P01 SOW DRAFT.docx

DRAFT

Statement of Work (SOW) James A. Haley VA Healthcare System Campus-wide and CBOC Viewpoint (Temperature Monitoring)

INTRODUCTION:

The James A Haley Veterans Hospital (JAHVH) Tampa, 13000 Bruce B. Downs Blvd., Tampa FL 33612 has a requirement for installation of a temperature and humidity monitoring system for medical Laboratory and Pharmaceutical refrigerators and equipment.

Objective:

Provide and install Generation 4 Viewpoint (temperature monitoring) devices at the specified locations. This involves removing existing Generation 3 devices and ensuring a fully operational monitoring system.

Scope of work:

· Remove all existing Generation 3 temperature monitoring devices.

· Install new Generation 4 Viewpoint temperature monitoring devices in the same locations

· Supply and install any necessary associated hardware, such as anchors, network patch cables, and longer power cords.

· Provide and install all required network devices for system infrastructure.

· Set up and configure a new Viewpoint database.

· Ensure all new devices are functioning correctly and logging data to the server as required.

· Provide training for on-site personnel on the new system.

· VA's Office of Information and Technology (OIT) will provide the necessary IP to the contractor prior to the installation and delivery phase.

· Coordinate all installation activities with the designated VA Contracting Officer's Representative (COR) and OIT.

Site visit:

A site visit is highly recommended to verify existing conditions, measurements, and equipment, and to incorporate any such implications into the final proposal.

LOCATIONS: The following are VA clinics that use Viewpoint and require upgrade.

Package Items: The following are the devices and materials needed to complete the Viewpoint Upgrade

The requirements above are hereafter referenced as Campus-wide and CBOC Viewpoint (Temperature Monitoring) This Statement of Work (SOW) requires the work to be performed by qualified Contract Professionals, and they will hereafter be referred to as “Contractors.” The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved service personnel for each model the Contractor services at the JAHVH to the Contracting Officer and/or the COR within 10 days after contract award. Contractor shall revise this documentation whenever service personnel are assigned or re-assigned to the JAHVH. The Contracting Officer or COR reserve the right to request authentication of factory training certificates or credentials from the Contractor at any time for any personnel who are servicing JAHVH equipment. The contractor will not require access to VA sensitive information, therefore the “Certification and Accreditation” (C&A) requirement in accordance with (IAW) VA Handbook 6500.6 Contract Security does not apply, No PHI/PII or sensitive information.

Definitions/Acronyms/Abbreviations:

a) Contracting Officer (CO) – VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

b) Contracting Officer's Representative (COR) – VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract. All administrative functions remain with the Contracting Officer.

c) Contractor –refers to both the prime Contractor and his/her employees, and any sub-contractor and their employees.

d) Fixed-price contract- is a type of contract that provides for a price that is not subject to any adjustment on the basis of the contractor's cost experience in performing the contract.

e) National Fire Protection Association (NFPA) - is a United States trade association, albeit with some international members, that creates and maintains private, copyrighted standards and codes for usage and adoption by local governments.

f) Statement of Work (SOW) – is the foundation for the contract. It contains the specific tasks that the contractor must perform. As the technical portion of the contract, it typically includes the necessary requirements, quality assurance provisions, and delivery requirements that must be defined in a contract

g) Weekends, Holidays, Evenings and Nights Hours – WHEN

h) JAMES A. HALEY Veterans Hospital - (JAHVH)

References:

a) NFPA 30, Flammable Combustible liquids

b) NFPA 70, National Electric Code

c) NFPA 70E, Standard for Electrical Safety in the Workplace

d) NFPA 99, Health Care Facilities Code, Latest Edition

e) NFPA 101, Life Safety Code, Latest Edition

f) NFPA 203, Guide on Roof Coverings and Roof Deck Constructions

g) FBCB, Florida Build Code, Building

h) The Joint Commission Accreditation Manual for Hospitals, Latest Edition.

i) OSHA Standard 29 CFR Part 1910, Subparts: I, J, P, Q & S.

j) OSHA Standard 40 CFR Part 82 Subpart F – Recycling and Emissions Reduction

k) ICC, International Building Code, Latest Edition

l) OSHA - Safety and Health Regulations for Construction Part 1926 Subpart E

A. CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a Kickoff meeting. At the end of the Kickoff a Notice to Proceed (NTP) letter will be provided by the CO.

B. PERIOD OF PERFORMANCE

This shall be a firm-fixed price contract. The Period of performance shall be One Hundred Twenty (120) days from the issuing of the Notice to Proceed by the CO.

C. CHANGES TO THE STATEMENT OF WORK (SOW)

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 with all other products of the project. Costs incurred by the contractor through the actions of parties other than CO shall be borne by the contractor.

D. PERFORMANCE REQUIREMENTS:

1. Contractor shall provide the necessary personnel and equipment to meet or exceed required service. Contractor shall have the following responsibilities:

a) Provide licensed and trained personnel to perform the project in the State of Florida.

b) Provide all supervision, labor, and materials to complete all requirements described in this SOW.

c) Contractor shall obtain all necessary licenses and permits required to perform this work required by this SOW, with each having completed the Occupational Safety & Health Administration (OSHA) approved 10-hour Construction Outreach Training or General Industry Outreach training.

d) Contractor shall insure that all areas where equipment is serviced under this contract are left in a clean, neat, and orderly condition.

e) Contractors shall have technical training and evident track records of working experience in Maintenance and Testing of manufacture specified equipment all identified in the SOW and related components in healthcare, industrial, educational, or commercial facilities for a minimum of five (5) years.

f) Contractors shall possess and utilize all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform all work safely, effectively, and timely (i.e., vendor uniform, face mask, steel toe boots and safety glasses). Tools, equipment, and PPE shall comply with OSHA Standard 29 CFR 1910, (Subpart I), and NFPA 70E. Prior to initiating work, the Contractor shall provide documentation demonstrating that all instruments, test equipment, tools, and PPE possess current calibration and safety inspections. Dated calibration and safety inspection labels shall be visible on all equipment as applicable

g) All features, components and accessories must meet ANSI 156.19 standards and ULC and UL approved and comply with ANSI 117.1 and the Low Energy Operator section of ADA

h) Contractors shall maintain project schedule agreed upon in the purchase order documents.

i) Contractors shall ensure employees shall have background checks completed.

E. DELIVERABLES

The Contractor shall provide and install any other associated services necessary (i.e.; anchoring, extended cords, batteries etc.) to complete the tasks in accordance with the procedures described in a timely and professional manner, consistent with industry standards, at the location, place and time that the VA has set aside, and all in accordance with the SOW. Contactor shall provide a copy of the inspection document used (field report) on the day of each performed inspection. Contractor must provide Submittals for materials, paint colors, ext. and have approved by COR prior to purchase. Contractor can request as work progresses, monthly Progress Payments from beginning to the project completion.

PERFORMANCE HOURS

Normal workdays are Monday through Friday, First Shift: 8:00am to 5:00pm to include weekends and Federal Holidays. Contractor shall perform all work during first & second shifts to include weekends, when possible, but shall perform any work that will affect patient care systems during times that will be the least disruptive (WHEN hours) when required by the COR. Contractor shall remove all parts and debris daily from the JAHVH Campuses work site, and contractor is responsible for a complete daily clean-up and debris removals until inspections are completed. Contractor shall submit a daily report of progress on the project to the COR or authorized personnel.

1. Government normal duty hours are from 0800-1700, Monday through Friday, excluding Federal holidays. There are eleven Federal Holidays as follows:

2. If a holiday falls on Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by the U.S. Government agencies. Also, included would be any day specifically declared by the President of the United States of America as a National Holiday.

3. All work that is to be completed during Weekends and WHEN hours will be done at no extra cost to the government.

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. James A Haley Veterans’ Hospital and Clinics and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of James A. Haley Veterans’ Hospital and Clinics or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to James A. Haley Veterans’ Hospital and Clinics. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to James A. Haley Veterans’ Hospital and Clinics control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and James A. Haley Veterans’ Hospital and Clinics guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with James A. Haley Veterans’ Hospital and Clinics policy.

8. The Contractor shall not create or maintain any records containing any non-public James A. Haley Veterans’ Hospital and Clinics information that are not specifically tied to or authorized by the contract.

9. The 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 from public disclosure by an exemption to the Freedom of Information Act.

10. The James A. Haley Veterans’ Hospital and Clinics owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which James A Haley Veterans’ Hospital and Clinics shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

D. Flowdown of requirements to Subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in the contract will be attributed to the Prime Contractor.

SCOPE:

Contractor shall provide and install New Generation 4 Viewpoint (Temperature Monitoring) devices in locations listed below. Contractor shall remove Generation 3 devices and replace with Generation 4 devices. Devices needed for this upgrade are listed in Table 1 below. Contractor shall provide and install provide any other associated services necessary (anchor, longer cords, etc.) to complete the tasks in accordance with the procedures described in a timely and professional manner, consistent with industry standards, at the location, place and time that the VA has set aside, and all in accordance with the SOW. Contractor shall set up a Viewpoint database and ensure all devices are working correctly and logging required data to the server. Contractor shall provide training to on-site personnel. OIT shall provide IP addresses and MAC addresses to contractor prior to delivery and installation. Contractor shall coordinate installation with project COR and OIT. It is highly recommended that the Contractor Visit the work site and verify all existing conditions, measurements, equipment, and include all such implications in the proposal.