36C26326Q0270 0001.pdf

5. PROJECT NUMBER (if applicable)

CODE7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODECODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 16

0001 03-11-2026

36C618

DEPARTMENT OF VETERANS AFFAIRS

Minneapolis VA HCS

1 Veterans Dr.

Minneapolis MN 55417

36C263

DEPARTMENT OF VETERANS AFFAIRS

NETWORK CONTRACTING OFFICE 23

316 ROBERT STREET N, SUITE 506

SAINT PAUL MN 55101

To all Offerors/Bidders

36C26326Q0270

03-10-2026

X

X X

X

The purpose of this amendment is to answer vendor questions and to make changes / clarifications to the SOW.

1.) The SOW has been updated in multiple areas, see below changes highlighted.

2.) See below for questions and answers to questions posed by interested offerors.

3.) Due date for questions and bids remain the same.

Cameron Rick Contracting Officer

1. How many continuous days of Applications Training and Protocol setup will be needed to train your MRI Technologists to operate the MRI? We suggest that the Applications Trainer work with your three most experienced Technologists and allow them to train the other Technologists. This allowed the three most experienced technologist to be able to absorb the most knowledge.

A: Up to 4 days of training will be required for up to 3 individuals utilizing a train-the-trainer teaching session. Days of training may be reduced depending on the brand/model of the MRI being provided.

2. Will the closed shelter remain at the facility after the termination of the rental?

A: The contractor will be responsible for removing the portion of the walkway which attaches directly to the trailer. Contractor should price the removal of the walkway from their trailer into their bid pricing. Additionally, the contractor may be asked to enclose the walkway after the trailer is removed. Additional costs associated with the possible enclosure will be executed through a supplemental agreement between both parties.

Costs associated with enclosing the walkway should not be included in bid pricing.

3. Your published solicitation states your Initial POP is 04/15/2026 - 09/30/2026, is this correct?

A: Initial period of performance is 04/15/2026 - 09/30/2026 in order to align with the federal government’s fiscal calendar year with an additional 5 option periods totaling 5 years the contract will be active if all options are exercised.

4. Can you provide the incumbent and the contract price?

A: Previous contractor providing these services was SALVADORINI CONSULTING LLC with a total contract price, including options, of $2,745,240.00. Please note that services provided under this contract are different than what is included in the current solicitation.

Additional information regarding this past contract cannot be provided.

MRI Mobile System Lease

Statement of Work

Overview Mobile MRI Scanner Lease General: This document highlights the technical specifications and services being requested by the Minneapolis VA Health Care System for consideration towards the lease of a 1.5 Tesla MRI Mobile unit with a high-quality scanner and full range of operational MRI coils.

Performance Period Contractor shall complete the work required under this SOW during base year of 12 months, and all renewed option years of 12 months lengths. Contractor shall work with Mpls. VA HCS Contracting Officer’s Representative (COR) or appointed point of contact (POC) to schedule work.

Contractor will provide a Point of Contact (POC) phone number to contact for all corrective repairs and return all support/ trouble shooting calls within 30 minutes. Contractor shall plan a minimum of 2 scheduled preventative maintenance visits per (12) month term. Scheduled preventative maintenance will be coordinated with Mpls. VA MRI POC and done outside of scanning hours whenever possible to avoid disruption of patient care.

NOTE: Hardware/software update/upgrade installations will be scheduled and performed at a mutually agreed upon time at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the COR or Mpls. VA MRI POC.

Travel, labor, and replacement parts All Contractor transportation, lodging, and incidental expenses incurred by the Contractor shall be incorporated into the Contractor’s fees and are the sole responsibility of the Contractor.

Contractor is responsible for costs related to travel, labor, and replacement parts for corrective maintenance and repair services. There shall be no additional charge for time spent at the site during or after the normal hours of coverage awaiting the arrival of repair parts.

Training Provided / Training Materials: On-site train-the-trainer clinical applications training (up to 4 days depending on the system provided) for technologists during go-live. Vendor to provide all appropriate training materials and equipment manuals for proper end user training and reference Service Requirements. Contractor responsible for assisting with building imaging exam protocols during training / initial MRI start-up.

Place of Performance Tasks under this SOW shall be performed at the following location:

Minneapolis VA Health Care System 1 Veterans Drive Minneapolis, MN 55417

Changes to Statement of Work Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.

Scope of Work The Contractor shall provide One (1) 1.5 Tesla MRI scanner and software with the newest technology available at time of contract award, offering a full range of clinical applications housed in a mobile trailer. Under this proposal, the Contractor shall provide all software, hardware, accessories, and coils for the MRI scanner to include, but not limited to:

Requirements for the Mobile MRI Unit:

1) 1.5 Tesla MRI scanner (Siemens Aera or equal) and software with the newest technology available at time of contract award offering a full range of clinical applications housed in a mobile trailer.

2) The Contractor will build an enclosed shelter (approximately 10’ x 20’) to connect the MRI coach to the existing Mpls. VA MRI walkway. This structure is to be completed in the first week of the contract. Plans for the structure will be submitted prior to construction to show compliance with state building codes and undergo review by the Mpls. VA Engineering department. The design should be constructed using low-maintenance materials and connect the existing walkway and MRI coach seamlessly.

The structure shall be weatherproof, constructed using aluminum or steel framing fire retardant lumber framing with aluminum siding, insulated walls and roofing, and designed to withstand snow loads and wind speeds. Upon contract completion, the portion of the walkway connected to the trailer will be removed by the contractor. The walkway will remain on site with the possibility of enclosing the space. Any additional costs for this process will be discussed at a future date and executed through a modification to the contract.

3) The Contractor will perform all site planning and provide delivery and removal of MRI mobile coach.

4) Vendor will provide cryogens, service, and preventive maintenance of the MRI equipment.

5) MRI Magnet Specifications:

Field strength 1.5 Tesla Short Bore Design with a bore size of 70 cm Bore size 70 cm Open Bore design Minimum room size 323 sq. ft. in Zone 4 where the MRI is located.

RF Tim [204x48] or [204x64] Gradient strength XJ Gradients (33 mT/m @ 125 T/m/s) or XQ Gradients (45 mT/m @ 200 T/m/s)

6) The mobile coach must be climate controlled and fitted with a safety lift gate which can accommodate patients in wheelchairs and gurneys.

7) In Zone 3, inside the mobile coach:

a) Two MRI staff workstations with seating

b) An ADA compliant dressing Room

c) Lockable storage area for the patient’s personal property

8) The Contractor shall provide all software, hardware, accessories, and a full set of functioning MRI coils, to include at a minimum:

a) 16 channel or greater RF head coil

b) 8 or 16 channel knee coil

c) 8 or 16 channel Neuro Vas coil

d) 16 channel spine coil

e) 8 or 16 channel shoulder coil (small and large)

f) 8 or 16 channel foot / ankle coil

g) 8 or 16 channel hand / wrist coil

h) 8 channel small body array coil or equivalent

i) 16 channel large/XL body array coil or equivalent

9) Tim 4G Application Suite or equivalent with compatible coil interface for multi-channel arrays that minimize cables and maintain high-resolution imaging.

a) Neuro Suite

b) Angio Suite

c) Body Suite

d) Onco Suite

e) Breast Suite

f) Ortho Suite

Applications Software Included or manufacturer’s equivalent.

1. 1D/2D Pace

2. BLADE

3. iPAT2

4. Phoenix

5. WARP

6. MDDW

7. CISS

8. DESST

9. GSE

10. SWI #Tim

10) Detachable MRI Gantry table – safer access to patients in code situations – crucial for patient care of non-ambulatory patients that must be slid from hospital bed to MRI gantry table.

11) Wireless synchronization for physiology and fMRI signals to minimize artifacts.

12) The Contractor shall provide Medrad Spectris Solaris programmable MR injector system with pressure monitor, or equal, having the following capabilities: scan delay, Multiphase option, protocol storing, and pause hold functionality. *To include a single injector kit. (In order for the same kit to be ordered via inventory)

13) The Contractor shall provide an MRI compatible Pulse Oximeter with easy-to-read digital display.

14) The Contractor must maintain MRI equipment at an “up-time” of 90% or better

15) The Contractor will provide a plan for repairs of the MRI trailer to include:

a) A point of contact for reporting system issues, on-site response time for service call back within 30 minutes of notification.

b) If the event requires a Field Engineer (FE) the vendor will have the FE onsite within 24hrs after the vendor is notified and it is determined an FE is required.

c) Resolution for the event will be no greater than 72 hours from the issue being reported. Repairs taking longer than 72 hours may result in negative performance evaluation, equitable price reduction, and possible termination of the contract.

d) Once the repairs are completed a report needs to be generated to reflect what repairs were completed. This report needs to be presented to the VA POC or COR to keep for our records.

16) The mobile scanner system shall be equipped with an outlet connection capable of transmitting data and voice through a Government provided category (CAT 5 or 6a) cable to communicate with the VA’s system.

17) The Contractor’s mobile scanner system must be able to connect to the VA commercial PACS system and Electronic Health Record network and must be able to transmit all images to both systems with HL7 and DICOM imaging standard compatibility.

18) The Contractor’s MRI mobile scanner system Image Quality should be free of system artifacts, meet industry standards, and be of diagnostic quality comparable to MRI images performed in the Minneapolis VA hospital facility using a similar scanner/software combination.

Minneapolis VA Health Care System will be responsible for providing electrical and network connections, network connection software, and hardware connections :

The Government will provide the connection required for the transmission of images, data and voice.

MVAHCS will provide cabling for three (3) voice and three (3) data connections to mobile MRI trailer with weatherproof RJ-45 connectors

All services performed shall be in accordance with the original equipment manufacturer (OEM) specifications. Product delivery will be the responsibility of the vendor working with the VA MRI Biomed POC.

The vendor will be responsible for delivery and installation of the equipment. Summary of Service & Equipment Specifications: Equipment, Software, Hardware, Labor, Travel, Delivery & Installation of a Windows 10 compatible MRI console workstation will be provided by vendor.

VPN/Remote Access: The vendor shall provide any and all equipment service programs, such as remote diagnostics, during the lease period. The system shall provide vendor remote diagnostics via VPN. The vendor shall either utilize the VA national site-to-site VPN or work with the Office of Cyber and Information Security and the VAMC Information Systems Security Officer to establish a client-based VPN. Service and Operator Manuals The vendor shall provide the following documentation for the proposed systems: Two (2) copies of operator instruction manuals (one (1) electronic and one (1) physical copy) Two (2) copies of a service manuals (one (1) electronic and one (1) physical copy)

Minimum Warranty: The system and accessories shall be covered under the manufacturer’s warranty and shall include all parts and labor for the period of this lease This warranty must include PMs as required by the manufacturer. The manufacturer’s factory-trained field service representatives shall perform installation and maintenance during the lease period.

Conformance Standards: Contractor shall provide service and ensure that the equipment functions in accordance with the equipment manufacturer’s technical performance specifications. Contractor shall conform to all regulations to include but not be limited to federal, state, and local governing any chemicals, equipment or work which may be used or performed in the work under this contract.

Preventative Maintenance: Perform system scheduled maintenance inspections as outlined in the user’s manual developed by the manufacturer for the main devices and any peripheral devices of the system. Parts & Software Exchange: All parts and software required for the installation of the system (excludes instruments and accessories) are covered. Part Protection:

Preferred pricing on repairs or replacement due to accidental damage.

Maintenance and repairs to be performed by Certified Trained Technicians: Technicians shall include fully qualified Facility Service Engineers (FSE) and a fully qualified FSE who will serve as the backup and show proof of competency, as shown by training conducted on said system.

"Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in this statement of work. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance. Proof of training shall be provided upon demand and be immediately sent via fax, upon demand to the COR. All FSE s and technicians shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSE's. The COR and/or designated representative specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. It is anticipated that any hospital regulatory inspections (TJC, etc.) will have the vendor providing proof that they meet industry standards of quality, and traceable standards, as used to calibrate this device- system, at the time of the maintenance event.

Service Manuals/Tools/Equipment: All required service manuals, tools, and equipment are to be provided by the vendor.

FSE Check in Requirements: The Contractor’s Field Service Engineer must report to the Biomedical Engineering Department to obtain a badge and sign in with the Biomedical Engineering Service before work begins. Submit any mobile media devices that would be used on the system to a virus scan. Upon completion of work, the Field Service Engineer must report to the Biomedical Engineering Service to sign out and brief Biomedical Staff or Supervisor if Biomedical Staff is unavailable concerning completion of service. At the end of briefing Field Service Engineer will return the badge and sign out in the Biomedical Engineering Department.

Documentation: Contractor shall furnish a detailed field service report upon completion of work to Biomedical Staff in the Biomed Department. Payment will not be processed until a properly completed service report is received. The service report shall contain, at a minimum, the following information:

Identification of equipment to be serviced:

VA EE Number Vendor Inventory ID number Manufacturer Name, Device Name, Model Number, Serial Number / System ID Name of contractor and contract number Name of FSE who performed services Contractor service ESR number/log number Date, time (starting and ending), equipment downtime and hours on-site for service call VA purchase order number(s) covering the call if outside normal working hours Total time spent performing maintenance.

Detailed narrative and itemized description of the services required and performed including: Labor and travel Parts (with part numbers)

Materials Location, Corrective Action, Copies of all test reports, Complete list of parts replaced (when applicable)

Date and time the repair/support was completed Total Cost to be billed (if applicable i.e., part(s) not covered, or service rendered after normal hours of coverage).

Signatures: FSE performing services described Authorized VA employee who witnessed service described

NOTE: - Any additional charges claimed must be approved by the COR or designated representative before service is completed!

The service report shall itemize every item in the specification. Each item shall state the "as found" condition or values, the "calibrated to" or "adjusted to" values, the factory design tolerances, and a complete description of all work performed concerning the items. Included will be a list of new parts used and recommended future repairs.

FSE Reporting Requirements: When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COR or designated representative. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR or designated representative for an "authorization signature". If COR or designated representative is unavailable, a signed, authorized copy of the ESR will be left with the MRI POC.

Contracting Officer Representatives: Prior to contract award, the Contracting Officer shall designate a VA Health Care System employee as 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 Mpls. VA HCS 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. 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.

Terms of Agreement

1. Replacement Parts and Additional Charges. Contractor shall supply necessary parts, provided replacement of the parts is required because of normal wear and tear or otherwise deemed necessary by Contractor and Mpls. VA HCS All parts will be new, standard parts, or used, reworked or refurbished parts that comply with applicable performance and reliability specifications.

2. Inspection. An initial inspection will be conducted to ensure the equipment is in working order prior to any work being performed. Any deficiencies discovered, or conditions listed in the specified exclusions will not be covered under the Service Warranty Policy.

3. Access to Equipment. Contractor’s authorized representatives shall coordinate with the VA POC or COR to schedule any routine service or maintenance. The Contractor’s Service Representative may charge for time waiting for equipment availability after a sixty (60) minute wait beyond the scheduled time.

General Requirements

1. The Contractor shall provide the COR with a list of contractor employees expected to enter building. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.

2. An access badge will be given to the contractor’s employee upon entrance into VA buildings. The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR. All contract personnel must properly display their access badges. Access badges must always be worn at or above the waist (facing forward) in the facility. The contractor’s employees must return the access badge(s) to the COR or designee when the work is complete.

3. It is the responsibility of the contractor’s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility COR.

4. Mpls. VA HCS does not validate or make reimbursement for parking violations of the contractor’s personnel under any circumstance.

GOVERNMENT RESPONSIBILITIES:

The Government shall be responsible for making the equipment available to the Contractor during normal business hours. If there is a need for work to be done after hours, the Government will make arrangements for the Contractor to have access to the equipment.

CONTRACTOR PERSONNEL SECURITY REQUIREMENTS:

The contractor shall be required to comply with all security policies/requirements. All security policies/requirements must be met, and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.

INTERFERENCE TO NORMAL FUNCTION:

Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts.

1. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.

2. Contractor personnel shall inform the COR or the designee of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with COR or designee.

Contracting Requirements

REMOTE ACCESS:

If required, Contractor must comply with all VA Office of Information and Technology security requirements. Contractor must contact Mpls. VA HCS before accessing the system remotely.

REPORTING:

For repairs or services that will be performed during normal working hours, the Contractor’s repairman must report to the Biomedical Engineering Section by telephone at 612-467-2012, and while on station an identification badge shall always be worn. During the repair process, once the problem is identified, the Contractor shall notify VA Biomedical Engineering before replacement parts are installed. After all work is completed, the Contractor’s repairman must again report to the Biomedical Engineering Section and provide a complete report of services or repairs performed for each item of equipment and must also include a listing of replacement parts, when applicable.

NOTE: Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the Biomedical Engineering Section as required above.

HOURS OF WORK:

If it is deemed necessary that work be done outside of normal business hours due to clinic schedule, the contract will be flexible and decide – with Mpls. VA HCS staff – on a time that does not impact patient care.

ADDITIONAL SERVICES:

The Contractor guarantees all equipment covered in this contract shall be in optimum working condition at the contract expiration date, provided the Contractor is notified of deficiencies at least one (1) day before the contract expiration date. All changes, updates or retrofits made on any component or system shall be annotated on station equipment manuals and records.

Services also include recording all routine work, corrections, and repair work in the equipment log.

AUTHORIZED SERVICES:

Only those services specified within the contract are authorized. Before performing any service or repair of a non-contract nature, the CO or his/her designee must be advised of the reason for this additional work. If appropriate, the CO or his/her designee may authorize the additional services or repairs under a separate purchase authorization. Contractor is cautioned that only the CO or his/her designee may authorize additional services or repairs and reimbursement will not be made unless this prior authorization is obtained.

DISCONTINUANCE OF SERVICE:

The Government reserves the right to terminate service on a particular machine meeting replacement criterion upon thirty (30) days written notice to the Contractor with payment to be prorated.

TEST EQUIPMENT:

Mpls. VA HCS will not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required within.

PERFORMANCE CONFERENCE:

If appropriate, the CO will schedule a performance conference for contract orientation purposes with the Contractor receiving award.

SPECIAL CONTRACT REQUIREMENTS:

Contractor must follow all Department of Veterans Affairs, Joint Commission, OSHA, and NFPA regulations when working on VA equipment.

CONTRACTOR SUBMITTALS:

Within fifteen calendar days after award date, but not later than performance of the first servicing of equipment, the Contractor will furnish two (2) copies of its preventive maintenance procedures manual which will be used during the preventive maintenance services of this contract to the CO. These manuals are required by the Government as a condition of the facility’s Joint Commission accreditation and must be received before any invoice can be certified for payment.

SERVICE CONTRACTS:

Bidder shall provide in the space provided below, the name, location, and telephone number of the office where service calls are to be placed:

OBSOLETE MACHINES:

Services under a resulting contract will not cover obsolete machines where parts for such obsolete machines are not available under the original manufacturer’s commercial price list, unless mutually agreed to by the CO and the Contractor.

ORDERS:

The Contractor’s repairman will report to the office of the Contracting Officer’s Representative (COR) prior to start of work and after completing the services required during that call. Services to be rendered will be directed by the COR and any changes must receive concurrence of the Contracting Officer and/or the COR.

Security The contractor and their personnel shall be subject to the same Federal laws, regulations, standards, and VA policies as VA personnel, regarding information and information system security. These include but are not limited to Federal Information Security Management Act

(FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce’s National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST’s Web site at:

http://checklists.nist.gov

If access to sensitive information involved with this contract. Tier 1 investigation is needed.

SAC is required for 6mo or less. NACI is required for over 6mo to 5 years.

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 is 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.

The C&A requirements do not apply, and a Security Accreditation Package is not required.

RECORDS MANAGEMENT OBLIGATIONS:

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal Record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes Mpls. VA HCS records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Mpls. VA HCS contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

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. Mpls. VA HCS 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 Mpls. VA HCS 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 Mpls. VA HCS. 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 Mpls. VA HCS 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 [FACILITY] 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 Mpls. VA HCS policy.

8. The Contractor shall not create or maintain any records containing any non-public Mpls. VA HCS 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 Mpls. VA HCS 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 the Minneapolis VA 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 Mpls. VA HCS -provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.