36C25619Q1534-000.docx

FedBizOpps Combined Synopsis/Solicitation Notice

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* = Required Field FedBizOpps Combined Synopsis/Solicitation Notice Rev. March 2010 MEDVAMC Hospital Wide Overhead Patient Lift Replacement

AS A SET-ASIDE FOR SERVICE DISABLED VETERAN OWNED SMALL BUSI

This RFQ will Close at 4:30PM CST on 09/27/2019.

This is a Brand Name or Equal RFQ 77030 4298 36C25619Q1534 09-27-2019 N 339112 Department of Veterans Affairs Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe BLVD Houston TX 77030 4298 Kever L Swafford Contracting Officer 713-794-7218 77030 kever.swafford@va.gov kever,swafford@va.gov

(I) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice and in accordance with the simplified acquisition procedures authorized in FAR Part 13. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

(II) This solicitation is issued as a request for quotation (RFQ). Submit written quotes on RFQ Number: 36C25619Q1534.

(III) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-94, 2005-95 / 01-19-2019.

(IV) This solicitation is being issued as Service Disabled Veteran Owned Small Business Set-Aside. The associated NAICS code is 339112. The small business size standard is 1000 EMPLOYEES

(V) This combined solicitation/synopsis is for purchase of the following commercial services: Contractor shall furnish supplies as requested for the Michael E. DeBakey VA Medical Center, 2002 Holcombe Boulevard Houston, TX 77030

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A.1 PRODUCT OR SERVICE DESCRIPTIONS

The contractor shall provide all tools, equipment, materials, and labor to design and install fixed ceiling mounted patient lifts systems in patient care rooms of the Michael E DeBakey VA Medical Center Houston, TX. Contractor shall provide all personnel necessary to install ceiling mounted patient lifts in designated rooms. The contractor employees shall be fully trained, qualified and licensed to install patient lifts. The contractor shall be fully responsible for compliance with all local, state, and federal environmental/occupational safety laws, rules and regulations. The contractor shall follow all life safety and fire codes and not create any condition which may be hazardous to the health or safety of Michael E. DeBakey VA Medical Center patients, visitors, and employees.

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CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals: THIS RFQ IS RESERVED AS A SET-ASIDE FOR SERVICE DISABLED VETERAN OWNED SMALL BUSINESS.

a. CONTRACTOR:

b. GOVERNMENT: KEVER L. SWAFFORD. Contracting Officer, 36C256 Department of Veterans Affairs Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe BLVD Houston TX 77030 4298

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

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 through 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 COR.

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 COR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

b. The contractor/subcontractor shall certify to the COR 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;

(1) 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

(2) 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"), throughout 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 10 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 10 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 vulnerablity 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.

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 COR. 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 pre-approved 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 COR 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.

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 COR 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.

STATEMENT OF WORK

Overhead Ceiling Lift Track System

1. BACKGROUND: The Michael E. DeBakey VA Medical Center (MEDVAMC) is currently using overhead ceiling lift systems to protect patient and employees from patient handling injuries. Overhead Ceiling Lift systems allows us to better serve both or Veterans and employees.

1. OBJECTIVE:

1. To install automated overhead ceiling lift systems throughout patient care areas at the Michael E. DeBakey VA Medical Center (MEDVAMC).

1. The overhead ceiling lift systems will allow for safer patient handling when patients require lift assistance. This will improve patient and employee safety by reducing potential risks for injuries.

1. Training on installed equipment.

GULDMANN

Brand Name or Equal

556396

GH3+ 605lb hoist, Wi-Fi capable, with CLM and service Brand Name or Equal

GULDMANN

556397

GH3, Brand Name or Equal + 605lb hoist WIFI capable, with scale, CLM and service

GULDMANN

556347

GH3, Brand Name or Equal + 825lb hoist without turbo speed, GULDMANN

556357

825lb hoist WIFI capable, with scale, CLM and service

GULDMANN

556890

GULDMANN

remaining material (rails, profile tubing, end stops,etc), hardware and slings, biomed training and supplies for 6 people

GULDMANN

walking tracks for 11 units with GH3+ hoist WIFI capable, Brand Name or Equal, with scale, CLM and service, includes 11 active trainers, and 11 positioning lock kits for therapy

GULDMANN

installation of all motors and rails, GULDMANN installation of walking tracks with rails and motors,

1. SCOPE OF WORK: The contractor shall provide all tools, equipment, materials, and labor to design and install fixed ceiling mounted patient lifts systems in patient care rooms of the Michael E DeBakey VA Medical Center Houston, TX. Contractor shall provide all personnel necessary to install ceiling mounted patient lifts in designated rooms. The contractor employees shall be fully trained, qualified and licensed to install patient lifts. All new lift systems must have a lifting capacity of no less than 550 lbs. The rail systems must be designed, constructed, and installed in an X-Y (room-covering) design; in such a manner as to allow for maximum utilization of patient room space. Operation of the system must be smooth with no fast or jerky starts and stops. Operation of the system must allow for adequate lifting height allowing for transfer of patient from bed. Track systems shall be self-supporting either from the ceiling or from a post mounted system as required due to existing conditions. Existing hangers, Unistrut, or other support components shall not be utilized to support the lift tracks. No existing utility systems or supports shall be used for support or for bracing of the lift system. All new supports must be connected directly to building structural components. The contractor shall be fully responsible for compliance with all local, state, and federal environmental/occupational safety laws, rules and regulations. The contractor shall follow all life safety and fire codes and not create any condition which may be hazardous to the health or safety of Michael E. DeBakey VA Medical Center patients, visitors, and employees.

This acquisition is being processed on a brand name or equal basis. Guldmann is the reference brand and the salient physical, functional, or performance characteristics of the Guldman lift system that an “equal” item must meet to be acceptable for award are detailed below section entitled Equipment Requirements.

2. EQUIPMENT REQUIREMENTS

It should be noted that in various rooms there are existing Guldmann brand rails installed. These existing Guldmann rails are covered by a lifetime warranty, however if a different brand of lifts are installed on the existing rails, the lifetime warranty is voided. Contractors offering a lift brand other than Guldmann may use existing rails where practicable, however they must provide a lifetime warranty on all lift system rails.

1. The Lift Unit shall be constructed of a steel frame system driven by a gear reduced high torque motor.

1. Lifting capacity: The lift systems shall have a maximum capacity of 825 lbs. (375 kg) in a single cab motor.

1. Scale: Integrated/internal scale, Class III

1. Hand control: Wired, with LED screen capable of displaying patient weight.

1. Hanger bar with four (4) suspension points and lifting capacity up to 825 lbs. (375 kg)

1. Electronic soft-start and soft-stop motor control

1. Emergency lowering device – electrical

1. Emergency lowering device - manual

1. Emergency stopping device

1. Current limiter for circuit protection in case of overload.

1. Safety device that stops the motor to lift when batteries are low.

1. Lifting speed: 2.4 in/s (6.1 cm/s) at 330 lbs. (150 kg), 2.2 in/s (5.6 cm/s) in full capacity (up to 880 lbs. (400 kg))

1. Emergency brake (in case of mechanical failure)

1. Strap length: 98.4in (2.49m)

1. Cab: VO plastic–fire retardant, UL 94, white color

MOTORS

Vertical Movement-DC Motor

BATTERIES

CHARGER

A. Charger Input: 115-230 Vac B. Charger Output: 33 Vac, 2.5 A max.

STRAPS AND SLING

1. SCHEDULE: Contract to be initiated by September 2019

1. TERM OF CONTRACT AND PRICING: The VA anticipates the award of a single contract on a firm, fixed-price, basis from this solicitation. The solicitation will be conducted in accordance with FAR 12 and 13.

The action for this purchase is: equipment which is similar or equal to existing hospital equipment.

1. HOURS OF OPERATION: Not applicable.

1. MAINTENANCE AND TECHNICAL SUPPORT: Provide maintenance on all contractor-provided equipment and installed systems. Contractor shall make provisions for the proper maintenance and functioning of associated equipment, facilities and fixtures as may reasonably be required by MEDVAMC staff to perform services hereunder. Provide afterhours support for problems with call-pack periods not to exceed 30 minutes from the placement of a call for assistance

1. PLANNING AND INSTALLATION

7. Contractor shall develop a project implementation strategy with the Michael E. DeBakey VA Medical Center (MEDVAMC) to include the preparation of buildings, establishing telecommunications etc. if necessary

7. The service provider shall be required to utilize a point-to-point VPN between themselves and MEDVAMC if necessary to dial into the system for diagnostic or upgrade purposes. All security requirements need to be met.

7. Contractor shall provide a system that maintains a minimum of 99% up time performance rate. Failure to provide this may result in a possible contract termination.

7. Contractor shall provide hardware necessary to connect remotely to MEDVAMC to be utilized at the contractor site.ph

7. Contractor shall provide facsimile, telephone, computer/laptops, networking and other telecommunication equipment to be utilized at the contractor facility.

7. Contractor shall provide all supplies, services, maintenance, repairs and upgrades required at contractor facility to provide services as described above.

7. Contractor’s equipment, hardware, software and supplies shall be compatible with the VA’s software and hardware used during performance of this contract, including critical patches and antivirus updates. Contractor shall provide proof of installation of critical patches and/or antivirus updates to the VA upon request.

7. Contractor’s network and security system shall be compatible with the VA’s network and security system.

7. Contractor shall use any VA furnished items in conjunction with, and exclusively for, performance under this contract. Submit in accordance with specification Section 01 33 23, SHOP DRAWINGS, PRODUCT DATA AND SAMPLES:

1. Shop drawings shall show structural supports to the underside of structure. Structural calculations for the support of the track and its attachment to ceiling structure shall be submitted. Shop drawings used in the quoting phase shall be PDFs, and either 2D CAD files or 3D BIM files showing structural support to underside of structure. Shop drawings shall also provide general room layout with bed position and all obstructions to ceiling lift.

1. Shop drawings shall show obstructions such as lights and sprinklers and coordinate their relocation.

1. Shop drawings shall indicate required modifications to door frames, bulkheads, and ceilings to permit lift installation.

1. Manufacturer shall provide BIM (Building Information Model) for clash detection on the request of the Resident Engineer (RE), VA Construction Agent, or General Contractor.

7. Certificates of Compliance from Manufacturer

7. Manufacturer's Literature and Data:

10. Lifting Capacity

10. Lifting Speed

10. Vertical Axis Motor

10. Emergency Brake

10. Emergency Lowering Device

10. Emergency Stopping Device

10. Electronic Soft-Start and Soft-Stop Motor Control

10. Current Limiter for Circuit Protection

10. Strap Length

7. Manufacturer’s Checklist for after installation inspection.

1. CONTRACTOR ON-SITE REQUIREMENTS

8. Contractors shall complete the following training prior to arriving on-site for installation of equipment and training. This training must be completed annually for all contractors that service any equipment including software issues.

0. VHA 10176: VA Privacy and Information Security Awareness and Rules of Behavior

0. VHA 10203: Privacy and HIPAA Training

8. Contractors must wear identification badges at all times while on VA property

8. Contractors must report to appropriate Contracting Officer Representative (Logistics or Bio-Med representative) prior to initiating any work or training. Contractors must have a VA escort while on station.

8. Photographs are prohibited while on VA property.

1. AESTHETICS. Lifts must be a simple design, be easy to clean and blends well with the existing patient rooms. Lift must present a uniform appearance throughout the hospital.

The availability of flush mounted rail systems allows for fully invisible rails if applicable competing company must have equal or similar characteristics.

The availability of an integrated (internal) scale (including an integrated Class III scale), allows for more lifting height, and ease of use as well as being more visually appealing than cumbersome add-on scales. Patient weight is viewed directly on the hand control screen. Competing company must have equal or similar characteristics.

DESIGN AND TECHNOLOGY. The availability of Wi-Fi enabled usage software, “CLM Online”, allows staff to monitor safe patient handling initiatives with real information captured from the GH3+ Brand Name or Equal system. View simple data directly on hand control and analyze important details via the program on a laptop. Competing company must have equal or similar characteristics.

The availability of an internal Service Module, allows for ease of scheduling and tracking service and maintenance, including software updates. Competing company must have equal or similar characteristics.

Contractor must provide a 15 year life span of motor and lifetime guarantee on rails. Competing company must have equal or similar characteristics.

SAFETY.

The offered lifts must have the highest level of Underwriters Laboratory Certification (UL listing) for commercial medical application.

The incumbent, Guldmann maintains a list of active Certified Installers and technicians (readily accessible via their website) who are authorized to install or service Guldmann lifts, which protects both the hospital and the lift system warranty. Gary Williams, Houston VA Biomed technician, has been to the incumbent Guldmann Training and is certified to perform basic maintenance on the Guldmann lift systems. It is important to utilize this government funded training. Competing company must have equal or similar offers of training.

The certified installers must perform weight testing on site in every room for 1.5 times lift capacity rating.

After installation of lifts, a performance test is conducted, in the presence of the Project Engineer and a manufacturer's field representative, to show that the patient lift system equipment and control devices operate properly and in accordance with design and specification requirements.

SERVICE. The incumbent, Guldmann representatives are known for professionalism, promptness of response and provision of complete and factual information. Competing company must have equal or similar characteristics.

The incumbent, Guldmann provides a standard three (3) year warranty (parts and labor), with options up to 10 years. Competing company must have equal or similar characteristics.

SLING FEATURES. The incumbent, Guldmann’ s sling options are reported as more user friendly by staff, especially when it comes to bed mobility options. Competing company must have equal or similar characteristics.

SAFETY & COST CONCERNS

Should another company supply MEDVAMC Overhead Ceiling Lift Systems it would create the following safety concerns that must be addressed by an Equal manufacture:

1. Operational unfamiliarity - Staff would be required to learn to safely handle new lift systems which will increase the possibility of incorrect usage and increased hospital liability costs. Equipment manufacture different from current facility systems must put a plan in place to assist with training over 2000 MEDVAMC employees.

2. Lack of service / support reliability - Staff would be required to stock new repair parts and accessories for different system. This will increase the possibility of incorrectly using the wrong part or accessory on the lift that could result in staff / patient injury. Offeror must put a plan in place to train MEDVAMC Biomedical Staff.

3. Lack of repair ease - Staff would be required to maintain proficiency in the repair…