J066--Steris Medivator PM Services (East Orange)

Active

Contract Opportunity

3

STATEMENT OF WORK FOR LEASE, SERVICE AND SUPPORT OF
STERIS/MEDIVATORS EQUIPMENT

BACKGROUND
The Healthcare Technology Management Department at VA New Jersey Health Care System (NJHCS)is requesting a full-service contract to cover the maintenance, repairs, parts, software upgrades/updates, hardware upgrades/updates and technical support on Government owned Steris/Medivators equipment at the New Jersey Healthcare System, East Orange Campus.

OBJECTIVES
The contract effort goals are to provide, maintain, upgrade, service and support all components of the equipment listed in Section G, inclusive of components of the host systems, throughout the total contract period at the VA New Jersey Healthcare System. Objectives to meet the service and support goal may include, but are not limited to, replacement parts coverage, service support, telephone support, software and hardware support, continuing education for VA staff and support service, full maintenance coverage by providing all replacement parts, labor, travel expenses, tools, test equipment and other incidentals necessary to maintain or restore the listed equipment to operating specifications according to the manufacturer s recommendations throughout the term of the contract.

DEFINITIONS/ACRONYMS
CO Contracting Officer.
COR Contracting Officer Representative
FSE Field Service Engineer. A person who is authorized be the contractor to perform maintenance (scheduled{preventive} or unscheduled{corrective}) services on the VAMC premises.
SR Service Report. Documentation of the services rendered for each incidence of work performance under the terms and condition of the contract.
Acceptance Signature Signature of VA employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending in SR.
Authorization Signature COR s signature; indicates COR accepts work status as stated in SR
HTM Healthcare Technology Management
OEM Original Equipment Manufacturer
POC Point of Contact
PERIOD OF PERFORMANCE
After the contract has been awarded, the estimated period of performance will be:

Base Year: January 1, 2025 September 30, 2025

PLACE OF PERFORMANCE
Delivery of services in this case will be conducted virtual and/or at the following addresses:
VA New Jersey Healthcare System East Orange Campus Building 1 Sterile Processing Services and GI Departments
385 Tremont Ave, East Orange, NJ 07018
Rooms
02 192G-01-EO
02 205-01-EO

SCOPE OF WORK (TASKS FOR SERVICES)
The work requirements for this contract performance period are introduced as stated in the preceding sections. However, it is here within the scope of work they will be captured explicitly. The contractor will meet the following requirements as bulleted below, THE CONTRACTOR WILL:

PERSONNEL
The Field Service Engineer is required to be OEM trained, and the Contractor shall provide the certification upon request
The FSE is required to contact the provided HTM POC to coordinate all Unscheduled and Scheduled maintenance
The FSE is required to check in with the HTM POC when arriving at the Facility prior to performing service AND prior to leaving the Facility
The FSE is required to give the HTM POC a synopsis of the work performed prior to leaving the Facility

REPAIRS
All Field Engineer on site visits shall be performed during the normal VA business hours
8:00am-5:00pm, Monday through Friday, excluding Federal holidays
On-site response time shall be within eight (8) business hours of request
All telephone technical support shall be provided at no additional cost and within 30 minutes
Repair parts shall be provided by the Contractor
All replacement parts will be of OEM quality and guaranteed against defects and/or failure for a period of ninety (90) days from the date of installation
If the device needs to be repaired off site, the contractor shall provide a shipping label and shipping materials to be utilized
Leased devices sent to the contractor for repair shall have expedited priority for repair turn-around time
Notifications of the repair shall be communicated to the COR and/or VA POC upon equipment receipt, repair evaluation start, repair completion and upon shipping the repaired equipment back to the VA New Jersey Healthcare System
The contractor shall ship the repaired device back to the VA New Jersey Healthcare System utilizing a 2nd day shipping label
All shipping expenses shall be the responsibility of the Contractor
Work to be performed, which is not covered under this contract, must be pre-approved by the contract specialist/officer and a separate purchase order will be issued for the work to be performed. Failure to obtain prior authorization will result in non-payment of charges incurred.
Post repair, the repaired equipment shall be returned to OEM standards

PARTS
All parts will be provided and replaced as necessary at no additional charge

SCHEDULE MAINTENANCE (PREVENTIVE MAINTENANCE)
Preventive maintenance shall be scheduled during normal VA business hours as identified above.
The preventive maintenance schedule shall be determined and documented at the start of the contract with a meeting between the Contractor and the Facility
The schedule is inclusive of the frequency of schedule maintenance, the duration of an individual preventive maintenance event, the exact month(s) that the schedule maintenance will be performed
The Facility reserves the right to revisit the preventive maintenance schedule at a minimum of the starting month of each Option Year.
All parts and equipment necessary to complete the preventive maintenance shall be provided by the Contractor
The full preventive maintenance procedure documentation inclusive of step-by-step guide and anticipated values (if applicable), shall be provided at the request of the COR, HTM POC and/or CO

LOCATION CHANGES
The Contractor shall provide assistance with 1 device relocation per device covered as defined in Section G during the lifetime of this contract
This assistance shall include, but is not limited to
Travel hours
Labor hours
New location assessment
Recommendations and assessment documentation
Equipment needed to safely relocate the device
Testing and verification of device function at the new location

SOFTWARE
All software upgrades/updates, inclusive of installation of any minor patches or major revisions, shall be included
The Contractor shall assist in any/all software and/or network vulnerabilities identified by the Government that need remediation as expressed by the Government

HAZARD ALERTS
The Contractor is required to provide and complete the remediation of any and all Government identified Hazard Alerts and/or FDA Voluntary/Un-Voluntary Recall Alerts inclusive of travel, labor and parts required

SERVICE DOCUMENTATION
At the conclusion of each repair and scheduled maintenance call, the Contractor shall provide a written service report within 3 business days indicating:
Date(s) of service
Make, model, serial number, and barcode/ID number of the equipment serviced
Name of FSE who performed the work
Hours worked
Description of the reported problem, the services performed, and parts replaced
Make, model, serial number, barcode/ID number, and proof of up-to-date calibration of the test equipment used in the repair or preventive maintenance service.
Quantifiable measurement results, inclusive of range and tolerance, for all tests conducted

CONTINUING EDUCATION
The Contractor is to provide ad-hoc continuing education to the Government when requested. The training education shall consist of the basics of how to utilize the devices covered.

EQUIPMENT LIST
Item #
Coverage Level
Model
Serial Number
Asset Tag
1

Total Care Connect
ADVANTAGE PLUS, ADV-1007
89209634

100938
2
Total Care Connect
ADVANTAGE PLUS, ADV-1007
87391126
105474

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