Description
Beckley VA Medical Center (VAMC) Network Based Overhead Voice Paging The Contractor shall deliver a turnkey installation including the hardware, software, deliverables and services necessary to install and maintain a Network Based Overhead Voice Paging System that meets the following requirements: System General Requirements Network Based Overhead Voice Paging System shall be connected to existing 70volt speakers in the following areas: Building 1 Building 2 Building 3 Building 4 Building 5 Building 6 Building 7 Building 8 Building 14 Building 15 Beckley VAMC shall make the selection of which speakers are included in local paging circuits on an individual speaker basis. Speaker coverage shall include the following zones: Zone 1 - Adult Daycare, Bldg1 first floor commons area, Bldg. 2, 3, 4,5,6,8, 14 & 15 Zone 2 - Pharmacy Zone 3 - Admissions Zone 4 - Second and Fifth Floor Zone 5 - Third Floor 3A Zone 6 - Third Floor section 3AB Zone 7 - Third Floor 3B Zone 8 - Fourth Floor 4A Zone 9 - Fourth Floor 4B Zone 10 - Sixth Floor Zone 11 - Bldg. 7 and Bldg. 1Basement . System shall accept multiple audio inputs such as: Beckley VAMC Telephone Ports (wired and wireless) Hardwired Desk Microphones (Required 2) Local Nurse Call audio voice paging output per nursing units Installation Requirements: Contractor shall perform the following services: 1. Deliver the hardware, software, deliverables and services necessary to install and maintain the Network Based Overhead Voice Paging System. 2. Remove existing head end paging control equipment from existing racks. 3. Install new control equipment as well as any deliverables required for system operation in existing rack system. 4. Connect existing paging speaker terminated cables which reside in the existing rack system to new control equipment. 5. Air gap isolate Beckley VAMC provided fiber pair used for paging circuits. 6. Install contractor provided hardwired desk paging stations in Admissions and Police Command Center. Including any cable requirements. 7. Install contractor supplied amplifier in Adult Day Care Center building 35. Including any cable requirements. 8. Install 24 contractor supplied overhead paging speakers and connect to amplifier in Adult Day Care building 35. Including any cable requirements. 9 Perform required programming for system operation. Beckley VA Medical Center Acceptance Requirements: 1. Contractor shall provide a schematic of the Network Based Overhead Voice Paging System identifying the function of each rack mounted unit. 2. Contractor shall label all equipment installed in the headend control rack. Labeling shall correspond to the schematic of the Network Based Overhead Voice Paging System. 3. Contractor shall provide a listing of all fiber/switch air gapped isolated connections with room number and switch port if applicable. 4. Contractor along with the Beckley VA Medical Center COR/SME shall perform campus wide testing of the Network Based Overhead Paging System including new speakers as well as existing speakers, making any adjustments necessary for optimum operation. 5. Contractor shall provide user training for Beckley VA Medical Center Staff. 6. Contractor shall provide technical training to two Beckley VA Medical Center technicians concerning system operation and equipment functionality. Contractor Requirements: 1. All services for this contract must meet manufacturer's performance and technical specifications, Federal Regulations, and other specifications that may apply such as National Electric Code (NEC), Life Safety Code (LSC), Joint Commission (JC), and VA Regulations. 2. All onsite contractor employees shall report to the Police Office for registration upon arrival to the site for every site visit to receive a contractor badge. 3. All onsite contractor employees shall report to the Police Office to sign out upon departure from every site visit. 4. Lead onsite contractor representative shall contact COR for every site visit after completing registration with the Police Office. 5. Lead onsite contractor representative shall contact the COR for scheduling any work other than normal business hours. Normal business hours are 08:00 A.M. to 04:30 P.M. Monday through Friday. Excluding holidays. The 10 holidays observed by the Federal Government are: New Year s Day Martin Luther King s Day President s Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Any other day specifically declared by the President of the United States to be a federal holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday. 6. VA Privacy training must be completed by each onsite contractor employee and document presented to the COTR for the project. 7. TB test record for each onsite contractor employee should be provided. 8. OSHA Card should be presented by each contractor employee. VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access or Use to VA Sensitive Information The Department of Veterans Affairs, VA must comply with all applicable privacy and confidentiality statutes and regulations. One of the requirements in VA is to have all personnel trained annually on privacy requirements. Privacy represents what must be protected by VA in the collection, use, and disclosure of personal information whether the medium is electronic, paper or verbal. This document satisfies the basic privacy training requirement for a contractor, volunteer, or other personnel only if the individual does not use or have access to any VA computer system such as Time and Attendance, PAID, CPRS, VistA Web, VA sensitive information or protected health information (PHI), whether paper or electronic. You will find this training outlines your roles and responsibility for protecting VA sensitive information (medical, financial, or educational) that you may incidentally or accidentally see or overhear. If you have direct access to protected health information or access to a VA computer system where there is protected health information such as CPRS, VistA Web, you must take Privacy and HIPAA Focused Training (TMS 10203). VA Privacy and Information Security Awareness and Rules of Behavior (TMS 10176) is always required in order to use or gain access to a VA computer systems or VA sensitive information, whether or not protected health information is included. Both trainings are located within the VA Talent Management System (TMS): https://www.tms.va.gov What is VA Sensitive Information/Data? All Department information and/or data on any storage media or in any form or format, which requires protection due to the risk of harm that could result from inadvertent or deliberate disclosure, alteration, or destruction of the information. The term includes not only information that identifies an individual but also other information whose improper use or disclosure could adversely affect the ability of an agency to accomplish its mission, proprietary information, and records about individuals requiring protection under applicable confidentiality provisions. What is Protected Health Information? The HIPAA Privacy Rule defines protected health information as Individually Identifiable Health Information transmitted or maintained in any form or medium by a covered entity, such as VHA. What is an Incidental Disclosure? An incidental disclosure is one where an individual s information may be disclosed incidentally even though appropriate safeguards are in place. Due to the nature of VA communications and practices, as well as the various environments in which Veterans receive healthcare or other services from VA, the potential exists for a Veteran s protected health information or VA sensitive information to be disclosed incidentally. For example: You overhear a healthcare provider s conversation with another provider or patient even when the conversation is taken place appropriately. You may see limited Veteran information on sign-in sheets or white boards within a treating area of the facility. Hearing a Veteran s name being called out for an appointment or when the Veteran is being transported/escorted to and from an appointment. Safeguards You Must Follow To Secure VA Sensitive Information: Secure any VA sensitive information found in unsecured public areas (parking lot, trash can, or vacated area) until information can be given to your supervisor or Privacy Officer. You must report such incidents to your Privacy Officer timely. Don t take VA sensitive information off facilities grounds without VA permission unless the VA information is general public information, i.e., brochures/pamphlets. Don t take pictures using a personal camera without the permission from the Medical Center Director. Any protected health information overheard or seen in VA should not be discussed or shared with anyone who does not have a need to know the information in the performance of their official job duties, this includes spouses, employers or colleagues. Do not share VA access cards, keys, or codes to enter the facility. Immediately report lost or stolen Personal Identity Verification (PIV) or Veteran Health Identification Cards (VHIC), any VA keys or keypad lock codes to your supervisor or VA police. Do not use a VA computer using another VA employee s access and password. Do not ask another VA employee to access your own protected health information. You must request this information in writing from the Release of Information section at your facility. What are the Six Privacy Laws and Statutes Governing VA? Freedom of Information Act (FOIA) compels disclosure of reasonably described VA records or a reasonably segregated portion of the records to any person upon written request unless one or more of the nine exemptions apply. Privacy Act of 1974 provides for the confidentiality of personal information about a living individual who is a United States citizen or an alien lawfully admitted to U.S. and whose information is retrieved by the individual s name or other unique identifier, e.g. Social Security Number. Health Insurance Portability and Accountability Act (HIPAA) provides for the improvement of the efficiency and effectiveness of health care systems by encouraging the development of health information systems through the establishment of standards and requirements for the electronic transmission, privacy, and security of certain health information. 38 U.S.C. 5701 provides for the confidentiality of all VA patient and claimant information, with special protection for their names and home addresses. 38 U.S.C. 7332 provides for the confidentiality of drug abuse, alcoholism and alcohol abuse, infection with the human immunodeficiency virus (HIV) and sickle cell anemia medical records and health information. 38 U.S.C. 5705 provides for the confidentiality of designated medical-quality assurance documents. What are the Privacy Rules Concerning Use and Disclosure? You are not authorized to use or disclose protected health information. In general, VHA personnel may only use information for purposes of treatment, payment or healthcare operations when they have a need-to-know in the course of their official job duties. VHA may only disclose protected health information upon written request by the individual who is the subject of the information or as authorized by law. How is Privacy Enforced? There are both civil and criminal penalties, including monetary penalties that may be imposed if a privacy violation has taken place. Any willful negligent or intentional violation of an individual s privacy by VA personnel, contract staff, volunteers, or others may result in such corrective action as deemed appropriate by VA including the potential loss of employment, contract, or volunteer status. Know your VA/VHA Privacy Officer and Information Security Officer. These are the individuals to whom you can report any potential violation of protected health information or VA sensitive information, or any other concerns regarding privacy of VA sensitive information. YOU ARE RESPONSIBLE FOR PROTECTING THE CONFIDENTIAL INFORMATION OF OUR VETERANS __________________________________________ ________________ Employee (Print Name) Date __________________________________________ Employee Signature __________________________________________ Print Name of Contract Agency, if contractor __________________________________________ Print Name of VHA Department/Supervisor/Contracting Officer PROVIDE A COPY OF THIS FORM TO YOUR SUPERVISOR/CONTRACTING OFFICER FOR DATA ENTRY INTO TALENT MANAGEMENT SYSTEM Beckley VAMC Privacy Officer: Elizabeth Cole 304-255-2121 Ext. 4465