36C26119Q1300-001.docx

Northern California VA Medical Center Mather, CA 95655

SCOPE OF WORK AND GENERAL SPECIFICATIONS FOR OLYMPUS BX43 AND BX46 MICROSCOPES (OR EQUAL)

1. Background:

Purchasing one (1) BX43, two (2) BX46, one (1) teaching BX46, and one (1) teaching BX53 microscope for Mather Lab; purchasing one (1) BX43 microscope for Martinez; purchasing one (1) BX43 for Oakland; and purchasing one (1) BX43 for Redding.

2. Project Scope:

Purchasing one (1) BX43, two (2) BX46, one (1) teaching BX46, and one (1) teaching BX53 microscope for Mather Lab; purchasing one (1) BX43 microscope for Martinez; purchasing one (1) BX43 for Oakland; and purchasing one (1) BX43 for Redding. The vendor will provide implementation and installation of the system at the respective sites.

3. Definitions:

Acceptance Signature - COR or VA designee signature; indicates COR accepts work status as stated in SOW

Biomedical Engineer(ing) - Supervisor or designee CO - Contracting Officer COR - Contracting Officer's Representative VA – Department of Veterans Affairs VAMC – Department of Veterans Affairs Medical Center VISN – Veterans Integrated Service Network

4. Delivery Location:

Sacramento VA Medical Center (1 BX43, 2 BX46, 1 teaching BX46, 1 teaching BX53) 10535 Hospital Way Mather, CA 95655

Martinez VA OPC (1 BX43) 150 Muir Rd Martinez, CA 94553

Redding VA OPC (1 BX43) 351 Hartnell Ave Redding, CA 96002

Oakland VA OPC (1 BX43) 2221 Martin Luther King Jr Way Oakland, CA 94612

5. Installation:

Vendor will deliver the equipment and provide all necessary labor, management, skills, materials, etc. required to install, train and maintain the microscopes as described above.

All work and installation will be coordinated with the COR and individual sites Lab and Biomedical Engineering groups. The installation will occur at the discretion of the COR and be coordinated with the site. All requested products will be completely manufactured as specified and delivered to the respective delivery locations as described above. The vendor will be responsible for installing a working system that meets NCHCS needs. In addition to the COR, an additional representative at each of the facilities will act as a liaison to ensure that the vendor meets government expectations and follows the guidelines as set by the Contracting Officer.

The vendor will confine operations (including storage of materials) on Government premises to areas authorized and approved by the Contracting Officer. The Contractor shall hold and save the Government, its officers and agents, free and harmless from liability of any nature occasioned by the Contractor’s performance. Working space and space available shall be as determined by the COR.

6. Warranty and Support:

Warranty of the equipment will be provided for at least one year upon receipt and acceptance of the equipment. The Chief Biomedical Engineer must sign off on acceptance before the warranty cycle begins.

Key Terms for warranty support:

· One year of warranty upon initial receipt and acceptance signature

· 30 min call back response during normal business hours of 7AM to 5PM PST

· 24 hours, 7 days a week on-site coverage availability

· 24 hours’ on-site response time

· 6 hours’ on-site response for disabled systems

· Service reports sent to all appropriate points of contact with quarterly aggregate reports

· Uptime commitment of 96%

· Includes repair and replacement parts

VA Engineering will have full access to the hardware that constitute the system. The vendor will provide one (1) set of user manuals and technical manuals to VA Engineering.

For any repairs or services that will be performed during normal working hours, the vendor’s service representative will report upon arrival to the VA Engineering Point of Contact or his designee. Upon completion of the work, the vendor’s service representative must report in person to the Point of Contact and must present a copy of his/her field service report signed by the service using the equipment. This report must reflect date and time of service, name of company, and the name of the vendor’s service representative. At a minimum, this report must contain a detailed description of any services or repairs performed and identification of the units serviced. It must include a listing of replacement parts, when applicable. The report will also include the vendor’s recommendations necessary to maintain the equipment in best operating condition. Preventive maintenance procedures followed should be thoroughly documented (step-by-step) on the service report.

A copy of the service report shall be provided to both the using Service and Biomedical Engineering.

7. Testing:

The contractor shall verify to Engineering and Ophthalmology that the system meets all requirements stated on this contract through demonstration and validation. Warranty period will start upon sign off and acceptance signature from COR and using services.

8. Operations and Storage Areas:

The Contractor shall confine all operations (including storage of materials) on Government premises to areas authorized and approved by the Contracting Officer. The Contractor shall hold and save the Government, its officers and agents, free and harmless from liability of any nature occasioned by the Contractor's performance.

Working space and space available shall be as determined by the COR.

Debris will be removed daily by the contractor unless otherwise directed.

Workmen are subject to rules of the Medical Center applicable to their conduct. All personal automobiles and contractor trucks shall be parked at the contractor's staging area or offsite of the VA premises.

Execute work to interfere as little as possible with normal functioning of the Medical Center including operations of utility services, fire protection systems and any existing equipment, with work being done by others. Do not store materials and equipment in other than the designated contractor storage areas.

Daily, Contractor shall keep work, storage, and staging areas clean and neat. Contractor shall provide sufficient trash containers so that there is no debris lying around. The containers shall be emptied at least weekly and more frequently, if needed.

9. Protection of Existing Structures, Equipment, Utilities, and Improvements:

The Contractor shall preserve and protect all structures and equipment on or adjacent to the work site. The contractor shall replace at his own expense damage to such items to the satisfaction of the Contracting Officer.

Contractor shall take all measures and provide all materials necessary for protecting and preserving existing equipment and property in affected areas of installation against dust, debris and physical damage, so that equipment and affected areas to be used in Medical Center operations will not be hindered. Contractor shall permit access to VA personnel through installation areas as required for maintenance and normal Medical Center operations.

When the installation area is turned over to Contractor, Contractor shall accept entire responsibility therefore. Contractor shall maintain in operating condition, existing fire protection, alarm equipment and other operating equipment in the installation area. IT IS VERY IMPORTANT THAT ESSENTIAL AND LIFE SAFETY SYSTEMS BE CONTINUOUSLY MAINTAINED AND NOT INTERRUPTED WITHOUT TWO WEEKS PRIOR WRITTEN NOTICE AND APPROVAL FROM THE VA MEDICAL CENTER.

10. Sign-in Procedures:

All Contractor workers are required to sign in and out at the VA Police Dispatch at the corresponding locations as directed by the COR or designee at each facility. A valid state driver’s license or state identification card is mandatory for all employees to have access to these facilities. All contractor employees are required to wear the assigned VA badge always.

If after-hour key service is needed, contact VA Police Dispatch at the corresponding facilities.

11. Work Hours:

Normal business hours are 7:30AM to 4:30PM Monday thru Friday excluding Federal Holidays. Work completed outside this time must be requested through the COR.

Requests for after hours work must be submitted in writing to the COR two (2) weeks prior to work. The VA requires that information submitted must contain: extent of work, workers involved, the affected areas, and the estimated times of operation.

12. ID Badges:

All workers are required to obtain a time-limited I. D. badge from the VA Police Service located on the ground floor of Building 203. This badge must be worn at all times when workers are on site.

13. Estimates:

Vendors will submit one quotation for the purchase of the equipment and match the requirements outlined in this RFP. In the quotes, vendors will indicate whether their solution has MET, NOT MET or MET WITH QUALIFICATIONS for each line item in this document (MET WITH QUALIFICATIONS will require a detailed listing of non-compliance). In addition, vendors will complete the Instructions to Offertory’s (ITO) and respond in detail to each question. Vendors are required to respond to each item individually in both documents. Include the specification/question number and text in your response document to facilitate review.

14. Records Management Language for Contracts Required The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

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

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

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.