or representative in the director's absence) will be informed in the following situations: o To schedule any work. o After arriving on site but before any work is started. o To provide an approximate timeframe for the work. o As soon as it is known that the work will take longer than expected. o At completion of work prior to leaving the facility. o To report any incomplete aspects of the work or issues that could not be corrected during the visit. o To provide a written plan for corrective action for any work that cannot be completely within 24 hours. Plan must be provided to and approved by Biomed and the Department Director. - A service ticket will be provided for each visit for each separate equipment item for which service is performed. The service ticket can be a hard copy or electronically transmitted to the Biomedical Department and the Department Director. Other forms of notification or adjustments to this method may be requested by the vendor and considered for approval by Biomed and Department Director. o Service tickets/documentation will be provided within 5 business days of the actual work being completed. - All test equipment used for this contract will have current calibration dates verifiable with documents traceable back to the US Bureau of Standards. Vendor will produce documents upon request. - Proper Lock-out/Tag-out procedures will be used when appropriate. - All OEM recommended safety aspects of the equipment being serviced will be adhered to. - All work will be completed in accordance with Original Equipment Manufacturers (OEM) specifications and recommended procedures. - All adjustments will be completed using OEM software as intended by the equipment design. Government-Furnished Property - The equipment to be service includes: o Sakura Clover Slipper, Glas / 6400, S/N 64000287 - The covered equipment also includes any accessories included in the original purchase of the covered equipment not specifically listed here which may include but not limited to printers, UPS systems, monitors, keyboards, etc. - VA will supply a useable work space for portable equipment service. Security Requirements - Vendors will obtain an access badge from the VA Police Department or from Facility Engineering Department while performing work on-site. - Vendor will contact Biomed whenever work is being performed in any VA facility to determine if an escort is needed. Biomed will arrange for an escort if needed. - Security and privacy requirements vary depending on the equipment to be serviced and the service being performed. Vendor personnel may be required to complete any or all of the following but not limited to: o Online training. o Read, sign, and comply with 'Contractor Rules of Behavior'. o Submit to finger printing and background investigation. o Provide network security information as requested for any equipment used in the VA facilities. o The extend of these requirements will be determined by Biomed using current facility Information Technology and Privacy rules in cooperation with experts in those departments. Place of Performance - Work will be performed on equipment at the main facility at 1100 N College Ave, Fayetteville Arkansas, the satellite clinics located in various areas within the City of Fayetteville, or at one of the Community Based Outpatient Clinics (CBOCs) depending on the equipment location. - Work may be performed remotely (remote connection) if possible with prior permission from Biomed. All necessary security and privacy issues will be addressed and complied with by the vendor before any remote connection or service is performed. Remote service access is extremely limited due to the heightened security requirements on our information networks. Vendor requests might not be approved. - Equipment may be removed from the facilities for service with prior permission from Biomed and the Department Director. Period of Performance BASE year: 1 October 2011 - 30 September 2012 Option year 1: 1October 2012 - 30 September 2013 Option year 2: 1 October 2013 - 30 September 2014 Option year 3: 1 October 2014 - 30 September 2015 Option year 4: 1 October 2015 - 30 September 2016. **** Please note within quote that services provides unlimited emergency visits and at least one (1) Preventive Maintenance per year. **** Please note within quote the annual total vaule and each total value for all option years. PLEASE SEND RESPONSES TO: contact@example.gov ALL RESPONSES ARE DUE NLT Sept 15, 2011 BY 4:00PM PLEASE NO PHONE CALLS