Request for Information Only. Please email Capability Statement to
[email protected]. Include NAICS, Type of business (SB, WOSB, SDVOSB ect..), Duns, and Sams UID. STATEMENT OF WORK PART A GENERAL INFORMATION A.1 INTRODUCTION The Hershel Woody Williams VAMC located at 1540 Spring Valley Drive, Huntington WV, 25704 has a requirement for a full-service contract on A.2 EQUIPMENT/PROCESSES TO BE COVERED The following unit is to be covered: GeneXpert SN#110019089 Local EE#62866 A.3 SCOPE OF WORK The contractor shall furnish all labor, parts, and expertise necessary to provide corrective maintenance, preventative maintenance, and software updates. STATEMENT OF WORK PART B WORK REQUIREMENTS B. TASKS TO BE ACCOMPLISHED-: Preventative Maintenance Service Contractor will Annually provide inspection of listed equipment. This must be scheduled by the Huntington VA and completed within the month of the required PM. Corrective Maintenance Service Contractor will provide unscheduled repair service as required for equipment covered under this agreement. Corrective Coverage Weekdays - are as indicated on the Schedule for each item of Equipment. Corrective Service provided outside Coverage Hours is billed at standard contract overtime rates. Corrective Coverage Weekends and Holidays Corrective Service provided outside of Coverage Hours is billed at standard applicable contract overtime rates. Onsite coverage In the event that the Huntington VA or the contractor determines on site escalation is necessary a technician must come onsite within the next 2 days. Any delays past this timeframe will be documented. Uptime The contractor must meet the 98% uptime guarantee. If this is not met it will be documented in the contractor performance and contract extension benefits should be provided. Replacement parts must be overnight shipped at no additional cost to the government. Software Updates The contractor must be able to provide software updates and upgrades as they are released at no additional cost to the government. The contractor must be able to provide software updates without going through a pass-through company. All software upgrades and updates must be scheduled with the Huntington VA biomed. Telephone Support Contractor must provide 24hrs per day 7 days per week technical phone support excluding federal holidays. STATEMENT OF WORK PART C SUPPORTING INFORMATION C.1 PLACE OF PERFORMANCE The VAMC located at 1540 Spring Valley Drive, Huntington WV 25704 VA CONTACT INFORMATION: Tyler Bloemer Supervisory Biomedical Equipment Support Specialist Office Phone 304.429.6741 x2408
[email protected] Emma Godbey Biomedical Engineer Office Phone 304.429.6741 x2405
[email protected] C.2 PERIOD OF PERFORMANCE Base year: February 24, 2024 February 23, 2025 C.3 SPECIAL CONSIDERATIONS Special Instructions: The contractor s Field Service Engineers (FSE) shall call the Biomedical Engineering (BME) supervisory technician at (304) 429-6741 extension 2408 (or if not available, BME technician at extension 2407) upon arrival and prior to performance of service. At the conclusion of the service, the contractor s FSE shall provide a written service report indicating the date of service, the model, serial number, and location of the equipment serviced the name of the FSE, the service performed, and the parts replaced. Electronic reports shall be sent to the BME Supervisory Technician and biomedical engineers e-mail addresses
[email protected] and
[email protected]. Qualifications: The FSE provided shall have received OEM repair/maintenance training specific to the equipment listed above. In addition, upon request they must provide their FSEs certifications. Parts: All parts shall be covered under this contract. Replacement parts shall either be new or remanufactured to original equipment specifications and shall have full compatibility with presently installed equipment. The Vendor may not take any hard drives from the Huntington VA units. In the event the hard drives need to be replaced the hard drives may be removed by the vendor but must be given to VA staff for sanitation. Removal of Equipment from VAMC Huntington Premises: The contractor shall obtain written approval from the Contracting Officer/COR prior to removal of equipment from VAMC property. The contractor shall be responsible for any damage or loss of equipment while in their possession. During the time in which an item is removed, the contractor shall provide a compatible replacement item until such time the VAMC item is repaired and returned. VAMC will not incur any additional charges for any reason because of removal. The Vendor may not take any hard drives from the VA units. Protection from Damage: The contractor shall provide all labor, materials, and equipment necessary to protect personnel, furnishings, equipment, and buildings from damage. The contractor shall remove and replace moveable items if necessary and shall replace or repair any item equal to its original construction and finish if damaged due to work performed under this contract. Safety Requirements: The contractor shall take such safety precautions necessary to protect the lives and health of the occupants of the building. At a minimum, the contractor shall perform work in a safe manor, to include protection for the contractor and others against exposure to blood, body fluids, infectious materials, radiation, chemical and other hazards. At times, the contractor shall be required to wear personal protective equipment (PPE) while performing services under the contract. PPE may include gloves, masks, gowns, eye protection, or other devices. Any questions concerning the appropriate/necessary use of PPE shall be referred to the VA personnel in charge of the area where work is being performed. Compliance with VAMC and OSHA regulations is mandatory. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY language GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. ACCESS to VA INFORMATION AND VA INFORMATION SYSTEMS A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. Medical equipment maintenance contracts that do not store any VA sensitive information off site should have a VHA applicable BAA executed to address and to protect the incidental data that may be exposed to the contractor during the installation or maintenance of the equipment. VA INFORMATION CUSTODIAL Language Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. RECORDS MANAGEMENT The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. SECURITY INCIDENT INVESTIGATION The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. LIQUIDATED DAMAGES FOR DATA BREACH Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in systems to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COR, the designated ISO, and Privacy Officer for the contract. The term security incident: means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6 Appendix C, paragraph 6.a. In the event of a data breach or privacy incident involving any SPI the contractor processes or maintains under this contract, the contractor shall be liable to VA for liquidated damages for $_37.50__per affected individual to cover the cost of providing credit protection services. MEDIA SANITIZATION REQUIREMENTS Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. Vendor must accept the system without the drive; VA s initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase. Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for the VA to retain the hard drive, then; The equipment vendor must have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being returned physically intact; and Any fixed hard drive on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recommended using VA approved and validated overwriting technologies/methods/tools. Applicable media sanitization specifications need to be pre-approved and described in the purchase order or contract. A statement needs to be signed by the Director (System Owner) that states that the drive could not be removed and that (a) and (b) controls above are in place and completed. The ISO needs to maintain the documentation. TRAINING All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; Successfully complete the appropriate VA privacy training and annually complete required privacy training; and The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.