36C24720Q0437-002.pdf

GENERAL INFORMATION 01 April 20

1. Title of Project: Software Support Plan for Spacelabs ICU System

2. Scope of Work: The Contractor shall provide all resources necessary to provide a full service support plan on ninety (90) Hardwired Beds and sixty-four (64) Telemetry units at the Ralph H.

Johnson Veterans Affairs Medical Center (RHJVAMC) located at 109 Bee Street, Charleston, South Carolina.

3. Background: The Spacelabs Intensive Care Unit system requires basic software support to ensure proper operation.

4. Performance Period: The Contractor shall complete the work required under this SOW during, a base year, which will begin upon contract award and run for 12 months, and four (4) option years.

SCOPE

The Contractor shall be fully responsible and accountable for the software support of all listed equipment beginning on the date specified in the Notice to Proceed upon award of the contract. These specifications are a statement of the minimum level of work and services that are to be provided. They are not intended to be, nor shall they be construed as, limiting specifications or requirements.

The Contractor shall provide Software Support with the following coverage:

1. 24 X 7 Telephone Support: Contractor shall, 24 hours a day, seven days a week, provide reasonable telephone support in the operation, planned and maintenance and corrective maintenance of Equipment covered by the Agreement.

2. Remote Diagnostics Support: Contractor shall, subject to all necessary software, hardware, and phone lines being installed at the RHJVAMC, provide reasonable remote electronic (dial up, VPN, tunnel) support in the corrective maintenance of the Equipment.

3. Safety Updates: Contractor shall provide any travel, accommodation, labor and Software required to complete, at the RHJVAMC between the hours of 8:30 am and 4:00 pm, up to one performance enhancing Update per year for currently supported products. Contractor shall support the quantity of such Software licensed to the Government as of the date of contract award. “Software” means software and/or firmware with is manufactured by and supplied to the Government by the Contractor. “Update” means all modifications, changes and enhancements which the Contractor elects to incorporate into and make part of the Software and does not separately price or market.

4. Annual Performance Enhancing Updates: The Contractor shall, upon the Government’s request, provide any travel, accommodation, labor and Software required to complete, at the Government’s site and between the hours of 8:30 am and 4:00 pm, up to one performance enhancing Update per year for currently supported products. Company shall support the quantity of such Software licensed to the Government as of the date of contract award. “Software” means software and/or firmware with is manufactured by and supplied to the Government by the Contractor. “Update” means all modifications, changes and enhancements which the Contractor elects to incorporate into and make part of the Software and does not separately price or market.

PERFORMANCE REQUIREMENTS

1. REPORT OF SERVICES/DOCUMENTATION:

Upon completion of any software service or upgrades, the Contractor shall report to the COR or designee and provide an electronic report detailing services performed and obtain an acceptable signature. Contractor shall prepare and submit an electronic report on or before the third (3rd) day after the service detailing all services performed. This report shall be required prior to billing. If this service report is not received, invoices shall not be paid until report is received and verified.

2. EQUIPMENT TO BE SERVICED:

Equipment Description Quantity

1. Hardwired Beds 90

2. Telemetry 64

INFORMATION SECURITY

1. The Contractor and their personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA personnel, regarding information and information system security. These include, but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce’s National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST’s Web site at:

http://checklists.nist.gov

2. To ensure that appropriate security controls are in place, Contractors must follow the procedures set forth in “VA Information and Information System Security/Privacy Requirements for IT Contracts” located at the following Web site:

http://www.iprm.oit.va.gov/Security_and_Privacy_Requirements_for_Contractors.asp

INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE:

For information systems that are hosted, operated, maintained, or used on behalf of VA at non- VA facilities, Contractors/Sub-Contractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. This includes conducting compliant risk assessments, routine vulnerability scanning, system patching and change management procedures, and the completion of an acceptable contingency plan for each system. The Contractor’s security control procedures must be equivalent, to those procedures used to secure VA systems. A Privacy Impact Assessment (PIA) must also be provided to the COR and approved by VA Privacy Service prior to operational approval. All external Internet connections to VA’s network involving VA information must be reviewed and approved by VA prior to implementation.

1. 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 http://checklists.nist.gov/ http://www.iprm.oit.va.gov/Security_and_Privacy_Requirements_for_Contractors.asp

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.

2. 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 Contractor at the end of lease, for trade-in, or other purposes. The options are:

a. must accept the system without the drive;

b. 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

c. VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase.

WORK SCHEDULING AND REPORTING ACCOMPLISHMENTS

The Contractor shall instruct his/her personnel that any time they perform work under this contract they shall comply with the following procedures:

a. Contact the COR or his/her designated representative when first arriving at the building.

If the work is of a continuing nature, a check-in visit is required each day.

CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project.

Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.

TRAVEL

All work is to be conducted at the Ralph H. Johnson VAMC located at 109 Bee Street, Charleston, South Carolina. The Contractor is responsible for any anticipated travel and per diem.

GOVERNMENT RESPONSIBILITIES

The VA shall grant the Contractor and its Subcontractor permission to all areas of the Ralph H. Johnson VA Medical Center that are required access to provide the required software support.

REPORTING

All work that will be performed during normal working hours, should be done in coordination with the Biomedical Engineering Section, as described above, to report/sign-in and to obtain an identification badge which shall be worn at all times while Contractor is on station. After all work is completed, the Contractor must again report in person to the Biomedical Engineering Section, to submit through electronic mail, pertinent invoices and a complete report of services or repairs performed for each item of equipment and must also include a listing of replacement parts, when applicable.