Inactive

This request is to purchase the Spectralis OCT- Angiography/Training/ Heyex 2 Software upgrade. This is additional module to the current OCT that will allow for additional detailed diagnostic imaging,... This request is to purchase the Spectralis OCT- Angiography/Training/ Heyex 2 Software upgrade. This is additional module to the current OCT that will allow for additional detailed diagnostic imaging, improving quality of care for Veterans in the Ann Arbor Eye Clinic located in the Liberty building Floor 1, Station 1-18. There are no additional supplies with this upgrade. Total Cost: $ See EER: 119976 with funding SEPG: 223706. The Spectralis OCT- Angiography/Training/ Heyex 2 Software upgrade acquisition is for the following quoted items. 88024A – Upgrade Software to current system (no hardware). 0269-001 – Required Inspection to add service to device that is not currently under warranty. 0266-013 – Service warranty coverage for second year. 0272-001 – 2021 Quarterly Training program as requested by clinic. 731004 – Software for image review within clinical lanes. 731303 – Data migration converting HEYEX 1 to HEYEX 2 based on current specs. 88066 – Image review software. 731125 – Additional review licenses – software. 731126A – Additional review licenses – software. Software - This is for software on the existing device. Major upgrade for imaging in the clinic. Review of images in providers lanes and office. Training - on the existing device present and future. The Ann Arbor Eye Clinic already owns the device for which the software will be installed on, in addition the Heyex 2 software will also be utilized by clinic to review images without errors being caused by existing image management platform. Questions regarding this acquisition may be sent to Percy Johnson @ percy.johnson2@va.gov Functional/Performance/Specification This is based on optical coherence tomography (OCT), OCT angiography (OCTA) is a non-invasive method to visualize the retinal and choroidal vasculature in retinal diseases such as age-related macular degeneration or diabetic retinopathy. There are no additional items that will be needed with the product and this will not be replacing any existing equipment. This is just a software upgrade. There are additional training and staffing needs which are included on the quote as (QTY 40) Additional Training (per hour). Observed benefit includes the following “HEYEX 2 is a complete ophthalmic image management solution for SPECTRALIS devices designed to streamline workflow and enhance data security while providing versatile clinical tools in a comprehensive platform for imaging and data management. The scalable design allows for networking of devices within a single practice as well as across multiple locations to enable concurrent access to data and to simplify data sharing.” Workflow Efficiency Immediate access to clinical images. Interfaces with the EHRM. Allows for efficient workflow management. Versatile Clinical Tools Drag and drop export functions allows transport of the data. Multiple visit images can be viewed at the same time. Data Security – Features SQL database to support DICOM, HL7, and IHE Full control of clinic data. Integration through LDAP or Active Directory. Contractor Responsibilities Delivery Onsite Software Install In-service training NARA Records Management Language for Contracts 1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. 2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 4. VA Ann Arbor Healthcare Systems and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA Ann Arbor Healthcare Systems or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA Ann Arbor Healthcare Systems. The agency must report promptly to NARA in accordance with 36 CFR 1230. 5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA Ann Arbor Healthcare Systems control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 6. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VA Ann Arbor Healthcare Systems guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. 7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA Ann Arbor Healthcare Systems policy. 8. The Contractor shall not create or maintain any records containing any non-public VA Ann Arbor Healthcare Systems information that are not specifically tied to or authorized by the contract. 9. The 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 from public disclosure by an exemption to the Freedom of Information Act. 10. The VA Ann Arbor Healthcare Systems owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA Ann Arbor Healthcare Systems shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. 11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #3873736, Records Management for Records Officers and Liaisons. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.