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2 Approved By: Date: VA Cape Girardeau Health Care Center John J. Pershing VA Medical Center 1500 North Westwood Blvd. Poplar Bluff, MO 63901 Cape Girardeau Pg. #062 Lab Refrigeration General Conditio... 2 Approved By: Date: VA Cape Girardeau Health Care Center John J. Pershing VA Medical Center 1500 North Westwood Blvd. Poplar Bluff, MO 63901 Cape Girardeau Pg. #062 Lab Refrigeration General Conditions and Statement of Work June 23, 2021 Page 6 of 6 Introduction The Veterans Health Administration (VHA) has a recurring requirement for Furniture, Fixtures and Equipment (FF&E) for the Medical Centers, the Community-Based Outpatient Clinics (CBOCs), the Vet Centers, and other outlying clinics and offices throughout the United States and its territories. The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity. Please see Table 1 below for a summary of equipment included in this solicitation. Salient characteristics for each item are included in the following tables. This requirement is in support of the activation of the VA Cape Girardeau Health Care Center. Item(s) are to be delivered to the location specified in section 3.2.1. Table 1 Package Items Summary CLIN JSN Model/Number Item Description Quantity R6090 iLF125-GX (FRZ2) Freezer, Laboratory, 25cf 1 R5135 iLF105-GX (FRZ3) Freezer, Laboratory, Undercounter, 5cf 1 R6090 iUF118 (FRZ4) Freezer, Ultra-Low, Single, 18cf 1 R6280 iLR120-GX (REF1) Refrigerator, Laboratory, 20cf 1 R6280 iLR125-GX (REF2) Refrigerator, Laboratory, 25cf 2 R6280 iLR256-GX (REF3) Refrigerator, Laboratory, 56cf 2 R6400 iLR105-GX (REF5) Refrigerator, Laboratory, Undercounter, 5cf 4 General Conditions Site Address The address of the Cape Girardeau Healthcare Center is listed below. Additional information on delivery is located in section 3.2. VA Cape Girardeau Healthcare Center 711 Mt. Auburn Road. Cape Girardeau, MO 63073 Items shall be delivered no earlier than the estimated delivery start date and no later than the delivery end date listed in Table 2 below. Table 2 Anticipated Building Outfitting Schedule Building Name Building # & Letter Acronym Est. Delivery Start Date Est. Delivery End Date VA Cape Girardeau Health Care Center N/A VACGHCC 09/01/21 10/01/2021 Schedule and Order Management The above delivery schedule is based upon the current construction schedule. The vendor shall not increase prices for a change in delivery date for up to 30 days due to construction delays. The awardees actual delivery dates will be confirmed by VA upon award. Post-award the vendor will coordinate delivery prior to beginning any work (see section 2.4). Once the dates have been confirmed, modifications to the schedule are subject to written approval by the COR and the vendor. Schedule changes that are beyond the dates specified in the contract will require approval by the Contracting Officer and a contract modification. Delivery and Receiving Delivery and receipt of the proposed items is anticipated to be directed to the location identified below. Confirmation of delivery location will be provided post-award. To coordinate delivery, contact Donald Mike Wright at (573) 718-1172, Donald.Wright3@va.gov, Lorne Belt at (703) 408-9147 lbelt@vcp-llc.com. VA Cape Girardeau Health Care Center Direct Delivery to address detailed in paragraph 2.1.1) IOT&A Contractor-Provided Warehouse Local to the VHACGHCC Delivery shall be freight on board (FOB) Destination. The vendor is required to define the need for a staging area to accommodate item delivery, if needed. Post-award, this information will be confirmed with the vendor. The delivery of items identified in this document shall take place during normal business hours which are defined as: 0800 to 1630 (i.e.: 8:00am to 4:30pm Central Time), Monday through Friday, and excluding Federal Holidays. Delivery trucks will not be permitted to remain at the loading dock. Trucks shall be unloaded, moved from the dock, and then brought back to the dock if required to haul out any waste, tools, or excess materials. Labeling of delivered items shall include the VA facilities contract number and VA purchase order number for identification and reference upon receipt of product. Use of Warehouse If the vendor requires the use of the Government s activation contractor s warehouse to meet the requirements of this contract the vendor must provide a certificate of insurance prior to the delivery and offloading of the item(s). This insurance certificate must be completed and presented to the activation contractor prior to delivery. The vendor shall communicate through the VA POC any required coordination requirements. Clean Up and Disposal There are no dumpsters available for vendor use. The removal of waste and/or excess material shall be conducted through the loading dock area. Delivery trucks and/or other vendor vehicles will not be permitted to remain at the loading dock. Vehicles will need to be brought back to the dock if required to remove any waste, tools, or excess materials. Deliverables The vendor shall provide CAD drawings (including shop drawings) and specifications for site prep for their product as required. The vendor shall provide a completed VA Form 6550 with submittal documents for any and all item(s) that may connect to the VA network and medical devices that store sensitive patient information. Assembly Required: Yes No Installation Required: Yes No The vendor is required to manage and coordinate installation at the VA Cape G. with the COR. On-site assembly and installation of items, and performance of services identified in this document shall take place during normal business hours which are defined as: 0800 to 1630 (i.e.: 8:00am to 4:30pm Central Time), Monday through Friday, and excluding Federal Holidays. The vendor is required to define the need for a staging area to accommodate item assembly and installation, if needed. Post-award, this information will be confirmed with the vendor. The vendor is required to provide tools, labor and materials to complete assembly and installation of the items detailed in this document. The vendor shall protect all finished spaces and surfaces as required from delivery and installation damage. The vendor shall use covering and protection to the extent necessary to prevent damage to finished spaces. Any damage occurred during delivery and installation is the responsibility of the vendor. The vendor will be responsible for paying for and repairing any damage or noted deficiencies to finished spaces and surfaces that occur as a result of the vendor s (or associated sub-contractors) installation. During the entire duration of assembly and installation, the vendor will have a competent representative on-site as the vendor s contact, and to serve as the interface between the vendor and VA Cape G. On-site representative can be the installer. All instructions provided from COR to the representative will be binding as if given to the vendor s main contact. The COR may provide specific instructions, however, only the Contracting Officer may change the terms or conditions of the contract. Use of Premises During the performance of this contract, work will be carried out on VA Cape G. premises. The vendor will perform all work in such a manner that will cause a minimum interference with VA Cape G. operations and the operations of other contractors on the premises. The vendor will communicate through the VA POC any required coordination requirements with the GC prior to and during delivery and installation activities. The project may be an active construction site during delivery and installation. The vendor will take all necessary precautions to protect the premises and all persons and property therein from damage or injury. The vendor will assume responsibility for taking precautions for the vendor's (and associated subcontractors ) employees, agents, licensees, and permittees. The vendor shall abide by any safety requirements imposed by the GC (e.g., hard hats, safety vests). Project: VA Cape Girardeau Health Care Center 711 Mt. Auburn Road. Cape Girardeau, MO 63073 Item Name: CLIN 1 Model # iLF125-GX - Drawing id tag (FRZ2) Freezer, Laboratory, 25cf MFG: Helmer, (or equal) Salient Characteristics: The 25cf Laboratory Freezer should have the following characteristics: Microprocessor Temperature Controller Alarms: Hi and Low Temperature, Door Open and Power Failure Alarms: Compressor Temperature and Low Battery Full-color Touchscreen Event Log with Detail Screen & Event Acknowledgement Automatic Alarm Testing Password Protected Settings Min/Max Display & Reset Download - Temperature Graphs and Event Report Ethernet capability Project: VA Cape Girardeau Health Care Center 711 Mt. Auburn Road. Cape Girardeau, MO 63073 Item Name: CLIN 2 Model # iLF105-GX - Drawing id tag (FRZ3) Freezer, Laboratory, Undercounter, 5cf MFG: Helmer, (or equal) Salient Characteristics: The 5cf Undercounter Laboratory Freezer should have the following characteristics: Microprocessor Temperature Controller Alarms: Hi and Low Temperature, Door Open and Power Failure Alarms: Compressor Temperature and Low Battery Full-color Touchscreen Event Log with Detail Screen & Event Acknowledgement Automatic Alarm Testing Password Protected Settings Min/Max Display & Reset Download - Temperature Graphs and Event Report Ethernet capability Project: VA Cape Girardeau Health Care Center 711 Mt. Auburn Road. Cape Girardeau, MO 63073 Item Name: CLIN 3 Model # iUF118- Drawing id tag (FRZ4) Freezer, Ultra-Low, Single, 18cf MFG: Helmer, (or equal) Salient Characteristics: The 18cf Ultra-Low Freezer should have the following characteristics: Temperature Range -50ºC to -86ºC @ 32ºC (90ºF) Ambient Color touchscreen Interface Microprocessor with touchscreen input and display USB hub for data retrieval Lockable door, PIN access control, password setpoints, padlock hasp High ambient temperature warning, compressor, and condenser over-temperature alarms USB Communication Ports Fully adjustable Warm / Cold Alarms Event Log Temperature Log Access Log Battery Back-up Project: VA Cape Girardeau Health Care Center 711 Mt. Auburn Road. Cape Girardeau, MO 63073 Item Name: CLIN 4 Model # iLR120-GX - Drawing id tag (REF1) Refrigerator, Laboratory, 20cf MFG: Helmer, (or equal) Salient Characteristics: The 20cf Laboratory Refrigerator should have the following characteristics: Microprocessor Temperature Controller Alarms: Hi and Low Temperature, Door Open and Power Failure Alarms: Compressor Temperature and Low Battery Full-color Touchscreen Interactive Temperature Graph Event Log with Detail Screen Automatic Alarm Testing Password Protected Settings Min/Max Display & Reset Download - Temperature Graphs and Event Report Ethernet capability Project: VA Cape Girardeau Health Care Center 711 Mt. Auburn Road. Cape Girardeau, MO 63073 Item Name: CLIN 5 Model # iLR125-GX - Drawing id tag (REF2) Refrigerator, Laboratory, 25cf MFG: Helmer, (or equal) Salient Characteristics: The 25cf Laboratory Refrigerator should have the following characteristics: Microprocessor Temperature Controller Alarms: Hi and Low Temperature, Door Open and Power Failure Alarms: Compressor Temperature and Low Battery Full-color Touchscreen Interactive Temperature Graph Event Log with Detail Screen Automatic Alarm Testing Password Protected Settings Min/Max Display & Reset Download - Temperature Graphs and Event Report Ethernet capability Project: VA Cape Girardeau Health Care Center 711 Mt. Auburn Road. Cape Girardeau, MO 63073 Item Name: CLIN 6 Model # iLR256-GX - Drawing id tag (REF3) Refrigerator, Laboratory, 56cf MFG: Helmer, (or equal) Salient Characteristics: The 56cf Laboratory Refrigerator should have the following characteristics: Microprocessor Temperature Controller Alarms: Hi and Low Temperature, Door Open and Power Failure Alarms: Compressor Temperature and Low Battery Full-color Touchscreen Interactive Temperature Graph Event Log with Detail Screen Automatic Alarm Testing Password Protected Settings Min/Max Display & Reset Download - Temperature Graphs and Event Report Ethernet capability Project: VA Cape Girardeau Health Care Center 711 Mt. Auburn Road. Cape Girardeau, MO 63073 Item Name: CLIN 7 Model # iLR105-GX- Drawing id tag (REF5) Refrigerator, Laboratory, Undercounter, 5cf MFG: Helmer, (or equal) Salient Characteristics: The 5cf Undercounter Laboratory Refrigerator should have the following characteristics: Microprocessor Temperature Controller Alarms: Hi and Low Temperature, Door Open and Power Failure Alarms: Compressor Temperature and Low Battery Full-color Touchscreen Interactive Temperature Graph Event Log with Detail Screen Automatic Alarm Testing Password Protected Settings Min/Max Display & Reset Download - Temperature Graphs and Event Report Ethernet capability 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.