Amendment One (1) - The Statement of Work has been updated to add serial numbers and additional equipment. See attachment "A05 - SOW". The solicitation due date have been extended to 09/12/2025.
Billings Area, Crow Service Unit, Indian Health Service
Scope of Work (SOW)
Preventive Maintenance Services
Annual On-site PM Services on Optometry Ancillary Testing Equipment
1. INTRODUCTION
1.1. PURPOSE:
The purpose of this contract is to provide annual on-site preventative maintenance services and support agreement for various optical ancillary testing equipment at Crow Service Unit (CSU).
1.2. BACKGROUND:
The Indian Health Service (IHS) is an agency within the Department of Health & Human Services and is responsible for providing federal health services to American Indians and Alaska Natives. The IHS provides a comprehensive health service delivery system for approximately 1.9 million American Indians and Alaska Natives who belong to 567 federally recognized tribes, in 35 states. The IHS Headquarters is located in Rockville, MD and then divided into twelve physical areas: Alaska, Albuquerque, Bemidji, Billings, California, Great Plains, Nashville, Navajo, Oklahoma, Phoenix, Portland and Tucson.
The Billings Area Office (BAO) works in conjunction with 8 IHS Service Units and Tribal Managed Service Units to provide healthcare to approximately 70,000 American Indian and Alaska Native individuals in Montana and Wyoming.
Crow Service Unit (CSU) falls under the BAO and provides medical care to approximately 6,000 tribal members living in the surrounding areas. Serving a rural area, many of our patients travel 100 miles round trip to receive care. The Crow Service Unit was developed to provide an expanded level of outpatient healthcare services specifically designed to meet the needs of our population. Services include: Behavioral Health, Community Health, Dental, Laboratory, Nutrition Services, Pediatrics, Optometry, Podiatry, Radiology & Purchase Referred Care Services.
1.3 OBJECTIVE:
The goal of optometry and ophthalmology equipment maintenance is to ensure the equipment is fully functional, safe and effective for its intended use. Routine maintenance and calibration services are required on an annual basis in compliance with original equipment manufacturer (OEM) specifications, ANSI (American National Standards Institute) / Association for the Advancement of Medical Instrumentation (AAMI) EQ89:2015 standards, and The Joint Commission Requirements. Required maintenance checks include but are not limited to performing visual inspections, test and calibration
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procedures, and performing electrical safety tests. The Contractor shall meet or exceed the manufactory specification requirements, National Fire Protection Association (NFPA0 99, and the Joint Commission Environment of Care Standards (EC.02.04.01, EC 02.04.03).
2. PERIOD OF PERFORMANCE
Performance of this contract shall be for twelve (12) months from _________________________, through _________________________, (to be completed by the Government at time of award) with four (4) 12-month options.
If the Government exercises the options pursuant to Federal Acquisition Regulation (FAR) 52.217-9, Option to Extend the Term of the Contract (MAR 2000), in Section C, the period of performance shall be extended in accordance with the following schedule:
Year Option Period
Option Year One (1) To be completed at time of award
Option Year Two (2) To be completed at time of award
Option Year Three (3) To be completed at time of award
Option Year Four (4) To be completed at time of award
3. TASKS:
3.1. The Contractor shall provide all materials, tools, test equipment, parts and manpower required for completion of the scheduled preventative maintenance and repair service. Preventative maintenance service shall include cleaning instruments interior/exterior, lubrication, calibration, alignment, cleaning of optical focal points, minor repairs and adjustments of moving parts. Some small defective parts need replacement to ensure proper operation. Return the instrument to the condition and performance level specified by the equipment manufacturer. The preventative maintenance procedure must be at least equivalent in scope to that provided in the manufacture’s service manual.
3.1.1. The Contractor shall perform preventative maintenance to the following makes and models:
See Statement of Work (SOW)
3.2. The Contractor shall provide annual preventive maintenance on the optometry equipment at all CSU Optometry Clinics. The certified technician shall clean, adjust, lubricate, and calibrate all ancillary optometry equipment. The tasks at minimum shall include:
A. Exterior inspection of the equipment for damage or missing hardware.
B. Inspection of all external connectors, controls, switches, indicators, etc.
C. Inspection of internal components/electronics when required by OEM
D. Inspection of all wiring & exterior of the unit
E. Cleaning internal & external optical lenses, surfaces, and components.
F. Cleaning and alignment of light sources
G. Cleaning and checking optical paths
H. Checking mechanical functions
I. Checking optical performance and quality
J. Checking electrical functions
K. Cleaning and checking Camera/video system (if applicable)
L. Checking lubrication
M. Optical and Mechanical Alignment
N. Cleaning microscope internal & external optical lenses, surfaces, and components (eyepieces, objectives, condensers, prism, etc.)
O. Test and replace faulty and worn parts (lens, battery, bulbs, fuses, etc.)
P. Inspect/replace electrical wiring and cables for wear and fraying
Q. Update/Upgrade software and hardware as directed by the OEM
R. Performance verification check
3.3. The Contractor shall perform calibration using verifiable calibrated test equipment on updated control solution/regents to adjust the device to operate within manufactures specifications to assure proper operation. Adjust equipment’s and its modules to a performance level as for the device when new.
3.4. The Contractor shall complete and affix an inspection sticker after the PM is completed and device is evaluated to be operational, safe, and effective.
3.4.1. The Contractor shall label all equipment serviced with the following identity information: Asset Tag Number, Technician Name/Code, Date of Service (Month, Day, Year), and Next PM Date (Month and Year only)
3.4.2. The Contractor shall apply a PM exempt sticker when applicable containing the following information: Clinical Engineering Department Header, Device is PM exempt Header, Technician Name/ID, and Date.
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3.4.3. All sticker/labels used shall be durable (lasting up to one year) and easily readable.
3.4.4. Sticker residue shall be cleaned from devices when removing existing stickers/labels.
3.5. The Contractor shall install an appropriate safety inspection sticker to identify that the equipment meets all safety criteria.
3.6. In the event that optometry and ophthalmology equipment fail its Preventive Maintenance Inspection, the Contractor shall:
A. Document the failure in the service report as “Failed PM”.
B. Enter the results in the results section of the service with detailed information of the failure.
C. Attach a “Do Not Use” Tag on the device.
D. Inform the COR, Billings Area Clinical/Biomedical Engineer, and Local Biomedical Engineering Department staff.
4. REMOTE SUPPORT:
4.1. The Contractor shall provide unlimited remote support during normal operating hours, Monday-Friday, 8AM – 4PM MST, for both the clinical and local biomedical engineering staff.
5. ON-SITE TROUBLESHOOTING:
5.1. The contractor shall provide an on-site device evaluation and troubleshooting on non-operational optometry and ophthalmology equipment. All troubleshooting procedures shall be in accordance with OEM requirements. The Contractor shall document the troubleshooting procedures performed within the service report. All applicable data including device evaluation report, errors codes and notifications shall be included within the electronic
6. CORRECTIVE MAINTENANCE/REPAIR SERVICE
6.1 The Contractor shall perform corrective maintenance and repair service procedures that when performed on each device shall meet or exceed original equipment manufactures (OEM) requirements. Detailed descriptions and results of Contractor provided corrective maintenance and repair procedures and activities shall be documented within the service report. The Contractor shall obtain approval from the Contracting Officer Representative (COR) prior to any service or repair to the equipment should the device require additional parts excluded from the OEM preventative maintenance replacement list, repair parts, or service not covered under this maintenance agreement. No additional work shall be performed unless authorized by the COR. The Contractor is cautioned that work performed without approval of the Contracting Officer Representative may jeopardize payment. The Contractor shall provide onsite repair and troubleshooting services within 72-hours.
6.1.1. On-site Repair Service Request (Non-PM)- In the event a medical device is non-operational and requires repair, the contractor shall notify the COR and local service unit staff that the device must be repaired and tested before the device can be
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returned to service. Prior to the contractor performing work, the local IHS Point of Contact (POC) or COR will determine whether the repair will be performed locally or assigned to the Contractor to complete.
7. PARTS
7.1. The Contractor stipulates that they have ready access to new standards parts (manufactured a supplied by the original equipment manufacturer). All parts supplied shall be of correct manufacture and have full compatibility with existing equipment. Documentation of intended parts source(s) shall be provided to the COR upon request.
8. RENTAL EQUIPMENT SERVICES
8.1. The Contractor shall provide loaner equipment services on an as-needed basis. In the event the Crow Service Unit facility requires loaner equipment services, the COR will contact the Contractor with a description of the equipment needs including salient characteristics, quantity, and requested loaner period. The Contractor shall provide a list of available inventories and include services that are substantially equivalent to the desired make/model requested by the Crow Service Unit IHS.
8.2. The Contractor shall provide an estimate to the COR. If approved, the COR will have the original Task Order modified to reflect the total cost of the loaner equipment services (including shipping/handling and labor). When the device arrives at the facility and in-services are completed, and the service report with invoice is received, payment of the Task Order will be processed. Loaner equipment requirements include the following:
8.2.1 The length of the Loaner Period shall be a minimum of one month. All loaner equipment services shall include incoming inspection testing. The Contractor shall provide documentation that the loaner equipment is services, safe, and ready for clinical use.
8.2.2 The Contractors Program Manager or POC shall contact the COR to coordinate the delivery and return of the loaner equipment. The Contractor is responsible for all delivery, pickup, and transportation services required to bring loaner devices into service at the IHS facilities and return the devices at the end of the loaner period.
9. STAFF QUALIFICATIONS
9.1 The Contractor shall hold an active Original Equipment Manufacturer certification and training to service complex ophthalmology equipment. The Contractor shall be certified and trained to service equipment from the leading ophthalmic instrument manufacturers including Marco, Topcon, and Carl Zeiss.
9.1.1. The Contractor shall provide the active OEM certifications at the time of solicitation indicating the Contractor is an authorized service provider for the ophthalmic instruments listed herein.
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9.2 License and certification of technical skills to complete the required services shall be maintained in an active and current status throughout the performance period. The Contractor shall provide a list of key personnel that shall be utilized to service the Crow Service Unit facilities at the time of solicitation. The list shall include details of professional qualifications, certifications, training and education.
9.3. All Personnel must be qualified to perform the required preventative maintenance services and repairs for all listed equipment. In the event the service representative is unable to rectify the situation, the Contractor shall provide a senior service engineer, or like, to resolve any problems. All workmanship performed by the Contractor shall be of acceptable industry standard quality and to manufacturer’s instruction, and shall be immediately rectified at no additional cost to the Government upon notification of non-acceptability by the Government.
9.3.1. If at any point in time the Contractor shall utilize subcontracting services, the Contractor shall notify the COR prior to providing services to the Crow Service Unit facilities. The Contractor shall inform the COR of what pieces of equipment will be subcontracted out and describe the capabilities of the subcontractor to include the name of the subcontractor to be used and certification/qualifications of the subcontractor. The subcontractor shall also meet all requirements specified in Section 3.1 – Tasks.
10. INSURANCE REQUIREMENT:
10.1. The Contractor shall be properly insured at all times during the performance of this contract. The Contractor shall furnish to the Contracting Officer, prior to commencement of performance, evidence of insurance coverage described herein:
10.2. Evidence of worker’s compensation insurance and liability insurance for all employees’, facilities, and vehicles.
11. INVOICE SUBMISSION AND PAYMENT
11.1. Invoices will be approved based on the completion of 100% of the required services in the task order. Completion compliance includes completion of the PM/repair and documentation. This will be determined by review of the final service reports provided to the Contracting Officer Representative (COR) following completion of the site visit. Equipment that is not found or not available at the time of the site visit shall not impact the completion rate as long as the required documentation is included in the service report to ensure 100% compliance.
(a) All invoices shall detail the following information:
1. Contract’s name, address, telephone number, and e-mail address
2. Contract Number and Purchase Order Number
3. Service Unit/Facility where the services were performed
4. Dates of Service
5. Equipment information (manufacturer name, make/model, and serial #)
6. Bill to detailing the following:
➢ Billings Area Financial Management Branch, P.O. Box 36600, Billings MT, 59107.
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11.2. Invoices shall be submitted through IPP, a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis. The use of IPP shall take precedence over previously established invoicing procedures in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Request, The IPP website address is: https://www.ipp.gov. If you require assistance registering or require IPP account access, please contact the IPP helpdesk at (866) 973-313 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov.
Please send courtesy copy of the invoice by email to: Ashlee.Passes@ihs.gov
Failure to include the required may delay payment.
Payment shall be made by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, MT 59107.
12. SPECIAL REQUIREMENTS
12.1. In accordance with HHSAR 304.1300 (b) non-routine contract employees shall comply with OPDIV DHHS/SE Region-Human Resources, Security Clearance Guidance – Visitors (3329/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Security desk.
12.2. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. The regulations include but are not limited to, escort by an Indian Health Service official, presenting valid identification, smoking restriction and any safety procedures.
12.3. The Billings Area IHS Service Units are a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.
12.4. The Contractor shall not disclose or cause to disseminate any information concerning operations of all Billings Area Indian Health Service Facilities. Such action(s) could result in violation of the contract and possible legal actions.
13. HOURS OF OPERATION AND SERVICE LOCATIONS:
13.1. Hours of Operation will be M-F from 7:30 AM to 4:30PM local time, excluding Federal Holidays. Overtime, call back, as well as any and all other types of premium pay are not authorized under this contract. PM service calls will be scheduled in
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consultation with the department of each clinic to take place at the convenience of the clinic’s personnel.
13.2. The Contractor shall provide Ophthalmic Equipment Service and Maintenance to the following Optometry clinics:
Service Unit POC Facility/Address
Crow Service Unit
Ashlee Passes, Health System Specialist (Optometry)
P: (406) 638-3344
Email: ashlee.passes@ihs.gov
Crow/Northern Cheyenne Hospital
10110 South 7650 E.
Crow Agency, MT 59022
Lodge Grass Health Clinic
Garding Ave St
Lodge Grass, MT 59050
Pryor Health Station
Pryor Gap Rd
Pryor, MT 59066
14. Contracting Officer Authority
Authority to negotiate changes in terms, conditions, or amounts cited in this contract is reserved to the Contracting Officer
15. Contracting Officer Representative (COR)
The Contracting Officer shall designate a COR, in writing, at time of award. The COR shall be responsible for:
a. Monitoring the Contractor’s technical progress
b. Interpreting the statement of work;
c. Technical evaluation as required;
d. Technical inspections and acceptance and;
e. Assisting the Contractor in the resolution of technical problems encountered during performance of this contract.
