Parata Medication Unit-Dose Packager Maintenance and Support
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 Parata medication unit-dose packager and software. Contractor shall only support assets listed on the support contract. Contractor shall perform onsite preventative maintenance of the unit-dose packager equipment, components, and software. KCVA will open a service request when preventative maintenance is required for equipment listed on the support contract.
Vendors are advised that VA reorganization may necessitate adding additional locations to this contract in the future. Any such additions will be completed by bilateral modification
Background: The Parata medication unit-dose packager and software are used by the pharmacy to efficiently and accurately dispense bulk medication bottles into unit-dosed packaging for patients during inpatient stays and clinical procedures. The equipment is critical for Pharmacy Services and patient safety at the VA Medical Center. This procurement is to establish a service contract required to cover preventative and corrective maintenance services. This contract is issued to ensure the continuous reliability of the equipment identified in the statement of work. With the purchase of a 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 unit-dose packager and software properly performing during the initial term, however, consumables are not included as part of the support plan. Contractor will perform onsite preventative maintenance of the unit-dose packager and software in accordance with Contractor s then-current preventive maintenance schedule, which is stated in section 7. The contractor will provide the support plan to ensure an up-time guarantee of 97%. This maintenance and support agreement aligns with our goal to maintain high standards for medication storage by investing in essential infrastructure upgrades which are critical to operational efficiency at our facility. The reliable and accurate operation of the equipment at all times is considered critical to the health of patients.
Period of Agreement: The POP shall begin 10/01/2026 and continue for one year, with four option years.
Base Year [10/01/2026 09/30/2027]
Option Year I [10/01/2027 09/30/2028]
Option Year II [10/01/2028 09/30/2029]
Option Year III [10/01/2029 09/30/2030]
Option Year IV [10/01/2030 09/30/2031]
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.
Annual preventative maintenance, safety and calibration of equipment.
Firmware, software or operating system updates.
With the purchase of a support plan, Contractor will provide 24/7/365 access to their Technical Support Center. Contractor will also provide repair parts, labor, and equipment/software necessary to keep the products properly performing, 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 the unit-dose packager equipment, components, and software in accordance with Contractor s preventive maintenance schedule, stated above.
Equipment to be Serviced:
Annual Service Agreement for ATP with Greater than 192 Canister Capacity, equipment# ATP2-320, item# SMA ATP above 192, serial# 22030194.
Annual Service Agreement for ATP with Greater than 192 Canister Capacity, equipment# First LPU, item# SMA ATP above 192, serial# 22030194n.
Annual Service Agreement for ATP Lower Packaging Unit, equipment# Second LPU, item# SMA LPU, serial# 23110626n.
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 unit-dose packager equipment and software 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 unit-dose packager and software 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 provide service reports for all services.
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, Parata will provide replacement repair parts, labor, and equipment as necessary to keep the unit-dose packager equipment, components, and software 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 , will result in a physical presence of a fully qualified technician arriving on station within the specified timeframe.
With a contracted support plan, Parata Technical Support and Field Support are 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, KCVAMC will have a 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: The contractor s representative will report to the Kansas City VAMC Pharmacy (Open 24/7), at 814-861-4700 Ext: 57484
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 personnel performing maintenance, repair services, and providing technical support must be fully qualified, competent, and certified by Parata.
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. Â 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.]
D. Â 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.
