J065--598-20-4-723-0750 SWISSLOG PHARMACY SB RFQ

SWISSLOG AUTOPHARM MAINTRENANCE AND SERVICE PROGRAM PERFORMANCE WORK STATEMENT A. GENERAL: Title of Project: Maintenance and Service Contract for the Swisslog AutoPharm equipment located at the Central Arkansas Veterans Healthcare System (CAVHS), both Little Rock (LR) and North Little Rock (NLR) locations. Scope of Work: The contractor in question shall furnish all qualified/certified personnel, tools, materials necessary equipment and services to include lodging, travel and meals necessary to perform the following scope of work. The scope of work for this contract will be to perform preventative maintenance (PM), any necessary manufacture testing requirements, routine inspections and any unscheduled maintenance on all CAVHS Swisslog AutoPharm equipment. This will include calibrating, adjusting, and replacement of worn or defective parts, and troubleshooting as necessary to ensure continual operation. This will include emergency call back on weekends and holidays deemed necessary by the Contract Officer Representative (COR). Definitions: The following terms have the following meanings in this scope of work (SOW): VA Administrative Hours: 8:00 AM to 4:30 PM, Monday through Friday, excluding federal holidays Non-Administrative Hours: 4:31 PM to 7:59 AM, 24 hours on weekends and federal holidays Government: The United States of America Veterans Affairs (VA): Government s federal agency for which the Government contracts for the services specified herein. VA and Government will be used interchangeably throughout this SOW and contract. Where the term VA is used, it shall mean the same as Government . COR: Contracting Officer s Representative PMRS: Preventive Maintenance (PM) and Repair Services (RS) PMI: Preventative Maintenance Inspections OEM: Original manufacture Equipment Government personnel observed Holidays: The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays: New Year's Day Martin Luther King's Birthday President's Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas In addition to the days designated as holidays, the Government observes the following days: Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President s Proclamation Background: The (ESTIMATED) period of service for this requirement will be from date of award (Base Year), with four possible option years (should the government decide to exercise those option years). This contract will provide maintenance and service to the Swisslog AutoPharm automation equipment between both locations (LR/NLR). This equipment includes two ATP Series 128 pill packager units with their associated workstation, an Autocarousel unit with workstation, an AutoCool+H unit with workstation, and four AutoCool-H units without a workstation. As equipment is replaced or added to CAVHS s inventory, the COR will submit modifications to the Contract Officer. Service shall consist of 24/7 remote diagnostic service via phone and VPN connection, corrective maintenance for failed wear-and-tear parts within 4 hours of notification, and on-site preventive maintenance (PM) on AutoCool+H units. In addition, software service shall consist of 24/7/365 remote diagnostic service and corrective action, software updates to address bugs, malfunctions, and/or interface issues, access to quarterly change order requests that require 8 hours of development or less to complete. The contractor s technicians must be Swisslog trained and certified in repairs and servicing the specified equipment. The contractor shall not assign uncertified technicians to perform any service of which the technician is not certified in. The contractor will provide TRAINING/ CERTFICATIONS letters as part of the bid/proposal. Onsite technicians shall demonstrate a verifiable proficiency in maintaining and servicing the equipment. Contractor shall certify that it is a Swisslog Manufacturer Authorized Partner as of the date of the submission of their offer, and that it has the certification/specialization level required by the manufacturer to support the product in accordance with the applicable manufacturer certification/specialization requirements. WORK HOURS: HOSPITAL HOURS: The Contractor shall schedule and arrange work to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall make every effort to minimize the impact of the interference, inconvenience, equipment downtime, interrupted service, customer discomfort, etc. Normal work hours are from 8:00am to 4:30pm Monday through Friday, Excluding Federal Holidays. Technicians have the opportunity be onsite during the normal working hours. Hours beyond and before 8:00am to 4:30pm, shall be required only during emergency calls and approved by the COR. The contractor in question will check-in with Equipment Repair personnel for both locations (LR/NLR) upon arrival to the facility and before leaving at the end of the day. In the event of an emergency or unscheduled need for repairs, parts and/or labor shall be provided during normal duty hours by the Contractor at no additional charge upon notification by the COR. Service Call Classifications: Service calls will be classified by the Government as either emergency or routine, and the following procedures shall apply for each type. Except for emergency callback service, the Contractor shall perform all work during regular working hours of regular working days 8:00 a.m. to 4:30 p.m. excluding Federal holidays, unless specifically instructed otherwise by the COR. Emergency Service Calls: Service calls will be classified as emergency at the discretion of the COR. Routine Service Calls: Service calls will be classified as routine when the work does not qualify as an emergency call. The Contractor shall respond to and begin work on routine service calls during the following normal workday. For example, if a routine service call is received by the Contractor after 5:00 p.m. during Monday through Thursday, they will start the repair action on the following morning (unless it a Federal Holiday). If a routine service call is received by the Contractor after 5:00 p.m. on Friday, during the weekend or on Monday deemed as a Federal Holiday, they will start the repair action on the following morning of the next normal workday. Routine service work will normally be performed during the Government regular working hours unless prior approval is received from the COR. The Contractor shall provide Service Call Plan. Plan shall provide proper procedures for routine service calls and emergency service calls. The plan will include all service representatives' name, telephone number, and location. Type of Contract: Firm Fixed Price: CONTRACT AWARD MEETING The contractor shall not commence performance of the tasks identified in this SOW until the Contracting Officer (CO) has conducted a post-award conference or has advised the contractor that a post-award conference has been waived. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms. TASK ONE: Certified Technicians DELIVERABLE ONE: Certificates for certified training CHANGES TO THE STATEMENT OF WORK The CO is the only individual authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer s Representative (COR) on all matters pertaining to contract administration. The COR is designated to represent the CO in furnishing technical guidance and advice regarding the work being performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the CO. Only the CO is authorized to make commitments or issue changes affecting price, quantity or performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the CO, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in cost incurred as a result thereof. G. GOVERNMENT RESPONSIBILITIES 1. The government shall provide the contractor access to the appropriate area/areas where the system will be installed. 2. The Government will furnish the following utility services at existing outlets, for use in those facilities provided by the Government and as may be required for the work to be performed under the contract: electricity, natural gas, fresh water, sewage service, and refuse collection from existing collection points), Information concerning the location of existing outlets may be obtained from the COR. The Contractor shall provide and maintain, at his/her expense, the necessary service lines from existing Government outlets to the site of work. H. Proper Invoicing and Billing: Invoices submitted for payment of goods and/or services provided under this contract must be submitted within thirty (30) calendar days after the date in which service was performed and contain, as a minimum, the following information: Name and address of the business concern. Invoice date. Obligation number (must have Obligation number to ensure prompt payment on all invoices and shipments) and Contract number. I. RECORDS & PRIVACY Information Systems Officer, Information Protection: The contractor will/will not have access to VA Desktop computers and they will/nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. Privacy Officer: The contractor will/will not have access to protected Patient Health Information (PHI) and they will/nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified. Records Manager: Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. Central Arkansas Veterans Healthcare system and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Central Arkansas Veterans Healthcare system or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Central Arkansas Veterans Healthcare system. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Central Arkansas Veterans Healthcare system control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Central Arkansas Veterans Healthcare system guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Central Arkansas Veterans Healthcare system policy. The Contractor shall not create or maintain any records containing any non-public Central Arkansas Veterans Healthcare system information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The Central Arkansas Veterans Healthcare system owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Central Arkansas Veterans Healthcare system shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take Central Arkansas Veterans Healthcare system provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. Quality Assurance: The government will evaluate the contractor s performance under this contract. For those tasks the performance matrix, the Contracting Officer s Representative (COR) will follow the methods of surveillance specified in this contract. Government personnel will record all surveillance observations. When the observation indicates defective performance, the COR will require the contractor s competent person to initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgement that he or she has been made aware of the defective performance. Installation Time All work shall be scheduled within 10 calendar days after Notice to Proceed is received by the Contractor. SPECIAL CONSIDERATIONS BY THE CONTRACTOR: All disposal costs and fees for debris removal will be the contractor s responsibility. The contractor will be responsible for cleanliness of the building area both interior and exterior based on the work performed by the contractor. Site shall always be kept clean and free from debris and contractor shall remove debris daily from the CAVHS property. Contractor will not be allowed to use Government tools, materials, and/or labor for this project.