S02 - RFQ 36C24822Q0280 Anesthesia Final.docx

36C24822Q0280

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

12-21-2021 Brittney Pastore (813)972-2000 X-2847 01-10-2022

3:00 PM

EST

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy, Suite 570 Tampa FL 33637 Kim Tucker Kim.Tucker1@va.gov

X X

Y 811219 $22 Million

N/A

Department of Veterans Affairs James A. Haley Veterans Hospital (90C) Facilities Management Service-Biomedical 13000 Bruce B. Downs Blvd Tampa FL 33612 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Tampa FL 33637

Financial Services Center

P.O. Box 149971 Austin TX 78714-9971

See CONTINUATION Page Provide Anesthesia Machine Maintenance IAW PWS, dated 12/10/21, for the James A. Haley VA Healthcare System.

Enter pricing in Section B.2 Price Schedule.

Please submit all questions by email to Kim.Tucker1@va.gov and brittney.pastore@va.gov no later than Thursday, December 30, 2021 at 3:00 PM EST.

The Government reserves the right to not respond to questions submitted after this time.

Please submit written quotations by email to both kim.tucker1@va.gov and brittney.pastore@va.gov no Later than Monday, January 10, 2022 at 3:00 PM EST.

See CONTINUATION Page

TO BE PROVIDED ON THE RESULTING CONTRACT AWARD

KIM C. TUCKER

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C248 Kim C. Tucker

Network Contracting Office 8 (NCO 8) 8875 Hidden River Pkwy, Suite 570 Tampa FL 33637

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714-9971

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

AVANCE MODELS: Contractor shall provide all labor, transportation, equipment, management, and parts necessary to provide two (2) preventive maintenance services per machine, per year, to include vaporizer testing and certification for the listed GE AVANCE Anesthesia Machines by serial number in accordance with the Performance Work Statement (PWS), dated 12/10/21. PREVENTIVE MAINTENANCE (PM), VAPORIZER TESTING, AND CERTIFICATION SERVICE MARCH AND SEPTEMBER OR AS NEEDED, TO INCLUDE PM PARTS ONLY. FOURTEEN (14) TOTAL MACHINES.

Contract Period: Base POP Begin: 02-01-2022 POP End: 01-31-2023 PRINCIPAL NAICS CODE: 811219 - Other Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

AVANCE CS2 MODELS: Contractor shall provide all labor, transportation, equipment, management, and parts necessary to provide two (2) preventive maintenance services per machine, per year, to include vaporizer testing and certification for the listed GE AVANCE CS2 Anesthesia Machines by serial number in accordance with the Performance Work Statement (PWS), dated 12/10/21. PREVENTIVE MAINTENANCE (PM), VAPORIZER TESTING, AND CERTIFICATION SERVICE IN MARCH AND SEPTEMBER OR AS NEEDED, TO INCLUDE PM PARTS ONLY. ELEVEN (11) TOTAL MACHINES.

POP Begin: 02-01-2022 POP End: 01-31-2023

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

AESTIVA/5 MRI MODEL: Contractor shall provide all labor, transportation, equipment, management, and parts necessary to provide two (2) preventive maintenance services per machine, per year, to include vaporizer testing and certification for the listed GE AESTIVA/5 MRI Anesthesia Machines by serial number in accordance with the Performance Work Statement (PWS), dated 12/10/21. PREVENTIVE MAINTENANCE (PM), VAPORIZER TESTING, AND CERTIFICATION SERVICE IN MARCH AND SEPTEMBER OR AS NEEDED, TO INCLUDE PM PARTS ONLY. ONE (1) TOTAL MACHINE(s).

POP Begin: 02-01-2022 POP End: 01-31-2023

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

AVANCE MODELS: Contractor shall provide all labor, transportation, equipment, management, and parts necessary to provide two (2) preventive maintenance services per machine, per year, to include vaporizer testing and certification for the listed GE AVANCE Anesthesia Machines by serial number in accordance with the Performance Work Statement (PWS), dated 12/10/21. PREVENTIVE MAINTENANCE (PM), VAPORIZER TESTING, AND CERTIFICATION SERVICE MARCH AND SEPTEMBER OR AS NEEDED, TO INCLUDE PM PARTS ONLY. FOURTEEN (14) TOTAL MACHINES.

Contract Period: Option 1 POP Begin: 02-01-2023 POP End: 01-31-2024

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

AVANCE CS2 MODELS: Contractor shall provide all labor, transportation, equipment, management, and parts necessary to provide two (2) preventive maintenance services per machine, per year, to include vaporizer testing and certification for the listed GE AVANCE CS2 Anesthesia Machines by serial number in accordance with the Performance Work Statement (PWS), dated 12/10/21. PREVENTIVE MAINTENANCE (PM), VAPORIZER TESTING, AND CERTIFICATION SERVICE IN MARCH AND SEPTEMBER OR AS NEEDED, TO INCLUDE PM PARTS ONLY. ELEVEN (11) TOTAL MACHINES.

POP Begin: 02-01-2023 POP End: 01-31-2024

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

AESTIVA/5 MRI MODEL: Contractor shall provide all labor, transportation, equipment, management, and parts necessary to provide two (2) preventive maintenance services per machine, per year, to include vaporizer testing and certification for the listed GE AESTIVA/5 MRI Anesthesia Machines by serial number in accordance with the Performance Work Statement (PWS), dated 12/10/21. PREVENTIVE MAINTENANCE (PM), VAPORIZER TESTING, AND CERTIFICATION SERVICE IN MARCH AND SEPTEMBER OR AS NEEDED, TO INCLUDE PM PARTS ONLY. ONE (1) TOTAL MACHINE(s).

POP Begin: 02-01-2023 POP End: 01-31-2024

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

AVANCE MODELS: Contractor shall provide all labor, transportation, equipment, management, and parts necessary to provide two (2) preventive maintenance services per machine, per year, to include vaporizer testing and certification for the listed GE AVANCE Anesthesia Machines by serial number in accordance with the Performance Work Statement (PWS), dated 12/10/21. PREVENTIVE MAINTENANCE (PM), VAPORIZER TESTING, AND CERTIFICATION SERVICE MARCH AND SEPTEMBER OR AS NEEDED, TO INCLUDE PM PARTS ONLY. FOURTEEN (14) TOTAL MACHINES.

Contract Period: Option 2 POP Begin: 02-01-2024 POP End: 01-31-2025

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

AVANCE CS2 MODELS: Contractor shall provide all labor, transportation, equipment, management, and parts necessary to provide two (2) preventive maintenance services per machine, per year, to include vaporizer testing and certification for the listed GE AVANCE CS2 Anesthesia Machines by serial number in accordance with the Performance Work Statement (PWS), dated 12/10/21. PREVENTIVE MAINTENANCE (PM), VAPORIZER TESTING, AND CERTIFICATION SERVICE IN MARCH AND SEPTEMBER OR AS NEEDED, TO INCLUDE PM PARTS ONLY. ELEVEN (11) TOTAL MACHINES.

POP Begin: 02-01-2024 POP End: 01-31-2025

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

AESTIVA/5 MRI MODEL: Contractor shall provide all labor, transportation, equipment, management, and parts necessary to provide two (2) preventive maintenance services per machine, per year, to include vaporizer testing and certification for the listed GE AESTIVA/5 MRI Anesthesia Machines by serial number in accordance with the Performance Work Statement (PWS), dated 12/10/21. PREVENTIVE MAINTENANCE (PM), VAPORIZER TESTING, AND CERTIFICATION SERVICE IN MARCH AND SEPTEMBER OR AS NEEDED, TO INCLUDE PM PARTS ONLY. ONE (1) TOTAL MACHINE(s).

POP Begin: 02-01-2024 POP End: 01-31-2025

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

AVANCE MODELS: Contractor shall provide all labor, transportation, equipment, management, and parts necessary to provide two (2) preventive maintenance services per machine, per year, to include vaporizer testing and certification for the listed GE AVANCE Anesthesia Machines by serial number in accordance with the Performance Work Statement (PWS), dated 12/10/21. PREVENTIVE MAINTENANCE (PM), VAPORIZER TESTING, AND CERTIFICATION SERVICE MARCH AND SEPTEMBER OR AS NEEDED, TO INCLUDE PM PARTS ONLY. FOURTEEN (14) TOTAL MACHINES.

Contract Period: Option 3 POP Begin: 02-01-2025 POP End: 01-31-2026

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

AVANCE CS2 MODELS: Contractor shall provide all labor, transportation, equipment, management, and parts necessary to provide two (2) preventive maintenance services per machine, per year, to include vaporizer testing and certification for the listed GE AVANCE CS2 Anesthesia Machines by serial number in accordance with the Performance Work Statement (PWS), dated 12/10/21. PREVENTIVE MAINTENANCE (PM), VAPORIZER TESTING, AND CERTIFICATION SERVICE IN MARCH AND SEPTEMBER OR AS NEEDED, TO INCLUDE PM PARTS ONLY. ELEVEN (11) TOTAL MACHINES.

POP Begin: 02-01-2025 POP End: 01-31-2026

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

AESTIVA/5 MRI MODEL: Contractor shall provide all labor, transportation, equipment, management, and parts necessary to provide two (2) preventive maintenance services per machine, per year, to include vaporizer testing and certification for the listed GE AESTIVA/5 MRI Anesthesia Machines by serial number in accordance with the Performance Work Statement (PWS), dated 12/10/21. PREVENTIVE MAINTENANCE (PM), VAPORIZER TESTING, AND CERTIFICATION SERVICE IN MARCH AND SEPTEMBER OR AS NEEDED, TO INCLUDE PM PARTS ONLY. ONE (1) TOTAL MACHINE(s).

POP Begin: 02-01-2025 POP End: 01-31-2026

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

AVANCE MODELS: Contractor shall provide all labor, transportation, equipment, management, and parts necessary to provide two (2) preventive maintenance services per machine, per year, to include vaporizer testing and certification for the listed GE AVANCE Anesthesia Machines by serial number in accordance with the Performance Work Statement (PWS), dated 12/10/21. PREVENTIVE MAINTENANCE (PM), VAPORIZER TESTING, AND CERTIFICATION SERVICE MARCH AND SEPTEMBER OR AS NEEDED, TO INCLUDE PM PARTS ONLY. FOURTEEN (14) TOTAL MACHINES.

Contract Period: Option 4 POP Begin: 02-01-2026 POP End: 01-31-2027

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

AVANCE CS2 MODELS: Contractor shall provide all labor, transportation, equipment, management, and parts necessary to provide two (2) preventive maintenance services per machine, per year, to include vaporizer testing and certification for the listed GE AVANCE CS2 Anesthesia Machines by serial number in accordance with the Performance Work Statement (PWS), dated 12/10/21. PREVENTIVE MAINTENANCE (PM), VAPORIZER TESTING, AND CERTIFICATION SERVICE IN MARCH AND SEPTEMBER OR AS NEEDED, TO INCLUDE PM PARTS ONLY. ELEVEN (11) TOTAL MACHINES.

POP Begin: 02-01-2026 POP End: 01-31-2027

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

AESTIVA/5 MRI MODEL: Contractor shall provide all labor, transportation, equipment, management, and parts necessary to provide two (2) preventive maintenance services per machine, per year, to include vaporizer testing and certification for the listed GE AESTIVA/5 MRI Anesthesia Machines by serial number in accordance with the Performance Work Statement (PWS), dated 12/10/21. PREVENTIVE MAINTENANCE (PM), VAPORIZER TESTING, AND CERTIFICATION SERVICE IN MARCH AND SEPTEMBER OR AS NEEDED, TO INCLUDE PM PARTS ONLY. ONE (1) TOTAL MACHINE(s).

POP Begin: 02-01-2026 POP End: 01-31-2027

PRODUCT/SERVICE CODE: J065 - Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

BASE and OPTION YEAR TOTALS SUMMARY

GRAND TOTAL AMOUNT

B.3 PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

ANESTHESIA MACHINES PREVENTATIVE MAINTENANCE (PM) and CERTIFICATION 12/10/2021

1.0 STATEMENT OF NEED

The Department of Veterans Affairs, James A. Haley Veterans’ Hospital (JAHVH), 13000 Bruce B. Downs Blvd, Tampa, FL is soliciting a requirement for a preventative maintenance (PM), vaporizer testing, and certification agreement for twenty-six (26) anesthesia machines. The agreement shall provide PM on fourteen (14) GE Model Avance, eleven (11) GE Model Avance CS2, and one (1) GE Model Astiva/5 MRI. The equipment has a one (1) to ten (10) year life expectancy and is subject to replacement during the agreement performance period. Therefore, the contractor shall expect equipment to be added and/or removed from the contract. The following is a list of equipment used daily at JAHVH for life-support during surgeries:

The contractor shall furnish all labor, transportation, and parts needed to provide and meet VA acceptability standards for preventative maintenance (PM), including vaporizer testing and certification of the equipment listed above. The contractor shall maintain the equipment and assure its proper function to reduce equipment down-time.

PERIOD OF PERFORMANCE: The period of performance is from date of contract award for a period of one (1) year to include one (1) base and four (4) one (1) year option periods. This award action shall be a firm-fixed price award. The Contractor shall include advanced pricing for each machine for each option period in their initial quote.

2.0 GENERAL REQUIREMENTS

2.1. Services to be provided

A. Service

1. All maintenance will be performed during extended VA business hours, 7:00 AM - 8:00 PM, Monday-Friday, except Federal Holidays, unless otherwise specified. Contractor may work outside normal business hours by arrangement with Contracting Officer’s Representative (COR) if such services are provided without additional charge to the government. Any overtime charges must be approved by the Contracting Officer if not included in the contract pricing schedule. COR must notify the Contracting Officer before authorizing overtime work.

2. The VA shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its Field Service Engineers (FSEs) all operational and technical documentation (e.g., operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of the contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the COR upon request. Any charges for parts, manuals, tools, or software required to successfully complete scheduled Preventive Maintenance (PM) shall be included in this contract and it’s agreed upon price.

3. All removable media materials (laptop, DVD/CD, USB drive, etc.) will need to be scanned on site with approved anti-virus by OI&T or Biomedical staff and approved for use prior to the start of any work.

B. Parts

The Contractor shall provide all replacement parts required to complete scheduled PM, except exclusions listed in this document, and maintain equipment performance within manufacturer specifications. All parts must meet or exceed factory specifications to maintain compatibility with systems presently in place and future performance/reliability upgrades. Parts removed (replaced) by the contractor become the property of the contractor.

C. Scheduled Maintenance

1. The contractor shall perform at least two (2) comprehensive scheduled maintenance inspections (preventive maintenance) in March and September or as needed. The COR will schedule the inspections.

2. The contractor will perform PM services to ensure that equipment listed in Item 1 functions in conformance with the latest published editions of NFPA-99, OSHA, CDRH, and CAP. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. Preventive maintenance procedures will be submitted to the COR for approval prior to initiation of this service contract. PM services shall include but need not be limited to the following: Cleaning of equipment; reviewing operating system diagnostics to ensure that the system is operating to the manufacturer's specifications; calibrating and lubricating the equipment; performing remedial maintenance of non-emergent nature; testing and replacing faulty or worn parts and/or parts which are likely to become faulty, fail, or become worn; inspecting all cables and bushings and replacement as necessary; measuring, adjusting, aligning, and calibrating as necessary for optimal performance; inspecting and replacing where indicated electrical wiring and cables for wear and fraying; inspecting and replacing where indicated all mechanical components including, but not limited to, devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, and keyboards for mechanical integrity, safety, and performance; returning the equipment to full and proper operating condition; providing documentation of service performed. Parts and assemblies will be repaired or replaced as necessary. An electrical safety inspection will be done at the time of the preventive maintenance and results will be documented.

D. Performance Standards

The COR will assure Contractor performance in accordance with (IAW) the Performance Standard Metrics. In an effort to minimize the performance management burden, the government shall use 100 percent inspection(s) as indicated below:

PERFORMANCE STANDARD METRICS

Regular reviews, inspection and observation; Contractor notified immediately if non-compliance

Regular reviews, inspection and observation; Contractor notified immediately if non-compliance

Regular reviews, inspection and observation; Contractor notified immediately if non-compliance

2. 2 Special Instructions

A. Contractor Check-in

The contractor's representative will report to Biomedical Engineering, D022-01, prior to performance of service. On approved overtime, contractor will report to Hospital Police, E.R. Lobby.

B. Documentation

At the conclusion of each repair or scheduled maintenance visit, the contractor will provide a written service report indicating the date of service, the Bar Code Number (EE#), the model, serial number, and location of the equipment serviced, the name of the service representative, the hours worked, and the services performed and parts replaced. The reports will be delivered to Biomedical Engineering for signature when work is complete. During non-standard hours, report will be taken to Hospital Police for signature.

2.3 Terms and Conditions

A. Exclusions: Consumable parts and supplies shall not be covered under this contract except as specifically listed (PM kit, PM supplies).

B. Inspection of Equipment: Any site visits must be coordinated in advance with COR, Biomedical Engineering, (813) 972-7632.

C. VA Directives and Policies: The Contractor is required to adhere to the following VA Directives and Policies: HPM 00-18 Smoking Policy and HPM 00-23 Code of Ethical Behavior in Business and Clinical Practices.

3.0 CONTRACTOR EXPERIENCE REQUIREMENTS

Each respondent must have an established business, with an office and full time staff to include a "fully qualified" field service engineer (FSE) and a "fully qualified" FSE who will serve as backup. "Fully qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program of the equipment identified in Paragraph 1. For field experience, the FSE(s) has a minimum of two years experience with respect to scheduled and unscheduled preventive and remedial maintenance of anesthesia equipment. The FSE(s) shall be authorized by the OEM Manufacturer to perform the maintenance services. All work shall be performed by "fully qualified" competent FSE(s). The contractor shall provide written assurance to the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at the VA. The Contracting Officer (CO) may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VA equipment. The CO and/or Contracting Officer's Representative (COR) specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VA equipment. If subcontractors are used, they must be approved in advance by the CO; the contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

4.0 PRIVACY TRAINING AND CYBER SECURITY AWARENESS TRAINING

The contractor and their staff must successfully complete Veterans Health Administration (VHA) National Privacy Policy training and Cyber Security Awareness training prior to commencement of services under this contract and annually thereafter. This requirement is met by completion of VHA National Privacy Policy training, other VHA approved privacy training, or contractor-furnished training that meets the requirements of the Department of Health and Human Services (HHS) Standards for Privacy of Individually-identifiable Health Information as determined by VHA. The Privacy Policy and Cyber Awareness Training website is: https://www.ees-learning.net/librix/loginhtml.asp?v=librix. Proof of training is required. The Contractor shall provide a copy of the training certificates for each employee for both courses to the COR and the Contracting Officer (CO). The COR/CO will, in turn, forward the certificates of completion to the hospital Information Security Officer.

After award and prior to beginning work, the Contractor shall provide to the COR and the Contracting Officer the following: (a) Names of Contractor personnel; (b) Social security numbers of Contractor personnel; (c) home addresses of Contractor personnel or the Contractor’s address; (d) personnel dates of birth; and (e) personnel places of birth. The COR or the Contracting Officer will submit the above information to the VA Police Service and Human Resources at James A. Haley VA Hospital for fingerprint processing and low level background screening. The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from working, or from consideration to work, under the contract.

5.0 WAGE DETERMINATION

This contract is subject to the wage determination as set forth by the Department of Labor. The applicable wage determination will be referenced in the solicitation and any resulting contract.

PRIVACY OFFICE LANGUAGE

With No Sensitive Data but Requires Training

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

VA INFORMATION CUSTODIAL LANGUAGE:

a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

b. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

c. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

d. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

SECURITY INCIDENT INVESTIGATION:

a. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

LIQUIDATED DAMAGES FOR DATA BREACH:

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency.

b. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

SECURITY CONTROLS COMPLIANCE TESTING :

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

TRAINING:

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training before being granted access to VA information and its systems.

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems.

b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required for this SOW.

All Contractor, Pharmaceutical Company Representative (PCR), and Healthcare Industry Representatives (HIR) will coordinate with Contracting Officer Representative for instructions so they are in compliance with James A. Haley Veterans’ Hospital policies:

HPM NO. 90-25; JANUARY 2014; HEALTHCARE VENDOR ACCESS AND COMPETENCY

HPM NO. 132-04; DECEMBER 2012; SECURITY MANAGEMENT PROGRAM

HPM NO. 13205; DECEMBER 2012; HOSPITAL IDENTIFICATION PROGRAM

HPM NO. 11-91; MAY 2013; PHARMACEUTICAL COMPANY REPRESENTATIVES

HIR are required to report to MSDU (Room GC-003), immediately after entering the facility. HIR will be required to sign into the monitoring system and print a badge for proper identification. . The Healthcare Industry Representatives for Nutrition and Food Services, Office of Information and Technology, and Social Work Services are in included in this policy; vendors (HIR) for Pharmacy Services are to follow (HPM 11-91) policy. HIR must be sponsored by a physician, a Service Chief, or their designee, for a specified date and a specified case. HIR are not permitted in patient care areas or clinics unless a prior appointment has been made.

Pharmaceutical Company Representative (PCR) refers to anyone acting on behalf of a pharmaceutical company or its business partners for the purpose of promoting the use of items managed under the VA formulary process. These items primarily include drugs, but to a lesser extent also include any medical supplies, nutritional supplements, and similar commodities managed under the VA formulary process.

a. Sign-In: PCRs may visit VA Medical care facilities no earlier than 8:00 a.m. and stay no later than 3:30 p.m., Monday through Friday, unless they receive prior approval from both the Chief of the Service that they will be visiting and the Chief of Pharmacy. Representatives visiting the JAHVH must sign in at the Pharmacy Administrative Office (Located in Trailer 78) and wear a visitor’s badge as well as their company’s personal name badge while in the hospital.

Vendors: Reference Hospital Memorandum Policy Number 90-25 Healthcare Vendor Access and Competency.

Contractors and/or project managers: Will be issued a PIV/ID badge in accordance with the facility PIV Policy. Contactors will contact their assigned VA Contracting Officer Representative (COR) for coordination.

Contract Personnel/Sub-Contractors: Contractors are responsible for the daily accountability and identification of all personnel assigned to their respective contract including sub-contractors. Contractors will identify personnel using the following procedures as appropriate.

Construction Project contract personnel will report to the contractor for issuance of a temporary self-adhesive identification badge. This badge will be issued on a daily basis and must include the following information: Company name, project number, date and name of individual. Contractor will maintain a daily log of all personnel.

Contract personnel not involved in an actual construction project will report to police dispatch for issuance of a numbered badge. A driver’s license or photo ID will be required each day upon entering the facility, in exchange for the badge, and will be given back once the badge is returned to police dispatch. The contractor will provide Police Service with a list of names for all sub-contract personnel requiring access to the facility. It is the responsibility of the contractor to update the list as necessary.

NPR OPC; CBOCs and Off-site Lease facilities with VA Police staffing: As above with check-in with VA Police.

Off-site Lease facilities w/o VA Police staffing: Coordinate with COR, Administrative Officer, or Service Point of Contact.

SECURITY OFFICE CONTRACT LANGUAGE

MARCH 12, 2010 VA HANDBOOK 6500.6

APPENDIX B

VA ACQUISITION REGULATION SOLICITATION PROVISION AND CONTRACT CLAUSE

NOTE: This clause will undergo official rule making by the Office of Acquisitions and Logistics. The below language will be submitted for public review through the Federal Register. The final wording of the clause may be changed from what is outlined below based on public review and comment. Once approved, the final language in the clause can be obtained from the Office of Acquisitions and Logistics Programs and Policy.

1. SUBPART 839.2 - INFORMATION AND INFORMATION TECHNOLOGY SECURITY REQUIREMENTS

839.201 Contract clause for Information and Information Technology Security:

a. Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media).

b. In solicitations and contracts where VA Sensitive Information or Information Technology will be accessed or utilized, the CO shall insert the clause found at 852.273-75, Security Requirements for Unclassified Information Technology Resources.

2. 852.273-75 - SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES (INTERIM- OCTOBER 2008)

As prescribed in 839.201, insert the following clause:

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

(END OF CLAUSE)

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION INTO CONTRACTS, AS APPROPRIATE

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontrator shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic…