P01. SOW_boom_light purchase with install.doc

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. Scope of Work:

1.1. The contractor shall furnish all labor, parts, tools, and materials required to de-install and re-install an existing Hill-Rom utility boom and 2 Trumpf exam lights in Cath Lab B, room 2571 at the Omaha VA Medical Center, 4101 Woolworth Ave, Omaha, NE 68105. The contractor will be required to coordinate with the VA, Philips Medical and their construction manager for date and times for de-install and re-install. Current proposed schedule is: 9/10 Sep 2024 de-install boom; 12/13 Nov 2024 re-install boom and lights.

1.2. De-Install:

Disconnect all interconnecting medical gas line, pneumatic power hose, electrical, and network cables in current location. Disconnect and disassemble boom and light mechanical system components in current location. Transport the disassembled equipment to a secure storage space that will be provided by the VA. This space will be in the same building and VA personnel will assist.

1.3. Re-install:

Transport equipment from storage to the same location it was deinstalled from. Reconnect and reassemble mechanical system components. NOTE: Ceiling is being lowered approximately 3 inches by Philips Medical. Boom installation contractor must account for this during reinstall. Contractor shall connect and function test of all system interconnection hoses and cabling, power-up the re-installed equipment, check operation, to include electrical function test of all motorized movements and complete functional check of all pneumatic, electronic, and medical gas components. Contractor shall finalize all required documentation for turnover for 1st patient use.

1.4. Within 24 hours of award of contract, the contractor shall provide, in writing, to the Contracting Officer the name, title, address, and telephone number of the contractor’s representative. The contractor shall provide a single point of contact for all maintenance support required under this contract. The contractor will also provide a list of parts to keep on hand for the equipment. When this individual is on leave of any kind, the contractor shall provide an alternate point of contact.

2. Equipment:

2.1. The equipment to be moved includes:

Manufacturer

Model#

Equipment

HILL-ROM

PRIMA EXTEND

UTILITY BOOM X 1

TRUMPF

LED 3

LIGHTS, EXAM X 2

3. Electronic Patient Health Information:

3.1. There is no electronic patient health information stored in this equipment.

4. Conformance Standards:

4.1. Contract service shall ensure that the equipment/system functions in conformance with the latest published edition of NFPA-99, OSHA, and manufacturer’s service literature.

5. Federal holidays observed by VA Omaha are:

New Years Day

Labor Day

Martin Luther King Day

Columbus Day

President’s Day

Veteran’s Day

Memorial Day

Thanksgiving Day

Independence Day

Christmas Day and any other day specifically designated by the President of the United States.

6. Documentation/Reports:

6.1. Documentation shall include detailed descriptions of the installation and any drawing available.

7. Reporting Requirements:

7.1. Upon arrival at VA Omaha the contractor shall be required to log in with Biomed in room B556 in Omaha,. This log in is mandatory as well as wearing the contractor badge issued upon log in. Contractor’s FSE(s) shall wear visible identification at all times while on the premises of the VA. Identification shall include, as a minimum, the employee’s name, position, and the contractor’s trade name. In addition, the contractor shall submit fingerprints through the VA police for issuance of a VA identification badge that shall be worn at all times while working at a VA facility.

7.2. When service is completed, the FSE shall document services rendered on a legible ESR(s) and submit to the BESS who set-up the service. The Equipment Service Report (ESR) can be submitted when logging out with Biomed, via an internet web site or e-mail. ESRs should be submitted not later than 5 business days after service is complete. Preferred method of delivery is via email to NWIHCSBiomedicalStaff@va.gov

8. Services Beyond the Contract Scope:

8.1. Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COTR, (in writing), of the existence of the development of any defects in, or repairs required to, the scheduled equipment which the contractor considers he/she is not responsible for under the terms of the contract.

9. Condition of Equipment:

9.1. The contractor accepts responsibility for the equipment described in “as is” condition. The VA is aware that the equipment is obsolete and parts may not be readily available.

9.2. Failure to inspect the equipment prior to contract award shall not relieve the contractor from performance of the requirements of this contract.

10. Identification, Parking, Smoking, and VA Regulations:

10.1. Contractor’s FSE(s) shall wear visible identification at all times while on the premises of the VA. Identification shall include, as a minimum, the employee’s name, position, and the contractor’s trade name.

10.2. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

10.3. Smoking is prohibited inside all VA buildings.

10.4. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

10.5. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court.

11. Contractor Qualifications:

11.2. “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 solicitation as required by the Original Equipment Manufacturer (OEM) and equal to what the manufacturer provides their own field service personnel.

11.3. Contractor must provide, upon request, evidence of appropriate training of any FSE(s) providing services under terms of the contract. Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer.

11.4. Contractor must have access to all OEM proprietary information due to the critical nature of these services. Examples of this information would be software updates and factory service bulletins that describe updates/modifications needed to make the equipment under this contract safe for use.

Required Training

TMS 20939 No Access

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 Omaha VAHCS records.

2.

does not include personal materials.

3.

applies to records created, received, or maintained by Contractors pursuant to their Omaha VAHCS 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.

[Agency] 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 Omaha VAHCS 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 Omaha VAHCS. 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 [Agency] 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 Omaha VAHCS contract. 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 Omaha VAHCS 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 Omaha VAHCS policy.

8.

The Contractor shall not create or maintain any records containing any non-public Omaha VAHCS 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 Omaha VAHCS 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 Omaha VAHCS 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 Omaha VAHCS 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.

D. Flowdown of requirements to subcontractors

1.

The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this Omaha VAHCS and require written subcontractor acknowledgment of same.

2.

Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.