Medicore MiPACS upgrade SOW.pdf

STATEMENT OF WORK

Medicor Imaging

MiPACS Hardware Upgrade

VA MEDICAL CENTER, AUGUSTA, ME

General Information:

Contractor shall provide all necessary equipment, tools, and documentation for the delivery and installation of the MiPACS hardware equipment. The service shall include onsite implementation, configuration, and training but not limited to 5 days onsite service for unboxing, placement, connection to network, installation/configuration of latest MiPACS version, configuration of capture devices, training on new features, and integration with VISTA/CPRS. The equipment is located at the VA Maine Health

Care System, 1 VA Center Augusta, ME 04330

Type of Contract: Firm-Fixed Price

Scope of Work

Equipment to be procured:

Product ID Description Quantity

MP-ONSITE Medicor Imaging Onsite visit; onsite visit for unboxing, placement, connection to network, installation/configuration of MiPACS, configuration of capture devices, training on new features, and integration with VIST/CPRS

MP-HW

MiPACS Hardware; Dell Precision 3460 SFF

Intel Core i5-13500 (13th generation)

- 32GB RAM (DDR5)

- Windows 10 Pro 22H2

- NVIDIA T100 4GB Graphics card

- 8x DVD+/-RW

- 3 Years Dell Pro Support with Next Business Day Onsite Replacement

(this warranty comes from Dell and is not managed by Medicor Imaging - you must reach out to Dell for warranty claims)

MP-HW

MiPACS Hardware; Dell 24in UltraSharp Monitor

Location: Building 200 5th floor, Dental Service, VA Maine Health Care System, 1 VA Center Augusta, ME 04330

1. CONFORMANCE STANDARDS: Contractor shall provide installation 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.

2. SOFTWARE ENHANCEMENTS: Periodic software enhancements shall be provided as part of the firm fixed price contract and shall be considered within scope.

3. LABOR & TRAVEL EXPENSES: All labor and travel conducted during normal business hours:

Monday through Friday, 8:00am – 5:00pm relative to customer’s local time, (excludes Medicor Imaging company holidays).

4. CERTIFIED TRAINED TECHNICIANS AND KEY PERSONNEL: The installation and testing shall be performed by Medicor Imaging trained personnel in accordance with the agreement. 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 installation and testing. 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 installation 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 installation event.

5. SERVICE MANUALS/TOOLS/EQUIPMENT: The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its Facility Service Engineer’s (FSE) all operational and technical documentation

(such as; operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the COR and CO upon request.

6. DOCUMENTATION/REPORTS: The documentation shall include detailed descriptions of the installation procedures performed. Such documentation shall meet the guidelines as set forth in the

Conformance Standards section. Installation reports must be sent to the COR or the requesting entity upon completion of the work. In addition, each report must, at a minimum, document the following data legibly and in complete detail:

A. Name of contractor and contract number.

B. Name of FSE who performed services.

C. Contractor service ESR number/log number.

D. Date, time (starting and ending), equipment downtime and hours on-site for service call.

E. Identification of equipment to be serviced:

1) Inventory ID number,

2) Manufacturer's name,

3) Device name,

4) Model number,

5) Serial number,

6) Any other manufacturer's identification numbers.

F. Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including:

1) Labor and Travel,

2) Parts (with part numbers),

3) Materials and Circuit Location of problem/corrective action.

G. Signatures:

1) FSE performing services described.

2) 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!

7. REPORTING REQUIREMENTS: The Contractor shall be required to report to the Clinical

Engineering Department to log in. This check- in is mandatory. 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 user.

VA COR: Nina Warah-Cano, DHSc, x5772 (Secondary)

8. PAYMENT: - Invoices will be paid upon the completion and acceptance of the procured equipment.

Invoices shall include at a minimum, the following information: Contract Number, Purchase Order/Task

Order Number, Contractor Name, and Item(s) installed. All invoices shall be mailed to the Department of

Veterans Affairs Financial Services Center’s address as follows:

FMS-VA-1-650

P.O. Box 149971

Austin, TX 78714

9. ADDITIONAL CHARGES: There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts.

10. CONDITION OF EQUIPMENT: The Contractor shall accept responsibility for the equipment.

Failure to inspect the equipment prior to installation of equipment will not relieve the Contractor from performance of the requirements of this contract.

11. TEST EQUIPMENT: Prior to commencement of work on this contract, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VAMC's equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to the Original Equipment

Manufacture’s standard.

12. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSE's shall wear visible identification at all times while on the premises of the VAMC. The Contractor shall park in the appropriate designated parking areas. Information on parking is available from the VA Police

Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

13. TRAINING: The Contractor shall provide first call Clinical Engineering training for current qualified technicians at the VAMC, ME during regular service hours of Monday through Friday from

8:00am – 5:00 PM EST.

14. TRANSPORTATION CHARGES: All costs associated with transportation, from shipping point to the destination specified above, and all costs of removal after contract completion, shall be paid by the

Contractor, and incorporated in the price proposal. The Contractor shall be responsible for all damage in transit including any transportation costs for replacement.

15. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD:

The Contractor shall comply with the Federal/California OSHA Bloodborne Pathogens Standard. The

Contractor shall:

a. Have methods by which all employees are educated as to risks associated with bloodborne pathogens.

b. Have policies and procedures which reduce the risk of employee exposure to bloodborne pathogens.

c. Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens.

d. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract.

16. MISCELLANEOUS

Additional equipment may be added and/or removed throughout the life of this contract and shall be considered within scope.

17. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

Security Requirements: All contractor personnel shall obtain a short-term identification badge issued by the COR or government designated representative. Such badge shall be worn by the individual and prominently displayed at all times while on VA Property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. In order to obtain a short-term identification badge, contractor personnel shall present to the COR a valid (non-expired) photo identification issued by a US federal, state or local government agency.

Escort will be provided as required in sensitive work areas.

The C&A requirements do not apply and the security accreditation package is not required.

The identified Sole Source Vendor shall be subject to the Federal laws, regulations, standards, and VA

Directives and Handbooks regarding information and information system security as delineated in standard acquisition guidelines.

Per the VA handbook 6500.6, no VA sensitive information will be transferred, shared, or stored with said vendor. As such, no additional mechanisms will be needed to ensure the protection of information.

18. Records Management Language for Contracts

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) 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.

__Nina Warah-Cano 3/18/2024__

COR Signature: Date

Name: Nina Warah-Cano, DHSc

Title: Chief Biomedical Engineer

Requesting Service Representative (if different than above) Date

Name:

Title: