1. PURPOSE OF THE PROJECT
The Haskell Indian Health Center (HIHC), Indian Health Services (IHS) has a requirement for a maintenance
service for two Tru-D Smart UVC equipment, to include access to the online portal in creating reports on use
and run cycles.
2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS
The contractor shall warrantee two Tru-D Model IQScout smart UVC devices (SN: 50010169349,
49040169349) providing technical service, parts and maintenance as needed and annual preventative
maintenance. The vendor shall provide virtual and onsite assistance related to use and function of the devices.
The vendors technicians shall hold competencies necessary to accurately diagnose and resolve issues with the
devices in accordance with the manufacturer’s instructions for us. In addition, the vendor shall host an online
portal that tracks use of the devices with a spectrum of reports that covers use details by room, cycle ran, and
operator.
3. PERIOD OF PERFORMANCE
The base year Period of Performance will be 12 months from date of award with four (4) twelve (12) month
option years.
4. LEVEL OF EFFORT
a. The contractor shall warrant the devices subject to such Attachment to be free from defects in material and
workmanship under normal use when used in accordance with its operations manuals and labeling. If
during said period, Purchaser determines that a Device is not operating as prescribed in such Device’s
operations manual or is otherwise deemed defective, Purchaser shall notify vendor of such device defect
by contacting the vendor support. Purchaser’s sole remedy and vendor sole obligation with respect to any
breach of this limited warranty shall be limited to the service options listed. Upon Purchaser contact, vendor
shall determine which of the following steps is appropriate for such non-conforming Device:
on-site repair by vendor personnel within 3 business days;
repair at a vendor repair facility within 3 business days;
on-site repair by Purchaser personnel (as trained by vendor) pursuant to instructions received from
vendor, wherein vendor shall provide any replacement parts necessary to repair the non-conforming
device within 3 business days.
b. The vendor shall determine the appropriate service remedy for any nonconforming Device. If requested
by vendor, HIHC shall return such nonconforming Devices to vendor, in accordance with vendor’s
instructions and the freight carrier arranged by vendor. Vendor shall be solely responsible for the costs
incurred in connection with the return of any such nonconforming Device or part thereof, including, but
not limited to, freight and related insurance.
c. During the period of performance, the vendor shall provide the following services to HIHC for each device:
Device application upgrades upon release thereof; and
Access to vendors Outbreak loaner pool if Purchaser experiences an acute disease outbreak at its
facility:
o 30-day no cost use of additional Device. HIHC shall reimburse vendor for any freight and related
insurance in the shipment of such Device to Purchaser)
Department of Health and Human Services
Indian Health Service
Haskell Indian Health Center
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o Shipment within 72 hours of the later of: loaner request to vendor; and execution of loaner
agreement.
o A maximum of one loaner Device shall be provided to Purchaser on an annual basis.
o Any loaner Device is for the direct benefit of Purchaser’s facility only.
Complete bulb protection plan and replacement bulbs at the end of bulb life if such replacement is
required for such Device.
d. The vendor shall provide a secure online portal with the following features:
Password protected access to usage analytics;
Customized dashboard with usage graphs and search features;
Analytics including room and operator identification, date stamp, dosage selected and run- time;
Discharge performance metrics; and
Searchable repository of Purchaser’s Device data.
e. Training: Vendor shall provide training on:
Initial training of Purchaser’s personnel on the proper use of the Device(s) and Portal e (either through
an on-site visit or by teleconference.
Once annually, vendor shall provide an on-site visit to Purchaser in order to perform routine preventative
maintenance, sensor calibration, and device tune-up on each Device, wherein Purchaser and vendor shall
mutually agree upon the date and time of such service visit;
5. SPECIAL REQUIREMENTS
a. In accordance with HHSAR 304.1301(a) HHS follows National Institute of Standards and Technology
(NIST) Federal Information Processing Standards (FIPS) Publication (PUB) Number 201-2, Personal Identity
Verification (PIV) of Federal Employees and Contractors, and OMB implementation guidance for personal
identity verification, for all affected contractor and subcontractor personnel when contract performance
requires contractors to have routine physical access to a federally-controlled facility and/or routine physical
and logical access to a federally-controlled information system.
b.The Haskell Indian Health Center is a tobacco/smoke free environment (buildings and grounds). No
tobacco/smoking use will be tolerated during service.
c.Security Requirements: Contractor personnel shall 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. These regulations include but are not limited to, escort by Haskell Indian Health
Center official, presenting valid identification, smoking restriction and any safety procedures.
d.The contractor shall not disclose or cause to disseminate any information concerning operations of Haskell
Indian Health Center. Such action(s) could result in violation of the contract and possible legal actions.
e.All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a
result of or in connection with the performance of the contract, the resolution of which may require the
dissemination of official information, shall be directed to the government’s designated representative.
6. DELIVERABLES AND REPORTING REQUIREMENTS
Delivery: The contractor shall coordinate the maintenance and training date with the designated government
employee. The government shall provide the contractor with dock access and building access for this sole
purpose. The designated government employee shall work with the pertinent government agency(ies) to
secure the needed dock access. No deliveries can be made after 4:15pm. Driver needs a valid ID.
Department of Health and Human Services
Indian Health Service
Haskell Indian Health Center
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Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the
government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC
shall be empowered to make daily decisions to ensure that the contract implementation and day-to-day
maintenance meets the terms and conditions of this contract.
Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls,
which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through
Friday.
Personnel Qualifications:
Vendor shall provide personnel who are competent in providing maintenance and support services for the
Tru-D Scout devices. Staff should be capable of diagnosing issues with the devices and providing support or
service to the devices.
7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES
The Government shall supply freight and related insurance for shipment of devices if the use of the outbreak
loaner is activated as detailed in 4.3.2.
8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES
Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials,
supplies and equipment required to perform work under the contract, to include but not limited to: preventative
maintenance, onsite service or repair related to routine use of the device.
9. CHANGES TO THE STATEMENT OF WORK (SOW)
Any changes to this SOW shall be authorized and approved only through written correspondence from the
Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting
Officer shall be borne by the contractor.
10. DELIVERABLES/PERFORMANCE MATRIX
The vendor shall provide response from the service unit within 24 hours of receipt of issue. The vendor will
provide online technical support for maintenance of the smart hub. The vendor shall provide onsite service
of the devices when they are deemed to be inoperable, or are not meeting disinfection parameters. The
vendor shall coordinate with the point of contact to schedule initial and annual training of staff during
weekdays, avoiding federal holidays.
