36C25725Q0233.docx

ATTACHMENT J-3 BRAND NAME OR EQUAL EQUIPMENT

SALIENT CHARACTERISTICS

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs South Texas Veterans HCS 5441 Babcock Rd. STE 302 San Antonio TX 78240

POINT OF CONTACT*

Tammy Wilson

PLACE OF PERFORMANCE

Dallas VA Medical Center

4500 S. Lancaster Rd.

Dallas TX

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

THIS REQUEST FOR INFORMATION (RFI) IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.

THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e).

DISCLAIMER

This RFI is issued only for information and planning purposes and does not constitute as a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a sources sought synopsis only. This synopsis aims to gain knowledge of potential qualified sources and their size classification relative to NAICS 339112 (size standard of 1000 employees). Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After a review of the responses to this source sought synopsis, a solicitation announcement may be published. Responses to this source sought synopsis are not considered adequate responses for a solicitation announcement.

The Department of Veterans Affairs (VA), VISN 17 Network Contracting Office, is seeking sources that can provide new ceiling mounted surgical lights, anesthesia booms, equipment booms, and video integration solution within 11 ORs and one hybrid OR room, please see the Statement Of Work for details.

The information identified above is intended to be descriptive, not restrictive, and to indicate the quality of the supplies/services will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications.

If you are interested and are capable of providing the sought-out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include the company name, address, point of contact, and size of business pursuant to the following questions:

(1) Is your business a: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.?

(2) Is your company considered small under the NAICS code identified under this RFI?

(3) Are you the manufacturer or a distributor of the items being researched above?

(4) If you’re a small business and you are an authorized distributor/reseller for the items identified above, do you alter; assemble; or modify; the items requested in any way?

(5) If you do, state how and what is altered; assembled; or modified.

(6) Does your company have FSS GSA/NASA SEWP/NAC or any other federal contract? If so, please provide the contract number.

(7) If you are an FSS GSA/NASA SEWP/NAC or federal contract holder, are the items you are providing information for available on your schedule/contract?

(8) Please submit your capabilities in regard to the salient characteristics being provided and any information pertaining to “equal to items” to establish capabilities for planning purposes.

*** Submissions addressing Section (8) should show clear, compelling, and convincing*** evidence that all “equal to items" meet all the salient characteristics and SOW.

(9) Are the items domestic end products (manufactured in the United States)? As stated in FAR 52.225-1 Buy American—SUPPLIES - Please provide proof if made in USA, products made in the USA will be given preference.

Responses to this notice shall be submitted via email to Tammy.Wilson5@va.gov. Telephone responses shall not be accepted. Responses must be received no later than 11:00 AM CST. January 28, 2025. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this source sought. Responses to this source’s sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Please reference 36C25725Q0233.

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

Operating Room -Surgical Lights -Addition and Replacement Statement of Work (SOW)

TRANSACTION #: 549-25-2-205-0123

BACKGROUND

The VA North Texas, Dallas requires new ceiling mounted surgical lights, anesthesia booms, equipment booms, and video integration solution within 11 ORs and one hybrid OR room of the Dallas facility. These are necessary to improve the workflow, efficiency, and maneuverability of staff during procedures at the facility.

Surgical lights: The surgical lights play a primary function of illuminating the surgical field along with operating site and/or within a patient, to enable proper visualization by the surgical team during procedures. The current surgical lights at the VA Dallas are past end of life. It is important that the replacing lights provide great lighting and offer the best environmental conditions for the operating field, such as low heat and ease of use. See Surgical lights requirements below for a detailed description of the surgical lights' specifications required. Also see Salient Characteristics for detailed equipment technical specifications.

Anesthesia and equipment booms: Anesthesia and equipment booms provide better access to the patient during surgical procedures by keeping cables, devices, and medical gas lines off the floor, hence ensuring increased flexibility of the OR room configuration, as well as the provision of a safer working environment for hospital staff. The anesthesia and equipment boom currently located in the ORs of the VA Dallas are past end of life. It is important that the newly installed equipment help shorten turnover time and increase the efficiency of utilization. See Anesthesia Gas Service Boom Requirements and Equipment Service Boom Requirements for a detailed description of the specifications required. Also see Salient Characteristics for detailed equipment technical specifications.

SCOPE OF WORK: The contractor shall provide all equipment, design, assembly, labor, travel necessary installation required for the replacement and addition of all surgical lights, equipment and anesthesia booms at the VA North Texas, Dallas 11 ORs and one hybrid OR room. The hybrid OR equipment must be compatible with the R/F system, Philips Azurion. 7 C20 Flex..

The general scope of work to be performed includes but not limited to.

1 Provide and install all Surgical lights, anesthesia booms, equipment booms, and video integration solution for a total of 12 ORs of the VA North Texas (See equipment list below and Salient characteristics document)

2. Project Management

· Coordination with all departments, personnel, and staff.

· Schedule all deliveries with approval from the VA North Texas

· Provide 3D display for review of OR lights and booms project

· Provide updates and drive project to completion.

· Meet all VA North Texas requirements for installation and infection control.

· Superintendent must be OSHA 30 certified.

· All Contractor laborers must be OSHA 10 certified.

3. Interim Infection Control –

· Provide infection control measures per VA North Texas.

4. General Labor

· Assembly of surgical lights and booms

· Installation of all surgical lights and booms and video integration infrastructure

· Haul off all debris.

5. Structural

· Confirm with Engineering on current structures and support.

· Install OEM mounting plates.

· PE must be US certified.

6. Electrical – Reuse existing power. No additional power needed from ISO panels.

· Connect electrical to new equipment and documentation station.

7. Plumbing/Med gas/Mechanical/HVAC

• Assumption 1 – All med gases will be a like for like swap. No additional med gas types or quantities will be needed. If additional med gas types or quantities are needed an additional PO will be required for design/materials/labor.

• LOTO Current med gases

• Connect new hoses to risers.

• Hire independent 3rd party med gas certifier to perform standing pressure test and purity and flow test.

• HVAC – Move one diffuser per OR to accommodate tandem plate/structure if needed.

8. Finish Work

• Prep rooms for terminal clean.

o Hospital to complete final terminal clean.

• Remove all debris from project to contractor supplied dumpster.

o Hospital to provide accessible location for dumpster.

• Provide transition plate at light wall control locations.

8. Floor

• None

9. Casework

• None

10. Schedule

• Complete detailed schedule will be submitted prior to work being completed.

• Project is to be completed in phases. Phase schedule TBD

• Work to be completed during standard business hours. Monday – Friday 8a to 5pm

Installation Requirement and specifications The contractor shall provide services for the installation of the surgical lights and booms to include but not limited to.

Current Equipment ALM/Maquet to new equipment – General OR 1

· Demo Existing ALM/Maquet

· Add SLX Dual suspension light/flat panel

· Add SLX Triple suspension light/light/flat panel

· Add S-series Tandem Anesthesia/Equipment Boom General OR 13

· Demo Existing ALM/Maquet

· Add SLX Dual suspension light/flat panel

· Add SLX Triple suspension light/light/flat panel

· Add S-series Tandem Anesthesia/Equipment Boom

· Central Location for AV distribution and video integration solution

General ORs 2-6, 10-12

· Demo Existing ALM/Maquet

· Add SLX Dual suspension light/flat panel

· Add SLX Triple suspension light/light/flat panel

· Add S-series Tandem Anesthesia/Equipment Boom

· Add secondary anesthesia boom at foot

· Central Location for AV distribution and video integration solution

CVOR OR 7

· Demo Existing ALM/Maquet

· Add tandem SLX Dual suspension light/flat panel w/perfusion Boom

· Add SLX Triple suspension light/light/flat panel

· Add S-series TC Equipment Boom/Single UDM Flat Panel Arm

· Add Anesthesia Boom at head

· Add secondary anesthesia boom at foot

· Add Dual suspension UDM Flat Panel Arm/VPM Arm

· Central Location for AV distribution and video integration solution

Hybrid/Fixed Angio room OR 9 AND 8(Combination)

· Equipment installation must be compatible with the R/F system i.e. the Philips Azurion. 7 C20 Flex Arm that has been awarded to the VA Dallas.

· Demo Existing ALM/Maquet

· Add S-series Equipment boom

· Add Extended SLX Triple Light/Light/Flat Panel Arm

· Add S-series Anesthesia Boom

EQUIPMENT REQUIREMENT

The VANTHSC is requiring surgical lights, anesthesia and equipment booms and/or video integration to be installed within 12 standard OR rooms and 1 Hybrid Suites. See Salient Characteristics documents for specific location equipment and tandem requirements.

OR

Location

(at least) Power (at least)

quantity

Surgical Head Light Requirement:

· The VANTHCS requires the implementation of surgical head lights within 12 standard OR rooms and 1 Hybrid Suites. The requested surgical head lights shall be light emitting diode (LED) lighting technology on all provided surgical head lights for each of the 12 standard OR rooms and 1 Hybrid Suites must be outfitted uniformly with the same model of lights per room.

· Lights must incorporate a minimum of 100 LEDs (for power efficiency) with overlapping beams of light to minimize in-surgery adjustment leading to an optimized shadow-freedom.

· The surgical head lights shall provide a consistent illuminated surgical field and clearly exhibit the ability to resolve and mediate physical obstructions by redirecting illuminance via either structural design or sensory technology.

· The surgical lights shall be optimized for shadow freedom of the surgical field by improved reflector technology.

· The surgical head light shall provide an even light source at varying distances/depths within the surgical field, as well as the ability for the user, i.e., surgeon to adjust the surgical field/concentrated area manually during use without breaking the sterile field. Depth of field range can be no less than, but not limited to 30 inches, with an approximate, but not limited to a field size of 6.0 inches to 10 inches.

· The surgical head lights shall provide a variety of illumination levels, with a continuous maximum intensity of no less than 160,000 luces, as well as laparoscopic lighting capabilities.

· The surgical head lights shall provide four color temperatures which can be adjusted to provide contrast while working in several types of tissues. The requested color temperatures shall range from 3600 to 5000K.

· The surgical head lights shall be operational/adjustable at a main control wall mounted panel near the nurse’s desk (existing ORs), as well as, within the sterile surgical field. Within the one Hybrid ORs the head lights must be controllable by three sources, these include the control room, the nurse station, and sterile surgical field. Requested adjustment capabilities shall include, but not be limited to, the brightness of the light and the concentration of the light. Additionally, the surgical head lights must be able to be controlled from the lighting assembly by users without the need to break the sterile surgical field.

· The surgical head lights shall be equipped with an integrated high-definition camera. This camera shall provide/support no less than 1080i and be compatible with all technology currently utilized within the Surgical Suites. This includes HD-SDI and DVI, and VGA connections.

· The surgical head lights shall be ceiling mounted with unrestricted and indefinite rotations for freedom of movement (360 degrees) at all 4 rotation points on lighting boom.

· The surgical lights shall have customizable arm lengths for extended reach where needed

· The surgical light suspensions will have interactive touch panels with visual and audio operations and the light heads should be able to be synchronized from any light head.

· There shall be the provision of multiple lighting options, including indirect environment lighting and illumination of endoscopy instruments.

Display/Monitor Arm System Requirements:

· All display/monitor arms shall be compatible with and able to accept any manufacturers’ integration video cables. The arms must be hollow to allow for the pulling of integration cables through each arm. The contractor shall provide the interior diameter of their display arms to ensure this need is being met and that sufficient room is present to pass the current video integration cables used within each OR.

· The standard display/monitor arms located within the Hybrid OR shall support a minimum of a 26” display monitor to a maximum of a 34” display monitor with Standard Video Electronics Standards Association (VESA) mounting bracket.

· The 59” HD display/monitor booms within the Hybrid ORs shall be articulating, i.e., capable of moving up, down, and side to side.

· The display monitor booms must be able to rotate around the surgical field, parallel to the table at any orientation. This means the monitor is capable of rotating in a manner which will allow the display to be visible and rotate around all patient positions on the surgical table.

Anesthesia Gas Service Boom Requirements:

· All anesthesia gas service booms shall be articulating, i.e., capable of moving up, down, and side to side.

· All anesthesia gas service booms shall be equipped uniformly with either electrical or pneumatic brakes. No friction brakes will be deemed acceptable for use. The Government prefers electrical braking systems. Electrical braking systems will be valued more favorable during grading due to the ease of use and enhanced safety.

· All anesthesia gas service booms shall be equipped with a minimum of at least eight (8) duplex power outlets.

· All anesthesia gas service booms shall be equipped with a minimum of two (2) shelves. Contractor shall provide load capacity so that a determination can be made that shelving is capable of accommodating required medical equipment.

· All anesthesia gas service booms shall provide the following IT related connections:

· Two (2) wall plates equipped with four (4) data jack ports each for patient monitoring.

· Video input wall plate with Digital Visual Interface (DVI) video, Video Graphics Array (VGA), and composite video inputs.

· All anesthesia gas service booms shall support the following gases fitted with Chemtron gas outlets.

· The government reserves the right to increase the quantity of gas outlets after award. The final quantities shall be determined at the installation of each OR.

Equipment Service Boom Requirements:

· All equipment booms shall be equipped uniformly with either electrical or pneumatic brakes. No friction brakes will be deemed acceptable for use. The Government prefers electrical braking systems. Electrical braking systems will be valued more favorable during grading due to the ease of use and enhanced safety.

· All equipment booms shall be articulating, i.e., capable of moving up, down, and side to side.

· All equipment booms shall be equipped with a minimum of four (4) shelves.

· All equipment booms shall be equipped with a minimum of ten (10) duplex power outlets, with each outlet being of its own circuit breaker at a minimum of twenty (20) amps each.

· All equipment booms shall be capable of providing a load capacity of no less than 250 lbs to support Medical Equipment.

· All equipment booms shall support the following:

· Light source

· Insufflator

· Camera Control Unit (CCU)

· Electrosurgery (ESU)

· Integrated support for Nitrogen, Nitrous Oxide, Oxygen, Medical Air, Vacuum and Medical Waste gas.

· Video input wall plate with Digital Visual Interface (DVI) video, Video Graphics Array (VGA), and composite video inputs.

Video Integration requirement

· HD and 32” 4K monitor specifications:

· 4K Video Routing with preview function providing custom video source routing to multiple monitors throughout the room.

· OLED technology (only OLED surgical monitor on the market)

· 1,000,000:1 Contrast Ratio

· Not weigh more than 15 pounds

· Anti-reflective and anti-fingerprint coating

· 16:9 aspect ratio

· 3940 x 2160 native resolution

· Inputs: 2x HDMI 2.0b w/ phantom power support and 1x DVI

· Accessory Power Ports: 4x USB-A (5V/1A each)

· No less than 170 degree viewing angle.

· On-screen user interface with shortcut buttons

· Compatibility with Stryker integration systems, allowing for control of the monitor from the Stryker touch panel or by voice

· Name brand (Stryker) Existing Connected OR Hubs

· Currently the Dallas VA owns (5) Name brand (Stryker) Connected OR Hubs that will be utilized as the main control for integration in (5) operating rooms.

· The device control must have the ability to control the following name brand (Stryker) devices from the integration touchpanel (without making the surgical staff manually control by walking around the sterile field):

· Camera – from camera head and nurse touchpanel

· Light Source – from camera head and nurse touchpanel

· Insufflators – from camera head and nurse touchpanel

· Surgical Lights – from nurse touchpanel

· Monitors – from nurse touchpanel

· OSD (On Screen display) – displays critical safety information on surgical displays by relaying information from utilized surgical devices.

· Custom Physician Profiles providing a one touch functionality that enacts physician-specific video routes, device presets, and storage settings for number of prints and prints per page.

· Electronic, customizable surgical timeout feature to immediately silences music and commands the room with automatic routing option to all monitors. Upon completion, a PDF should be sent to EMR, or printed for physical storage with the touch of a button.

· Easy “One Touch” button turns the integration Suite on and off.

· One touch Device Control allows the clinical team to remotely control the digital capture device, camera, light source, insufflator, surgical lights, etc. all from the touch panel.

· Voice Control feature controls all vendor devices with the sound of the user’s voice, including video routing

· Capability to draw, annotate, and highlight anatomic landmarks on the operative image.

· Text Messaging feature provides one-directional, secure message communication from the touch panel to mobile devices of hospital staff and patient family.

· The Preference Card Management system controlled from the touch panel and allow clinical team to manage preference cards at surgeon request

· Repair Requests function allows for messaging to Biomed, SPD, and vendor representatives regarding broken instrumentation directly from the touch panel.

· Same equipment and monitor boom vendor proprietary tool-less design that allows for quick and easy repairs and prevents prolonged downtime due to multiple vendor approvals.

· Configurable card-based chassis design allows for reduced-cost upgrades as video standards evolve.

· Software controlled smart fans.

· Failsafe backup video signals included to ensure continuous video is displayed if power is lost.

· Windows 10 operating system

· Keyboard/Video/Mouse (KVM) solution for up to three (3) PCs (Nurse PC,

· PACS PC, etc.)

· Integration solution able to connect to multiple room speakers to provide audio from multiple sources

· Any-to-Any Digital Video Signal Routing via a single, fiberoptic cable to compatible monitors (not limited to)

· Composite (Fluoro)

· S-Video (Microscope)

· RGBHV (Hemo, PACS)

· 3G-SDI (Competitor Devices, EUS, EndoFlip, Olympus)

· DVI (Endoscopy Video, R/F system, EUS, PCs) Clinical and Biomed training, Service, and warranty Vendors are encouraged to include any offerings for service, warranty, and trainings, to include information on their service support structure during and after the warranty period.

Site Visit A site visit may be required and is up to the Contracting officer to determine if needed. If needed, a site visit will be scheduled when/if a solicitation is issued.

Drawings

Hybrid OR

PERSONNEL CLEARANCES AND PRIVACY CONSIDERATION: The Contractor shall ensure that their personnel and subcontractor personnel meet the privacy standards as set forth by HIPPA (Health Insurance Portability and Accountability Act of 1996) with respect personal and confidential information that they may come upon, while servicing medical equipment

REQUIREMENTS

· Prior to the commencement of work the contractor shall submit to the Contracting Officer Representative and Contracting Officer all including personnel, test equipment, parts inventory, training certificates, licenses, and technical documentation available for inspection by VA Medical Center personnel and be able to show written evidence to technical qualifications of personnel, test equipment (and calibration documentation) and licenses.

· The contractor shall be evaluated based on the technical capability, past experience and price (see Technical Evaluation criteria document)

· The Contractor shall warrant’s that the services to be performed under this contract will be performed in a good workmanship manner and shall conform to the standards of the industry. This warranty is given expressly and in place of all other warranties, expressed or implied, statutory or otherwise, and is the only warranty given by the Contractor.

Type of Contract: Indefinite Delivery Indefinite Quantity Contract

SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, scheduled delivery will be provided only during VA North Texas, Dallas working hours including scheduled holidays. Upon acceptance of this contract, the Contractor shall immediately contact the COR Louis Teutu at 214-857-1806 to schedule mutually agreeable delivery times for delivery and installation.

Place of Performance:

Department of Veterans Affairs Dallas VA Medical Center 4500 S. Lancaster Road Dallas, Texas 75216

Contracting Officer Representatives: Prior to contract award, the Contracting Officer shall designate a VA Medical Center employee as the COR. All work coordination shall be made through the COR. The Contractor shall be provided a copy of the letter of delegation authorizing the COR at the commencement of the term of the contract. No other person shall be authorized to act in such capacity unless appointed in writing by the Contracting Officer.

Information Technology Security Requirements: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. The contractor shall comply with all Federal laws and regulations the VA has developed when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor. The information made available to the contractor by VA for the performance of this contract will be used only for the purposes of performance under this contract. The certification and accreditation requirements do not apply to this requirement and a security accreditation package is not required.

Security Statement: Sensitive VA information is contained within the systems covered by this contract.

Biomedical Engineering shall perform virus scans on all removable media prior to use on VA medical equipment. This includes all types of removable media, including media (e.g., USB devices, CDs, dongles, etc.) that has been issued by VA, media not issued by VA, and media brought in by vendors or independent service organizations. Within accordance of VA Directive 6500, Information Security Program, September 2007 The Vendor will not transfer any VA information to a location outside the VA and only to VA locations determined by the VA System Administrator. The information in these systems may be covered by the Privacy Act 1974 which contains criminal penalties of abuse of information.

During onsite service, the Vendor shall be chaperoned by VA Personnel. However, the vendor shall not be issued a User ID/Password.

Non-volatile memory devices, working or non-working, shall NOT be removed from the VA Medical Center Dallas until the ISO has certified that the data has been destroyed. For magnetic devices and media, the data destruction will be by degaussing. Other forms of cleansing will be used for non-magnetic media.

The vendor will not have remote access to complete the repair(s) and preventive maintenance.

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 COTR.

GENERAL RULES OF BEHAVIOR

a. Rules of Behavior are part of a comprehensive program to provide complete information security. These rules establish standards of behavior in recognition of the fact that knowledgeable users are the foundation of a successful security program. Users must understand that taking personal responsibility for the security of their computer and the information it contains is an essential part of their job.

b. The following rules apply to all VA contractors. I agree to:

(1) Follow established procedures for requesting, accessing, and closing user accounts and access. I will not request or obtain access beyond what is normally granted to users or by what is outlined in the contract.

(2) Use only systems, software, databases, and data which I am authorized to use, including any copyright restrictions.

(3) I will not use other equipment (OE) (non-contractor owned) for the storage, transfer, or processing of VA sensitive information without a VA CIO approved waiver, unless it has been reviewed and approved by local management and is included in the language of the contract. If authorized to use OE IT equipment, I must ensure that the system meets all applicable 6500 Handbook requirements for OE.

(4) Not use my position of trust and access rights to exploit system controls or access information for any reason other than in the performance of the contract.

(5) Not attempt to override or disable security, technical, or management controls unless expressly permitted to do so as an explicit requirement under the contract or at the direction of the COTR or ISO. If I am allowed or required to have a local administrator account on a government-owned computer, that local administrative account does not confer me unrestricted access or use, nor the authority to bypass security or other controls except as expressly permitted by the VA CIO or CIO's designee.

(6) Contractors’ use of systems, information, or sites is strictly limited to fulfill the terms of the contract. I understand no personal use is authorized. I will only use other Federal government information systems as expressly authorized by the terms of those systems. I accept that the restrictions under ethics regulations and criminal law still apply.

(7) Grant access to systems and information only to those who have an official need to know.

(8) Protect passwords from access by other individuals.

(9) Create and change passwords in accordance with VA Handbook 6500 on systems and any devices protecting VA information as well as the rules of behavior and security settings for the particular system in question.

(10) Protect information and systems from unauthorized disclosure, use, modification, or destruction. I will only use encryption that is FIPS 140-2 validated to safeguard VA sensitive information, both safeguarding VA sensitive information in storage and in transit regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA.

(11) Follow VA Handbook 6500.1, Electronic Media Sanitization to protect VA information. I will contact the COTR for policies and guidance on complying with this requirement and will follow the COTR's orders.

(12) Ensure that the COTR has previously approved VA information for public dissemination, including e-mail communications outside of the VA as appropriate. I will not make any unauthorized disclosure of any VA sensitive information through the use of any means of communication including but not limited to e-mail, instant messaging, online chat, and web bulletin boards or logs.

(13) Not host, set up, administer, or run an Internet server related to my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA unless explicitly authorized under the contract or in writing by the COTR.

(14) Protect government property from theft, destruction, or misuse. I will follow VA directives and handbooks on handling Federal government IT equipment, information, and systems. I will not take VA sensitive information from the workplace without authorization from the COTR.

(15) Only use anti-virus software, antispyware, and firewall/intrusion detection software authorized by VA. I will contact the COTR for policies and guidance on complying with this requirement and will follow the COTR's orders regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with VA.

(16) Not disable or degrade the standard anti-virus software, antispyware, and/or firewall/intrusion detection software on the computer I use to access and use information assets or resources associated with my performance of services under the contract terms with VA. I will report anti-virus, antispyware, firewall or intrusion detection software errors, or significant alert messages to the COTR.

(17) Understand that restoration of service of any VA system is a concern of all users of the system.

(18) Complete required information security and privacy training, and complete required training for the particular systems to which I require access.

PRIVACY

a. Contractors and any subcontractors must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996. This includes both the Privacy and Security Rules published by the Department of Health and Human Services (HHS).

b. As required by HIPAA, HHS has promulgated rules governing the use and disclosure of protected health information by covered entities, Veterans Health Administration (VHA). In accordance with HIPAA, the contractor may be required to enter into a Business Associate Agreement (BAA) with VHA.

c. Business associates must follow VHA privacy policies and practices when applicable. All contractors and business associates must receive privacy training annually.

d. For contractors and business associates who do not have access to VHA computer systems, this requirement is met by completing VHA National Privacy Policy training, other VHA approved privacy training or contractor furnished training that meets the requirements of the HHS Standards for Privacy of Individually Identifiable Health Information as determined by VHA.

e. For contractors and business associates who are granted access to VHA computer systems, this requirement is met by completing VHA National Privacy Policy training or other VHA approved privacy training. Proof of training is required upon request.

Records Management Statement:

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. VA Medical Center Dallas 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 the VA Medical Center Dallas 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 VA Medical Center Dallas. 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 VA Medical Center Dallas 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 VA Medical Center Dallas 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 VA Medical Center Dallas policy.

8. The Contractor shall not create or maintain any records containing any non-public VA Medical Center Dallas 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 VA Medical Center Dallas 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 VA Medical Center Dallas 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.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #3873736, Records Management for Records Officers and Liaisons. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

Equipment Salient Characteristics Equipment Configuration required for OR 1

· 2 surgical lights and UDM tandem on one mounting plate

· 1 surgical light tandem with UDM on one mounting plate

· 1 Anesthesia boom and 1 equipment boom on one mounting plate.

Equipment Configuration required for OR 13

· 2 surgical lights and UDM tandem on one mounting plate

· 1 surgical light tandem with UDM on one mounting plate

· 1 Anesthesia boom and 1 equipment boom on one mounting plate.

· Video integration infrastructure and solution

Item: F Generation LED Surgical Light, S-Series Equipment, and anesthesia boom