J--Wheelchair Maint. Base + 4

STATEMENT OF WORK TEMPLATE A. GENERAL INFORMATION 1. Title of Project: Ward Wheelchair Service Contract 2. Scope of Work: Furnish all necessary labor, equipment, tools, materials, repair service, parts, etc., for complete On-Site Maintenance Service of Government owned ward wheelchair support at the Castle Point and Montrose campuses of VA Hudson Valley Health Care System (VA HVHCS). The contractor shall maintain the ward wheelchairs, by furnishing all necessary labor, equipment, tools, materials, repair service, and parts for service (excluding consumables) in accordance with the terms, conditions and schedule of this agreement. The contractor will provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and emergency repairs. 3. Background: All of the wheelchairs that are located on the patient care wards at both campuses of VA Hudson Valley HCS have been covered under contract for the last 5 years. This is a renewal for a new obligation for a base +4 year coverage contract. 4. Performance Period: The contractor shall complete the work required under this SOW in 14 calendar days or less from date of award, unless otherwise directed by the Contracting Officer (CO). If the contractor proposes an earlier completion date, and the Government accepts the contractor's proposal, the contractor's proposed completion date shall prevail. Work at the Government site shall not take place on Federal holidays or weekends unless directed by the CO. 5. Type of Contract: [Firm-Fixed-Price]. [Refer to the guidance that accompanies this SOW to determine the appropriate contract.] STATEMENT OF WORK: For maintenance of Government owned wheelchairs located on patient wards at VA HVHCS. Preventive Maintenance Service for furnishing all labor, parts, equipment, lubricates and fully maintain medical and hospital owned wheelchairs. Parts exceeding three hundred dollars ($300.00) shall be replaced only upon authorization from the COTR/ designated designee personnel. Coverage: 8:00 AM to 4:30 PM, Monday through Friday (Excludes Federal holidays). **Please note that an employee will need to be on site 5 days a week (M-F), during normal business hours. He/she will be at the sites 3 days in one campus, 2 days in the other, as directed by the COR** Schedule of Items to be Serviced 1. ** Wheelchairs-Powered (10 each) 2. ** Wheelchairs Manual (48 each) 3. ** Self Propelled Stretcher/Exam chairs (9 each) The performance test for mechanical and electrical ward wheelchairs combines tests for functional operation and safety. Specifications for each device shall be based upon the manufacturers published specifications for that particular model number. In all cases, qualified wheelchair repair technician(s) shall perform performance tests. The performance tests, as set forth in the preventive maintenance and inspection procedures, are minimum acceptable standards and must meet or exceed manufacturers' specifications. Devices failing to meet either the prescribed standard or the manufacturers' specifications shall be reworked until they meet or exceed the standard. If a particular unit cannot be brought up to standard without the excessive expenditure of time and/or capital, it is to be scheduled for replacement. The performance testing of wheelchairs shall include but are not limited to the following performance factors: 1. All wheels shall rotate with minimum friction through all degrees of freedom. 2. Brakes and safety catches shall function correctly. 3. When the chair is opened and locked, it shall support 300 lbs. of dead weight 4. Indicators such as pilot lights shall operate correctly as specified by the manufacturers operating manual. 5. Appropriate specific responses shall occur when placing electronic controls in specific positions as specified by the manufacturers operating manual. 6. The wheelchair shall travel through all of its degrees of freedom including limb-support articulations. 7. Limit switches shall be functional with no override. 8. The ground impedance from the charge circuit or any exposed metal parts of the charger shall be measured and shall not be allowed to exceed 0.1 ohm. 9. Chair shall track straight without shimmying or shaking. Procedures The preventive maintenance inspection procedures (two types, one level) represent an orderly, controlled process to be used in inspecting mechanical and electrical wheelchairs. They are to be used in conjunction with this document and the manufacturers' manuals in performing preventive maintenance inspection of these devices. Preventive Maintenance and Inspection Procedure Mechanical Wheelchairs Preventive Maintenance Procedure 1. Clean the external surfaces of the wheelchair. 2. Perform internal and external visual inspection. 3. Lubricate the wheel bearings. 4. Replace the components identified as defective or worn. 5. Place the wheelchair in an operational configuration. 6. Test the function of the wheelchair brakes. 7. Test the function of the wheelchair's frame locks. 8. Test the articulation and locks on the wheelchair's leg and foot supports 9. Test the function of the arm rests. 10. Check the frame alignment. If items 1 through 10 have been accomplished, all defects rectified, and the unit is operating in an acceptable mode as per unit specifications, return the unit to service. Environmental Inspection Procedures The preventive maintenance inspection procedures (two types, on level) represent on orderly, controlled process to be used in inspecting mechanical and electrical wheelchairs. They are to be used in conjunction with this document and the manufacturer's manuals in performing preventive maintenance inspection of these devices. Preventive Maintenance and Inspection Procedures Motorized Wheelchairs/Exam chairs Clean the external surfaces of the device of any lint, dust, or dirt. Lubricate the wheel bearings. Test the functions of the device's brakes. Test the function of the device's frame locks. Test the device's leg and foot supports. Test the function of the arm rests. Check the frame alignment. Clean and inspect motor mounts, motor housings and gear- boxes. Clean and inspect batteries and battery mounts. Test specific gravity. Lubricate the electric motors, gear drives, and wheels. Turn power switch on and observe the following: a. Pilot lamps light. b. Controller activates motors. Test for range of response of the following controls: a. Chair forward. b. Chair reverse. c. Chair forward right. d. Chair forward left. e. Chair reverse right. f. Chair reverse left. Inspect frame alignment. Test the function of the wheelchair brakes. Test the function of the frame locks. Test the locks on the leg and the foot supports. Test the function of the arm rests. Measure ground impedance of the charger. Test for battery charger leakage in the power off and the power on modes: Grounded, correct polarity. Measure the charger's output voltage while charging batteries. If all above items have been completed and defects rectified and the unit is operating in an acceptable mode as per unit specifications, return the unit to service. 1. Preventive Maintenance Service for furnishing all labor, equipment and supplies necessary to inspect, clean, adjust, lubricate and fully maintain Hospital owned equipment used on the patient wards at both campuses. 2. A wheelchair repair technician shall be assigned to VA Hudson Valley to perform repairs on VA Owned "ward equipment". This equipment is located at both Castle Point and FDR (Montrose) campus. Repairs will be performed in the wheelchair repair shop located in building 15 at Castle Point and building 7 at Montrose. VA personnel can deliver the equipment to those locations and or contractor can schedule to pick up chairs from the ward to expedite repairs in a timely fashion and minimize equipment down time. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. Each offeror must have an established business with an office and full time staff. The staff includes two (2) "fully qualified" Field Service Technicians (FST) who shall serve as the primary technician and backup for the servicing of the items listed on the schedule of equipment. B. 'Fully Qualified' Qualified technicians are defined as technicians that have been factory trained at Steris. The contractor shall provide written assurance to the competency of their personnel and a list of credentials of approved FST(s) for each make and model the contractor services at the VA. The Contracting Officer (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 VA equipment. Technician must have all necessary passwords to perform needed repairs. The FST must have a minimum of three years' experience with respect to scheduled and unscheduled preventive and remedial maintenance of manual and electric wheelchairs/powered exam chairs. Evidence of said training shall be provided with your proposal. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The contractor's FST shall abide by all VA station policies and requirement. The Contractor's FST(s) shall wear visible company identification at all times while on the premises of the VA. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police/Security Service. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited in all buildings at the VAMC. 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. MAINTENANCE SERVICE REPORTS: Each maintenance report shall at a minimum, document the following data legibly and in complete detail: 1. Name of Contractor 2. Name of FST who performed services 3. Contractor service maintenance number/log number 4. Date, time (starting and ending), equipment downtime and hours on site for service call 5. VA purchase order number 6. Description of the problem reported by the COTR/User 7. Equipment inventory ID, Manufacturer's name, device name, model number, serial number and any manufacturer's identification numbers. 8. Itemized description of service performed to include labor, parts, materials and location of problem/corrective action 9. Signatures of FST performing services. INVOICES AND PAYMENT: A. Payment of invoices for services rendered under this contract shall be made monthly in arrears, upon receipt of a properly prepared invoice. B. Invoice information: Invoices shall be submitted monthly and shall include the following per FAR Clause 52.212-4(g): 1. Contractor's business name and address 2. Contractor's Tax Identification Number (TIN) 3. Invoice Date 4. Date(s) of services provided 5. Contract Number 6. Provider name 7. Number of Procedures Performed 8. Total Amount Billed 9. Purchase Order Number 10. Other data required for payment purposes Note: Failure to include the above information may result in delay of payment. Invoices will be returned to the Contractor for completion if there are any omissions. CHECK IN UPON ARRIVAL ON SITE Contractor will check in at the Engineering office Building 9 at Castle Point and building 16 at Montrose upon arrival on station during normal duty hours. SECURITY The FST that will be utilized will need to submit VA provided security clearance paperwork and fingerprints within 72 hours after award of contract. If security clearance isn't granted, contract will be voided. All contractor personnel performing on VAMC station grounds are subject to current fingerprinting and background investigations as determined by VA Policy and Regulations. The C&A requirements do not apply and that a Security Accreditation Package is not required. Response date (deadline): Responses must be received no later than close of business on . Contracting Office Address: VISN 3 Network Acquisition & Logistics James J. Peters VA Medical Center MCC: 10N3/NAL, 130 West Kingsbridge Road, Bronx, New York 10468-3992 Place of Performance: **Note that an employee will need to be on site 5 days (M-F), during normal business hours. He/she will be at the sites 3 days in one campus, 2 days in the other as directed by the COR** VA Hudson Valley Health Care System; Castle Point and Montrose campuses.