P01 - SOW Gastroscopes Service Contract Base 4.docx

STATEMENT OF WORK

A. GENERAL INFORMATION

1. Title of Project: Endoscopy Gastroscopes Service Maintenance Agreement B+4

2. Scope of Work: The Contractor shall provide preventative maintenance and repairs, as well as scheduled maintenance and emergency repair services for thirteen (13) Olympus Endoscopy gastroscopes and supporting equipment in accordance with all applicable standards and manufacturer’s requirements and recommendations. (See table 1)

The Contractor shall ensure proper service levels are maintained and make certain that equipment performance is optimal in accordance with manufacturer specifications. Maintenance service calls and telephone technical support at no additional charge for each year that the Service Agreement is in effect. Contractor shall provide loaner equipment upon request at no additional charge and technical support shall be available during working office hours. Online repair tracking will be provided as well as next day shipping to/from at no extra charge.

Contractor shall provide turnaround time between 24-48 hours for prioritized repair. Accidental damage and full repair coverage for contracted equipment at no extra charge. Contactor shall provide periodic training and support at the request of the COR, as necessary. Contractor shall provide preventative maintenance annually and train VA staff, such as BioMed Service, as required.

All work must be performed by a certified and qualified field service technician in compliance with applicable manufacturer’s recommendations, codes and standards in its entirety. Maintenance and repair (when necessary) shall be performed as indicated in manufacturer’s requirements and recommendations for this equipment. Additional inspections and tests shall be performed as needed or upon request of the Government.

3. Background: The mission of the Department of Veterans Affairs (VA), Veterans Health Care Administration, Valley Coastal Bend Health Care System at Harlingen, Texas, is to provide benefits and services to veterans of the United States. The Specialty Service Line at VCB strives to provide high quality care to veterans at point-of-care within the endoscopy procedures necessary to meet their medical needs. VCB depends on the skills and services of the Specialty Service to meet mission goals.

4. Performance Period: The base period is for one 12-month base period. At the discretion of the Contracting Officer, the Government may exercise up to four, twelve-month option periods.

Base year 03/08/2026 - 03/07/2027 Option year 1: 03/08/2027 - 03/07/2028 Option year 2: 03/08/2028 - 03/07/2029 Option year 3: 03/08/2029 - 03/07/2030 Option year 4: 03/08/2030 - 03/07/2031 All Coordination will be made with the Contracting Officer’s Representative (COR) before work begins. All maintenance and repair services shall be scheduled in advance with the COR and shall occur Monday through Friday, excluding federal holidays, during regular business hours between 8:00 a.m. and 4:30pm. Work at the government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

5. Place of Performance: The contract will be performed at VA Valley Coastal Bend, Health Care Center at Harlingen, located at 2601 Veterans Drive, Harlingen, Texas 78550.

B. GENERAL REQUIREMENTS

The intent of this Statement of Work is to provide a broad overview of the requirements not to list all the requirements. Partial listing of the requirements in this Statement of Work does not reduce or eliminate the obligation of the Contractor to meet all manufacturers’ requirements. The Contractor shall provide scheduled maintenance and emergency repair service for thirteen (13) Endoscopy gastroscopes in accordance with all applicable standards and manufacturer’s requirements and recommendations.

1. The Contractor shall perform the required preventative maintenance tasks as scheduled; repairs and maintenance calls will be addressed as needed. The Contractor shall employ Field Service Representatives who has had Original Equipment Manufacturer (OEM) training on each equipment listed in table one.

2. The Contractor shall provide all parts, tools, labor, and travel to perform maintenance service and repairs (preventative or corrective). In order to maintain the equipment in accordance with OEM specifications, parts requiring replacement will be replaced on new part basis (Parts must be new and not refurbished). All parts that are removed from Government equipment during repairs or preventative maintenance must be turned in to the Biomedical Engineering Department (COR) prior to Contractor departure. All parts shall be OEM.

3. The Contractor shall provide 24x7x365 Technical support/Help Desk support to address questions and problems on an immediate, real-time basis.

4. Preventative maintenance and unscheduled repairs shall be accompanied by:

a. Diagnosis/root cause analysis, defined resolution approach and or workaround or fix.

b. Operator instruction on actions to be taken on the customer’s end to correct the problem

c. Quality/training initiatives to increase operator knowledge and decrease the number of incoming incidents (informal)

5. Phone Response within four hours – Replacement Parts Requirement by 6pm and Parts Delivery Next Day

6. The Contractor will notify the COR, at least five business days before a preventative maintenance visit is required. All work shall be coordinated with the COR before commencement of work or entry onto Government premises. The Vendor shall ensure the COR is notified of the name of each Contractor representative assigned to the task at least 24 hours/one business day before the work is to begin.

7. Each representative of the Contractor will be required to sign-in and out at the Security Police prepared to provide a government issued picture identification during the sign-in process. Contractor staff shall remain under escort while on Government premises.

8. This contract includes preventative maintenance and repair services. However, the Contractor shall submit a list of all needed or anticipated repairs revealed, during the performance of preventative maintenance tasks, to the COR (or designee) along with the test reports prior to leaving site.

9. At the conclusion of the service visit, and prior to leaving the site, the contractor shall provide a written service report indicating:

a. The date of service,

b. The model, serial number, and VA identifying number (which is always on a bar code with EE#),

c. The location of the equipment serviced

d. The name of the Contractor personnel performing the work,

e. The service(s) performed and the parts replaced.

C. CONTRACTOR EXPERIENCE REQUIREMENTS – KEY PERSONNEL

All inspections and testing shall be performed by a Certified technician, whose credentials Shall be submitted to the Contracting Officer’s Representative (COR) upon request. The OEM Certificate of Training shall be no less than two years. All Contractor personnel who will perform the required services shall have received the Original Equipment Manufacturer’s repair and maintenance training, specific to the equipment listed in Table 1.

D. INFORMATION SYSTEMS OFFICER, INFORMATION PROTECTION:

The contractor will not have access to VA Desktop computers nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

E. Privacy Officer:

The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

F. RECORDS MANAGEMENT:

1. Records Manager:

a. 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.

b. 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.

c. 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.

d. TVCBHCS 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 TVCBHCS 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 TVCBHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

e. 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 TVCBHCS 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 (4).

f. 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 TVCBHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

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

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

i. 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.

j. The TVCBHCS 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 TVCBHCS 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.

k. 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, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

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. TRAVEL

The Government anticipates travel under this effort to perform the tasks associated with the effort through the period of performance. Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.

The total estimated number of trips in support of this effort will vary depending on the Vendor proposed schedule and unanticipated equipment failures. The requirement is for Thirteen (13) endoscopy gastroscopes and all supporting equipment which requires annual preventative maintenance calls, or as necessary. All work will be performed at VA Valley Coastal Bend, Health Care Center at Harlingen located at 2601 Veterans Drive, Harlingen, Texas 78550.

I. CONTRACTING OFFICER’S REPRESENTATIVE (COR)

· The COR will serve as the primary point of contact for the contractor.

· The contractor shall notify the COR if problems arise adversely impacting the performance of work.

· The COR duties are not delegable, and all responsibilities shall revert back to the Contracting Officer, should the COR be unable to discharge their responsibilities.

· Inspection and Acceptance shall be by the COR assigned.

· The COR shall request security badges,(as applicable) through his/her immediate supervisor, for all contractor and subcontractor employees needing physical access to Government facilities; ensure that contractor employees complete pre-employment security awareness training and refresher training when required; ensure that contractor employees sign the Certificate of Confidentiality and Non-disclosure and a copy is provided to the Contracting Officer; coordinate the collection of necessary information from contractors to meet background investigation requirements for contractor personnel; and initiate the appropriate steps for contractor employees when the contract is complete or the contractor employee leaves for any reason.

This delegation does not authorize the COR to take any other actions, including but not limited to the following, all of which remain the responsibility of the Contracting Officer:

· Make any commitments or changes which will affect the price, quantity, quality, or delivery terms of the contract.

· Require additional supplies or services or supplies or services beyond the scope of the contract.

· Extend the completion time established in the contract.

· Terminate the contract in whole or in part.

· Give instructions which may constitute an assignment of additional work outside the general scope of the project.

· Change any of the expressed terms, conditions, or specifications of the contract.

Under no circumstances are you to assume that the contract has been extended or otherwise renewed unless you are informed to that effect by the Contracting Officer.