SOW Optima MAX XL Ultracentrifuge.docx

Optima Max TL Ultracentrifuge Statement of Work

1. BACKGROUND:

Central Texas Veterans Health Care System (CTVHCS) has recently purchased an Optima Max TL ultracentrifuge for the clearing of lipemic serum samples prior to analysis on chemistry analyzers at the Olin E. Teague VA Medical Center.

2. OBJECTIVE:

CTVHCS is requesting the procurement of a firm-fixed price, service maintenance contract for a period of five total years (base year plus four additional option years to renew).

Period of Performance as follows:

Base Year – 7/1/24-6/30/25 Option Year 1 – 7/1/25-6/30/26 Option Year 2 – 7/1/26-6/30/27 Option Year 3 – 7/1/27-6/30/28 Option Year 4 – 7/1/28-6/30/29

3. SCOPE:

Contractor shall furnish all labor and materials to provide full service and maintenance for government owned Optima Max TL ultracentrifuge for the Department of Veterans Affairs, Central Texas Health Care System (CTVHCS), Olin E. Teague VA Medical Center located at 1901 Veterans Memorial drive, Temple, TX, 76504.

4. TASKS:

a. Technical Requirements

i. The contractor shall provide all labor, materials, parts, equipment, tools, travel time and transportations required to perform these services at no additional cost to the Government.

ii. Technical support: Telephone service for technical support will be provided twenty-four (24) hours per day, seven (7) days per week. Contractor shall provide appropriate telephone number(s) for 24-hour access.

iii. Preventive Maintenance (PM): Preventive maintenance inspections will be coordinated with Chemistry supervisor or designee. Maintenance will comply with all applicable regulations and manufacturers specifications.

iv. Repair: The contractor will provide all parts, labor, and return shipping costs associated with equipment repair incurred during the duration of this agreement. Contractor shall use reasonable efforts to schedule on-site service to occur on the first business day after Technical Support received the request and determines the need for on-site service.

v. Parts: The contractor shall furnish and replace all necessary parts as required to return equipment to full manufacturers published specifications. All parts shall be OEM parts and compatible with existing equipment. The contractor shall use new parts only. Re-built or backward-engineered parts are not permitted.

vi. Service Calls: Contractor personnel will report to the supervising official or designee of the equipment to be serviced.

vii. Personnel: Contractor personnel must be directly trained and qualified to work on all components of the molecular testing equipment and the latest revisions of hardware and software as required by the manufacturer. Contractor personnel must be able to provide proof of successful completion of training and certification by the manufacturer.

5. DELIVERY

a. For the delivery of parts or equipment, attach the purchase order (PO) to the box and deliver to the following address:

Chemistry Room 1D104 Bldg. 163 Central Texas Veterans Health Care System 1901 Veterans Memorial Drive Temple, TX 76504

b. Invoicing All invoices shall be posted within 30 days of delivery to Tungsten for payment. Invoices will provide the following information at a minimum:

· Vendor name

· PO number

· Invoice number

· Date of service

· Itemized charges

· Amount due

· Vendor Point of contact, telephone, and email address

6. SECURITY

a. All Contractor personnel are required to wear identification (ID) badges during the entire time they are on the VA grounds. Contractor ID badges must have an identification picture, name of the individual and the represented company depicted on it. VA badges will also need to be worn while on VA grounds and may be obtained through the VA Police Dispatch Center or from the Laboratory Administrative Office.

b. It is the responsibility of Contractor personnel to park only in designated parking areas. Parking information is available from the VA Police Service. The VA will not invalidate or make reimbursement for parking violations of the Contractor’s personnel under any circumstances.

c. This contractor requires no access to CTVHCS or any VA information system.

d. The C&A requirements do not apply, and that a Security Accreditation Package is not required.

7. NARA RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS (MAY 2017)

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. Central Texas Veterans Health Care System 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 Central Texas Veterans Health Care System 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 Central Texas Veterans Health Care System. 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 Central Texas Veterans Health Care System 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 Central Texas Veterans Health Care System 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 Central Texas Veterans Health Care System policy.

h. The Contractor shall not create or maintain any records containing any non-public Central Texas Veterans Health Care System 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 Central Texas Veterans Health Care System 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 Central Texas Veterans Health Care System 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 #3873736, Records Management for Records Officers, and Liaisons (WBT). The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.