SOW - PACSG svc 36C25721Q0658.pdf

STATEMENT OF WORK

Extended Service/Maintenance plan for PACSGear CD units

A. Introduction and Scope

1. Title of Project: Statement of Work for extended service/maintenance plan for PACSGear media writer located in Harlingen TX, Corpus Christi TX, and McAllen TX VA outpatient clinics.

2. Scope of Work: These service agreements will be used for customer support and quick replacement of PACS CD unit in the event of malfunction or failure to operate as intended. Service agreement will be for a base year, with the option to exercise up to three (3) option years dependent on vendor performance and facility needs.

3. Background: VATXVCBHCS has three (3) PACSGear CD burner units to expand medical record delivery services in our healthcare system. At present, these units reside in the Harlingen, Corpus Christi, and McAllen OPCs. In the event of an equipment malfunction, VATXVCBHCS needs to secure a means to restore services as soon as possible to minimize the impact in delivery of medical records to veterans.

4. PACSGear System IDs:

• db20-0e84f6-70

• f8a0-77b866-1c

• 82a0-74b8f4-1c

B. GENERAL REQUIREMENTS

1. The contractor shall provide the following items:

• Technical and application telephone assistance 24 hours, 7 days a week.

• Repair of the specific device covered by the plan at no additional charge for materials of labor. The plan does not cover damages due to misuse, mishandling, unauthorized modifications or changes to the instrument, or if a tamper proof seal has been broken.

• Express exchange (within 7 calendar days) will be available for any one of the components of the covered system. This includes: Windows PC and all internal components, displays, and EPSON disc producer (including any sub-components of this unit).

• In the event that replacement of the included Windows PC is required, VA will retain any storage device (HDD, SSD, external drives) that contain patient health information. Contractor will replace any retained storage devices and load required software for proper operation at no cost to the government.

• No charge for shipping to and from the contractor for express exchange claims.

• A prepaid label for the return of the component to the contractor facility in the United States will be provided. The contractor is not responsible for damages or loses that may occur during shipment.

• In the event that replacement units are provided, the remaining warranty days may be transferred to a new serial number of the same model unit.

STATEMENT OF WORK

Extended Service/Maintenance plan for PACSGear CD units

C. The COR and the Contractor will assure that:

1. No other information except what is in this contract will be shared with the contractor in any follow up communication.

2. None of the information in this contract includes Protected Health Information (PHI) or

Individually Identifiable Information (III).

3. NO VA DATA OF ANY TYPE SHALL BE TRANSFERRED FROM THE VA.

4. ALL DATA AND ELECTRONIC MEDIA WILL NOT LEAVE THE VA.

5. All hardrives will not leave the VA.

NARA RM Language Clause

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 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 or identified in the RCS 10-1.

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 must 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 completion [draft, final, etc.].

9. No disposition of documents will 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 may 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.