P09-SOW OPTOMETRY EYE LANE MAINTENANCE.pdf

Veterans Affairs Southern Nevada Healthcare System (VASNHCS) Statement of Work (SOW)

1. CONTRACT TITLE. Optometry Eye Lane Maintenance at VASNHCS

2. DEFINITIONS.

The maintenance agreement for optometry lane equipment owned by VASNHCS is necessary to maintain due to its complexity and clinical importance. The staff at VASNHCS are not tooled up or factory trained to do the maintenance or repair of this equipment on site. Due to the sophisticated technical and varied nature of this equipment and software, it should be maintained under a service contract. Place of performance is:

• VASNHCS, 6900 N. Pecos Road, North Las Vegas, NV 89086

• Southeast Primary Care Clinic (SE PCC) 1020 S. Boulder Highway, Henderson, NV 89015

• Southwest Primary Care Clinic (SW PCC) 7235 S. Buffalo Drive, Las Vegas, NV

89113

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 and annual service maintenance for the seventeen (17) exam rooms optometry lanes is performed—to include one (1) at Southeast CBOC, one (1) at Southwest CBOC, and fifteen (15) at the main facility at VASNHCS. Repair parts will be procured by the VA or through a separate contract action. This requirement is only inspection and maintenance of the equipment.

The equipment included in the service agreement is stated below: The government reserves the right to increase or decrease the equipment included as needed.

Qty Instrument Ref/Model number 17 Refraction Desk CBWC-17-042 17 Instrument stand Reliance 7900 17 Exam chair Reliance 7000 17 Indirect Keeler 1205-P1020 17 Lensometer Marco 101 17 Acuity/projector Topcon ACP-8 17 Phoroptor Reichert 11636 17 Ophthalmometer Topcon OM-4 1 Auto refractor (Room 1B143 only) Retinomax K plus 3

4. SPECIFIC TASKS

4.1 Preventative maintenance, minor repair, cleaning and calibration of all equipment required to keep the 17 lanes operational.

4.2 Contractor shall provide all labor, equipment, material, tools, travel and overhead necessary to perform this service at the VASNHCS, SE PCC, and SW PCC. 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 Healthcare Technology Management (HTM) (702) 791-9000 x19079 upon arriving at the clinic for performance of work. HTM will provide the contract employee with 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 02/18/2027 to 02/17/2028

Option 1 02/18/2028 to 02/17/2029 Option 2 02/18/2029 to 02/17/2030

Option 3 02/18/2030 to 02/17/2031 Option 4 02/18/2031 to 02/17/2032

Place: VASNHCS

6900 North Pecos Rd North Las Vegas, NV 89086

SE PCC

1020 S. Boulder Highway Henderson, NV 89015

SW PCC

7235 S. Buffalo Dr.

Las Vegas, NV 89113

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 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 Information Security Officer (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 Sensitive Personal Information (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 be reflected 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.