SOW Instrument repair_sharpen.pdf

STATEMENT OF WORK

A. GENERAL INFORMATION

1. Title of Project: On-Site Instrument Repair Service Contract, Veterans Affairs Texas Valley Coastal Bend Health Care System (VATVCBHCS).

2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliveries described in this statement of work (SOW), except as may otherwise be specified. An onsite service of instrument repairs and sharpening on VCB property. Located at Harlingen Heal Care Clinic (HCC), 2601 Veterans Drive Harlingen, TX. 78550.

3. Background: Since the initiation of VATVCBHCS, there has not been any instrument that cares for broken, damaged or dull instruments due to overuse. We have purchased several one-time, on-site visits to correct the lack of care on the neglected instruments, but it is time we created a contract to have monthly visits. This contract will prolong the life of the instruments so that services will not have to purchase new costly instruments needed for surgery, clinical settings or other services that use reusable medical equipment. The contractor will not keep or hold on to any VA property.

4. Performance Period:

a. The contractor shall complete the work required under this SOW in 20 calendar days or less from the date of the award, otherwise directed by the Contracting Officer (CO). If the contractor proposes an earlier completion date, and the Government accepts the contractor’s proposal, the contractor’s proposed completion date shall prevail. This contract will be for one 12-month base period and four 12-month option renewal periods.

b. Time and Materials: The work shall begin within 20 calendar days of the award, unless otherwise specified. Both work at the Government site shall not take place on Federal holidays or at weekends as the site will not have personnel available to take the instruments from the department to the contractor. Normal office hours for work to be provided will be during Monday – Friday from 8:00 a.m. to 4:30 p.m.

5. Type of Contract: This is a Firm-Fixed-Price contract.

B. CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived.

C. GENERAL REQUIREMENTS

1. For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, along with associated sub-milestone dates. The contractor's subtask structure shall be reflected in the technical proposal and detailed work plan.

2. All written deliverables shall be phrased in the layperson’s language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

3. Where a written milestone deliverable is required in draft form, the VA will complete their review of the draft deliverable within 15 calendar days from the date of receipt. The contractor shall have 15 calendar days to deliver the final deliverable from date of receipt of the Government’s comments.

D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this SOW. Sterile Processing Service (SPS) has a need for an on-site repair and sharpening service on all reusable medical instruments that are from various clinics and surgical service in VCB. We desire maintenance, functionality, and in good working order of the instruments being serviced, this will prolong the life of the instrument creating longevity and good use. Visits will be coordinated as needed and requested by the Contracting Officer’s Representative (COR) with the contractor with a minimum of a week’s advanced notice.

Task One: The contractor shall provide a detailed work plan, itemized report and briefing for the VA Sterile Processing Service designee within 5 business days of service. This debriefing will include what instruments were served and what instruments were unserviceable.

Deliverable One: A detailed work plan, report and briefing on what was done during the on-site visit will be presented to the SPS designee on the day of service. The contractor will provide a list of what instruments are deemed unserviceable or beyond repair. These will be returned to SPS for disposal. All instruments taken to the contractor will be returned at the end of the on-site visit for reprocessing. Contractor will not hold on or keep any VA property.

E. 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.

F. REPORTING REQUIREMENTS

1. The contractor shall provide written progress reports (original plus 2 copies). These are due to the COR by the end of the workday following the end of each on site visit, throughout the project's duration.

2. The progress report shall cover all work completed during the onsite service and shall present the work to be accomplished quarterly. This report should also identify any problems that arose, along with a statement explaining how the problem was resolved. This report should also identify any problems that have arisen but have not been completely resolved, with an explanation.

G. GOVERNMENT RESPONSIBILITIES

VATVCBHCS will provide a workspace where the contractor’s vehicle can park and conduct their repairs and services on the instruments that need repairs, sharpening and upkeep directly outside of the HCC facility. The contractor will have no need to enter the building in order to perform their services on the instruments.

H. CONTRACTOR EXPERIENCE REQUIREMENTS

The contractor shall identify, by name, the key management and technical personnel who will work under this task order at the time the work is being negotiated. The government will not dictate specific experience and education requirements of the employees initially proposed to perform the work stated herein. Team personnel proposed by the contractor should possess some of the following knowledge and/or skills:

The contractor must notify VHA in advance and we will approve or reject proposed contractor key personnel for the performance of this contract. The contractor shall submit a resume of qualifications to the COR for key personnel and all other direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty. If, at any time from the date of the award to the end of the contract, Contractor personnel are no longer available, the VHA will approve the qualifications of proposed replacement personnel and will reject individuals who do not meet qualifications set forth herein. The contractor must inform the VHA COTR, and Project Manager/Task Manager when the personnel are removed from the contract for any reason. The Contractor shall remove any employee from the performance of this contract within five (5) workdays of receiving notice from the Contracting Officer that the employee's performance is unsatisfactory.

All Contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons.

• The contractor must inform the VCB COR, and Project Manager/Task Manager, of which personnel are removed from the contract for any reason.

• If a key person becomes unavailable to complete the SR, proposed Substitutions of key personnel shall be made only if approved by the COR and Project Manager.

• The contractor shall submit a resume of qualifications to the COR for all direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty.

I. CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S.

Government and shall be submitted to the CO at the conclusion of the task order.

2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO in response.

3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

J. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

All contractor employees who require access to the Department of Veterans Affairs’ computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to subcontractor personnel requiring the same access.

1. Position Sensitivity – The position sensitivity has been designated as ___Low Risk_________. (Contractor will not have access to VA sensitive materials, information or documents.)

2. Background Investigation – The level of background investigation commensurate with the required level of access is __National Agency Check with Written Inquiries.

(Contractors will have no need to enter VCB’s building in order to conduct their services.)

K. 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.

L. 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.

M. Records Manager:

The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

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. VA Texas Valley Coastal Bend Health Care System (VA 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 VA Texas Valley Coastal Bend Health Care System (VA 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 VA Texas Valley Coastal Bend Health Care System (VA TVCBHCS). 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 VA Texas Valley Coastal Bend Health Care System (VA 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).

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 VA Texas Valley Coastal Bend Health Care System (VA TVCBHCS) 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 VA Texas Valley Coastal Bend Health Care System (VA TVCBHCS) policy.

8. The Contractor shall not create or maintain any records containing any non-public VA Texas Valley Coastal Bend Health Care System (VA TVCBHCS) 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 VA Texas Valley Coastal Bend Health Care System (VA 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 VA Texas Valley Coastal Bend Health Care System (VA 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.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA Texas Valley Coastal Bend Health Care System (VA TVCBHCS)-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 an annual or refresher training.