RFQ: BD Pyxis Preventive Maintenance, Software, and Support (BAMC, San Antonio)

1 of 22 Department of Defense Defense Health Agency Pyxis Software User License and Support Logistics Department Brooke Army Medical Center Joint Base San Antonio, Fort Sam Houston, TX 78234 PART 1 GENERAL INFORMATION HT940826QE042 -- 1 of 22 -- 2 of 22 1.1. Background Brooke Army Medical Center (BAMC), a 425-bed Academic Medical Center at Joint Base San Antonio (JBSA)-Fort Sam Houston, Texas (TX), is the Department of Defense's largest inpatient hospital and only Level I Trauma Center within the Military Health System (MHS). This equipment supports the BAMC clinical mission by allowing medical providers to prescribe medication and the patient to receive the correct medication in a safe and timely manner. The Original Equipment Manufacturer (OEM) utilizes proprietary software/tools required to perform these services. The Contractor shall provide software user license and software support, calibration, safety inspection, and limited corrective maintenance services for Government-owned medical equipment described in the equipment inventory (Technical Exhibit 3) in accordance with OEM recommendations, Centers for Medicare & Medicaid Services (CMS) hospital-equipment maintenance guidance, Defense Health Agency (DHA) Healthcare Technology Management Services (HTMS) policy, and applicable Department of Defense (DoD) / Food and Drug Administration (FDA) requirements. 1.2. Scope The Contractor shall maintain Government-owned equipment in safe, reliable, mission- ready condition such that preventive maintenance (PM) events are completed on schedule, calibration is verified at each PM, safety/recall actions are completed, and field service documentation supports the BAMC Computerized Maintenance Management System (CMMS). Services shall be executed in accordance with Pyxis Software Protection 1 Risk-Share Comprehensive Service Agreement. In scope: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform firmware updates, software upgrades, and repairs as defined in this Performance Work Statement, except for those items specified as government furnished property and services. Out of scope: Not Applicable (N/A) 1.2.1. Site Familiarization Information concerning the systems to be serviced is furnished from the best available sources within the Government. However, this shall not relieve the Contractor from the responsibility of visiting the location of the systems listed, conducting site investigations as necessary, and becoming thoroughly familiar with all components associated with the items and the conditions under which the work is to be performed. 1.3. Requirement Type / Pricing Arrangement a. Firm-Fixed Price (FFP) HT940826QE042 -- 2 of 22 -- 3 of 22 1.4. Service Coverage The following services are included under this requirement: a. Manufacturer-authorized software / firmware updates 1.4.1. Preventive Maintenance Frequency The Contractor performs the selected PM frequency in accordance with OEM specifications and coordinates expected arrival date and time with the Contracting Officer's Representative (COR) or designated Technical Point of Contact (TPOC). All scheduled PM events shall be completed by the twentieth (20th) business day of the scheduled month. a. Event-based or usage-based interval (per OEM specification) 1.4.2. Periodic System Restore / Overhaul Where an OEM requires a periodic system restore, overhaul, or factory recertification for a specific item identified in TE 4, the Contractor shall coordinate the restore event with the COR not later than 30 calendar days in advance. 1.5. OEM vs Third-Party / AEM Maintenance Basis The Contractor shall not unilaterally apply an Alternate Equipment Maintenance (AEM) schedule. An AEM schedule may only be utilized when explicitly authorized in writing by the BAMC HTMS Working Group, supported by a formal risk assessment. a. OEM (manufacturer) recommendations b. OEM authorized service center / OEM service organization 1.6. PM Interval Basis a. Manufacturer-recommended interval (default) 1.7. Parts / Software-Firmware Coverage a. Manufacturer-authorized software / firmware updates included 1.8. Reserved. 1.9. Place of Performance a. Brooke Army Medical Center (BAMC) JBSA-Fort Sam Houston, TX 78234 1.10. Key Government Personnel Defense Health Agency Contracting Activity (DHACA) a. 1.10.1. Contracting Officer (KO): 1. Name: 2. Email Address: 3. Telephone Number: b. 1.10.2. Contracting Officer's Representative (COR): 1. Name: Kathy Clayton HT940826QE042 -- 3 of 22 -- 4 of 22 2. Email Address: kathy.g.clayton.civ@health.mil 3. Telephone Number: 210-539-1164 c. 1.10.3. Technical Point of Contact (TPOC): 1. Name: David Quintanilla 2. Email Address: david.a.quintanilla2.ctr@health.mil 3. Telephone Number: 210-916-5267 1.11. Key Contractor Personnel 1. Program/Project Manager: 2. Service Manager / Lead Field Service Engineer (FSE) / HTMS: 3. Quality / Quality Control Plan (QCP) Point of Contact (POC): 1.12. Personnel Qualifications Field Service Engineer (FSE) personnel performing services under this contract shall be OEM certified to perform maintenance on the systems covered by this agreement. If requested by the Government, the Contractor shall provide FSE certification documentation. Contractor personnel shall at all times present a neat, professional appearance and be recognizable as an employee of the Contractor. The Contractor shall also ensure that all personnel working within the medical facility are up-to-date on all required immunizations and shall submit proof of vaccination for their FSEs upon Government request. 1.13. Test Equipment / Calibration Traceability All Test, Measurement, and Diagnostic Equipment (TMDE) used by the Contractor shall maintain current National Institute of Standards and Technology (NIST)-traceable calibration. 1.14. Hours of Performance / Coverage Window / Ho…