Linear Accelerator System Preventative Maintenance Services

STATEMENT OF WORK 1. Contract Title: Preventative Maintenance, Inspection, and Repair Services (Including Software) for the Linear Accelerator System 2. Background: The Long Beach Veterans Affairs Healthcare System (LBVAHCS) needs Preventative Maintenance, Inspection, and Repair (including software upgrades/updates) for the Linear Accelerator System used in radiation treatments of Patients. 3. Scope: The services to be provided by the Contractor under this agreement shall consist of furnishing all necessary parts, labor, transportation, system updates and upgrades, and services required to repair and maintain the Government-Owned Varian systems (hardware and software) listed below: a. TrueBeam (EE# 140860; S/N: H194062) o PerfectPitch Couch Serial Number: HPR1594 o MLC 120 Serial Number: HMLA448 o MV Imager Serial Number: HXMD269 o KV Imager Serial Number: HXKD269 o RapidArc Delivery Serial Number: HRD5709 o TrueBeam Optical Imager Serial Number: HOID269 b. Clinac Trilogy (EE#: 100694; S/N: H294418) o MLC 80/120 Serial Number: H545158 o PV 1000 Serial Number: H812560 o OBI Serial Number: H082969 o CBCT Serial Number: H072969 o Treat Serial Number: H515126 o SRS / SRT Serial Number: H090501 o Rapid Arc Serial Number: HRD0286 o RPM Serial Number: H503536 c. VELOCITY GRID-Essentials: HVG2068 d. ARIA/Eclipse Essentials: HIT1875 e. TPS Eclipse Essentials: HIT1875 f. RGSC (Respiratory Gating System): HGS508Z g. Service Level Service Agreement-Software Support h. These Services also include Preventative Maintenance Services, Corrective Maintenance Services, Software Updates, Software Upgrades, Operating Systems (OS) Upgrades, Firmware Patches, Telephone Technical Support, and Remote Technical Support. 4. Details of Work to Be Performed: -- 1 of 6 -- a. Telephone Clinical and Technical Support: Standard Hours: Monday through Friday, between 8:00am to 5:00pm, Pacific Time. Non-Standard Hours: Monday through Friday, 5:00pm-8:00am Pacific Time (PT) and all day Saturday and Sunday. The Contractor will provide technical telephone support to LBVAHCS regarding the operation of the Aria and Truebeam Systems. 5. Preventative Maintenance: Preventive maintenance inspections will be provided during the contract period. The scheduling of preventive maintenance inspections will be coordinated with the Program Point of Contact. Preventive maintenance inspections will be performed in a manner which clearly demonstrates that the equipment meets or exceeds all manufacturers’ technical performance specifications. Maintenance of all specified systems will include, but is not restricted to: a. Cleaning of the equipment. b. Reviewing operating system diagnostics to ensure the system is operating within its specifications. c. Calibrating and lubricating the equipment. d. Installing and maintaining all recommended updates. e. Inspecting electrical wiring for wear and fraying. f. It is the sole responsibility of the Contractor to perform all preventive maintenance inspections. The VA will not assume the responsibility of reminding the Contractor that a preventive maintenance inspection is due to be performed. If a PM is not performed within the month specified, the amount corresponding will be deducted from the Contractor’s payments. Preventive maintenance inspections will be performed on a weekday at a time set once the contract is awarded. The equipment user and Program Point of Contact must all agree to the recurring time set for preventive maintenance inspections. The Contractor must maintain an uptime guarantee of at least 97% on all equipment as specified by OEM service and safety guidelines withing the service agreement. 6. Remote diagnostics support during business hours for issues that cannot be resolved by telephone or email. This support must meet all VA Cyber-Security and PHI requirements and vetted/approved through the MOU/ISA between the VA and Contractor. This agreement can be requested through the Contracting Officer Representative. 7. Parts: The Contractor will supply, at its own expense, necessary factory-certified equipment manufactured parts, if replacement of the parts is required because of normal wear and tear, or outright failure or as otherwise deemed necessary by the Contractor. 8. Upgrades/Updates: Contractor shall provide all necessary software and hardware upgrades necessary for the continued operability of the Linear Accelerator System. This includes all mandatory and eligible upgrades. The Contractor will provide all necessary training associated with upgrades and updates. These upgrades will be scheduled during normal working hours defined in the Statement of Work and at no additional cost to the LBVAHCS. 9. Software Coverage: Software Releases. Access to generally released Software updates and patches for the Aria and Truebeam Systems and SmartConnect when available. -- 2 of 6 -- 10. Labor: The Contractor will provide all labor associated with the repair of the equipment covered under the contract agreement. Inadequate or improper repairs performed by the Contractor will be correctly repaired at a time convenient to the VA at no additional expense to the VA. There will be no limitation to the number of labor hours provided within the stipulated timeframes of contract coverage. 11. Hours of Coverage: Normal hours of coverage will be Monday through Friday from 8:00am to 5:00pm (PT), excluding federal holidays. All services/repairs will be performed during stipulated hours of coverage unless requested or approved by Biomedical Engineering. 12. Response Times: The Contractor will acknowledge requests by telephone for service within thirty (30) minutes. The Contractor will be on site within four (4) hours of telephone acknowledgement of service request. a. The Contractor will always contact the Biomedical Engineering Section, (562) 826-5977 before and after arrival at the site. In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94…