Attachment 1 - SOW DigitalDiagnost C90 XRAY Repair.docx

STATEMENT OF WORK

A. GENERAL INFORMATION

1. Title of Project: Emergency repair to the Philips DigitalDiagnost C90 X-ray from damages caused by a faulty electric malfunction in the VAMC WRJ power grid.

2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. Provide and replace two 3 Phase Inverter Boards and the High Voltage Generator Tank per provided quote.

(Parts Procurement and Service via Vendor/ Service (Only) covered under warranty)

3. Background: The contractor shall provide all services according to Philips Medical Standards and should be functionally tested and calibrated to align within Philips Medical required specifications.

4. Performance Period: Services are required to take place during the normal Government work week which is Monday through Friday 0700-1630 hrs. The contractor is not required to work when the Government is closed for Government holidays.

5. Type of Contract: Fixed Firm Price

6. VA-owned sensitive information: N/A

B. CONTRACT AWARD MEETING

N/A

C. GENERAL REQUIREMENTS

1. For every task, the contractor shall continuously update the Clinical Engineering COTR on the status of this repair to include faults found, recommended parts replacement, replacement parts costs, costs for travel and service time costs. Contractor shall communicate with CE COTR that system is calibrated, tested and fully functional according to manufacturer’s standards and previous operational abilities upon completion of repair.

D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

1. Provide and replace damaged 3 Phase Inverter Board and the High Voltage Generator Tank.

2. Parts to be installed according to manufacturer’s instructions.

3. Test and calibrate system fully for operation according to manufacturer’s standards and specifications.

E. EVALUATED OPTIONAL TASKS AND ASSOCIATED DELIVERABLES [If applicable] N/A

F. SCHEDULE FOR DELIVERABLES

1. N/A

G. 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.

H. REPORTING REQUIREMENTS

1. The contractor shall provide twice daily updates to the Clinical Engineering COTR once the service has started and provide all information for service and expenses at that time.

I. TRAVEL [If applicable]

NA

J. GOVERNMENT RESPONSIBILITIES [If applicable]

VA White River Junction Clinical Engineering will only provide physical system access and operational power requirement.

K. CONTRACTOR EXPERIENCE REQUIREMENTS (Standard mandatory language for all task orders)

1. The contractor’s Field Service Engineer will have applicable manufacturer’s service training for this machine as specified in Philips Medical Service and Maintenance standards. Contractor shall provide training records if requested by the contracting officer. Contractor shall only supply new parts and will not substitute for used parts or parts not purchased through Philips Medical.

2. The contractor’s Field Service Engineer shall contact the Clinical Engineering COTR prior to beginning service and upon completion of service. This contact shall happen daily if services last longer than one day.

L. CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

M. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS[footnoteRef:1] [1: ]

All contractor employees who require access to the Department of Veterans Affairs’ computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to subcontractor personnel requiring the same access.

1. Contractor Responsibilities

a. The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship, and are able to read, write, speak and understand the English language.

b. Contractor’s Field Service Engineer with check in with VA Police Service for temporary contractor badge issuance and will return the badge to VA Police Service upon completion of repair.

Records Management Language for Statement of Work (SOW):

The following standard items relate to records generated in executing the contract and should be included in a typical 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.