Sources Sought for a Service Contract to maintain functionality for a Managed Zone Motorola Radio System
Added: Apr 04, 2018 12:50 pm The Department of Veterans Affairs, NCO 17 Network Contracting Office, on behalf of VA Medical Center Dallas, is issuing this sources sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for a firm-fixed priced Service Contract to fully maintain functionality for a Motorola Radio System. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 561621. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals or quotes; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. If your organization has the potential capacity to perform these services, please provide the following information: Organization name, address, point of contact, email address, Web site address, and telephone number. Business size: small, small disadvantaged, woman-owned, Hub Zone, serviced-disabled veteran-owned small business, large business, etc. Business type under North American Industry Classification System (NAICS) 561621, which contains a size standard of $20.5 Million, CAGE Code and DUNS Number. Under which NAICS code does your company usually provide the requirements described in the Scope of Work (SOW) - Please provide rationale for your answer is different from NAICS 561621. Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. The government will evaluate market information to ascertain potential market capacity to: Provide services consistent in scope and scale with those described in this notice and otherwise anticipated. Secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements. Implement a successful plan that includes: compliance with program schedules; cost containment; meeting and tracking performance. Provide services under a firm-fixed price contract. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 11:00am CST, April 6, 2018. All responses under this Sources Sought Notice must be emailed to Victoria.Rone3@va.gov, Subject Line Title: Service Contract to fully maintain functionality for a Motorola Radio System. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. The SAM can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. STATEMENT OF WORK General: Contractor shall provide all services to maintain fully functionality of the Managed Zone Core Motorola Radio System Description of Work: Contractor shall provide all required tools, materials, labor, and test equipment, expertise necessary to repair and verify performance in accordance with the original equipment manufacturer specifications of VA North Texas s Motorola Radio System not limited to technical support, software maintenance, security updates, security monitoring, dispatch services and on-site infrastructure responses, network monitoring, infrastructure repair and advance replacement, network preventative maintenance, repairs, and system support. Contractor shall provide all required tools, materials, labor, and test equipment, expertise necessary to repair and verify performance in accordance with the original equipment manufacturer specifications of VA North Texas s Motorola Radio System. This service contract is necessary to keep the radio system fully functional. The radio system is the main line of communication between our Police Officers and Dispatch. Losing communication would put the safety of the officers at risk. The radio system is also our backup communication system should we lose phone lines in a disaster. Software Maintenance: Contractor shall provide minor software upgrades, known as patch releases, may include commercial Operating Software (OS) and application software patches and service pack updates. Currently, coverage includes Microsoft Windows and Server OS, Red Hat Linux, Sun Solaris and any Motorola software service packs that may be available. Patch releases are analyzed, pre-tested, and certified in a dedicated ASTRO 25 test laboratory to ensure that they are compatible and do not interfere with the ASTRO 25 network functionality. Once a patch release has been validated as safe for deployment on the radio network, it is posted on the Motorola secure extranet site for the VA to download and deploy. Commercial software patches will be made available on a quarterly basis. The ASTRO 25 system release software for the following products are covered under the SMA: base stations, site controllers, comparators, routers, LAN switches, servers, dispatch consoles, network management clients, Network Fault Management (NFM) products, and network security devices such as firewalls. Security Monitoring Service: Contractor shall provide security monitoring services that includes uninterrupted monitoring of the VA Dallas radio network by experienced security analysts. The contractor shall detect, analyze, and respond to security events quickly to prevent any impact on communications. The contractor shall identify a security issue and an analyst shall open a case and dispatch a local technician to the site while continuing to monitor the situation until the issue is resolved. Hours of Performance: Work shall occur Monday Friday during normal duty hours. Check in Requirements: The Field Service Engineer must report to the Biomedical Engineering Department, Clinical Addition Room BB220, to obtain a badge and sign in with the Biomedical Engineering Service before work begins. Submit any mobile media devices that would be used on the system to a virus scan. Upon completion of work, the Field Service Engineer must report to the Biomedical Engineering Service to sign out and brief Biomedical Staff or Supervisor if Biomedical Staff is unavailable concerning completion of service. At the end of briefing Field Service Engineer will return the badge and sign out in the Biomedical Engineering Department. Documentation: Contractor shall furnish a detailed field service report upon completion of work to Biomedical Staff in the Biomed Department. Payment will not be processed until a properly completed service report is received. The service report shall contain, at a minimum, the following information: Date and time of contractor s arrival on station Type, model and serial number (s) of all equipment on which maintenance was performed Total time spent performing maintenance. Detailed narrative description of the services required Copies of all test reports Complete list of parts replaced Date and time the repair was completed Cost Estimate of all labor (including travel), parts/supplies, and shipping charges The service report shall itemize every item in the specification. Each item shall state the "as found" condition or values, the "calibrated to" or "adjusted to" values, the factory design tolerances, and a complete description of all work performed concerning the items. Included will be a list of new parts used and recommended future repairs. Period of Performance: Period of performance shall be done in a reasonable time frame (no longer than one 30 days after receipt of order) unless unseen circumstances arise which need to be discussed with Biomed representative. Place of Performance: VA Medical Dallas, 4500 S. Lancaster Rd, Dallas, Texas 75216 Technical Representatives: Prior to contract award, the Contracting Officer shall designate a VA Medical Center employee as the Contracting Officer Representative (COR). All work coordination shall be made tough the COR. The Contractor shall be provided a copy of the letter of delegation authorizing the COR at the commencement of the term of the contract. No other person shall be authorized to act in such capacity unless appointed in writing by the Contracting Officer. Information technology security requirements: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. The contractor shall comply with all Federal laws and regulations the VA has developed when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor. The information made available to the contractor by VA for the performance of this contract will be used only for the purposes of performance under this contract. The certification and accreditation requirements do not apply to this requirement and a security accreditation package is not required. SECURITY STATEMENT: Sensitive VA information is contained within the systems covered by this contract. Biomedical Engineering shall perform virus scans on all removable media prior to use on VA medical equipment. This includes all types of removable media, including media (e.g., USB devices, CDs, dongles, etc.) that has been issued by VA, media not issued by VA, and media brought in by vendors or independent service organizations. Within accordance of VA Directive 6500, Information Security Program, September 2007 The Vendor will not transfer any VA information to a location outside the VA and only to VA locations determined by the VA System Administrator. The information in these systems may be covered by the Privacy Act 1974 which contains criminal penalties of abuse of information. During onsite service, the Vendor shall be chaperoned by VA Personnel. However, the vendor shall not be issued a UserID/Password. Non-volatile memory devices, working or non-working, shall NOT be removed from the VA facility until the ISO has certified that the data has been destroyed. For magnetic devices and media, the data destruction will be by degaussing. Other forms of cleansing will be used for non-magnetic media. The vendor will not have remote access to complete the repair(s) and preventive maintenance. RECORDS MANAGEMENT STATEMENT All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System (VANTXHCS) and must be returned to VANTXHCS at the end of the contract or destroyed in accordance to the VHA Record Control Schedule (RCS)10-1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 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 or identified in the RCS 10-1. 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. Safety Requirements: In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served to the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work, and hold the Contractor in default. Invoicing: Payment to be made monthly in arrears by certified invoices and must contain the contract number. All invoices shall be submitted electronically to the VA Financial Service Center. All invoices will reference the purchase order number assigned to the contract. System Overview
36C25718Q0656 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 17
4/4/18, 12:50 PM Service Contract to maintain functionality for a Managed Zone Motorola Radio System (North Texas Healthcare System)
Added: Apr 06, 2018 12:21 am This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only Solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation number 36C25718Q0656_1 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular. SET-ASIDE:  This requirement is Total Service-Disabled Veteran-Owned Small Business Set-Aside. The NAICS is 561621 and the small business size standard is $20.5 Million. In accordance with VAAR 852.219-11, any SDVOSB submitting a quote for this action must be verified for ownership and control and is so listed in the vendor information pages database (http://www.vetbiz.gov) upon submission of quote. Only qualified offerors may submit bids. Introduction: A Firm Fixed Price award will be made to the lowest priced quote which conforms to the requirements within this solicitation and represents the best price to the Government. Description of Services: Contractor shall provide all required tools, materials, labor, and test equipment, expertise necessary to repair and verify performance in accordance with the original equipment manufacturer specifications of VA North Texas s Motorola Radio System not limited to technical support, software maintenance, security updates, security monitoring, dispatch services and on-site infrastructure responses, network monitoring, infrastructure repair and advance replacement, network preventative maintenance, repairs, and system support. Contractor shall provide all required tools, materials, labor, and test equipment, expertise necessary to repair and verify performance in accordance with the original equipment manufacturer specifications of VA North Texas s Motorola Radio System. The contractor shall be an authorized third-party vendor and provide training certifications and all applicable documentation illustrating authorization from the vendor to service the contractor owned equipment. See attached Statement of Work (SOW) and Line Item CLIN for complete details. Place of Performance: North Texas Healthcare System as outlined in the Statement of Work. Period of Performance Base Year: April 16, 2018 tu April 15, 2019 Option Year One: April 16, 2019 tu April 15, 2020 Option Year Two: April 16, 2020 tu April 15, 2021 Option Year Tee: April 16, 2021 tu April 15, 2022 The following clauses and provisions apply to this solicitation: 52.209-5, Certification Regarding Responsibility Matters 52.212-3, Offeror Representations and Certifications-Commercial Items 52.212-4, Contract Terms and Conditions-Commercial Items 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items 52.217-8, Option to Extend Services The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days. 52.217-9, Option to Extend the Term of the Contract a) The Government may extend the term of this contract by written notice to the Contractor within 60 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed four years. 52.203-17 Contractor Employee Whistleblower Rights and Requirements to Inform Employees of Whistleblower Right 52.203-99 Prohibition of Contracting with Entities That Require Certain Internal Confidentiality Agreements 52.219-14, Limitations on Subcontracting 52.219-8, Utilization of Small Business Concerns (OCT 2014) (15 U.S.C. 637(d)(2) and (3). 52.219-27 Notice of Service-Disabled Veteran-Owned Small Business Set-Aside 52.222-3, Convict Labor 52.222-41, Service Contract Labor Standards (MAY 2014) (41 U.S.C. chapter 67) 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards Price Adjustment (Multiple Year and Option Contracts) (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67) 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving 52.232-19, Availability of Funds for the Next Fiscal Year 52.228-5 Insurance-Work on a Government Installation (JAN 1997) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management 52.237-3 Continuity of Services (JAN 1991) 52.232-39, Unenforceability of Unauthorized Obligations (In the FAR https://www.acquisition.gov/far/html/52_232.html#wp1160005) 52.233-3, Protest after Award (In the FAR https://www.acquisition.gov/far/html/52_233_240.html) 852.203-70, Commercial Advertising 852.219-10 VA Notice of Total Service-Disabled Veteran Owned Small Business Set-Aside 852.232-72, Electronic Submission of Payment Requests 852.237-70, Contractor Responsibilities 52.252-1, Solicitation Provisions Incorporated by Reference: This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es). 52.252-2, Clauses Incorporated by Reference: This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es). Full text can be obtained at http://www.acquisition.gov/far/index.html LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011) This solicitation includes FAR 52.219-14, Limitations on Subcontracting, and VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set- Aside. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. Submission of Quote (FAR 52.212-1 Instructions to Offerors Commercial Items): The Offeror shall submit their quote on company letterhead and shall include unit price, overall total price, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov. Complete copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document. The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract. All quotes received without this documentation will not be considered. Quotes must be received no later than Wednesday, April 11, 2018, Noon CST. Email your quote to Victoria.Rone3@va.gov. The subject line must specify 36C25718Q0656_1 (Managed Zone Motorola Radio System). There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered. All offerors must submit training certifications and all applicable documentation illustrating authorization from the vendor to service the contractor owned equipment with quotes in order to be considered. Quote should be broken down as follows: ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Document Sedding Contract Period: Base April 16, 2018 April 15, 2019 12.00 MO $ $ 1001 Document Sedding Contract Period: Option Year 1 April 16, 2019 April 15, 2020 12.00 MO $ $ 2001 Document Sedding Contract Period: Option Year 2 April 16, 2020 April 15, 2021 12.00 MO $ $ 3001 Document Sedding Contract Period: Option Year 3 April 16, 2021 April 15, 2022 12.00 MO $ $ GRAND TOTAL $ _________________ The solicitation package will be posted on FedBizOpps, which can be accessed at www.fedbizopps.gov. The Government will not provide paper copies of the solicitation. Telephone, written, or facsimile, requests, for the solicitation package will not be honored. All interested parties MUST be registered in the System for Award Management (SAM) Database and have completed On-Line Representation and Certifications Application (ORCA) in order to receive a contract award. If you are not registered with SAM, you may request an application via phone at 866-606-8220 or register on-line at https://www.sam.gov. To keep informed of changes: Check www.fedbizopps.gov frequently. DISCLAIMER AND IMPORTANT NOTES: The government is in no way obligated to do business with or enter into the award a contract to any firm or its affiliates or otherwise pay for the information provided in this synopsis. STATEMENT OF WORK General: Contractor shall provide all services to maintain fully functionality of the Managed Zone Core Motorola Radio System Description of Work: Contractor shall provide all required tools, materials, labor, and test equipment, expertise necessary to repair and verify performance in accordance with the original equipment manufacturer specifications of VA North Texas s Motorola Radio System not limited to technical support, software maintenance, security updates, security monitoring, dispatch services and on-site infrastructure responses, network monitoring, infrastructure repair and advance replacement, network preventative maintenance, repairs, and system support. Contractor shall provide all required tools, materials, labor, and test equipment, expertise necessary to repair and verify performance in accordance with the original equipment manufacturer specifications of VA North Texas s Motorola Radio System. This service contract is necessary to keep the radio system fully functional. The radio system is the main line of communication between our Police Officers and Dispatch. Losing communication would put the safety of the officers at risk. The radio system is also our backup communication system should we lose phone lines in a disaster. Software Maintenance: Contractor shall provide minor software upgrades, known as patch releases, may include commercial Operating Software (OS) and application software patches and service pack updates. Currently, coverage includes Microsoft Windows and Server OS, Red Hat Linux, Sun Solaris and any Motorola software service packs that may be available. Patch releases are analyzed, pre-tested, and certified in a dedicated ASTRO 25 test laboratory to ensure that they are compatible and do not interfere with the ASTRO 25 network functionality. Once a patch release has been validated as safe for deployment on the radio network, it is posted on the Motorola secure extranet site for the VA to download and deploy. Commercial software patches will be made available on a quarterly basis. The ASTRO 25 system release software for the following products are covered under the SMA: base stations, site controllers, comparators, routers, LAN switches, servers, dispatch consoles, network management clients, Network Fault Management (NFM) products, and network security devices such as firewalls. Security Monitoring Service: Contractor shall provide security monitoring services that includes uninterrupted monitoring of the VA Dallas radio network by experienced security analysts. The contractor shall detect, analyze, and respond to security events quickly to prevent any impact on communications. The contractor shall identify a security issue and an analyst shall open a case and dispatch a local technician to the site while continuing to monitor the situation until the issue is resolved. Hours of Performance: Work shall occur Monday Friday during normal duty hours. Period of Performance Base Year: April 16, 2018 tu April 15, 2019 Option Year One: April 16, 2019 tu April 15, 2020 Option Year Two: April 16, 2020 tu April 15, 2021 Option Year Tee: April 16, 2021 tu April 15, 2022 Check in Requirements: The Field Service Engineer must report to the Biomedical Engineering Department, Clinical Addition Room BB220, to obtain a badge and sign in with the Biomedical Engineering Service before work begins. Submit any mobile media devices that would be used on the system to a virus scan. Upon completion of work, the Field Service Engineer must report to the Biomedical Engineering Service to sign out and brief Biomedical Staff or Supervisor if Biomedical Staff is unavailable concerning completion of service. At the end of briefing Field Service Engineer will return the badge and sign out in the Biomedical Engineering Department. Documentation: Contractor shall furnish a detailed field service report upon completion of work to Biomedical Staff in the Biomed Department. Payment will not be processed until a properly completed service report is received. The service report shall contain, at a minimum, the following information: Date and time of contractor s arrival on station Type, model and serial number (s) of all equipment on which maintenance was performed Total time spent performing maintenance. Detailed narrative description of the services required Copies of all test reports Complete list of parts replaced Date and time the repair was completed Cost Estimate of all labor (including travel), parts/supplies, and shipping charges The service report shall itemize every item in the specification. Each item shall state the "as found" condition or values, the "calibrated to" or "adjusted to" values, the factory design tolerances, and a complete description of all work performed concerning the items. Included will be a list of new parts used and recommended future repairs. Period of Performance: Period of performance shall be done in a reasonable time frame (no longer than one 30 days after receipt of order) unless unseen circumstances arise which need to be discussed with Biomed representative. Place of Performance: VA Medical Dallas, 4500 S. Lancaster Rd, Dallas, Texas 75216 Technical Representatives: Prior to contract award, the Contracting Officer shall designate a VA Medical Center employee as the Contracting Officer Representative (COR). All work coordination shall be made tough the COR. The Contractor shall be provided a copy of the letter of delegation authorizing the COR at the commencement of the term of the contract. No other person shall be authorized to act in such capacity unless appointed in writing by the Contracting Officer. Information technology security requirements: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. The contractor shall comply with all Federal laws and regulations the VA has developed when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor. The information made available to the contractor by VA for the performance of this contract will be used only for the purposes of performance under this contract. The certification and accreditation requirements do not apply to this requirement and a security accreditation package is not required. SECURITY STATEMENT: Sensitive VA information is contained within the systems covered by this contract. Biomedical Engineering shall perform virus scans on all removable media prior to use on VA medical equipment. This includes all types of removable media, including media (e.g., USB devices, CDs, dongles, etc.) that has been issued by VA, media not issued by VA, and media brought in by vendors or independent service organizations. Within accordance of VA Directive 6500, Information Security Program, September 2007 The Vendor will not transfer any VA information to a location outside the VA and only to VA locations determined by the VA System Administrator. The information in these systems may be covered by the Privacy Act 1974 which contains criminal penalties of abuse of information. During onsite service, the Vendor shall be chaperoned by VA Personnel. However, the vendor shall not be issued a UserID/Password. Non-volatile memory devices, working or non-working, shall NOT be removed from the VA facility until the ISO has certified that the data has been destroyed. For magnetic devices and media, the data destruction will be by degaussing. Other forms of cleansing will be used for non-magnetic media. The vendor will not have remote access to complete the repair(s) and preventive maintenance. RECORDS MANAGEMENT STATEMENT All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System (VANTXHCS) and must be returned to VANTXHCS at the end of the contract or destroyed in accordance to the VHA Record Control Schedule (RCS)10-1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 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 or identified in the RCS 10-1. 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. Safety Requirements: In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served to the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work, and hold the Contractor in default. Invoicing: Payment to be made monthly in arrears by certified invoices and must contain the contract number. All invoices shall be submitted electronically to the VA Financial Service Center. All invoices will reference the purchase order number assigned to the contract. System Overview
36C25718Q0656 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 17
4/6/18, 12:21 AM