J065--Intent to Sole Source Cellavision System Maintenance

Page 1 of 4 PERFORMANCE WORK STATEMENT (PWS) CellaVision DM1200 Repair and Preventive Maintenance Services VA Central Iowa Health Care System 1. Scope 1.1. The contractor shall provide repair and preventive maintenance services for the CellaVision DM1200 hematology laboratory equipment identified in Section 2.1, located at the VA Central Iowa Health Care System (VACIHCS) in Des Moines, Iowa. 1.2. Services shall include, but are not limited to, software updates, periodic preventive maintenance (PM), performing repairs, and replacing parts of the CellaVision equipment necessary to keep the system operating within manufacturer specifications. Annual PM shall be completed within the window identified in Section 7. 1.3. The purpose of this contract is to ensure that VACIHCS's CellaVision DM1200 hematology equipment remains available and operating within manufacturer specifications to support patient care. The contractor's performance shall be measured against the standards in Section 11 (Performance Requirements Summary). 2. Equipment Covered 2.1. The equipment to be serviced/maintained includes: 3. Definitions and Acronyms 3.1. Acceptable Quality Level (AQL) The maximum error rate or minimum performance level at which the Government will accept contractor performance for a given standard. 3.2. Biomedical Equipment Support Specialist (BESS) VA employee responsible for vendor coordination of maintenance for VA-owned medical equipment. 3.3. Contracting Officer (CO) The Government official with authority to enter, administer, and terminate contracts on behalf of the VA. 3.4. Contracting Officer's Representative (COR) The individual designated by the CO to perform contract administration functions within the scope of authority delegated in writing. 3.5. Federal Acquisition Regulation (FAR) The primary regulation governing all executive-branch agencies' acquisition of supplies and services with appropriated funds. 3.6. Field Service Engineer (FSE) A person authorized by the contractor to perform services under this contract. 3.7. Original Equipment Manufacturer (OEM) The manufacturer of the equipment being serviced. For this contract, the OEM is CellaVision Inc. / Sysmex America, Inc. 3.8. Preventive Maintenance (PM) 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. Manufacturer Equipment Model Serial Number CellaVision Inc. CellaVision DM1200 34004 -- 1 of 4 -- Page 2 of 4 3.9. VA Central Iowa Health Care System (VACIHCS) The VA facility located in Des Moines, Iowa, where the equipment covered by this contract is installed. 3.10. Vendor Engineering Service Report (ESR) Documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. 4. Conformance Standards 4.1. The contractor shall ensure that the equipment functions in conformance with Original Equipment Manufacturer (OEM) documentation. System upgrades and updates shall be installed in strict accordance with manufacturer specifications, and the equipment shall operate within manufacturer specifications and parameters. 5. Hours of Coverage 5.1. Normal business hours are Monday through Friday, 8:00 AM to 5:00 PM Central Standard Time (CST), excluding Federal holidays. 5.2. All scheduled service and repairs shall be performed during normal hours of coverage unless the contractor requests, and the Contracting Officer's Representative (COR) approves in advance, work outside those hours at no additional cost to the Government. 5.3. Scheduling for unscheduled maintenance outside of normal hours shall be coordinated with, and require the approval of, the COR. 5.4. VACIHCS observes all Federal holidays established under 5 U.S.C. § 6103, as well as any other day designated as a holiday by Executive Order or Presidential Proclamation. 6. Unscheduled Maintenance 6.1. The contractor shall maintain the equipment in accordance with the conformance standards in Section 4. 6.2. Repair services may include calibration, adjustments, replacing and installing parts. 6.3. All travel, labor, and parts are included in this contract at no additional cost to the Government. 6.4. The Contracting Officer (CO), COR, and Biomedical Equipment Support Specialist (BESS) have the authority to approve or request a service call from the contractor. 6.5. Contractor response requirements are established in the Performance Requirements Summary in Section 11. 7. Scheduled (Preventive) Maintenance 7.1. The contractor shall perform Preventive Maintenance (PM) services to ensure the equipment operates in accordance with the Manufacturer's Maintenance Manuals. 7.2. Annual PM shall be performed at the manufacturer's recommended intervals and completed within the window of September 1 through November 30 to meet VA PM schedule requirements. Changes to this window require prior written approval by the COR. 7.3. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable), provided to the COR at completion of the PM. -- 2 of 4 -- Page 3 of 4 8. Parts 8.1. The contractor shall provide all replacement parts needed to keep the equipment in operating condition as originally designed by the manufacturer. 8.2. All parts used shall be OEM parts. Reverse-engineered and refurbished parts shall not be utilized without explicit written permission from the CO. 9. Contractor Qualifications 9.1. The contractor shall maintain sufficient qualified personnel to meet the performance standards in Section 11, including during primary technician unavailability. 9.2. All Field Service Engineers (FSEs) performing work under this contract shall have successfully completed the manufacturer's formalized training program for the equipment identified in Secti…