Equipment Rental - GE Lightspeed VCT 64 Mobile CT Equipment Rental - GE Lightspeed VCT 64 Mobile CT
Added: Mar 30, 2015 3:04 pm This is a combined synopsis/solicitation for a commercial item prepared in accordance with the format in FAR Subpart 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. The solicitation number, VA69D-15-Q-0495, is issued as a request for quotation (RFQ). This document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular 2005-80 effective March 2, 2015 and Veterans Affairs Acquisition Regulation Supplement (VAAR) current to January 2010. This a Service Disabled Veteran Owned Small Business Set-Aside. The North American Industry Classification System (NAICS) Code for this acquisition is 621512, Size Standard: $15 million dollars. Offeror's quotes are hereby being requested and shall be submitted on offeror's letterhead or bid form and shall contain the name, title, and signature of the person authorized to submit quotes on behalf of the contractor. Offeror shall provide the following: Description: Brand name or equal: Rental of GE Lightspeed VCT 64 Mobile CT System for the Iron Mountain VAMC, 325 East H Street, Iron Mountain, MI 49801. Item # Description Quantity Unit Unit Cost Total Cost 001 Rental of a Mobile CT Unit, equipped with a VCT CT Scanner. In accordance with the SOW. Includes Delivery, Installation, Site Planning, Removal, and all service/maintenance 3 MO TOTAL PRICE FOR BASE PERIOD $___________ Item # Description Quantity Unit Unit Cost Total Cost 001 Rental of a Mobile CT Unit, equipped with a VCT CT Scanner. In accordance with the SOW. Includes Delivery, Installation, Site Planning, Removal, and all service/maintenance 1 MO TOTAL PRICE FOR OPTION PERIOD $___________ NOTE: This is a FOB destination contract. Total price shall include all delivery charges, fuel charges, driver fees etc. and be an all-inclusive price. This is a Firm Fixed Price Contract and NOT an economic price adjustment contract. Price will NOT be adjusted due to market fluctuations. Deliver all products to: Oscar G. Johnson VA Medical Center 325 E. H Street Iron Mountain, MI 49801 Attn: Imaging Services Contracting Officer's Representative William R. Johnson 906-774-3300 Ext 34016 The provision at 52.212-3, Offeror Representations and Certification--Commercial Items, applies to this solicitation. The provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition and a statement regarding any addenda to the provision. The contractor shall return a completed copy of this provision with its quotation. A copy of the provision may be obtained from https://www.acquisition.gov/far/current/html/52_212_213.html#wp1179194 or the contractor may confirm that the representations and certifications were completed on SAM.gov. The resulting firm fixed price award will incorporate the requirements of the clause at FAR 52.212-4, Contract Terms and Conditions--Commercial Items. The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items, is incorporated in this requirement, which will include: (1) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553); (2) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Pub L. 108-77, 108-78); (3) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns; (4) 52.219-6, Notice of total small business set-aside; (5) 52.219-28, Post Award Small Business Program Representation; (6) 52.222-3, Convict Labor ; (7) 52.222-19, Child Labor Cooperation with Authorities and Remedies; (8) 52.222-21, Prohibition of Segregated Facilities; (9) 52.222-26, Equal Opportunity; (10) 52.222-35, Equal Opportunities for Veterans; (11) 52.222-36, Affirmative Action for Workers with Disabilities; (12) 52.222-37, Employment reports on Veterans; (13) 52.222-50, Combating trafficking in Persons; (14) 52.223-18, Encourage Contractor Policies to Ban Text Messaging While Driving; (15) 52.225-1, Buy American Act-Supplies; (16) 52.227-14, Rights in Data - General; and (17) 52.232-34, Payment by Electronic Funds Transfer--Other than System for Award Management. The FAR clauses may be accessed in full text at this address https://www.acquisition.gov/far/ and VAAR clauses may be accessed at http://www1.va.gov/oamm/oa/ars/policyreg/vaar/. In addition, FAR 52.247-34 F.O.B. Destination, VAAR 852.203-70 Commercial Advertising, VAAR 852.211-73 Brand name or Equal, VAAR 852.219-10 VA Notice to Service Disabled Veteran Owned Small business Set-Aside, VAAR 852.215-71 Evaluation Factor Commitments, VAAR 852.232-72 Electronic Submission of Payment Requests, VAAR 852.237-70 Contractor Responsibilities apply to this acquisition, VAAR 852.246-71 Inspection. 52.211-6 -- Brand Name or Equal (August 1999) (a) If an item in this solicitation is identified as "brand name or equal," the purchase description reflects the characteristics and level of quality that will satisfy the Government's needs. The salient physical, functional, or performance characteristics that "equal" products must meet are specified in the solicitation Statement of work. (b) To be considered for award, offers of "equal" products, including "equal" products of the brand name manufacturer, must - (1) Meet the salient physical, functional, or performance characteristic specified in this solicitation; (2) Clearly identify the item by- (i) Brand name, if any; (ii) Make or model number; and (iii) Salient Characteristics; (3) Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and (4) Clearly describe any modification the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modification. (c) The Contracting Officer will evaluate "equal" products on the basis of information furnished by the offeror or identified in the offer and reasonably available to the Contracting Officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer. (d) Unless the offeror clearly indicates in its offer that the product being offered is an "equal" product, the offeror shall provide the brand name product referenced in the solicitation The Offeror shall also provide its DUNS number and Tax Identification number. All Contractors, are required to register in the System for Award Management (SAM) database before an award. Contractors are responsible for the accuracy of information added to SAM. To register, go to http://www.sam.gov/. STATEMENT OF WORK FOR THE IRON MOUNTAIN VA MOBILE CT SCANNER SYSTEM. Background A mobile CT unit is being requested to fill the gap during the anticipated downtime of renovation of the CT suite OGJVAMC in 2015 July-September (to be defined prior to award. Scope of work 4.1 Contractor shall provide training, materials, tools, equipment, maintenance and repair of all Contractor furnished equipment (including a mobile trailer/unit) necessary for the Oscar G. Johnson VA Medical Center's Imaging staff to perform CT procedures utilizing a GE Lightspeed VCT 64 Mobile CT System or a Mobile CT System of equal salient characteristics and performance standards for the OGJVAMC. Contractor shall be responsible to maintain all of the equipment in good working order at all times and shall reimburse the VA for lost time which may result from defective workmanship or equipment failure. Services are to be provided upon the request of the Imaging Service at OGJVAMC and will be terminated at will. Contractor shall attest that all leased equipment is in good working condition at the time of initial delivery and indicate that sufficient insurance coverage is maintained for all its equipment. Contractor shall provide a Medical Physicist evaluation report on imaging equipment prior to final acceptance. Contractor shall ensure that every individual designated by the VA to operate the leased equipment is trained and competent in the use of the equipment for his/her capacity. The OGJVAMC is adequate and suitable for the operation of the mobile CT scanner. VA is responsible for performing all medical services supervision, diagnosis and patient care in accordance with all applicable professional standards. 4.2 Specific Tasks. Equipment shall include but not be limited to a fully equipped CT Contractor furnished Mobile Trailer where studies will be performed on state-of-the-art equipment furnished by the Contractor. All equipment to be used will be FDA approved imaging equipment placed at a location designated by the COR on site at the OGJVAMC. The entire CT Mobile Trailer rental shall meet all local, state, federal, industry, JCAHO, NEC, NFPA, VA, OSHA, and other regulatory standards internal or external that the OGJVAMC is currently accountable for. The Contractor shall provide a Mobile CT system that is a full body CT scanner system on site in accordance with the terms and conditions of this contract. The unit shall have the ability to perform a wide range of exams as listed below: The types of exams expected to be performed with the CT: a. Complete body imaging such as: CT of the Chest, Abdomen, Pelvis, Extremities. b. CT of the Head, Neck and Spine. c. CT Angiography (CTA) of the entire body. 4.3 Equipment List: To be provided at no additional cost to OGJVAMC. 1. New hardware and software necessary for the ability to: a. Transmit CT Images to OGJVAMC PACS for interpretation. b. Perform required Post processing such as Multi Planar Reconstruction (MPR) and (Maximum Intensity Projections (MIP) c. Power Injector. 2. Dicom network connection to existing AFGA IMPAX version 6.5.5 3. The mobile unit shall be equipped with an Optical disk archival system. The patient data and optical disk is the property of the OGJVAMC. 4. The mobile unit shall be equipped with CD-R burning capabilities as a backup to network transfer of data. 4.4 Accessory Equipment: Accessory equipment that shall be provided by the Contractor: 1. The Mobile Unit shall have Handicap accessibility. 2. Intercom system between the control room and scanning room. 4.5 Salient Characteristics: This request is for a SHORT TERM LEASE (approx. 12 weeks) to cover CT services at OGJ VAMC while the existing GE Lightspeed VCT 64 scanner room is renovated. For continuity of service the interim mobile solution must be technology familiar to the technologist for rapid deployment at time of renovation, have equal or better Dose Management options, equivalent established technical protocols and tools familiar to our radiologists while supervising and interpreting the CT Images. Vendors should be prepared to address what support and training would be provided to insure the transition of technology if scanner is different than the GE Lightspeed VCT 64. Options equivalent to: Smart Prep Auto MA Connect Pro Direct-3D Data Export Copy Composer Patient 64 Slice Volume viewer CardIQ Snap Shot Smart Score Pro Auto Filter and Transfer Noise Reduction Filter Neuro Filter EKG Viewer 500 LB table limit Options equivalent to Advantage Windows Workstation: Volume Viewer Viewer Vessel IQ Xpress Tee Phase Liver Smart Score 4.6 Equipment Specification: The following minimum performance characteristics of the equipment are required: 1. Contractor shall be required to make whatever adaptations are necessary so that the Contractor's equipment is compatible with the VA furnished services defined herein. 2. The CT shall provide images with consistently high technical quality. 3. The CT Unit shall have a multi-slice detector and be capable of acquiring the transmission images within one breath hold. 4. The CT unit shall be capable of acquiring data for anatomic localization and attenuation correction. 5. The CT system shall have attenuation correction algorithm(s) that are designed to use non-contrast enhanced CT data. 6. The CT review station shall have attenuation correction algorithm(s) that are designed to use CT data with intravenous contrast enhancement. 7. The CT review station shall have attenuation correction algorithm(s) that are designed to use CT data with oral contrast enhancement with positive contrast (iodinated contrast). 8. The CT system shall have attenuation correction algorithm(s) that are designed to use CT data with oral contrast enhancement with negative contrast (water). 9. One/CT review station shall be provided as follows: a. One standard CT review station with connectivity to our GE Advantage Workstation on our PACS network. b. Medrad injector shall be included. 10. The review stations shall have computers with high processing performance and large memory capacity to achieve real-time interactive navigation without compromising the native resolution of CT images (spatial resolution and dynamic range). 11. The review stations shall have image fusion capability. 12. The review stations shall have multimodality display capability, including magnetic resonance imaging, computerized tomography, radiography, ultrasonography etc. 13. The review stations shall have software tools that allow interpreting physicians to easily and efficiently navigate between tough multidimensional CT datasets. 14. The review stations shall have software tools that are capable of providing tee orthogonal planes of the CT images alone. 15. The Mobile CT unit shall be ready for use regardless of outside environmental conditions. 16. The Mobile CT unit shall maintain a temperature to assure proper operation of the scanner without frequent calibration and provide for patient comfort. 17. Meet all federal, state and local fire and safety requirements. 18. Telecommunications: The mobile unit shall be equipped with an outlet connection capable of transmitting data and voice tough a Government provided category five (5) cable. The Government will provide the connection required for the transmission of images, data and voice. The Contractor's mobile unit must be able to connect to VISTA Imaging Network and to transmit all images to VISTA Imaging to include being compatible to Dicom 3 imaging standards. (PACS interface contact person shall be provided to the successful Contractor during the post-award orientation). 4.7 Additional Requirements/Mobile Trailer: Contractor shall provide a trailer that in addition to housing the CT unit and associated equipment meets the following physical requirements: o Has been approved by the FDA and meets or exceeds minimal standards for the type of equipment being provided as defined herein. o The vendor shall ensure that the trailer provided is Handicap Assessable. o The Contractor's CT trailer shall provide the space sufficient for conducting CPR and cardiac code if needed. 4.8 Performance Monitoring: Contractor shall maintain quality assurance documentation of the system prior to and during the time the equipment is utilized by OGJ VAMC and should be able to provide such documentation upon request. As necessary, the contractor shall maintain equipment service records to document performance reports. The Contractor shall provide a CT scanner that can consistently produce images that are of high quality and for ready interpretation. The Government may evaluate the quality of images. 4.9 Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI) VA shall provide the following utilities/services (if necessary) for operation of the CT Mobile Unit. 1. Water (¾" male water supply connector) 2. Electricity* (The provided receptacle is a Russellstoll #DF2504FRAB) 3. Telephone Line(s) ** (Hubbell phone connectors, model PH-6597 provided) 4. Data Port (10Base2 (coax) Ethernet connection provided) * In accordance to the Original Equipment Manufacturer's (OEM) electrical specifications. ** Use of telephone extension while mobile unit is on site in order to permit personnel of the unit to make and receive telephone calls, and to facilitate the movement of patients to and from the unit. 4.10 Identification of Non-Disclosure Requirements: All patient medical records shall be and remain the property of VA and shall not be removed or transferred from VA except in accordance with U.S.C.551a (Privacy Act), 38 U.S.C. 5701(Confidentiality of Claimants Records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of Certain Medical Records) and federal laws, rules and regulations. 1. General Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 2. Access to VA Information and VA Information Systems a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. 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. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed tough the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. 3. VA Information Custodial Language a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order 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 on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. c. Prior to termination or completion of this contract, contractor/subcontractor 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/subcontractor 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/subcontractor 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/subcontractor 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/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor 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/subcontractor 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/subcontractor'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/subcontractor 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/subcontractor 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/subcontractor 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/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR. 4. Information System Design and Development a. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COTR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment. b. The contractor/subcontractor shall certify to the COTR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required. c. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration. Information technology staff must also use the Windows Installer Service for installation to the default "program files" directory and silently install and uninstall. d. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges. e. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems, VA Handbook 6500, Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle. f. The contractor/subcontractor is required to design, develop, or operate a System of Records Notice (SOR) on individuals to accomplish an agency function subject to the Privacy Act of 1974, (as amended), Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Privacy Act may involve the imposition of criminal and civil penalties. g. The contractor/subcontractor agrees to: (1) Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies: (a) The Systems of Records (SOR); and (b) The design, development, or operation work that the contractor/subcontractor is to perform; (2) Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a SOR on individuals that is subject to the Privacy Act; and (3) Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a SOR. h. In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a SOR on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a SOR on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a SOR on individuals to accomplish an agency function, the contractor/subcontractor is considered to be an employee of the agency. (1) "Operation of a System of Records" means performance of any of the activities associated with maintaining the SOR, including the collection, use, maintenance, and dissemination of records. (2) "Record" means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and contains the person's name, or identifying number, symbol, or any other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph. (3) "System of Records" means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual. i. The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as "Systems"), toughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems. j. The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than ____ days. k. When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within ____ days. l. All other vulnerabilities shall be remediated as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g. for the convenience of VA) shall only be granted with approval of the contracting officer and the VA Assistant Secretary for Office of Information and Technology. 5. 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 COTR 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/subcontractor'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/subcontractor 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/subcontractor procedures are subject to periodic, unannounced assessments by VA officials, including the VA Office of Inspector General. The physical security aspects associated with contractor/subcontractor 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 all of 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/subcontractor 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 COTR. The government reserves the right to conduct such an assessment using government personnel or another contractor/subcontractor. The contractor/subcontractor 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/subcontractor owned equipment or software on VA's network. If non-VA owned equipment must be used to fulfill the requirements of a contract, it must be stated in the service agreement, SOW or contract. All of the security controls required for government furnished equipment (GFE) must be utilized in approved other equipment (OE) and must be funded by the owner of the equipment. All remote systems must be equipped with, and use, a VA-approved antivirus (AV) software and a personal (host-based or enclave based) firewall that is configured with a VA approved configuration. Software must be kept current, including all critical updates and patches. Owners of approved OE are responsible for providing and maintaining the anti-viral software and the firewall on the non-VA owned OE. 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/subcontractor or any person acting on behalf of the contractor/subcontractor, 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/subcontractor 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 preapproved 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. 6. 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/subcontractor shall immediately notify the COTR 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/subcontractor has access. b. To the extent known by the contractor/subcontractor, the contractor/subcontractor'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/subcontractor 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/subcontractor 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/subcontractor 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. 7. Liquidated Damages for Data Breach a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. b. The contractor/subcontractor shall provide notice to VA of a "security incident" as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. c. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1) Nature of the event (loss, theft, unauthorized access); (2) Description of the event, including: (a) date of occurrence; (b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; (3) Number of individuals affected or potentially affected; (4) Names of individuals or groups affected or potentially affected; (5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; (6) Amount of time the data has been out of VA control; (7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); (8) Known misuses of data containing sensitive personal information, if any; (9) Assessment of the potential harm to the affected individuals; (10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. d. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $______ per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. 8. Security Controls Compliance Testing On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-day's notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time. a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; (2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; (3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document - e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] b. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. 9. Training a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; (2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; (3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document - e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] b. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. 4.11 Packaging, Packing and Shipping Instructions. The Contractor will work with the COR to schedule the delivery and installation of the mobile CT scanner. 4.12 Inspection and Acceptance Criteria. The VA reserves the right to conduct inspection of the Mobile CT Unit prior to accepting delivery. 4.13 Risk Control. The Contractor's CT trailer shall provide the space sufficient for the monitoring of sedated patients and conducting CPR and code if needed. 4.14 Health Insurance Portability and Accountability Act of 1996 (HIPAA). Contractor shall adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). Selection criteria The Government intends to award a Firm Fixed Price contract to the Lowest Price Technically Acceptable quote. All quotes will be evaluated in accordance with technical capability, compliance with the solicitation requirements, past performance, and price. The vendor shall ensure that they complete all requirements for the Brand Name or Equal. The vendor shall ensure that the trailer provided is Handicap Assessable. The vendor shall ensure that they submit their best quote. The vendor shall complete the attached past performance questionnaire for every contract that they feel pertinent to determination of favorable past performance. Deliverables or delivery schedule Delivery schedule in calendar days from the date of award: Vendor shall be able deliver the Mobile CT Scanner System within tee (3) weeks form award. o Delivery of Mobile CT Scanner System to the Imaging Services Department , Att: Mr. William Johnson 906-774-3300 Ext 34016, Oscar G. Johnson VA Medical Center, 325 E. H Street, Iron Mountain, MI 49801, Attn: Imaging Services. The assigned Contract Specialist is Mike Boettcher. Offers must be submitted to FBO at https://www.fbo.gov/ or to Michael.boettcher@va.gov NLT 4:00 PM EST on April 15, 2015. A. CONTRACTOR: __________________________________________ __________________________________________ POC/Title __________________________________________ PHONE #: __________________________________________ FAX #: __________________________________________ E-MAIL: __________________________________________ DUNS NO. __________________________________________ TIN NO. __________________________________________ SIGNATURE: __________________________________________ PAST PERFORMANCE POC: _________________________________ E-MAIL: _________________________________ B. GOVERNMENT: Mike Boettcher, Contract Specialist Great Lakes Acquisition Center - GLAC 115 S 84th Street, Suite 101 Milwaukee WI 53214 (414) 844-4800 x43275 C. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the Contractor will be made in accordance with: [X] 52.232-34, Payment by Electronic Funds Transfer - Other than System for Award Management, or [] 52.232-36, Payment by Third Party D. INVOICES: Invoices shall be submitted in arrears: [X] Monthly E. GOVERNMENT INVOICE ADDRESS: All invoices from the contractor shall be submitted electronically in accordance with 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2012) FACSIMILE, E-MAIL, AND SCANNED DOCUMENTS ARE NOT ACCEPTABLE FORMS OF SUBMISSION FOR PAYMENT REQUESTS. For assistance setting up e-Invoice, the below information is provided: * Tungsten e-Invoice Setup Information: 1-877-489-6135 * Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com * FSC e-Invoice Contact Information: 1-877-353-9791 * FSC e-invoice email: vafsccshd@va.gov Vendor inquires: Toll Free Number 1-877-353-9791 E-mail Address: www.fsc.va.gov/fsc/vendors.htm
VA69D15Q0495 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 12
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