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SCOPE OF WORK FOR SERVICE & SUPPORT:

Carestream Health Imaging – Great Plains Area Indian Health Service

C-1 PURPOSE:

The purpose of this contract is to provide a comprehensive service and support agreement for various imaging equipment manufactured by Carestream Health located at multiple facilities within the region served by the Great Plains Area Indian Health Service (SD,ND,IA,NE). The award of a contract will be a firm-fixed price type.

C-2 SCOPE OF WORK:

Contractor shall provide to the Great Plains Area Indian Health Service, hereafter referred to as the Government, with the services described in this statement of work for the period specified.

Calibration/ Preventive Maintenance: The service to be performed by the contractor under this contract and for the bid price shall include ALL parts, labor, tools, equipment, literature, transportation, per diem necessary to provide complete calibration/preventive maintenance and mechanical/electrical safety testing as recommended by the original equipment manufacturer (OEM) and required by the Center for Medicare and Medicaid Services and various accrediting bodies. Only new or original equipment manufacturer (OEM) certified replacement parts will be used for replacement of any component found defective.

The Contractor shall submit, upon issuance of the contract, a schedule showing the dates of future/scheduled services per the OEM recommended and/or statutorily required intervals. This schedule will comply with the interval/time definitions of TJC Environment of Care accreditation standards.

All services are to be performed within the windows prescribed by CMS, TJC, DNV-GL and other accrediting entities:

• Quarterly: once every three months +/- 10 days


• Semi-annual: 6 months from the last scheduled event month +/- 20 days


• Annual: 12 months from the last scheduled event month +/- 30 days

Unscheduled Maintenance and parts: Unscheduled maintenance, repair, emergency call back, recall, modification, breakdown repair is covered under this contract, except as specifically listed under C-4 Exclusions. Contractor will provide at no additional cost to the Government all parts, labor, tools, equipment, literature, transportation and per diem necessary to provide complete repair of all unscheduled maintenance requirements. Only new or original equipment manufacturer (OEM) certified replacement parts will be used for replacement of any component found defective.

Digital detectors shall be covered by an accidental drop/liquid plan within this contract that meet the terms/definitions/specifications of the OEM for the “SmartCare Complete with Accident Protection Plan” as shown below, and may require an additional ‘per incident’ fee that must be specifically described in the vendor proposal:

“…that covers detector damage as a result of (i) a sudden and accidental impact or drop; or (ii) damage to internal components of the detector caused by liquid penetration; or (iii) broken or cracked glass regardless of the cause….” “A covered impact or drop is defined as an impact of 200g or greater as recorded in the detector shock log that has occurred within180 calendar days of the detector failure, or any detector that has greater than 10 drops of 200g or greater during said detector’s lifetime”

“If a detector experiences more than 5 unique drops with an impact of 200g or greater, this will be considered abuse….”

Removal: At no time shall the contractor remove, or cause to be removed, any device, operation option, or accessory from the healthcare clinic, hospital, or health station without express written consent from the Contracting Officer Representative or Clinical Engineering.

Hours of Performance:

Unless otherwise stated, or negotiated, routine work shall be performed Monday through Friday, 8am to 5 pm excluding weekends and recognized Federal holidays.

Emergency support (including repairs) will be provided on a 24 hour/7 day a week basis to include weekends and holidays

C-3 EQUIPMENT:

McLaughlin Health Center - SN 10999 (K58007586)-DRX-1 System

McLaughlin Health Center - SN 174930100984 (K58007586)-DRX Plus 3543C Detector

McLaughlin Health Center - SN 175030100042 (K58007586)-DRX Plus 3543C Detector

Ft Yates Hospital - SN 10997 (K58007588)-DRX-1 System

Ft Yates Hospital - SN 174930100978 (K58007588)-DRX Plus 3543C Detector

Ft Yates Hospital - SN 175030100018 (K58007588)-DRX Plus 3543C Detector

Ft Yates Hospital – SN 3369 (K58030236)-DRX Revolution Mobile X-ray

Ft Yates Hospital – SN 181830100696 DRX Plus 3543C Detector

Ft Yates Hospital – SN 181830100696 DRX Plus 3543C Detector

Lower Brule Health Center – SN QRAD-R19-R1239 (K58054261)-DRX Ascend System

Lower Brule Health Center – SN 193630100113 (K58054261)-DRX Plus 3543C Detector

Lower Brule Health Center – SN 193530100101 (K58054261)-DRX Plus 3543C Detector

Note: Throughout Calendar Years 2023 and 2024, the main x-ray units in the McLaughlin Health Center, and Ft Yates Hospital will be replaced with direct digital systems. These may, or may not, be Carestream systems. As such, the DRX-1 Systems and/or associated detectors with those systems may be removed from the contract via modification. If the main x-ray units are replaced with Carestream units, they may, or may not, be modified into the contract via bilateral modification.

C-4 EXCLUSIONS:

Contractor is not responsible for damage caused by failure to operate the equipment in accordance with manufacturer’s instructions, abuse, misuse, or neglect, or damage by fire, lightning, flood, tornado, windstorm, hail, earthquake, explosion, smoke, aircraft accident, motor vehicle accident, collapse of building, strike, riot, vandalism, power failure or fluctuations, heating or air conditioning failure.

In the event that the Contractor determines that there is probable cause to believe that an operator or equipment user is abusing, neglecting, or mishandling an item of equipment, the Contractor shall notify the COR.

The following are specifically excluded from this contract:

• Operating supplies or accessories not furnished by Contractor during the course of normal Preventive Maintenance Inspection and Services, such as expendable items including recording charts, paper, ink, pens, ribbons, pen arms, etc.


• Work external to the equipment or maintenance of accessories, alterations, attachments or other devices not specifically covered under this contract unless noted in writing.


• Equipment which has been modified, altered, added to, improperly repaired, improperly installed, or used in violation of the manufacturer’s instructions or damages resulting from other than ordinary use.


• Peripherals, printers, UPS (unless otherwise specifically covered)

Any questions regarding the applicability of any or all determinations and/or findings that are subject to protest and/or disputes will be adjudicated by the Great Plains Area Indian Health Service Senior Contracting Officer.

C-5 DOCUMENTATION:

The Contractor shall provide all inspection forms and labels necessary to perform services as specified.

Preventive Maintenance must be a checklist showing the OEM’s recommended checks, that they were performed, and the results of the checks, the date next due, and the recommended interval(s)

The Contractor is required to present the service tickets/calibration record with the P.O. number of the service contract on them for each time a service is performed on the equipment, including PM’s. These service tickets shall not take the place of the PM checklist. Lack of service tickets being presented will be cause for non-payment by the Government. One copy of the service ticket (together with the PM checklist) shall be left with the Department Supervisor and one copy (together with the PM checklist) shall be provided to the COR within one week of the service. Service tickets may be submitted via email to abr_oehbiomed@ihs.gov (note there is an underscore between abr and oeh (abr_oeh)).

C-6 QUALITY CONTROL:

The Government reserves the right to review and verify the contractor’s work.

The Contractor shall have a prior successful history in providing services that demonstrates and ability to provide these services to the Government.

The Contractor shall provide documentation that any of their staff/employees servicing the equipment under this contract are qualified (i.e. OEM trained) and competent do perform the work.

The Contractor shall also ensure that any of their staff/employees servicing the equipment have completed (via presenting certificates of completion) any mandatory training directed by the Indian Health Service, which may include annual information security awareness, protecting children from abuse/sexual assault, etc. Any required training will be available from the IHS and contractor staff provided access to those trainings.

C-7 BASIS OF PAYMENT:

All payments are due and payable upon receipt of complete and accurate invoices and in accordance with the Prompt Payment Act. Invoices shall be submitted with all information and supporting documentation as described in C-5 Documentation. A complete and accurate invoice is substantially correct in that all aspects of the required information are clearly evident on the invoice. If items such as invoice number, date, dates of service, contract/purchase order number, etc., are not on the invoice, it will be returned to the Contractor for resubmission.

Invoices shall be submitted monthly via the U.S. Treasury’s Invoice Processing Platform (IPP) system for review, reconciliation and approval for payment.

C-8 LIABILITY:

In no event shall the Government release the Contractor from liability arising from acts of omission, improper repair, negligence, or deliberate or non-deliberate acts that jeopardize the health and safety of patients and/or Government employees. The rules of law governing such incidents or actions shall prevail.

C-9 RELEASES:

No information, findings, or determinations generated in pursuit of this contract may be released outside of the contractors’ immediate possession without the concurrence of the Contracting Officer.

C-10 WARRANTY:

All contractor labor shall be warranted for a minimum 30 days from the date the work was performed. All parts and material sold/provided by the contractor for installation under this contract will be warranted for a minimum of 30 days. Warranty call back service shall be provided during the warranty period at no additional charge.

C-11 CONTRACTOR’S TERMS & CONDITIONS:

The contractor’s terms and conditions shall be incorporated into the contract by reference. Where conflicts arise, the Federal Acquisition Regulations, and other Federal Regulations, Laws and Rules shall take precedence.

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