Inactive

STATEMENT of WORK Contractor will provide full-service preventive maintenance and repair services for the following equipment: X-Ray MFGR : Toshiba Model# : Kalare SEG # : 07G202 EE# : 14075 Location ... STATEMENT of WORK Contractor will provide full-service preventive maintenance and repair services for the following equipment: X-Ray MFGR : Toshiba Model# : Kalare SEG # : 07G202 EE# : 14075 Location : Radiology Period of performance Base plus 4 option years; see Schedule for details. QUALIFICATION OF CONTRACTOR: Quotations will be considered only from contractors who are regularly established in the service called for and who, in the judgement of the Contracting Officer are financially responsible. The contractor must provide documentation to verify their competency to work on the equipment upon submittal of a quotation. The documentation may consist of a letter from the Manufacturer verifying the service representative has been trained or a Manufacturer's training certificate. The Contracting Officer reserves the right to refuse contractors who do not satisfactorily demonstrate these requirements. INSPECTION OF PREMISES AND EQUIPMENT: Contractors may visit the Medical Center to fully inform themselves regarding the conditions under which the services are to be performed. They may make technical inspections of the equipment to ensure a thorough knowledge of existing conditions. Submission of a quote to maintain the equipment shall constitute acceptance of equipment in the existing condition. If the equipment is not in acceptable working condition, the cost to bring the equipment into an acceptable working condition will be included in the cost of the contract. The Contracting Officer reserves the right to either order the equipment repaired or delete the specific equipment from the contract. SERVICE: Service shall consist of, but is not limited to technical inspections, cleaning, lubricating, adjusting, calibrating, installation of PM kits, replacing parts, providing and installing the X-ray tubes and Image Intensifier as needed, troubleshooting, repairing and travel or zone charges without additional cost to the government and maintaining the equipment in first class operating condition, including all intervening/emergency calls necessary between regular inspections, but excepting services necessitated by accident, fire or abuse. The contractor will coordinate all services through the Biomedical Engineering Contracting Officers Representative (COR) or technical point of contact and must obtain approval before performing any service or using any parts or supplies that are not covered under the contract. Services will be performed between the hours of 8:00am and 4:30pm, Monday through Friday, unless otherwise approved by Biomedical Engineering. The Contractor will confirm the date of the preventive maintenance inspection 48 hours prior to the date of the planned visit. REPORTS: The Contractors representative shall report to the Medical Center police office to sign-in and obtain a contractor s identification badge prior to performing any preventive maintenance inspections or repairing of the equipment. After obtaining a contractor s identification badge the Contractor's representative shall notify Biomedical Engineering to inform them of their presences on station. Upon completion of the service call the Contractor's representative shall inform Biomedical Engineering and provide a copy of the service report. The report shall include 1) date of service, 2) equipment serviced, 3) action taken, 4) parts replaced, 5) any costs not covered under the service contract, 6) signature of authorized VAMC official 7), copy of all pertinent data and test results against the equipment. EMERGENCY REPAIRS: The Contractor will be required to respond by telephone within two (2) hours after notification, by an authorized VAMC employee, of an emergency repair for the contracted equipment. A service technician must arrive at the Medical Center within twenty-four (24) hours to evaluate or initiate repair of the equipment. Once repair work has commenced, it is expected that the repair will be completed as expeditiously as possible to minimize the downtime. Upon acceptance of the contract, emergency work will only be accepted if ordered by an authorized VAMC employee. 1. Michael Minns, Supervisor. Biomedical Equipment Support Specialist 2. Steve Sommers, Program Applications Specialist 3. Michael Dvorznack, Biomedical Equipment Support Specialist IT 3. Ann Pesta, Biomedical Equipment Support Specialist 4. Chief of Facilities Management Any work directed by any other VAMC employee or unauthorized work completed by the Contractor shall be at the liability of the Contractor. All work shall be performed in accordance with all commercial "good manufacturing practices". REPLACEMENT PARTS, HARDWARE UPGRADES AND SOFTWARE UPGRADES: Only new standard parts (produced by the manufacturer of the equipment or equal thereto) shall be furnished and installed by the Contractor. All parts shall be of current manufacture and shall have full versatility with presently installed equipment. Contractor will maintain an adequate supply of parts so that no delays will occur in returning the equipment to operational status. Contractor will provide software upgrades that may be needed to correct safety alerts or recalls by the manufacturer. Contractor will perform reloading of applications and/or operating system software to restore all operational features present at the start of and for the duration of this contract. The Contractor must obtain approval from Biomedical Engineering or the authorized VAMC employee before using any parts or supplies that are not covered under this contract. FREQUENCY OF INSPECTIONS: The equipment covered under this contract will receive one (1) preventive maintenance inspection per month. In no event shall the schedule be deviated from by more then two (2) weeks without the approval of the Contracting Officer. INFORMATION SYSTEMS SECURITY REQUIREMENTS: 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. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. The Certification and Accreditation (C&A) requirements do not apply to this contract and a Security Accreditation Package is not required. 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). b. 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. c. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. 4. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE VA prohibits the installation and use of personally-owned or contractor/subcontractor owned equipment or software on VA s network. If non-VA owned equipment must be used to fulfill the requirements of a contract, it must be stated in the service agreement, SOW or contract. All of the security controls required for government furnished equipment (GFE) must be utilized in approved other equipment (OE) and must be funded by the owner of the equipment. All remote systems must be equipped with, and use, a VA-approved antivirus (AV) software and a personal (host-based or enclave based) firewall that is configured with a VA-approved configuration. Software must be kept current, including all critical updates and patches. Owners of approved OE are responsible for providing and maintaining the anti-viral software and the firewall on the non-VA owned OE. SECURITY INCIDENT INVESTIGATION Upon discovery 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, the contractor/subcontractor shall immediately and simultaneously notify the COR, the designed 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. 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. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency. Based on the determinations of an independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: Notification; One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; Data breach analysis; Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. 7. TRAINING: a. Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall complete on an annual basis either: (i) the VA security/privacy awareness training (contains VA security/privacy requirements) within 1 week of the initiation of the contract, or (ii) security awareness training provided or arranged by the contractor that conforms to VA s security/privacy requirements as delineated in the hard copy of the VA security awareness training provided to the contractor. If the contractor provides their own training that conforms to VA s requirements, they will provide the COR or CO a yearly report (due annually on the date of the contract initiation) stating that all applicable employees involved in VA s contact have received their annual security/privacy training that meets VA s requirements and the total number of employees trained. b. Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall sign on an annual basis an acknowledgment that they have read, understand, and agree to abide by VA s Contractor Rules of Behavior which is attached to this contract (Appendix D). Note: If a medical device vendor anticipates that the services under the contractor will be performed by 10 or more individuals, the Contractor Rules of Behavior may be signed by the vendor s designated representative. The contract must reflect by signing the Rules of Behavior on behalf of the vendor that the designated representative agrees to ensure that all such individuals review and understand the Contractor Rules of Behavior when accessing VA s information and information systems c. The contractor shall provide to the VA COR a copy of the completed training certificate(s). BACKGROUND INVESTIGATION: Contractor will be on-site for setup and training, no remote access, no direct contact with VA sensitive info however there may be incidental disclosure when installing equipment or performing maintenance. Position Designation and Automated Tool (PDAT) need not be determined per VA Maintenance/Installation (Warranty) Contracts memo dated March 24, 2011. The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required.