J065--Vertical Medication Carousel Maintenance - Kansas City VA Medical Center

STATEMENT OF WORK Vertical Medication Carousel Maintenance and Support Kansas City VA Medical Center Scope: The services, repairs, and maintenance to be provided by the contractor under this agreement shall consist of furnishing all parts, labor and transportation to provide preventive maintenance and repair of the SencorpWhite vertical medication carousel. Contractor shall only support assets listed on the support contract. Contractor shall perform onsite preventative maintenance of the carousel equipment and components. KCVA will open a service request when preventative maintenance is required for equipment listed on the support contract. If the facility acquires or installs additional SencorpWhite carousel units during the contract period, such units may be added to the support contract through a contract modification or future task order and will be covered under the same terms and conditions. Background: The SencorpWhite vertical medication carousel is used by the pharmacy to safely, accurately, and efficiently store and retrieve medications for patients during hospital stays or clinical procedures. The equipment is critical for Pharmacy Services and patient safety at the VA Medical Center. This procurement is intended to establish a service contract to cover both preventative and corrective maintenance services, thereby ensuring continuous reliability of the equipment identified in this statement of work. Under this contract, the Contractor will provide services via a Gold Tier Support Plan. The Gold Tier Support Plan includes 24/7/365 access to the Contractor s Technical Support Center, quarterly onsite preventative maintenance in accordance with the Contractor s current preventive maintenance schedule (as outlined in Section 7), and a guaranteed system uptime of 97%. The plan also includes all necessary repair parts (new or factory rebuilt), labor, and equipment required to maintain proper carousel performance; however, consumables are specifically excluded from coverage. Consumables are defined as non-durable items and accessories not essential to device operation, including but not limited to labels, printer ribbons, paper, non-OEM bins and shelving, and other items not specifically designated for maintenance or repair by the OEM. This maintenance and support agreement enables the Kansas City VA Medical Center to maintain high standards for medication storage and operational efficiency by investing in essential infrastructure upgrades. The reliable and accurate operation of the equipment at all times is considered critical to patient health and safety. Period of Agreement: The Government anticipates awarding a single-award Indefinite Delivery, Indefinite Quantity (IDIQ) contract for maintenance and support of the SencorpWhite vertical medication carousels. Task orders will be issued by the contracting officer or authorized ordering official as services are required during each ordering period. Additional units installed during the contract period may be added trough task orders or contract modifications. The contract consists of one (1) base ordering period followed by four (4) ordering periods: Base Ordering Period: 10/01/2026 09/30/2027 Ordering Period One: 10/01/2027 09/30/2028 Ordering Period Two: 10/01/2028 09/30/2029 Ordering Period Three: 10/01/2029 09/30/2030 Ordering Period Four: 10/01/2030 09/30/2031 The Government shall exercise option periods at its sole discretion via unilateral modification. Services to be provided: The Contractor shall provide preventative and corrective maintenance, including emergencies on the equipment stated in Section 5. Repair: Repair services will be provided to diagnose and correct equipment malfunctions, either on a routine or emergency basis. 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. Parts: All replacement parts furnished will be new or factory rebuilt and equal to or exceeding the manufacturer s authorized parts specifications to keep equipment operating properly to manufacturer specifications. The contractor will furnish all parts required in the maintenance of the equipment at no additional cost (except consumable supplies). Other replacement parts will be available within twenty-four hours to effect needed repairs. The contractor may modify the system to facilitate replacement parts which are not identical to the part being replaced. The term, System , refers to the hardware, software, support structures, etc. as shipped from the manufacturer and updated according to manufacturer s specifications. All labor and travel during standard hours of coverage. Inclusion of all parts that fail during normal use. Remote and/or onsite support. On-board system diagnostics. Quarterly preventative maintenance, safety and calibration of equipment. Firmware, software or operating system updates. With the purchase of a Gold tier support plan, Contractor will provide 24/7/365 access to their Technical Support Center. Contractor will also provide repair parts, labor, and equipment necessary to keep the Products properly performing during the initial term, however, consumables are not included as part of the support plan. Contractor provides a Guaranteed Response Time (GRT) from the time of dispatch, dependent upon the contracted plan, and as such, Contractor does not offer priority scheduling service. Contractor cannot commit to a 24-hour guarantee of replacement parts. During PM visits, Contractor will provide customers with proactive monitoring for eligible products, where Contractor proactively monitors the status and operational health of your devices to identify warnings, errors, and system issues. Contractor will perform onsite preventative maintenance of carousel equipment and components in accordance with Contractor s preventive maintenance schedule, stated above. Equipment to be Serviced: SencorpWhite vertical medication carousel, model 2100, serial# 20-12452. Preventative Maintenance: Preventive maintenance inspections will be provided four times every year during the contract period or as required by manufacturer maintenance manual whichever is more stringent. Contractor will perform onsite preventative maintenance of the carousel equipment in accordance with Contractor s preventive maintenance schedule, stated above. KCVA will open a service request when preventative maintenance is required for equipment listed on the support contract. Preventive maintenance inspections will be performed in a manner, which clearly demonstrates that all equipment meets or exceeds all manufacturers technical performance specifications. Preventive maintenance inspection will include all items outlined in the manufacturer s manual. Maintenance will include, but is not restricted to: Cleaning of the equipment Completing installation and documentation of all minor operational and reliability engineering notice changes. Running system diagnostics (hardware and software). Calibrating, adjusting and lubricating the equipment to manufacturer s specifications as required. Each piece of equipment will be checked for leakage current and ground wire resistance to assure that the equipment meets NFPA 70, NEC: NFPA 99 AND UL 544. Contractor will perform onsite preventative maintenance of the carousel equipment in accordance with Contractor s preventive maintenance schedule, stated above. Contractor will provide all factory maintenance required software or hardware. The contractor is responsible for incorporating all manufacturers recommended hardware and software maintenance of existing equipment, which ensure performance to current product specifications. This service will be performed at a time specified by the VA and agreeable to the contractor. All contractors will be required to install and maintain the engineering updates as requested by the factory. The updates will be incorporated in a timeframe as specified by the manufacturer or mutually agreed upon by the VA and the contractor. All updates and installations will be provided by the contractor at no additional cost to the VA. Timely Y2K or other date sensitive corrections are a required upgrade by the contractor. Under a support plan, updates are included at no extra. Updates are defined as: bug fix, error correction, virus update, minor enhancement or modification to existing features to maintain the security or operation of the software. Upgrades provided during the term of the contracted support plan are included at no additional cost. Upgrades are defined as: major enhancements, new features, other improvements to the software that do not include any equipment, third-party software or software that Contractor licenses separately. Preventive maintenance inspections will be performed on a weekday at the times set once the contract is awarded. The equipment user, Point of Contact, and the contractor must all agree to the recurring time set for preventive maintenance inspections. Contractor will electronically submit all service reports for all services to the designated Contracting Officer s Representative (COR) within 24 hours following completion of service. Reports shall be in PDF format and include all required service details. With a contracted support plan, preventative maintenance will be performed on-site in accordance with Contractor s then-current preventative maintenance schedule, stated in Section 7. Customer shall coordinate with Contractor to schedule the preventative maintenance at a mutually agreeable time. During the support term, SencorpWhite will provide replacement repair parts, labor, and equipment as necessary to keep the carousel and components performing in accordance with the material specifications of the applicable documentation. For each service visit, a detailed Equipment Service Report will be required. Each service report shall include: Name of the contractor and contracting number. Name of the Field Service Engineer (FSE) performing the services. Contractor Service Number/Log Number. Date, time (starting and ending), equipment downtime and hours-on-site for service call. Identification of equipment to be serviced, invoice or ID number, manufacturer s name, device name, model number, serial number and any other manufacturer s identification numbers. Description of problem reported by COR/User. Signature from the FSE performing services described. Signature from an authorized VA employee who witnessed services described. Scheduling Arrangements: If onsite support is required for an emergency, the Field Service Personnel(FSP) response time is 24 hours from dispatch. Routine service calls are ones which in the estimation of the VA, are necessary to diagnose and repair equipment problems, but can be performed within normal working hours. Response to the contractor regarding routine service calls made during the hours of 8:00 am and 4:30 p.m. If lower priority onsite or technical support is needed, then resolution target times will vary depending on the urgency level: Critical Priority: 24-hour resolution target. High Priority: 48-hour resolution target. Medium Priority: 3 business days resolution target. Low Priority: 5 business days resolution target. Emergency service calls are ones which, in the estimation of the VA, require the immediate response of the contractor. Response time of the contractor for emergency service calls made during the hours of 8:00 am through 4:30 pm (of normal working days) will result in a response time of within 24 hours of being officially notified. If Onsite support is required for regular or emergency, response time is 24 hours from dispatch. The term Response time of the Contractor is defined as the elapsed time from the moment the VA submits an official service request to the arrival of a fully qualified technician onsite at the facility within the specified timeframe. With a contracted Gold tier support plan, SencorpWhite technical support and Field Support is available 24/7/365. Calls to the Technical Support Center are handled as soon as they are received. In the event that an on-site service dispatch is determined to be necessary to resolve a given issue, Guaranteed Response Time (GRT) varies by service program and response times are calculated from the time that a Field Service Personnel is dispatched. On-site guarantees vary by Support Agreement type, KCVA will have the Gold tier support plan with a 24-hour GRT. Location: The Contractor shall provide services and support at the location(s) identified in this Statement of Work. The Government reserves the right to add, remove, or modify locations and facilities as mission requirements evolve across the current and future operational footprint. The Contractor shall accommodate these changes within the scope of the contract without disruption to services. Any adjustments to pricing, schedule, or resources resulting from such changes shall be addressed through the appropriate contractual modification process in accordance with the applicable Changes clause. Kansas City VA Medical Center (Main Campus/Facility) 4801 E Linwood Boulevard Kansas City, MO 64128 Phone: (816)861-4700 x57484 Fax: (816)922-4876 Room Number: V2.710 (Inpatient Pharmacy) Hours/Days of Operation: M-F, Open 24 hours each day (Including Federal Holidays) Documentation: At the completion of each preventive maintenance inspection or service call, the contractor will provide a service report to the Point of Contact, or his designee. This report will clearly indicate the date of service, the type of service performed, the model and serial number of equipment serviced, the name of the field technician involved, and a description of the service performed. The Point of Contact assigned in this contract will sign if applicable. Service reports will be used to verify work and payments will not be made without service reports to document work. Report to include VA PM number, Model number, Serial number and Bldg/Room number (location of work). Field Service Reports will be generated at the conclusion of the service call and will be available electronically through our online service portal or by calling our Technical Support Center. For each service visit, a detailed Equipment Service Report will be required. Each service report shall include: Name of the contractor and contracting number. Name of the Field Service Engineer (FSE) performing the services. Contractor Service Number/Log Number. Date, time (starting and ending), equipment downtime and hours-on-site for service call. Identification of equipment to be serviced, invoice or ID number, manufacturer s name, device name, model number, serial number and any other manufacturer s identification numbers. Description of problem reported by COR/User. Signature from the FSE performing services described. Signature from an authorized VA employee who witnessed services described. Special Instructions: Upon arrival at the facility, the contractor s representative must report to the Kansas City VAMC Pharmacy to meet the Department Supervisor on duty or the assigned Contracting Officer s Representative (COR). The Pharmacy Department operates 24/7; the representative should check in with the supervisor present or the designated COR at the time of arrival. For coordination, contact the Pharmacy Department at 814-861-4700 Ext: 57484. The supervisor or COR will provide access, answer questions about the work area, and verify completion of service prior to the contractor s departure. Federal Holidays Observed by the VA Medical Center: New Year s Day, Martin Luther King, Jr. Day, President s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day specifically designated by the President of the United States. Terms and Conditions: The VA will provide the contractor authorized personnel access to the equipment and adequate working space during performance of any services specified in this agreement. The VA will operate the equipment in the environment for which it is intended, providing a manufacturer s specified environment regarding humidity and temperature. Personnel Qualifications: Contractor staff must provide proof of current SencorpWhite certification prior to initial onsite service, and renew certifications according to OEM requirements or as requested by the VA. Contract Administration Data All contract administration functions will be retained by the Department of Veterans Affairs. The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized, and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. Contracting Officer s Representative Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer, the designated representative for this contract will be determined at award. Acronyms and Definitions CDR: Contract Discrepancy Report. Report issued by the Government to the contractor to document a supply or service found to be unacceptable during contract performance. CLIN: Contract Line-Item Number. Unit of work (or service) to be performed (or delivered) by the contractor as a pay item. CO: Contracting Officer. A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. COR: Contracting Officer s Representative. An individual, including a Contracting Officer s Representative (COR), designated and authorized in writing by the contracting officer to perform specific technical or administrative functions. QA: Quality Assurance. Actions taken by the government to assure contracted services meet PWS requirements. Personnel Non-Personal Services: This is a non-personal services contract. Personnel rendering services under this contract are not subject either by the contract s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. The Government shall not exercise any supervision or control over the contract service s performing services herein. Such contract service s shall be accountable solely to the Contractor who, in turn, is responsible to the Government. Contractor Compliance with the Immigration and Nationality Act of 1952 The Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals. Quality Control CONTRACT PERFORMANCE MONITORING. The COR may perform surveillance of services by any of the methods listed below: a. Observing actual performance; b. Inspecting the services to determine whether or not the performance meets the performacn standards; and c. Review of any other appropriate records. When unacceptable performance occurs, the COR shall inform the Contractor and the Contracting Officer. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file. When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor program manager. The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor has to present this corrective action plan to the COR. The Government shall review the Contractor corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the Contracting Officer. Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer representative(s); The Government shall periodically evaluate the Contractor performance by appointing a Contracting Officers Representative (COR) to monitor performance to ensure services are received. The Government representative(s) shall evaluate the Contractor performance through inspections of observations, inspection of services or any other form of documentation and all complaints from VA personnel. The Government may inspect as each task is completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. The Government Contracting Officer shall make final determination of the validity of customer complaint(s). If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may require the Contractor to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the Government. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: VA RECORDS POLICY:  All records (administrative and specific) creating, maintaining, safeguarding, and disposing during the period of the contract belong to Kansas City VAMC and must be returned to  Kansas City VAMC at the end of the contract or destroyed in accordance to the VHA Record Control Schedule (RCS)10-1. RECORDS MANAGEMENT STATEMENT: Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. Kansas City VAMC and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of  any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Kansas City VAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Kansas City VAMC control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Kansas City VAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Kansas City VAMC policy. The Contractor shall not create or maintain any records containing any non-public Kansas City VAMC information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The Kansas City VAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Kansas City VAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training.  All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Kansas City VAMC-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] Flowdown of requirements to subcontractors: The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.