SOW Philips Ultrasound - BY 01OCT2026 to 09SEP2027 updated.doc

STATEMENT OF WORK

PHILIPS HEALTHCARE

ULTRASOUND SERVICE CONTRACT

General Information: The contractor shall provide remote and on-site clinical and technical expertise. They will provide software and hardware reliability updates to maintain optimal system performance. With the application Software Upgrades, it will include installation and clinical staff training. The contractor will also provide solution enhancements and expert consulting services to help us maximize the impact of our clinical applications on daily patient care and costs.

Period of Performance: Base Year + 4 Option Years

· Base Year: October 1, 2026 to September 30, 2027

· Option Year 1: October 1, 2027 to September 30, 2028

· Option Year 2: October 1, 2028 to September 30, 2029

· Option Year 3: October 1, 2029 to September 30, 2030

· Option Year 4: October 1, 2030 to September 30, 2031 Location Information: VA Pacific Islands Healthcare System Specifications:

The contract shall cover the following equipment:

CX50 Value Standard Transducers

(6 total)

S5-1, B0QK89

L12-3, B0TJ0M

L15-7io, B0TVN1

C10-3v, B1QZJ9

C5-1, B0NM76

L12-5, B0P6TJ

CX50 Value Standard Transducers

(6 total) – covered under warranty until 11/14/2024

L12-3, B3DWPT

S5-1, B3F3RN

Scope of Work Tasks:

1. Contractor and representative shall provide the following services:

· Priority scheduling for service calls and access to spare parts inventory

· Priority Remote Service response (requires connection to Philips Remote Services network)

· All labor and travel during standard hours of coverage - Mon-Fri 8am - 5pm, excluding holidays

· All parts (including transducers listed on this agreement, excluding TEE transducers) that fail during normal use

· Accidental Transducer Damage Protection: Coverage at 50% off the Philips Service Exchange Program price

· Equipment Planned Maintenance services per Philips manufacturer specifications performed during standard hours of coverage

· 35% discount off list price on the purchase of eligible system upgrades and Clinical Education tuition purchased

· with the upgrade (not available for system platform exchanges)

· 35% discount off list price on the purchase of eligible transducers upgrades and Clinical Education tuition purchased with the upgrade

· Proprietary operating system software enhancements without hardware changes (excludes software upgrades)

· Unlimited Technical Services & Clinical Applications Telephone Support

· Remote Service Support (includes Remote Desktop)

· Remote Proactive Monitoring (requires connection to Philips Remote Services network)

· Utilization Reports

· On-Board system diagnostics

2. For each visit, Contractor must notify, coordinate, and schedule all services (routine or unscheduled) with Radiology Department (808) 433-7629; contractor/field service technicians must have a proper VA issued vendor/contractor identification, which can be acquired through Biomedical Engineering Services.

3. Contractors shall respond to service calls approved/authorized by the following; services performed outside the scope of contract without proper authorization can result in unauthorized obligations:

a. VA Radiology Services

b. VA Cardiology Services

c. VA Healthcare Technology Management / Biomedical Engineering

4. Any services outside the scope of contract must be approved and authorized by the Radiology Department or Healthcare Technology Management (HTM) / Biomedical Engineering.

5. Contractor and technicians will provide a signed copy of the “Statement of Compliance from Vendor Representatives on VA Premises” and “Contractor Rules of Behavior” policy memorandums along with a completed VA Privacy and information Security Awareness and Rules of Behavior (VA10176) training certificate to the COR within seven (7) days from the initiation of contract.

6. Contractor shall provide Healthcare Technology Management (HTM) / Biomedical Engineering Service a copy of the service report. Results shall contain the following data:

a. Date of service

b. Work order #, service call #, etc.

c. Equipment data: type, model, serial number

d. Results and summary of services performed

e. Contractor/Technician info: printed name, identification number (if applicable)

7. Failure to comply can be grounds to escalate issue(s) with the vendor representative’s company, to the Chief of Radiology, Chief of Healthcare Technology Management, VAPIHCS Associate Director, and/or Contracting Office, which may also result in removal of privilege to enter any VAPIHCS premises and facilities.

8. Invoices will be paid upon final approval of the contracting Officer Representative (COR), in which completion of services is verified, and that all requirements in SOW is met.

9. Electronic storage media and IT equipment that stores or processes VA information by, or on behalf, of the Department of Veterans Affairs (VA) (e.g. hard drives) will not leave VAPIHCS facility until Healthcare Technology Management (HTM) / Biomedical Engineering Service has completed procedures for sanitization that mitigate the risks of unauthorized disclosure of patient information and to ensure its confidentiality.

10. 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.

CONFIDENTIALITY AND SECURITY

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/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.

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. Records Management

(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) [FACILITY] 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 [FACILITY] 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 [FACILITY]. 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 [FACILITY] 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 [FACILITY] 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 [FACILITY] policy.

(8) The Contractor shall not create or maintain any records containing any non-public [FACILITY] 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 [FACILITY] 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 [FACILITY] 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 VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

(12) The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

(13) Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

4. NATIONAL HOLIDAYS: Listed below are the eleven national holidays:

When one of the holidays falls on Sunday, the following Monday shall be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a national holiday by U. S. Government Agencies. Also included would be any day specifically declared by the President of the United States of America as a National holiday.

5. INVOICING: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov