On-site calibration and annual preventive maintenance and repair service for Rees Monitoring System

STATEMENT OF WORK (SOW) Calibration/Maintenance of Rees Scientific Environmental Monitoring Equipment for U.S. Naval Hospital Okinawa (USNHO) Main Building, Outlying Clinics and Armed Services Blood Bank Center (ASBBC) BACKGROUND U. S. Naval Hospital, Okinawa (USNHO), it’s outlying clinics and ASBBC requires onsite calibration and maintenance of installed Rees Scientific Environmental Monitoring system. The maintenance services are not supported by the intrinsic Biomed resources of the command. This SOW details the effort that must be undertaken to support the operations and maintenance of the temperature monitoring system and equipment supporting the monitoring system. GENERAL SCOPE OF WORK Regulatory compliance with the Food and Drug Administration requires that temperature monitoring systems are serviced and validated on an annual basis to ensure they are properly functioning. Rees Scientific Corporation benchmarked the technology and developed the instrumentation USNHO currently owns and uses. Any service and parts not covered in this contract will be processed through a separate action. DETAILED WORK REQUIREMENTS The contractor shall provide the following support. CURRENT ACCOUNT NUMBERS AND NODES Account Number USN665: U.S. Navy – Okinawa Naval Hospital Rees Node 1 – Okinawa USN Hospital Rees Node 2 - Okinawa USN Clinics Account Number DEF827: U.S. Navy – ASBBC Okinawa Rees Node – ASBBC ANNUAL PREVENTIVE MAINTENANCE (PM) AND CALIBRATION The contractor shall provide on-site operational qualification (OQ) system service with full documentation provided to satisfy regulatory authorities. Comprehensive system test verifies, calibrates and documents all system functions including readings, databases, alarms, dial-outs, outputs, reports, and user programming. Services shall be IAW the manufacturer’s specifications and performed in September of each year. The visit includes on-site refresher training. FOLLOW-ON ONSITE VISIT The contractor shall provide on-site visit six (6) months after annual PM visit to assess/repair any service issues and provide additional training. Includes up to two days of on-site time by Rees Engineer/Technician. CORRECTIVE MAINTENANCE During on-site visit: The contractor shall provide corrective maintenance as necessary to complete the required PM/calibrations IAW the manufacturer’s specifications. REMOTE SUPPORT The contractor shall provide live 24/7/365 live tech support line to ensure requests are responded to promptly. Customers can call or email at any time to open a service ticket and it is tracked until closed. The team will help troubleshoot any issues either by telephone or a TeamViewer to solve the issue. Customers can call (609) 406-0073 or email at: support@reesscientific.freshdesk.com. Customers need to provide the account number to get started. FIRE AND ICE TEST PER TEMPERATURE INPUT FOR ASBBC The contractor shall provide fire and ice tests per temperature input for ASBBC. The fire test shall verify that the system triggers a high-temperature alarm when the threshold is exceeded. The ice test shall verify that the system triggers a low-temperature alarm when the threshold is reached. This service shall be provided during the annual PM visit and during the follow-on onsite visit. Includes all extensions of sensor wire (CAL-EXT-UL) to allow for removal from unit and placement into Dry Block at time of calibration service for ultra-low- range of calibration (-80C to -40C), as required. GOVERNMENT’S REQUIREMENTS/RESPONSIBILITIES The Government shall provide Contractor access to the bases and work site during the performances of the contract, if requested by the Contractor. The Government shall provide notice to the Contractor for any change(s) in the work schedule at least two (2) working days prior to the performance dates. POINT OF CONTACTS Temperature Sensitive Medical Products (TSMP) Management Coordinator: TBD FIELD SERVICE REPORTS (FSR) The contractor shall develop and submit to the Government an itemized list of all corrective maintenance work and calibration certification upon completion of service. The Government will have five (5) business days to review each document and provide feedback/comments. The contractor shall have five (5) business days to incorporate comments. Delivery of final documents with incorporated comments shall constitute acceptance by the Government. Performance measures for satisfactory completion of this task order shall be measured by completion of deliverables and tasks identified in the SOW. Completion of deliverables and tasks shall remain within the scope of this SOW. At a minimum, the following metrics shall be applied: There are no oversights in the review and analysis performed by the contractor that result in incorrect or inadequate assumptions, which, in turn, result in unacceptable recommendations. There are no oversights in the development of reports, documents or functional requirements, which could result in delays in meeting established timelines. All written documentation is written in a skilled business style. The documentation conforms to standards for documentation established by the TSMP Coordinator. All work is completed within the established and agreed upon time frames. The quality of the work and the content of deliverables (and their exposition) shall be highly professional. TRAVEL AND ACCOMODATION The contractor shall be responsible for all travel and travel-related costs (lodging, airfare, per diem, etc.). Travel and accommodation shall be arranged by the contractor. Conditions Each technician assigned to this task must have manufacturer training or certification and a minimum number of five years of documented experience in calibration/repair of Rees equipment. The contractor will provide a minimum number of technicians to ensure successful and complete calibration, maintenance and testing d…