Carestream SOW.pdf

STATEMENT OF WORK

Portable X-Ray Service Agreement

(10/1/2025-9/30/2030)

1. SCOPE

The contractor shall provide all parts, labor, tools, materials, equipment, software, facilities, travel, transportation, and supervision necessary to complete all work associated with performing corrective or and preventive maintenance services on radiology equipment listed in the Equipment List for the Veterans Health Care System of the Ozarks (VHSO) in Fayetteville, AR in accordance with this contract and all attachments.

2. OVERVIEW

VHSO owns and/or operates medical systems and devices that require various types of service. The purpose of this contract is to ensure;

2.1. All equipment shall be maintained to operate in a correct and safe manner as intended and designed by the Original Equipment Manufacturer (OEM);

2.2. The contractor shall perform all tasks associated with scheduled preventive maintenance per the Equipment List of this SOW. All preventive maintenance shall be completed no later than the last day of the month identified in the Equipment List for each piece of equipment.

2.3. Keep all service records under one contractor;

2.4. All software operates as designed;

2.5. All equipment/items shall be inspected to ensure safe and correct operation in compliance with applicable local, state and federal regulations; and,

2.6. Equipment downtime shall be kept to a minimum by maintaining no less than a

98% in-service rate for all covered equipment.

2.7. All replacement/repair parts must be new, OEM parts. No used or remanufactured parts may be used/installed on/in this equipment.

3. TASKS

The contractor shall provide the following services as a minimum:

3.1 Provide emergency repair on equipment to return it to OEM specified operating parameters.

3.2 Priority Emergency Service Response including a factory certified field service engineer on-site within 4 hours of emergency service notification.

3.3 Any and all services not covered by the Price/Cost Schedule (Section B.1 of the

Contract) must be approved, in writing, by the Contracting Officer.

3.4 Priority Parts Delivery including overnight shipping of parts.

3.5 Telephone support for clinical applications and biomedical troubleshooting as needed.

3.6 Hardware reliability updates.

3.7 All system software and safety upgrades will be included at no extra cost.

3.8 This contract ensures that all equipment is verified to operate correctly and follow applicable local, state, and federal regulations.

4. SHIPPING/DELIVERY

4.1 All items shipped by the contractor shall be shipped overnight, at no additional cost to the Government. Return shipping of any replaced parts shall also be at no additional cost to the Government. The contractor may determine the preferred method of shipping for returned items and shall provide an appropriate reutnr shipping authorization umber.

4.2 All items shipped to:

Veterans Health Care System of the Ozarks C/O (See COR Delegation Letter) 1100 N. College Ave.

Fayetteville, AR 72703-1944

5. PERFORMANCE

5.1 Vendor must be able to access all necessary software in the equipment to perform the contracted functions.

5.2 All personnel completing tasks will have OEM certified training on the equipment that they will service. Vendor will provide training documentation when requested by the Contracting Officer’s Representative (COR).

5.3 If the Government agrees to any service that will result in additional cost, such service shall be pre-approved, in writing by the Contracting Officer. Rates shall be those contract rates in affect at the contract start date.

5.4 If vendor desires to provide service after normal hours at no additional cost to the Government, a request can be made to the COR for an escort. Afterhours work will normally only be approved if a Government escort is available to stay with the vendor during all work.

5.5 The COR must be contacted in the following situations:

5.5.1 To schedule any work.

5.5.2 After arriving on site but before any work is started.

5.5.3 To provide an approximate timeframe for the work.

5.5.4 As soon as it is known that the work will take longer than expected.

5.5.5 At completion of work prior to leaving the facility.

5.5.6 To report any incomplete aspects of the work or issues that could not be corrected during the visit.

5.5.7 To provide a written plan for corrective action for any work that cannot be completed within 24 hours. Plan must be provided to and approved by the COR.

5.6 A service ticket will be provided to the COR for each visit, for each separate equipment item, for which service is performed. The service ticket can be a hard copy or electronically transmitted to the COR. Service tickets/documentation will be provided within 5 days of the actual work being completed.

5.7 All test equipment used for this contract will have current calibration dates verifiable with documents traceable back to the US Bureau of Standards.

Vendor will produce documents upon request.

5.8 Proper Lockout-tag out procedures will be used when appropriate.

5.9 All OEM recommended safety aspects of the equipment being serviced will be adhered to.

5.10 All work will be completed in accordance with Original Equipment Manufacturers (OEM) specifications and recommended procedures.

5.11 All adjustments will be completed using OEM software as intended by the equipment design.

6. PERFORMANCE LOCATION

6.1 Veterans Health Care System of the Ozarks – Fayetteville VAMC, 1100 N.

College Ave, Fayetteville, AR 72703-1944

6.2 Work may be performed remotely (remote connection) if possible with prior permission from the COR. All necessary security and privacy issues shall be addressed and complied with by the vendor before any remote connection or service is performed. Remote service access is extremely limited due to the heightened security requirements on our information networks. Vendor requests might not be approved.

6.3 Equipment may only be removed from the facilities for service with prior permission from the COR. Proper accountability documentation must be completed prior to removal.

6.4 VA will supply a useable work space for portable equipment service.

7. SECURITY REQUIREMENTS

7.1 Vendors shall obtain an access badge from the VA Police Department while performing work on-site.

7.2 Vendor shall contact the COR whenever work is being performed in any VA facility to determine if an escort is needed. Biomed will arrange for an escort if needed.

7.3 Information System Security

7.3.1 The contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard contract language, conditions laws, and regulations.

7.3.2 The contractor’s firewall and web server shall meet or exceed the government minimum requirements for security.

7.3.3 All government data shall be protected behind an approved firewall.

7.3.4 Any security violations or attempted violations shall be reported to the

COR as soon as possible.

7.3.5 The contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification accreditation.

7.3.6 Security Training: All contractor employees who require access to the Department of Veterans Affairs' computer systems are required to complete the VA's on-line Security Awareness Training Course and the Privacy Awareness Training Course annually. Contractors must provide signed certifications of completion to the COR during each year of the contract. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s).

8. RECORDS MANAGEMENT REQUIREMENTS

8.1 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.

8.2 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.

8.3 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.

8.4 VHA 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 VHA 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 VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

8.5 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 VHA 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 8.4.

8.6 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 VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

8.7 The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

8.8 The Contractor shall not create or maintain any records containing any non-public VHA information that are not specifically tied to or authorized by the contract.

8.9 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.

8.10 The VHA 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 VHA 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.

8.11 Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-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.

9. CONFIDENTIALITY AND NONDISCLOSURE

9.1 Sensitive Information access, whether it be electronic files and/or hard copy files, is authorized based upon the contractor’s roles, responsibilities, and need-to-know. Respecting the privacy of sensitive personal information is an obligation that must adhered to.

9.2 The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the 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.

9.3 The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the 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.

9.4 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.

10. PERIOD OF PERFORMANCE

Base: 10/01/2025 – 09/30/2026 Option 1: 10/01/2026 – 09/30/2027 Option 2: 10/01/2027 – 09/30/2028 Option 3: 10/01/2028 – 09/30/2029 Option 4: 10/01/2029 – 09/30/2030

EQUIPMENT LIST

(09/2025)

FREQ = FREQUENCY

M = MONTHLY Q = QUARTERLY

S = SEMIANNUAL A = ANNUAL

ITEM DESCRIPTION/COVERAGE LOCATION FREQ NEXT

DUE

Carestream DRX- REVOLUTION Mobile System Serial Number: K52414065

Veterans Health Care System of the Ozarks 1100 N. College Ave 1146-21 Fayetteville, AR 72703

A 7/2026