Maintenance for Steris Sterilizer Equipment

STATEMENT OF WORK: | STL | Steris Sterilizer Service

1. General Information

1. Service Agreement: The St. Louis VA Medical Center is requesting to establish a service contract for preventive and on-call corrective maintenance in line with manufacturer’s specifications on the Steris Sterilizer equipment in use by Sterile Processing Services and located throughout the OR and Lab. The facility is located at:

VA St. Louis Healthcare System

John Cochran Division

915 N. Grand Blvd.

St. Louis, MO 63106

1. Scope of Work: The Contractor shall supply all labor, travel, materials, equipment, tools, supervision, and all incidentals required to complete on-site full service planned maintenance and corrective maintenance (repair) of the equipment identified in Section II, in accordance with Manufacturer’s recommendations, Joint Commission standards, design specifications, and the specifications, terms, and conditions of this contract.

1. Background: This contract is issued to ensure the continuous reliability of the Steris Sterilizer equipment and ancillary equipment identified in this statement of work. The equipment is critical for sterile processing of instruments, tools and accessories for continuous patient care throughout the STL VA Medical Center and the reliable and accurate operation of the equipment at all times is considered critical to the health of patients.

1. Performance Period: The Contractor shall begin the work required under this SOW commencing with the effective date of award, unless otherwise directed by the CO, and shall provide continuous service until the date of contract expiration. The contract would be for 1 year starting September 1, 2026 through August 31, 2027 with renewal options for an additional 4 years.

1. Type of Contract: Firm-fixed-price

1. Equipment to be Serviced

Each of the following items is to be serviced in accordance with the specifications, terms and conditions of this contract.

Model

Description

Serial No.

Location

AMSCO Century

16 IN. CENT VAC SD STM

CAB

032981002

OR 13/14

R78IS4PD

STER GRAV 24X36X48EAGLE

0101885006

Lab

470

470 LAB GLASS WASH 25 IN.

HGT

3612598001

Lab

AMSCO 400

AMSCO 400 36 PVAC SD

HINGE RH CAB STM

208V/240V

033051608

Microbiology

733HC

GETINGE 700 SERIES SINGLE

DOOR STM STERILIZER

URA011782

CS

733HC

GETINGE 700 SERIES SINGLE

DOOR STM STERILIZER

URA011783

CS

AMSCO 400

AMSCO 400 16X16X26 PVAC

SD SLIDE REC STM

030862049

CS

VPRO MAX 2

V-PRO MAX 2 STERILIZER

208-230V, 60HZ, CAB SD EN

030242025

CS

VPRO MAX 2

V-PRO MAX 2 STERILIZER

208-230V, 60HZ, CAB SD EN

030272009

SPS

SW04421

AMSCO 73 REPROC SINK 120

TRPL RNS WSH AQUAKLENZ

RL

3626018016

SPS

SW02402

AMSCO 72 REPROC SINK 80

DBL RNS WSH RL

3626718018

SPS

SW04421

AMSCO 73 REPROC SINK 120

TRPL RNS WSH AQUAKLENZ

RL

3626718017

CB07

IWPCF

IW PCF SI 208-220VAC 3PH

60HZ

05199964329

SPS

AMSCO 52

AMSCO 52 REPROC SINK 77

DBL

51809121S

CS

SW02402

AMSCO 72 REPROC SINK 94

DBL RNS WSH RL

3626718019

CS

VPRO MAX 2

V-PRO MAX 2 STERILIZER

208-230V, 60HZ, CAB SD EN

031032103

SPS

VPRO MAX 2

V-PRO MAX 2 STERILIZER

208-230V, 60HZ, CAB SD EN

030992116

SPS

M!LINK SOFTWARE

SUBSCRIPTION

ML3769701

REC6202DS

6000 SER ENDO DRYING

CBNT 20 SCOPES HEPA,

MAIN

3411

CB07

AMSCO 400

AMSCO 400 16X16X26 PVAC

SD SLIDE CAB STM

030892101

OR

IWPCF

IW PCF SI 208-220VAC 3PH

60HZ

08189686508

REC6202DS

6000 SER ENDO DRYING

CBNT 20 SCOPES HEPA,

MAIN

4879

REC6202DS

6000 SER ENDO DRYING

CBNT 20 SCOPES HEPA, MAIN

4878

AMSCO 400

AMSCO 400 36 PVAC SD

HINGE RH CAB STM

208V/240V

NA-Chamber Cleaning

Service Agreement

032792210

Floor 2 lab

1. Services to be Provided

The contractor shall provide preventative and corrective maintenance, including emergencies, on the above listed Steris Sterilizer Equipment.

1. Summary of Services
   1. Provide OEM trained and certified service technicians.
   2. Ability to provide service reports electronically and in hard copy format.
   3. Must track and maintain historical documentation of equipment repair and parts used.
   4. Provide OEM parts for preventive maintenance inspections, call back service, and any other required repairs. If part is not available at time of service, an equal or greater specification part will be provided at no additional cost.
   5. Maintenance schedule will be monthly, quarterly, or semi-annual per the equipment specifications.

1. Scheduled (Preventative) Maintenance

1. 1. The Contractor shall perform preventive maintenance (PM) service to ensure that equipment listed in Section II performs in accordance with Section B.4 (g) Conformance Standards.  The Contractor shall provide checklists and utilize procedures with worksheet originals indicating work performed and actual performance values obtained (as applicable).   The contractor shall provide written description of Preventive Maintenance Inspections (PMI).  This description shall include an itemized list of the procedures performed, including electrical safety.  This documentation shall be provided to the COR at the completion of the PM.

1. 1. PM services shall be provided based on the manufacturer’s specifications for each item listed above. Any exceptions to the PM schedule shall be arranged and approved in advance with the COR and provided in writing to the Contracting Officer. Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM shall be included within this contract and it’s agreed upon price, unless otherwise specifically excluded. Any fuel surcharges will not be authorized.

1. 1. The Contractor shall notify the Biomedical Engineering Shop Supervisor and the COR at least 48 hours in advance of the date of contemplated preventative maintenance inspection.  A designated staff member will accompany the Contractor as an observer during the inspection. The inspection shall be thorough and shall conform to manufacturer and Industry Standards for the equipment. Sufficient time shall be allowed to permit a thorough inspection and test of each device comprising the overall system.  Maintenance work and inspections may be combined at the approval of the COR or alternate COR if down time is not considered significant.

1. 1. The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (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 COR with a written estimate of the cost to make necessary repairs.

1. Unscheduled Maintenance (Emergency Repair Service)

1. 1. The Contractor and Biomedical Engineering staff shall maintain the equipment in accordance with Section B.4 (g) Conformance Standards.  Contractor shall provide unlimited telephone technical support and all required parts.

1. 1. Only the CO, COR, or designated alternate has the authority to approve/request an unscheduled service call to the Contractor. CO or COR authorization for any work must be received prior to performance of work or payment will not be authorized.

1. 1. Unscheduled service calls are unlimited and incur no charge for other than normal working hours.

1. 1. Technicians responding for unscheduled emergency service must report to the COR or designee (after hours). Upon completion of service/repair, the technician shall again report to that person.

1. Parts

The Contractor shall have ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment.  The contract shall include all parts except -if applicable - those parts specifically listed as being EXCLUDED. The contractor shall use only new Original Equipment Manufacturer (OEM) or OEM-approved parts.  All parts shall be of current manufacture and have complete versatility with the presently installed equipment.  All parts shall perform identically to the original equipment specifications.  Parts removed from another system, rebuilt and/or used, shall not be installed without specific approval by the CO and the COR.  All defective parts replaced become the property of the Contractor, unless otherwise specified by the CO, COR or Alt COR.

No EXCLUDED parts are listed.

1. Service Manuals/Tools/Equipment

1. 1. The VA shall not provide tools, test equipment, service manuals, or service diagnostic software to the contractor. Contractor shall obtain, have on file, and make available to its FSE 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 manuals, by name and/or the manuals themselves shall be provided to the CO upon request.

1. 1. The Contractor shall provide the COR and the Biomedical Engineering Shop Supervisor copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair.

1. 1. Copies of the latest version(s) of all documentation and licensing agreements, which shall include operation, service, and diagnostic software. The COR shall have access to the same operation, service, diagnostic software, and documentation as the OEM's FSE. Contractor shall provide to the COR OEM Service Bulletins for the equipment covered under this contract.  All documentation and service bulletins, etc. shall be provided within 30 days of award in either hard copy or electronic format.  Any future service bulletins generated during the contract period shall be provided to the COR within 30 days of receipt in either hard copy or electronic format.

1. Services Not Covered by Contract

CO or COR authorization for any work outside the scope of this contract must be received prior to performance of work or payment will not be authorized.

1. Removal of Equipment 

Approval from the CO must be obtained before removing any equipment from the VA Medical Facility.  No transportation charges will be allowed for either the repairperson or equipment to or from the Contractors facility.  The Contractor will be responsible for all damage or loss of equipment.  A loaner of the same type and functionality of the equipment removed, if required, shall be furnished, installed and made fully operational by the contractor without additional cost.

1. Condition of Equipment

All equipment is currently fully operational per required standards. The Contractor has been provided an opportunity to visit the VA Medical Centers, examine the equipment, and note in writing to the CO any condition which may affect the Contractors performance of this contract.  With the exception of any conditions so noted the Contractor accepts responsibility for the equipment described in Section II in "as is" condition.  Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract.

1. Definitions/Acronyms

1. 1. CO – Contracting Officer, Network Contracting Office (NCO) 15.

1. 1. COR – Contracting Officer’s Representative appointed under the contract.

1. 1. ESR - Engineering Service Report - Documentation provided by the vendor of the services rendered for each incidence of work performance under the terms and conditions of the contract.

1. 1. FSE - Field Service Engineer - A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the AVAHCS premises.

1. 1. NFPA - National Fire Protection Association.

1. 1. OEM – Original Equipment Manufacturer.

1. 1. OSHA – Occupational Safety and Health Administration.

1. 1. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.

1. 1. Unscheduled repairs – emergency services required to restore equipment to working condition outside normal hours of coverage.

1. 1. UL – Underwriter’s Laboratories

1. Conformance Standards

Contractor shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards; including but not limited to Joint Commission, NFPA-99, UL, OSHA, VA, CDRH, etc. and the “Manufacturer's Performance standards/ specifications” as used when the equipment was originally procured and that any upgrades/updates will meet the stated standards/specifications.

1. Hours of Coverage

1. 1. The contractor will provide all required services within the normal business hours (7:00 AM to 3:30 PM (CST) M-F).

1. 1. All services shall be performed during these normal hours of coverage unless one of the following conditions exists:
      1. The contractor wishes to furnish services at a time that is outside of the normal hours of coverage, at no additional cost to the Government, the contractor submits a request to the COR prior to the proposed start of the work, and the request is approved in writing by the COR before work is begun.
      2. The COR directs that the services be furnished at a time that is outside the normal hours of coverage and the additional cost is recommended by the COR and authorized by the CO.

1. 1. The contractor shall provide coverage 24 hours/day, 7 days/week and all holidays.

1. 1. Work performed outside the normal hours of coverage must be preapproved by the CO, COR or Alt COR.  The Contractor will provide a written estimate of the charges prior to approval of the work.

1. 1. Work performed outside the normal hours of coverage at the request of FSE/contractor shall be considered service performed during normal hours of coverage.

1. 1. There will be no additional charge for time spent waiting at the site during or after the normal hours of coverage for delivery of parts.

Note: Hardware/software update/upgrade installations shall be scheduled and performed during normal hours of coverage at no additional charge to the government.