N00183-12-T-0034.doc

Section A - Solicitation/Contract Form

SECTION A

CONTRACTOR SHALL PROVIDE THE FOLLOWING:

FOR ITEMS COVERED ON FSS CONTRACT:

Part I. Vendor’s GSA / VA Federal Supply Schedule Contract containing the items specified herein must accompany this RFQ package when submitted for evaluation (see also Part II).

Part II.

GSA / VA Contract #:

FSS Group/Class/Part: ___________________________________

FSS SIN:

Single or Multiple Award Contract: __________________________

Expiration Date:

Contract Minimum Dollar Amount:

Contract Maximum Dollar Amount:

FOR OPEN MARKET ITEMS:

Part I. Vendor’s published or commercial Price List containing the items specified herein must accompany this RFQ package when submitted for evaluation.

NOTE: IF QUOTING BOTH OPEN MARKET AND GSA/VA FSS PRICING, VENDOR SHALL IDENTIFY THE O/M ITEMS FROM THE FEDERAL SUPPLY SCHEDULE ITEMS WITHIN THE RFQ.

VENDOR INFORMATION:

CAGE:

DUNS:

TIN:

Vendor Point of Contact:

Phone:

Vendor E-Mail:

Fax:

Contractor shall be required to provide billing electronically via the WAWF Electronic Invoicing Method per Section G of this RFQ. For additional information, visit the following web sites: https://wawf.eb.mil http://wawftraining and/or Email: wawf@nmlc.med.navy.mil (Please “x”) Payment in Arrears: ____Monthly ____Quarterly ____Semi-Annually ____Annually

(Please “x”) Payment in Advance: _____ (Subscriptions: Software/Publications ONLY)

Prompt Payment: For Prompt Payment Act purposes, this contract is subject to the 7 calendar-day constructive acceptance period.

NOTE: Government Reserves the right to make an award based on an “All or None” evaluation and/or based on the “Best Value” proposed for this requirement in terms of price and past performance. Vendors with superior past performance history may be given 1st consideration.

Naval Medical Center Portsmouth Point of Contact:

Contracting: Chantay Johnson 757-953-5005, E-Mail: chantay.johnson@med.navy.mil Vendor to reference Request for Quotation (RFQ) Number N00183-12-T-0034 on all correspondence relating to this RFQ.

Section B - Supplies or Services and Prices

FY12 Maintenance Service Agreement

FFP

in accordance with Statement of Work, Section C for the following items:

FOB: Destination

NET AMT

0001AA

Public Address System, Bldg 2

FOB: Destination

MILSTRIP: N0018312RQTE009

PURCHASE REQUEST NUMBER: N0018312RQTE009

NET AMT

0001AB

Public Address System, Bldg 1 & 3

FOB: Destination

NET AMT

0001AC

Colors System, TIme Solutions Model 6100

Quarterdeck, Bldg 2

FOB: Destination

NET AMT

FFP

NET AMT

0002AA

NET AMT

0002AB

NET AMT

0002AC

FFP

Quarterdeck, Bldg 2

NET AMT

FFP

NET AMT

0003AA

NET AMT

0003AB

NET AMT

0003AC

FFP

NET AMT

FFP

NET AMT

0004AA

NET AMT

0004AB

NET AMT

0004AC

FFP

NET AMT

FFP

NET AMT

0005AA

NET AMT

0005AB

NET AMT

0005AC

FFP

NET AMT

Section C - Descriptions and Specifications

SECTION C

STATEMENT OF WORK

(CLIN 0001 & 0002)

Full coverage shall be provided by the Contractor for the public address system, which includes parts and labor to replace or repair all components included in the public address system (head end and speakers) at no additional cost should they fail or near the point of failure for repairs associated with normal equipment failures. This covers labor to troubleshoot and diagnose system problems, and labor program, repair or replace covered system components.

Contractor shall provide 24-hour / 7 day per week emergency service in which calls will be responded to within 2-4 hours at no additional cost.

Contractor technical representatives must be manufacturer trained and authorized to work on listed equipment.

Contractor shall provide only original manufacturer replacement components for the head end. All other replacement parts shall be of equal or greater quality than the original equipment.

Contractor shall comply with Federal, State, Local laws, and Federal Regulations as applicable to the performance of this contract.

Contract provision excludes all labor related to wiring problems and/or grounds and parts and labor for all repairs due to vandalism or acts of God.

All changes/modifications will be notated on existing drawings and a copy will be provided upon thereof.

Contractor shall provide their own tools, training, and transportation and any other materials required to perform above maintenance as required at no additional cost.

Contractor shall not accept any instructions issued by any person employed by the U.S. Government other than the Telecommunications Manager, Manager of Management Information, or persons appointed by above personnel.

PUBLIC ADDRESS SYSTEM – OVERHEAD PAGING

NOMENCLATURE

PART NO.

PUBLIC ADDRESS SYSTEM – MAIN

5120-9002

PUBLIC ADDRESS SYSTEM – LOCAL

5110-9001

EQUALIZER

OPS-E1

AM/FM TUNER

5100-9177

35 W MIXER AMP

UUMA-35T

70V AUTOFORMERS

AUTOMATCH

MONITOR PANEL

OPT-M1

VOLUME CONTROL

AT-10/AT-10PA

ROTARY SWITCHES

HX-12R

MICROPHONES

5120-9290

AUDIO CONTROL RELAY

5100-9951

GRAPHIC INPUT/OUTPUT

5100-9151

BOOSTER AMP

5100-9430

POWER SUPPLY

5120-9191

SPEAKERS

5120-9416

(CLIN 0003)

Contractor shall supply all labor, travel, material/parts, equipment, tools and management necessary to maintain and repair the Color System Model 6100 message system located at Naval Medical Center Portsmouth Quarterdeck, Bldg. 2 to include the following security equipment:

COLOR SYSTEM (Time Solutions Model 6100)

NOMENCLATURE

6100 Program Timer

Mac Fi – e Enhanced eight message Digital Audio Recorder

TOA 900 Series II Amplifier

4 Remote push button switches

Compaq PS – 110 10w Speaker

Section E - Inspection and Acceptance

INSPECTION AND ACCEPTANCE TERMS

Supplies/services will be inspected/accepted at:

Section F - Deliveries or Performance

DELIVERY INFORMATION

30-SEP-2012

MID/COMMUNICATIONS

BLDG 3

620 JOHN PAUL JONES CIRCLE

PORTSMOUTH VA 23708

757-953-0108

N00183

30-SEP-2012

N00183

30-SEP-2012

N00183

30-SEP-2012

N00183

30-SEP-2013

N00183

30-SEP-2013

N00183

30-SEP-2013

N00183

30-SEP-2013

N00183

30-SEP-2014

N00183

30-SEP-2014

N00183

30-SEP-2014

N00183

30-SEP-2014

N00183

30-SEP-2015

N00183

30-SEP-2015

N00183

30-SEP-2015

N00183

30-SEP-2015

N00183

30-SEP-2016

N00183

30-SEP-2016

N00183

30-SEP-2016

N00183

30-SEP-2016

N00183

CLAUSES INCORPORATED BY REFERENCE

Section G - Contract Administration Data

SECTION G

INVOICING INSTRUCTIONS AND PAYMENT FOR SERVICES

Invoices for services rendered under this Contract shall be submitted electronically through Wide Area Work Flow – Receipt and Acceptance (WAWF):

The vendor shall self-register at the web site https://wawf.eb.mil. Vendor training is available on the internet at http://wawftraining.com.

Select the 2-in-1 Invoice within WAWF as the invoice type. The 2-in-1 Invoice prepares the Material Inspection and Receiving Report, DD Form 250, and invoice in one document.

Back up documentation (such as service tickets, etc.) can be included and attached to the invoice in WAWF.

Attachments created in any Microsoft Office product are attachable to the invoice in WAWF.

The following information regarding Naval Medical Center Portsmouth is provided for completion of the invoice in WAWF:

Issuing Office DODAAC: N00183 Admin DODAAC: N00183 Acceptor DODAAC: N00183

LPO DODAAC: N00183

Pay DODAAC: HQ0248 The contractor shall submit invoices for payment per contract terms.

The Government shall process invoices for payment per contract terms.

For more information on Wide Area Workflow, please contact the Wide Area Workflow Implementation Team at WAWF@med.navy.mil.

Naval Medical Center Portsmouth, Point of Contact for Invoicing Inquiries: To be specified at time of contract award.

Section H - Special Contract Requirements

CLAUSES INCORPORATED BY FULL TEXT

Department of Defense Business Associate Agreement Introduction

In accordance with DoD 6025.18-R “Department of Defense Health Information Privacy Regulation,” January 24, 2003, the Contractor meets the definition of Business Associate. Therefore, a Business Associate Agreement is required to comply with both the Health Insurance Portability and Accountability Act (HIPAA) Privacy and Security regulations. This clause serves as that agreement whereby the Contractor agrees to abide by all applicable HIPAA Privacy and Security requirements regarding health information as defined in this clause, and in DoD 6025.18-R and DoD 8580.02-R, as amended. Additional requirements will be addressed when implemented.

(a) Definitions. As used in this clause generally refer to the Code of

Federal Regulations (CFR) definition unless a more specific provision exists in DoD 6025.18-R or DoD 8580.02-R.

Individual has the same meaning as the term “individual” in 45 CFR

160.103 and shall include a person who qualifies as a personal representative in accordance with 45 CFR 164.502(g).

Privacy Rule means the Standards for Privacy of Individually Identifiable Health Information at 45 CFR part 160 and part 164, subparts A and E.

Protected Health Information has the same meaning as the term

“protected health information” in 45 CFR 160.103, limited to the information created or received by the Contractor from or on behalf of the Government pursuant to the Contract.

Electronic Protected Health Information has the same meaning as the term “electronic protected health information” in 45 CFR 160.103.

Required by Law has the same meaning as the term “required by law” in 45 CFR 164.103.

Secretary means the Secretary of the Department of Health and Human Services or his/her designee.

Security Rule means the Health Insurance Reform: Security Standards at

45 CFR part 160, 162 and part 164, subpart C.

Terms used, but not otherwise defined, in this Clause shall have the same meaning as those terms in 45 CFR 160.103, 164.501 and 164.304.

(b) The Contractor shall not use or further disclose Protected Health

Information other than as permitted or required by the Contract or as Required by Law.

(c) The Contractor shall use appropriate safeguards to prevent use or disclosure of the Protected Health Information other than as provided for by this Contract.

(d) The Contractor agrees to use administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the electronic protected health information that it creates, receives, maintains, or transmits in the execution of this Contract.

(e) The Contractor agrees to mitigate, to the extent practicable, any harmful effect that is known to the Contractor of a use or disclosure of Protected Health Information by the Contractor in violation of the requirements of this Clause.

(f) The Contractor shall report to the Government any security incident involving protected health information of which it becomes aware.

(g) The Contractor shall report to the Government any use or disclosure of the Protected Health Information not provided for by this Contract of which the Contractor becomes aware.

(h) The Contractor shall ensure that any agent, including a subcontractor, to whom it provides Protected Health Information received from, or created or received by the Contractor, on behalf of the Government, agrees to the same restrictions and conditions that apply through this Contract to the Contractor with respect to such information.

(i) The Contractor shall ensure that any agent, including a subcontractor, to whom it provides electronic Protected Health Information, agrees to implement reasonable and appropriate safeguards to protect it.

(j) The Contractor shall provide access, at the request of the Government, and in the time and manner reasonably designated by the Government to Protected Health Information in a Designated Record Set, to the Government or, as directed by the Government, to an Individual in order to meet the requirements under 45 CFR 164.524.

(k) The Contractor shall make any amendment(s) to Protected Health

Information in a Designated Record Set that the Government directs or agrees to pursuant to 45 CFR 164.526 at the request of the Government, and in the time and manner reasonably designated by the Government.

(l) The Contractor shall make internal practices, books, and records relating to the use and disclosure of Protected Health Information received from, or created or received by the Contractor, on behalf of the Government, available to the Government, or at the request of the Government to the Secretary, in a time and manner reasonably designated by the Government or the Secretary, for purposes of the Secretary determining the Government’s compliance with the Privacy Rule.

(m) The Contractor shall document such disclosures of Protected

Health Information and information related to such disclosures as would be required for the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.

(n) The Contractor shall provide to the Government or an Individual, in time and manner reasonably designated by the Government, information collected in accordance with this Clause of the Contract, to permit the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.

General Use and Disclosure Provisions

Except as otherwise limited in this Clause, the Contractor may use or disclose Protected Health Information on behalf of, or to provide services to, the

Government for treatment, payment, or healthcare operations purposes, in accordance with the specific use and disclosure provisions below, if such use or disclosure of Protected Health Information would not violate the HIPAA Privacy Rule, the HIPAA Security Rule, DoD 6025.18-R or DoD 8580.02-R if done by the Government.

Specific Use and Disclosure Provisions

(a) Except as otherwise limited in this Clause, the Contractor may use

Protected Health Information for the proper management and administration of the Contractor or to carry out the legal responsibilities of the Contractor.

(b) Except as otherwise limited in this Clause, the Contractor may disclose Protected Health Information for the proper management and administration of the Contractor, provided that disclosures are required by law, or the Contractor obtains reasonable assurances from the person to whom the information is disclosed that it will remain confidential and used or further disclosed only as required by law or for the purpose for which it was disclosed to the person, and the person notifies the Contractor of any instances of which it is aware in which the confidentiality of the information has been breached.

(c) Except as otherwise limited in this Clause, the Contractor may use

Protected Health Information to provide Data Aggregation services to the

Government as permitted by 45 CFR 164.504(e)(2)(i)(B).

(d) Contractor may use Protected Health Information to report violations of law to appropriate Federal and State authorities, consistent with 45 CFR 164.502(j)(1).

Obligations of the Government

Provisions for the Government to Inform the Contractor of Privacy Practices and Restrictions

(a) The Government shall provide the Contractor with the notice of privacy practices that the Government produces in accordance with 45 CFR 164.520.

(b) The Government shall provide the Contractor with any changes in, or revocation of, permission by Individual to use or disclose Protected Health

Information, if such changes affect the Contractor’s permitted or required uses and disclosures.

(c) The Government shall notify the Contractor of any restriction to the use or disclosure of Protected Health Information that the Government has agreed to in accordance with 45 CFR 164.522.

Permissible Requests by the Government

The Government shall not request the Contractor to use or disclose

Protected Health Information in any manner that would not be permissible under the HIPAA Privacy Rule, the HIPAA Security Rule, or any applicable Government regulations (including without limitation, DoD 6025.18-R and DoD 8580.02-R) if done by the Government, except for providing Data Aggregation services to the Government and for management and administrative activities of the Contractor as otherwise permitted by this clause.

Termination

(a) Termination. A breach by the Contractor of this clause, may subject the

Contractor to termination under any applicable default or termination provision of this Contract.

(b) Effect of Termination.

(1) If this contract has records management requirements, the records subject to the Clause should be handled in accordance with the records management requirements. If this contract does not have records management requirements, the records should be handled in accordance with paragraphs (2) and (3) below

(2) If this contract does not have records management requirements, except as provided in paragraph (3) of this section, upon termination of this Contract, for any reason, the Contractor shall return or destroy all Protected Health Information received from the Government, or created or received by the Contractor on behalf of the Government. This provision shall apply to Protected Health Information that is in the possession of subcontractors or agents of the Contractor. The Contractor shall retain no copies of the Protected Health Information.

(3) If this contract does not have records management provisions and the Contractor determines that returning or destroying the Protected Health

Information is infeasible, the Contractor shall provide to the Government notification of the conditions that make return or destruction infeasible. Upon mutual agreement of the Government and the Contractor that return or destruction of Protected Health Information is infeasible, the Contractor shall extend the protections of this Contract to such Protected Health Information and limit further uses and disclosures of such Protected Health Information to those purposes that make the return or destruction infeasible, for so long as the Contractor maintains such Protected Health Information.

Miscellaneous

(a) Regulatory References. A reference in this Clause to a section in DoD 6025.18-R, DoD 8580.02-R, Privacy Rule or Security Rule means the section currently in effect or as amended, and for which compliance is required.

(b) Survival. The respective rights and obligations of Business Associate under the “Effect of Termination” provision of this Clause shall survive the termination of this Contract.

(c) Interpretation. Any ambiguity in this Clause shall be resolved in favor of a meaning that permits the Government to comply with DoD 6025.18-R, DoD 8580.02-R, the HIPAA Privacy Rule or the HIPAA Security Rule.

INFORMATION ONLY: This document has been designated for posting to the Navy Electronic Commerce Online (NECO) at http://www.neco.navy.mil

Section I - Contract Clauses

CLAUSES INCORPORATED BY REFERENCE

CLAUSES INCORPORATED BY FULL TEXT

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

(End of clause)

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 30 Sep 2016.

(End of clause)

52.232-18 AVAILABILITY OF FUNDS (APR 1984)

Funds are not presently available for this contract. The Government's obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.

(End of clause)

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): https://www.arnet.gov/far (End of clause)

Section K - Representations, Certifications and Other Statements of Offerors

CLAUSES INCORPORATED BY REFERENCE

Section L - Instructions, Conditions and Notices to Bidders

CLAUSES INCORPORATED BY REFERENCE

CLAUSES INCORPORATED BY FULL TEXT

52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): https://www.arnet.gov/far (End of provision)