Vertical Medication Carousel Maintenance

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 , 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