SOW ELECTRONIC WAVEFORM MARCH26.pdf

North Texas Veteran Health System Procurement Request for

ELECTRONIC WAVEFORM H-WAVE DEVICE

Statement of Work (SOW)

INTRODUCTION:

The purpose of this procurement documentation is to establish a Firm Fixed Price

Contract to purchase from H-Wave Device from Electronic Waveform for the Supply

Chain Management Service at VA North Texas Veteran Health System.

BACKGROUND:

Veterans Affairs Health Care System North Texas Logistics has historically procured H-

Wave device via PO or bulk order’s for VISN mailout until IDIQ contract is awarded.

Logistics seeks to centralize the procurement of these items with a rapid, agile supply chain that is responsive to demand. Logistics looks to benefit both in financial efficiencies and reduction of manpower as well as in reducing manpower utilization because of the consolidated effort.

OVERVIEW:

The Supply Chain Management Service at the VANTHCS has a requirement for H-

Wave device to be used for pain. The availability of the products for stock and issue for the VA North Texas provides immediate patient care without delay by having the products on-hand.

STATEMENT OF WORK:

1. General Conditions - The term of this contract is for a bulk order to close orders from VISN 17 until IDIQ Contract is awarded. The VANTHCS will obligate funds against the contract at time of award by placing an initial order.

2. The Minimum quantity on any subsequent orders is one each (If a Pack, how many per pack. The Government will be obligated only to the extent of the authorized orders placed against the contract.

3. Product Description - The contractor must supply the requested H-WAVE device NTVHCS supply needs. During the execution of this contract, products and unit pricing will be reviewed and adjusted at least annually. Core items removed as a result of any adjustments (discontinued, obsolete, etc.) will be replaced with like items at equivalent prices. The contractor must supply new items as required by the NTVHCS during the performance period of the contract.

4. Products provided by the contractor must be new.

Reconditioned/remanufactured products “Will Not be Accepted”.

MANDATORY PRODUCT REQUIREMENTS:

CLIN # Description/Part Number* Qty

H-WAVE DEVICE ITEM 41000 175

SCOPE:

Logistics Service (Primary COR: Louisa Fernandez) will place order as needed based on the Supply Chain Management Service requirement. Logistics Service (Primary COR: Louisa Fernandez) shall approve all orders requested by the

Supply Chain Management Service. “No Substitute or Alternate Catheters will be permitted”. All Electrophysiology (EP) Catheter will be original according to above product requirement. There is No minimum order requirements for these products.

SHIPPING:

SAM RAYBURN VAMC

1201 E. 9TH STREET

BONHAM, TEXAS 75418

ATTN: PROSTHETICCS BLDG 10

HOURS:

Unless otherwise specified, all contract work is to be performed during regular administrative working hours, 8:00 a.m. to 3:30 p.m. MST Monday through Friday.

Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

There are ten (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, see below set date:

New Year's Day: January 1

Martin Luther King Jr.: January 15

President Day: February 19

Memorial Day May 27

Juneteenth National Independence: June 19

Independence Day July 4

Labor Day: September 2

Columbus Day: October 14

Veterans Day November 11

Thanksgiving Day: November 28

Christmas Day December 25

If any of the above falls on a Saturday, then Friday shall be observed as a holiday.

Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

INVOICE

Contractor shall issue one detailed invoice to the buyer for the total amount of an order regardless of the number of partial shipments. Contractor shall automatically send an electronic submission of payments invoice to OB10 for monthly certification.

The Government reserves the right to terminate a contract at any time if it is no longer needed, no longer represents competitive pricing, does not provide adequate service (e.g., delivery, billing, item quality), or the is otherwise not in compliance with the terms and conditions.

REPORTS

Contractor shall provide reports detailing the invoice to the buyer for the total amount of orders. The VA orders submitted, and the Contractor orders are received and signed shall match before certifying.

ORDERING LIMITATIONS: The contractor will only fill orders based on the supplies approved by the COR. Orders will be placed based on patient requirements.

DELIVERY TICKETS: All deliveries under this Agreement shall be accompanied by a delivery ticket or packing slip and shall contain the following:

i. Name of Supplier

ii. Contract Number

iii. Purchase Order Number

iv. Date of Purchase

v. Itemized List of Supplies or Services Furnished

vi. Quantity, Unit Price, and Less Any Applicable Discount (unit prices and extensions need not be shown when incompatible with the use of automated systems, provided that the invoice is itemized to show this information)

vii. Date of Delivery or Shipment

viii. Name, Building, and Room Number of Person Placing Order

ix. Delivery/Consignee Address

1. Upon delivery, the receiving activity shall sign the packing slip/delivery ticket and retain one copy. One copy may subsequently be required to support the invoice.

2. A signed copy of the invoice shall be furnished to the COR.

RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS

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

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C.

552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the

U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or

Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government

Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor shall deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of competition [draft, final, etc.].

9. No disposition of documents shall be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records shall not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer’s approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

EXTENT OF OBLIGATION:

DELIVERY SERVICE LEVEL:

1. Back Orders – The contractor must notify designated individuals’ customers within 24 hours of order placement that some or all the items are back ordered and provide the authorized designee with an estimated delivery date. The customer must be given the option of requesting an equivalent substitution or cancelling the order.

2. Partial orders - Contractor must notify the COR or designated individuals placing the order if there are any problems filling an order or any anticipated delivery delays. The designated individuals (customer) must have the option to cancel that item or wait for the later delivery. The 98% on time shipping baseline will not include any items for which the contractor has notified the employee of stocking or delivery problems at time of order placement.

3. Returns - Return of damaged products is the contractor’s financial responsibility and liability. If ordered items are received in damaged condition, the contractor must replace items at their expense as soon as possible, but must not exceed the delivery time specified in the original order. The contractor must provide a returned merchandise authorization (RMA) and prepaid shipping label with each replacement order. If the number of items received exceeds the number ordered, the excess must be returned at the contractor’s expense.

4. All discrepancies, and excess shall be the responsibility of the contractor.

The contractor shall make all effort to resolve discrepancy at no cost.