Inactive

The VA Southern Oregon REHAB CTR is seeking Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), or Small Business sources capable of meeting the requirement li... The VA Southern Oregon REHAB CTR is seeking Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), or Small Business sources capable of meeting the requirement listed below. The acquisition will be accomplished using commercial item procedures in accordance with FAR Part 12. 1. Contracting Officer s Technical Representative (COTR). Name: Chris Ortiz Section: Biomedical Engineering Address: 8495 Crater Lake Hwy, White City, OR 97503 Phone Number: (541) 826-2111 x 3908 Fax Number: (541) 830-3501 E-Mail Address: Christopher.Oritz2@va.gov 2. Contract Title. Ingenuity CT to include all associated ups devices 3. Background. The White City VA Southern Oregon Rehabilitation Center and Clinic (VA SORCC) has a Philips Medical Systems Ingenuity CT System which is utilized for scheduled patient diagnostic procedures as well as emergency procedures. This contract is to align the start and end times of all of the Philips radiology equipment. Equipment down time can be extensive as a result of not having a contract in place, and repairs for any components associated with this piece of equipment can be extensive, as well. 4. Scope. Contract shall cover the upgrade to windows 10 operating system. All replacement parts shall be original equipment manufacturer (OEM). Service coverage shall be Monday through Friday, 8:00 AM through 5:00 PM, excluding recognized U.S. Federal holidays. Emergency service (up to $2,500 per occurrence) outside these hours shall be approved by using organization and paid for by purchase card. If over $2500 then the contract may be modified, or a separate purchase order may be written. Contracting officer will have sole discretion before contract is modified or work outside the scope of the contract is started. Contractor may be asked to provide a quote of repair cost at no charge to the government. Contractor s Field Service Engineers shall be knowledgeable and trained on the specific system for which this contract shall cover. Should the tube fail during this contract period, the labor to replace the tube shall be included as a part of this contract. Since the system will be down, tube replacement shall occur during normal contract coverage hours, unless circumstances should make it necessary to replace the tube on the weekend. Should a repair of any type require work to be performed outside contract coverage hours, as determined by the VA s Contracting Officer (CO) or Contracting Officer s Technical Representative (COTR), a purchase order shall be issued to pay the difference between the contractor s normal hourly billing rate and the contractor s overtime billing rate. Equipment to be covered by this contract shall include: 1. Ingenuity CT, serial 310328, EE# 19480 2. All associated ups devices 5. Specific Tasks. The tasks described below shall ensure a 97 percent uptime. Uptime shall be accomplished by necessary preventive maintenance and timely response to repair service calls. 5.1 Task 1 - Enterprise Management Controls. 5.1.1 Subtask 1 - Integration Management Control Planning. Contractor shall provide an uptime of ninety seven percent (97%) through proper maintenance of the system in accordance with the manufacturer s specifications. Proper maintenance shall be accomplished by the following: 1. Semi-annual, and Annual preventive maintenance (PM) checks and service per manufacturer s specifications. PM shall be performed during contract coverage hours. 2. Field Service Engineer coverage Monday through Friday, 8:00 AM through 5:00 PM, excluding U.S. Federal holidays. 3. Twenty-four (24) hours per day of available remote system monitoring and troubleshooting via a VPN access regardless of holidays and weekends. Contractor shall work with the VA to obtain this connection through necessary background checks and training. Contractor shall provide the VA with all information required for the VA to perform background investigations on Field Service Engineers within two weeks of contract agreement. Contractor shall also ensure that its Field Service Engineers complete all necessary VA Network Security training. 4. Onsite Field Service Engineer response time shall not exceed four hours from time service is called in for hard down systems. 5. Shall include all parts necessary to perform all repairs. In the event the tube should fail replacement of the tube shall be covered under the contract. 6. Shall include all labor and travel. 7. Shall include all software updates based upon original O.S. & application purchased. This shall exclude software/hardware performance upgrades. 5.1.2 Subtask 2 - Contract Management. Contract management shall be accomplished through: 1. Monitoring the actual uptime of the system. 2. Response time. Contractor s FSE shall check in (sign in) at the Biomedical Engineering shop when he/she arrives on site and check out (sign out) when he/she has completed the necessary service. 3. Technical superiority. The contractor shall demonstrate through its actions that is possesses the technical skills necessary to perform the services under this contract. 4. PM performance. All preventive maintenance in accordance with manufacturer s specifications shall occur at proper intervals as prescribed by The Joint Commission and the most current edition of NFPA 99, to again be monitored by the contractor s FSE checking in and out upon arrival and departure. Deliverables: There are no pre-determined deliverables for this contract. 6. Performance Monitoring The contractor s ability to provide ninety seven percent (97%) uptime, Field Service Engineer response time, shall be the performance indicators for this contract. The 97% uptime shall be calculated by total time the system has the ability to acquire, process, and transfer a diagnostically useful image divided by the contract coverage time. 7. Security Requirements Contractor s Field Service Engineer shall have only limited and intermittent access to sensitive patient information residing on the Easy Diagnost Eleva system. This is necessary and unavoidable. 1. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS a. A contractor/subcontractor (henceforth referred to as contractor) 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. b. 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. c. The contractor 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. 2. VA INFORMATION CUSTODIAL LANGUAGE a. Information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor 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's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are compliant with VA directive requirements. c. Prior to termination or completion of this contract, contractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. d. The contractor 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. e. The contractor 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 electronic storage media for restoration in case any electronic equipment or data used by the contractor 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. f. 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. g. 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. h. The contractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. i. The contractor s firewall and Web services security controls, if applicable, shall meet or exceed VA s minimum requirements. VA Configuration Guidelines are available upon request. j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. The contractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. k. Notwithstanding the provision above, the contractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor is in receipt of a court order or other requests for the information, that contractor shall immediately refer such court orders or other requests to the VA contracting officer for response. 3. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE a. For information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA facilities, contractors/subcontractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. This includes conducting compliant risk assessments, routine vulnerability scanning, system patching and change management procedures, and the completion of an acceptable contingency plan for each system. The contractor s security control procedures must be equivalent, to those procedures used to secure VA systems. A Privacy Impact Assessment (PIA) must also be provided to the COR and approved by VA Privacy Service prior to operational approval. All external Internet connections to VA s network involving VA information must be reviewed and approved by VA prior to implementation. b. Adequate security controls for collecting, processing, transmitting, and storing of Personally Identifiable Information (PII), as determined by the VA Privacy Service, must be in place, tested, and approved by VA prior to hosting, operation, maintenance, or use of the information system, or systems by or on behalf of VA. These security controls are to be assessed and stated within the PIA and if these controls are determined not to be in place, or inadequate, a Plan of Action and Milestones (POA&M) must be submitted and approved prior to the collection of PII. c. Outsourcing (contractor facility, contractor equipment or contractor staff) of systems or network operations, telecommunications services, or other managed services requires certification and accreditation (authorization) (C&A) of the contractor s systems in accordance with VA Handbook 6500.3, Certification and Accreditation and/or the VA OCS Certification Program Office. Government-owned (government facility or government equipment) contractor-operated systems, third party or business partner networks require memorandums of understanding and interconnection agreements (MOU-ISA) which detail what data types are shared, who has access, and the appropriate level of security controls for all systems connected to VA networks. d. The contractor s system must adhere to all FISMA, FIPS, and NIST standards related to the annual FISMA security controls assessment and review and update the PIA. Any deficiencies noted during this assessment must be provided to the VA contracting officer and the ISO for entry into VA s POA&M management process. The contractor must use VA s POA&M process to document planned remedial actions to address any deficiencies in information security policies, procedures, and practices, and the completion of those activities. Security deficiencies must be corrected within the timeframes approved by the government. Contractor procedures are subject to periodic, unannounced assessments by VA officials, including the VA Office of Inspector General. The physical security aspects associated with contractor activities must also be subject to such assessments. If major changes to the system occur that may affect the privacy or security of the data or the system, the C&A of the system may need to be reviewed, retested and re-authorized per VA Handbook 6500.3. This may require reviewing and updating the documentation (PIA, System Security Plan, Contingency Plan). The Certification Program Office can provide guidance on whether a new C&A would be necessary. e. The contractor must conduct an annual self-assessment on all systems and outsourced services as required. Both hard copy and electronic copies of the assessment must be provided to the COR. The government reserves the right to conduct such an assessment using government personnel or another contractor. The contractor must take appropriate and timely action (this can be specified in the contract) to correct or mitigate any weaknesses discovered during such testing, generally at no additional cost. f. VA prohibits the installation and use of personally owned or contractor-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 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. g. All electronic storage media used on non-VA leased or non-VA owned IT equipment that is used to store, process, or access VA information must be handled in adherence with VA Handbook 6500.1, Electronic Media Sanitization upon: (i) completion or termination of the contract or (ii) disposal or return of the IT equipment by the contractor or any person acting on behalf of the contractor, whichever is earlier. Media (hard drives, optical disks, CDs, back-up tapes, etc.) used by the contractors/subcontractors that contain VA information must be returned to the VA for sanitization or destruction or the contractor must self-certify that the media has been disposed of per 6500.1 requirements. This must be completed within 30 days of termination of the contract. h. 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. The options are: 1. Vendor must accept the system without the drive; 2. 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 3. VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase. 4. 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; (a). 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 (b). 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. (c). 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. 4. SECURITY INCIDENT INVESTIGATION a. 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 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 has access. b. To the extent known by the contractor, the contractor 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 considers relevant. c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. d. In instances of theft or break-in or other criminal activity, the contractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. 8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). Should the tube fail during the course of this contract, the contractor shall acquire an OEM tube for replacement. The contractor shall provide all other parts, tools and implements necessary to perform the duties outlined in the contract. 9. Other Pertinent Information or Special Considerations. Delay in awarding this contract presents the possibility of expensive repairs which could cost more than the annual contract cost. a. Identification of Possible Follow-on Work. This contract must be renewed at end of this contract period to ensure uptime of the system. b. Identification of Potential Conflicts of Interest (COI). There are no foreseeable conflicts of interest for this contract. c. Identification of Non-Disclosure Requirements. Contractor s FSE may be exposed to sensitive patient information while performing his duties. d. Inspection and Acceptance Criteria. Equipment uptime performance, FSE response time, and PM performance shall be the criteria for acceptance. 10. Risk Control No risk shall be presented to any patient as the FSE shall perform all services with no patients present. No VA SORCC staff shall be at risk, as any staff present during service will be familiar with the device and its safety procedures. 11. Place of Performance. 12. Period of Performance. 13. Definitions: The following terms that appear throughout the scope of work shall serve as clarification for all involved. Contracting Officer: The Contracting Officer for this contract shall be the Veterans Health Administration representative warranted to enter into a contract on behalf of the government. There shall be only one Contracting Officer for this contract. The North American Industry Classification System (NAICS) is 339112. Any SDVOSB, VOSB, or Small Business firms who wish to identify their interests and capability to provide this product must provide product specifications, performance, and delivery information by notifying the Contract Specialist no later than 1:00 PM Pacific Standard Time, January 6, 2022. Notification shall be e-mailed to Ladell Holmes, at ladell.holmes@va.gov. Any vendor who responds to this Notice must provide credentials to perform the requirement as outlined in the below scope.