36C24123C0006.docx

Special Notice Special Notice

GENERAL INFORMATION

SOLICITATION NUMBER*

VA Boston Healthcare System Contracting Officer (90C) 940 Belmont Street Brockton MA 02301

POINT OF CONTACT*

Contracting Officer Deborah Reardon deborah.reardon@va.gov email only

NONE

NONE

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

This notice is being published in accordance with Federal Acquisition Regulation (FAR) Part 5.101(a)(2) requiring the dissemination of information on proposed contract actions. This is a notice of intent to award a sole-source contract pursuant to 10 U.S.C 2304 (C)(1), as implemented by FAR 6.302-1(a)(2) and 6.301-1(c), only one responsible source and no other supplies or services will satisfy agency requirements, and brand-name descriptions. The VISN 1 Boston Department of Veterans Affairs Medical Centers has a requirement for service contract on the following equipment: Siemens imaging equipment , listed below in the Statement of Work. The Government intends to award a firm-fixed-price sole source contract. A determination by the Government not to compete with this proposed contract based upon responses to this notice is solely within the discretion of the Government. this notice of intent is not a request for competitive proposals. This is a written notice to inform the public of the Governments intent to award on a sole source basis. Interested parties may identify their interest and capability to respond to the requirement. Any response to this notice must show clear and convincing evidence that competition will be advantageous to the Government. Please contact Deborah Reardon , Contracting Officer with the responses or questions regarding this requirement at Deborah.Reardon@va.gov . No telephone calls please. This notice will close on October 25, 2022, at 2:00 PM Eastern Standard Time (EST).

VA NEW ENGLAND HEALTHCARE SYSTEM

VISN1 SERVICE CONTRACT

PERFORMANCE WORK STATEMENT

Period of Performance: 11/01/2022 – 10/31/2023

OBJECTIVE:

To provide service support and coverage needed Siemens Medical Equipment and identified support equipment throughout the VISN1 New England Healthcare System.

BACKGROUND:

There are 8 VA medical centers currently using Siemen’s equipment throughout VISN1. All of the equipment currently under individual contracts will be consolidated. The COR shall be notified of all changes to the scope of the service and any upcoming changes. All changes shall be approved by the contracting officer.

SCOPE:

The systems to be covered and supported are at the following locations at various VISN1 facilities. The consolidation shall provide increased oversight, service support and increased dialog between all stakeholders. The vendor shall maintain the current level of support unless otherwise noted. The specific locations for each system will be noted under each subsection.

Services will be Full Service unless otherwise indicated.

Places of Performance:

VA Boston HCS – West Roxbury and Jamaica Plain Systems to be covered:

Magnetom Aera Location: West Roxbury Site ID: 400-485061 Gold Coverage Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday Post-PCP Extension 4 hours (6:00 PM – 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

On-Site Response Time: 4 Hours Including: Parts, Labor, Travel, Remote Services, Technical Phone, (1) Accredited Self Study Program, and (1) Enhanced Virtual Learning Sub Initial PoP: 11/1/22-10/31/23

Medrad Spectris Solis Location: West Roxbury Site ID: 400-484704 Full support OEM Coverage Primary Coverage Period: Contract hours will be 8:00 AM to 5:00 PM Monday through Friday Additional charge for services performed outside PCP weekday. On-Site Response Time: 1 Business Day Initial PoP: 11/1/22-10/31/23

Symbia Intevo Excel Location: West Roxbury Site ID: 400-510411 Gold Coverage Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday On-Site Response Time: 4 Hours Post-PCP Extension 4 hours (6:00 PM – 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

Initial PoP: 11/1/22-10/31/23

-Sybia.Net Single-User Location: West Roxbury Site ID: 400-515387 Full coverage Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday Post-PCP Extension 4 hours (6:00 PM – 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

Initial PoP: 11/1/22-10/31/23

Syngo.via L-Software Location: West Roxbury Site ID: 400-485062 Full coverage Primary Coverage Period: Contract hours will be 8:00 AM to 10:00 PM Monday through Friday Including:

(4) Engines/Engines Pro (14) Engines Pro/Engines Pro +1 IT Care Plan TOP Initial PoP: 11/1/22-10/31/23

9390 160KVA UPS

Location: West Roxbury Site ID: 400-541890 Full Coverage Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday Post-PCP Extension 4 hours (6:00 PM – 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

On-Site Response Time: 4 Hours Including: Parts, Labor, Travel, Remote Services, Technical Phone, (1) Accredited Self Study Program, and (1) Enhanced Virtual Learning Sub Initial PoP: 4/29/23-10/31/23

Symbia Intevo Excel Location: West Roxbury Site ID: 400-688834 Gold Coverage Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday On-Site Response Time: 4 Hours Post-PCP Extension 4 hours (6:00 PM – 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

Initial PoP: 11/1/22-10/31/23

Symbia Intevo Excel Location: West Roxbury Site ID: 400-573663 Full coverage Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday On-Site Response Time: 4 Hours Post-PCP Extension 4 hours (6:00 PM – 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

Initial PoP: 11/1/22-10/31/23

Magnetom Prisma Location: Jamaica Plain Site ID: 400-691677 Full coverage Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday Post-PCP Extension 4 hours (6:00 PM – 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

On-Site Response Time: 4 Hours Including: Parts, Labor, Travel, Remote Services, Technical Phone, (1) Accredited Self Study Program, and (1) Enhanced Virtual Learning Sub Initial PoP: 4/14/23-10/31/23

Chiller –(OEM) Location: Jamaica Plain Site ID: 400-691678 Full Coverage Primary Coverage Period: 8:00 am through 10:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 4/14/23-10/31/23

Magnetom Prisma Fit Location: Jamaica Plain Site ID: 400-484862 Full Coverage Primary Coverage Period: Contract hours will be 8:00 AM to 6:00 PM Monday through Friday Post-PCP Extension 4 hours (6:00 PM – 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

On-Site Response Time: 4 Hours Including: Parts, Labor, Travel, Remote Services, Technical Phone, (1) Accredited Self Study Program, and (1) Enhanced Virtual Learning Sub Initial PoP: 11/1/22-10/31/23

Eaton Powerware – (OEM) Location: Jamaica Plain Site ID: 400-203049 PM Only Primary Coverage Period: Contract hours will be 8:00 AM to 5:00 PM Monday through Friday On-Site Response Time: 1 Business Day Additional charge for services performed outside PCP weekday.

Initial PoP: 11/1/22-10/31/23

MRXperion Injector–(OEM) Location: Jamaica Plain Site ID: 400-691679 Full coverage Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 1 Business Day PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 4/29/23-10/31/23

MRXperion Injector–(OEM) Location: Brockton Site ID: 400-633303 Full Coverage Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 1 Business Day PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23

Medrad Stellant –(OEM) Location: Brockton Site ID: 400-674212 Full Coverage Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 1 Business Day Initial PoP: 1/19/23-10/31/23

Eaton UPS – (OEM) Location: Brockton Site ID: 400-633508 Full Coverage Primary Coverage Period: Contract hours will be 8:00 AM to 5:00 PM Monday through Friday On-Site Response Time: 1 Business Day Additional charge for services performed outside PCP weekday.

Initial PoP: 1/19/23-10/31/23

Eaton Power Conditioner – (OEM) Location: Brockton Site ID: 400-579863 Full Coverage Primary Coverage Period: Contract hours will be 8:00 AM to 5:00 PM Monday through Friday On-Site Response Time: 1 Business Day Additional charge for services performed outside PCP weekday.

Initial PoP: 11/1/22-10/31/23

Magnetom Sola Fit Location: Brockton Site ID: 400-735585 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays Initial PoP: 5/6/23-10/31/23

KKT cBoxX 100 Location: Brockton Site ID: 400-693322 Full Coverage Primary Coverage Period: 8:00 am through 10:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23

Somatom go.Top Location: Brockton Site ID: 400-618940 Full Coverage Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 6 Hours PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 1/19/23-10/31/23

Syngo.via Location: Brockton Site ID: 400-501755 Full coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23

VA Connecticut HCS Systems to be covered:

Symbia Intevo 16 Spec/CT Location: Connecticut Site ID: 400-499398 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays

Magnetom Sola Location: Connecticut Site ID: 400-768089 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23

Syngo.via Location: Connecticut Site ID: 400-610750 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23

-Symbia.Net Single-User Location: Connecticut Site ID: 400-498635 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Initial PoP: 11/1/22-10/31/23

Luminos Agile Max Location: Connecticut Site ID: 400-565328 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours

Providence VAMC

Somatom Definition AS+ (128) Location: Providence Site ID: 400-203458 Full Coverage Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 6 Hours PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23

Syngo Multimodality WP Location: Providence Site ID: 400-366798 Full Coverage Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 8 Hours PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23

-Syngo.via Workstation Location: Providence Site ID: 400-559199 Full Coverage Primary Coverage Period: Contract hours will be 8:00 AM to 5:00 PM Monday through Friday Initial PoP: 11/1/22-10/31/23

Medrad Stellant D (XP AS)–(OEM) Location: Providence Site ID: 400-203459 Full Coverage Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 1 Business Day Initial PoP: 11/1/22-10/31/23

Artis Zee Multipurpose Location: Providence Site ID: 400-542469 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours

MI Spect–(OEM) Location: Providence Site ID: 400-618421 Full Coverage Primary Coverage Period: 8:00 am through 10:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23

MRXperion Injector–(XP AS) (OEM) Location: Providence Site ID: 400-581781 Full Coverage Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 1 Business Day PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23

Magnetom Prisma Location: Providence Site ID: 400-554620 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours

Togus VAMC

Spec/CT Scanner Symbia (T16) Location: Togus Site ID: 400-491025 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Initial PoP: 11/1/22-10/31/23

Symbia.Net Single-User Location: Togus Site ID: 400-490381 Full Coverage Primary Coverage Period: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23

MRI

Location: Togus Site ID: 400-682495 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours POP: 4/29/24-10/31/24

Including:

All peripherals and coils

Dimplex Chiller 60KW – (OEM) Location: Togus Site ID: 400-682496 Full Coverage Primary Coverage Period: 8:00 am through 10:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Initial PoP: 4/29/23-10/31/23

Spec/CT Scanner (T2) Intevo Excel Location: Togus Site ID: 400-525485 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Initial PoP: 11/1/22-10/31/23

-Symbia.Net Single-User Location: Togus Site ID: 400-490382 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays

POP: 11/1/2019-10/31/2020

On-Site Response Time: 4 Hours Initial PoP: 11/1/22-10/31/23

-Syngo.via Location: Togus Site ID: 400-490383 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23 Including:

IT Care Plan TOP

-Syngo.via Location: Togus Site ID: 400-657928 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Initial PoP: 11/1/22-10/31/23

White River Junction VAMC Systems to be covered:

MR Sola Fit Location: White River Junction Site ID: 400-769267 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Post-PCP Extension 4 hours (6:00 PM – 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

Initial PoP: 4/14/23-10/31/23

Symbia.net Single User Location: White River Junction Site ID: 400-492443 Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Post-PCP Extension 4 hours (6:00 PM – 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

Initial PoP: 11/1/22-10/31/23

Symbia Intevo Excel Location: White River Junction Site ID: 400-492525 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Post-PCP Extension 4 hours (6:00 PM – 10:00 PM Monday through Friday). Additional charge for services performed outside PCP weekday.

Initial PoP: 11/1/22-10/31/23

ECO Chiller-3SBT Location: White River Junction Site ID: 400-398142 Full Coverage Primary Coverage Period: 8:00 am through 10:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays Additional charge for services performed outside PCP weekday.

VA Central Western Mass

Luminos Agile Max Location: Central Western Mass Site ID: 400-638756 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Initial PoP: 11/3/22-10/31/23

VA Manchester NH

Symbia Intevo Bold Location: Manchester Site ID: 400-625896 Full Coverage Primary Coverage Period: 8:00 am through 6:00 pm M-F, Excluding Federal Holidays PM Hours: 8:00 am through 5:00 pm M-F, Excluding Federal Holidays On-Site Response Time: 4 Hours Initial PoP: 11/1/22-10/31/23

PERFORMANCE REQUIREMENTS:

Information Security Considerations:

All VA sensitive information shall be protected at all the times in accordance with VA Local site. Vendor is responsible for reporting any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information to the COR.

All contractor personnel (without exception) shall report to the Local Clinical Engineering Department, to sign in and receive a contractor identification badge before any work is performed. Contractor personnel shall be escorted by Clinical Engineering staff for the duration of work performed and return to the same location to sign out and turn-in said badge along with the Engineering Service Report for the service performed. If there is a need to replace any hard drive, a hard drive, and all information on it, is the property of the VA and must remain in the control of the VA Clinical Engineering department for Medical Destruction.

The following performance requirements are broken down into two defined categories; Requirements for Equipment found in Appendix A, and Requirements for the VAMC found in Appendix B. Failure to comply with either Equipment or VAMC requirements will be considered a failure to meet the terms of the contract.

Appendix A Requirements for Equipment These services and parts shall be performed given the following criteria:

All equipment shall be maintained in proper operating condition as specified by the manufacturer. Vendor must have proven access to original equipment, manufacturers (OEM) parts manuals and schematics to perform the service. Vendors must provide their own EOM manuals and schematics, which must be available on site at time of service. All defective parts replaced become the property of the vendor.

Parts and subsystems that need to be replaced containing PHI will be performed as follows:

Appendix B Requirements for VAMC Unscheduled Maintenance (Emergency Repair Service):

Scheduled Maintenance:

A. The Contractor shall perform Preventive Maintenance (PM) Service to ensure that equipment performs in accordance with Conformance Standards. An outline of the PM procedures and schedule shall be provided to the COR or designated representative upon electronic request. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to COR or designated representative at the completion of the PM (preferably in electronic format). The contractor shall provide written description of Preventive Maintenance Inspections (PMI).

This description shall include an itemized list of the procedures performed, including electrical safety. At minimum, the contractor will perform electrical safety testing in accordance with NFPA standards. Frequency of preventive maintenance inspections will be contingent on the OEM recommendations as specified in their equipment service documentation. PM services shall include, but need not be limited to, the following:

B. PM Services shall be performed in accordance with the Original Equipment Manufacture guidelines, and during the hours defined in the Hours of Coverage. All exceptions to the PM schedule shall be arranged and approved in advance with the COR or designated representative.

C. Service is to be requested and coordinated only through the designated COR, to be assured that it is covered within the scope of the contract (workday 8-5 typical), and so that records are available for inspection by accrediting organizations. Any services not coordinated by the COR or designated representative will not be considered authorized and completed and will be considered a failure to meet the terms of the contract.

Parts: Any expenditures associated with shipment of parts shall be the responsibility of the contractor. All parts, depending on availability, should be shipped as a priority, next day delivery.

Service Manuals/Tools/Equipment: The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its Facility Service Engineer’s (FSE) all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. VAMC is authorized OEM cryptic access (Software key or Dongle) at no extra cost for the length of the contract. Diagnostic capability requires a minimum level two capability (OEM designation).

Transportation Charges: All costs associated with transportation, from shipping point to the destination specified above, and all costs of removal after contract completion, shall be paid by the Contractor, and incorporated in the price proposal. The Contractor shall be responsible for all damage in transit including any transportation costs for replacement.

Live Phone Support: Service shall include applications phone support with Canon Technical Support Engineers between 8am-5pm. VAMC will be responsible for maintaining proper network connection/tunnel for Canon RSN capability. Canon agrees to comply with all VAMC network regulations and compliance with VAMC security requirements. Authorization of network link will be approved by VAMC ISO.

After Hours Phone Support: After hour phone support shall include 24 Hours, 7 Days a week and 365 days a year through Siemens Customer Care Center when required.

Documentation/Reports: The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., Emergency repairs) procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with Conformance Standards or the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in the Conformance Standards section. The Engineering Service Report (ESR) will consist of a separate PM report for the item(s) covered under the

"specific" contract. Grouping different equipment from different contracts on "one" ESR is prohibited. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail:

Note: Any additional charges claimed must be approved by the COR or designated representative before service is completed.

Reporting Requirements: The Contractor shall be required to report to the Clinical Engineering Department to log in. This check- in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COR or designated representative. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR or designated representative for an "authorization signature". If COR or designated representative is unavailable, a signed, authorized copy of the ESR will be left with the user.

Records requirements:

A. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 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.

B. 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.

C. 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.

D. 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.

E. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

F. The Government Agency owns the rights to all data/records produced as part of this contract.

G. 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.

H. 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.].

I. 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.

J. 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.

Special Notice