SOW - REFRIGERATORS AND FREEZERS FOR BAKERSFIELD CBOC.pdf

STATEMENT OF WORK

INTRODUCTION: The purpose of this Statement of Work (SOW) is to outline the tasks and responsibilities of the vendor in supplying biological refrigerators and freezer for the Bakersfield VA Clinic within VISN22 for VA Greater Los Angeles Healthcare System.

BACKGROUND: The Bakersfield VA Clinic is part of VA Greater Los Angeles Healthcare System.

Services include primary care, dental, women’s health, audiology, eye clinic, physical therapy, mental health, telehealth, pathology and laboratory, and other specialty services. The Path & Lab, Pact, PM&R and Cers clinic have a required need for biological refrigerators and freezers that are specialized cold-storage devices designed to maintain precise temperature stability for sensitive medical products.

PURPOSE: The biological/laboratory freezer and refrigerator are needed to preserve sensitive materials and samples (vaccines, pharmaceuticals, blood products and biological samples) at precise temperature.

SCOPE: VA GLA – Bakersfield VA Clinic is requesting contractors provide brand name or equal that meet or exceed the physical, functional and performance of the listed salient characteristics in this section.

The equipment features are essential to the technical requirements to meet the needs of the government.

PHYSICAL CHARACTERISTICS: Equipment must have physical characteristics to enable the government to perform the capabilities:

R5135 Freezer, Undercounter 5 Cubic Feet – Helmer Scientific iSeries iLF105-GX

a) Undercounter medical-grade freezer.

b) 5.3 cubic feet capacity.

c) Bacteria-resistant powder coating inside and outside.

d) 2 ventilated shelves.

e) Temperature range −15°C to −30°C; set point −30°C.

f) Front touchscreen interface.

g) Fits under ADA-compliant countertop; solid door; rear access port.

h) Alarms: power failure, high/low temp, door ajar, condenser temp, low battery.

i) Variable Capacity Compressor (VCC) with hydrocarbon refrigerants.

j) EPA SNAP-compliant refrigerants; Energy Star; NSF/ANSI 456 certified.

k) Must include stacking kit Model #400821-1.

l) Dimensions: 28.4”D × 24.30”W × 31.90”H.

m) Temperature logging at intervals of 5 minutes or less.

n) Event logging: temperature excursions, power interruptions, door openings, and all alarm activations.

o) All logs must include timestamps, event type, and duration (if applicable).

p) Must store data or have internal storage.

q) Must support USB export to CSV and PDF; network export if equipped.

r) Must support manual or NTP time synchronization with backup clock.

s) User access control must include PIN-based or role-based authorization.

t) Temperature sensor accuracy ±1.0°C or better.

u) Must include NIST-traceable calibration certificate.

R6090 Pharmacy Refrigerator – Helmer Scientific HLR113-GX

a) 13.3 cu ft (377 L) capacity.

b) Temperature range +2°C to +10°C; set point +5°C.

c) 1 ventilated shelf and 5 ventilated pull-out drawers.

d) Digital microprocessor controller with min/max display and reset.

e) Alarms: power failure, high/low temperature, door ajar, condenser temperature, low battery.

f) Noise emission: 39 dB.

g) Energy use: 2.47 kWh/day; rear access port.

h) Certified to NSF/ANSI 456.

i) Certified: QPS, UL/CSA, IEC/UL61010-2-011, CE 2797, RoHS, ETL.

j) Dimensions: 31.2”D × 24.90”W × 70.50”H.

k) Temperature logging at intervals of 5 minutes or less.

l) Event logging: temperature excursions, power interruptions, door openings, and all alarm activations.

m) All logs must include timestamps, event type, and duration (if applicable).

n) Must store data or have internal storage.

o) Must support USB export to CSV and PDF; network export if equipped.

p) Must support manual or NTP time synchronization with backup clock.

q) User access control must include PIN-based or role-based authorization.

r) Temperature sensor accuracy ±1.0°C or better.

s) Must include NIST-traceable calibration certificate.

R6200 Refrigerator U/C or F/S, 5 Cubic Feet – Helmer Scientific iSeries iLR105-GX

a) Medical-grade refrigerator with advanced monitoring.

b) Includes VCC technology with hydrocarbon refrigerants.

c) Optimized temperature uniformity, recovery, and stability.

d) Quiet operation.

e) Storage volume 5.3 cu ft (150 L).

f) Temperature range +2°C to +10°C; set point +4°C.

g) Alarms: power failure, high/low temperature, door ajar, condenser temperature, low battery.

h) Solid door; adjustable powder-coated shelves.

i) Rear access port.

j) Fits under ADA countertop.

k) Energy Star certified.

l) Dimensions: 27”D × 24”W × 31”H.

m) Temperature logging at intervals of 5 minutes or less.

n) Event logging: temperature excursions, power interruptions, door openings, and all alarm activations.

o) All logs must include timestamps, event type, and duration (if applicable).

p) Must store data or have internal storage.

q) Must support USB export to CSV and PDF; network export if equipped.

r) Must support manual or NTP time synchronization with backup clock.

s) User access control must include PIN-based or role-based authorization.

t) Temperature sensor accuracy ±1.0°C or better.

u) Must include NIST-traceable calibration certificate.

R6200A Undercounter Pharmacy Refrigerator – Helmer Scientific iSeries iPR105-GX

a) Designed for medication, vaccine, and pharmaceutical storage.

b) 5.3 cu ft (150 L) capacity.

c) Temperature set point +5°C; operating range +2°C to +10°C.

d) 2 ventilated drawers.

e) Certified to NSF/ANSI 456.

f) EPA SNAP-compliant hydrocarbon refrigerants.

g) Quiet operation (42 dB).

h) i.C3 touchscreen interface with password protection.

i) Alarms: power failure, high/low temp, door ajar, condenser temp, low battery.

j) High-quality medical-grade cabinet with solid door.

k) Fits under 34” ADA-compliant countertop.

l) Energy Star certified.

m) Includes ISO 17025 calibration certificate.

n) Dimensions: 28.10”D × 24.30”W × 31.90”H.

o) Temperature logging at intervals of 5 minutes or less.

p) Event logging: temperature excursions, power interruptions, door openings, and all alarm activations.

q) All logs must include timestamps, event type, and duration (if applicable).

r) Must store data or have internal storage.

s) Must support USB export to CSV and PDF; network export if equipped.

t) Must support manual or NTP time synchronization with backup clock.

u) User access control must include PIN-based or role-based authorization.

v) Temperature sensor accuracy ±1.0°C or better.

w) Must include NIST-traceable calibration certificate.

FUNCTIONAL AND PERFORMANCE CHARACTERISTICS: Equipment must provide the functional and performance capability as listed above in the above.

TRAINING: Contractor is not providing training at installation of equipment. Government will not require additional training.

WARRANTY OF EQUIPMENT: Government requirement for standard manufacturer industry warranty term. Government does not accept extended warranty, which requires advance payment.

PERFORMANCE:

• All items to be delivered and installed after receipt of purchase order by 08/01/26.

• Hours: Normal duty hours are 8:00 a.m. through 3:00 p.m., Monday through Friday, not including federal holidays. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated COR, POC or designee.

• In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following national holidays are observed and for the purpose of this contract are defined as “Legal Federal official holidays”

New Year’s Day January 1st Martin Luther King’s Birthday Third Monday in January President’s Day Last Monday in January Memorial Day Last Monday in January Juneteenth June 19th Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th

• Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer.

• Payment: Payment will be made upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number.

The invoice must include the correct payment address.

• Waste Removal: The contractor is responsible for removing and properly disposing of all waste related to the services provided on-site at all VA facilities.

• Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform.

• All shipping for parts will be included in the cost of the contract.

PLACE OF DELIVERY: Bakersfield VA Clinic. 900 Old River Rd. Bakersfield, CA 93311

SECURITY

Information Security

• The vendor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard contract language, conditions laws, and regulations. The vendor’s firewall and web server shall meet or exceed the government minimum requirements for security. All government data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA Project Manager and the VBA Headquarters Information Security Officer as soon as possible. The vendor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification accreditation.

• The contractor shall follow The Veterans Affair Acquisition Regulation (VAAR) security clause

VAAR- 852.273-75 “SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION

TECHNOLOGY RESOURCES” sited in section C. Contract Clauses

(a) The contractor and their personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA personnel, regarding information and information system security. These include but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce's National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST's Web site at: http://checklists.nist.gov

(b) To ensure that appropriate security controls are in place, Contractors must follow the procedures set forth in "VA Information and Information System Security/Privacy Requirements for IT Contracts" located at the following Web site:

http://www.iprm.oit.va.gov

Contract Personnel Security 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 Security and Investigations Center (07C). The level of background security investigation will be in accordance with VA Directive 0710 dated September 10, 2004 and is available at:

http://www.va.gov/pubs/asp/edsdirec.asp (VA Handbook 0710, Appendix A, Tables 1 - 3).

Appropriate Background Investigation (BI) forms will be provided upon contract (or task order) award, and are to be completed and returned to the VA Security and Investigations Center (07C) within 30 days for processing. Contractors will be notified by 07C when the BI has been completed and adjudicated.

These requirements are applicable to all subcontractor personnel requiring the same access. If the security clearance investigation is not completed prior to the start date of the contract, the employee may work on the contract while the security clearance is being processed, but the contractor will be responsible for the actions of those individuals they provide to perform work for the VA. In the event that damage arises from work performed by contractor personnel, under the auspices of the contract, the contractor will be responsible for resources necessary to remedy the incident.

http://checklists.nist.gov/ http://www.iprm.oit.va.gov/