36C26121Q0638 SOW DRAFT.doc

Veterans Affairs Southern Nevada Healthcare System

Optometry Lane Maintenance Services

Statement of Work (SOW)

1. Contract Title.

Optometry Lane Maintenance Services

2. GENERAL.

The maintenance agreement for optometry lane equipment owned by VASNHS is necessary to maintain due to their complexity and clinical importance. The staff at VASNHS are not tooled up or factory trained to do the maintenance or repair of this equipment on site. Due to the sophisticated technical and proprietary nature of this equipment and software, it should be maintained under a service contract. Place of performance is VASNHS Medical Center 6900 N Pecos Rd North Las Vegas, NV 89086.

3. Scope.

The Contractor shall provide all personnel, equipment, tools, supervision, other items and services necessary to ensure that a one-time preventative maintenance/repair service for the fifteen optometry lanes at VA Southern Nevada Health Care System (VANHCS) is performed. The Contractor shall provide all personnel, equipment, tools, supervision; other items and services necessary to ensure that annual service maintenance for the fifteen optometry lanes at VA Southern Nevada Health Care System (VASNHCS) are performed. The equipment included in the service agreement is stated below: The government reserves the right to increase or decrease the equipment included as needed.

· Refraction Desk

· Instrument Stand

· Exam Chair

· Indirect

· Lensometer

· Acuity/Projector

· Ophthalmometer

· Slit Lamp

· Imaging Module

· P.C.

· Monitor

· Auto Refractor

4. Specific Tasks.

4.1 Preventative maintenance, minor repair, cleaning and calibration of all equipment required to keep the 15 lanes operational.

4.2 Contractor shall provide all labor, equipment, material, tools, travel and overhead necessary to perform this service at the V.A.S.N.H.S. The proposal will include 2 trips per service contract year. Half of the exam rooms will be serviced each visit, and any other priority repair/maintenance items accomplished.

4.3 Service technicians are to check in with the Security Officer on Duty at the clinic where work is to be performed.

4.4 Service technicians are to check in & out with Biomedical Engineering upon arriving at the clinic for performance of work. BioMed will provide the contract employee an escort.

4.5 Service Report. Contractor shall provide a written service report for the Government records of repair. The report shall include the repairs provided, parts replaced, and any additional maintenance information deemed necessary by the manufacturer to ensure the highest level of operation. This report shall be forwarded electronically to vhalasbiomed@va.gov utilizing Microsoft suite software or PDF no later than five (5) days after repairs.

5. Period and Place of Performance.

Period: Base year 6/25/21 to 6/24/22

Option 1 6/25/22 to 6/24/23

Option 2 6/25/23 to 6/24/24

Option 3 6/25/24 to 6/24/25

Option 4 6/25/25 to 6/24/26 Place: 6900 North Pecos Rd

North Las Vegas, NV 89086

6. Contracting Officer’s Representative (COR).

The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer. The Government may appoint a COR. If so, a Delegation of Authority letter shall be forwarded to the using service and the Contractor after contract has been signed, identifying the individual(s) as the COR(s).

7. SECURITY

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.

A prohibition on unauthorized disclosure: "Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor 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." See VA Handbook 6500.6, Appendix C, paragraph 3.a.

A requirement for data breach notification: Upon discovery 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, the contractor/subcontractor shall immediately and simultaneously notify the COR, the designated ISO, and Privacy Officer for the contract. 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. See VA Handbook 6500.6, Appendix C, paragraph 6.a.

A requirement to pay liquidated damages in the event of a data breach: "In the event of a data breach or privacy incident involving any SPI the contractor processes or maintains under this contract, the contractor shall be liable to VA for liquidated damages for a specified amount per affected individual to cover the cost of providing credit protection services to those individuals." See VA Handbook 6500.6, Appendix C, paragraph 7.a., 7.d.

A requirement for annual security/privacy awareness training: "Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall complete on an annual basis either: (i) the VA security/privacy awareness training (contains VA's security/privacy requirements) within 1 week of the initiation of the contract, or (ii) security awareness training provided or arranged by the contractor that conforms to VA's security/privacy requirements as delineated in the hard copy of the VA security awareness training provided to the contractor. If the contractor provides their own training that conforms to VA's requirements, they will provide the COR or CO, a yearly report (due annually on the date of the contract initiation) stating that all applicable employees involved in VA's contract have received their annual security/privacy training that meets VA's requirements and the total number of employees trained. See VA Handbook 6500.6, Appendix C, paragraph 9.

A requirement to sign VA's Rules of Behavior: "Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall sign on an annual basis an acknowledgment that they have read, understand, and agree to abide by VA's Contractor Rules of Behavior which is attached to this contract." See VA Handbook 6500.6, Appendix C, paragraph 9, Appendix D. Note: If a medical device vendor anticipates that the services under the contract will be performed by 10 or more individuals, the Contractor Rules of Behavior may be signed by the vendor's designated representative. The contract must reflect by signing the Rules of Behavior on behalf of the vendor that the designated representative agrees to ensure that all such individuals review and understand the Contractor Rules of Behavior when accessing VA's information and information systems.

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." See VA Handbook 6500.6, Appendix C, paragraph 5.h., for the specific options.