SOW STX SCM Omnicell Service Maintenance Contract 2027 updated.docx

Service and Maintenance Contract for Omnicell Resources Audie L. Murphy Memorial Veterans’ Hospital, Kerrville VA Medical Center, Northwest VA Medical Center, and Community Based Outpatient Clinics, South Texas Veteran Health Care System (STVHCS)

South Texas Veteran Health Care System has extensive Omnicell automation equipment resources in use at Audie L. Murphy Memorial Veterans’ Hospital, Kerrville VA Medical Center, Northwest VA Medical Center, and Community Based Outpatient Clinics. This automation equipment is essential for efficient medical supplies issuance and dispensing throughout various patient care units at these locations. Ongoing maintenance service for these equipment resources is necessary to always keep the equipment in fully operational condition to preclude disruption to patient care.

SCOPE OF WORK/SPECIFICATIONS

1.0 DESCRIPTION OF SERVICES:

a. Maintenance and service for Omnicell resources is necessary to always keep the equipment in fully operational condition to preclude disruption to patient care. Services are needed for the South Texas Veterans Health Care Systems, Audie L. Murphy Memorial Veterans’ Hospital, 7400 Merton Minter Boulevard, San Antonio, TX 78229, Kerrville VA Medical Center, 3600 Memorial Blvd, Kerrville, TX 78028, and Northwest VA Medical Center, 9939 State Highway 151, San Antonio, TX, 78251, Community Based Outpatient Clinics.

b. Period of Performance: 01/01/2027 THROUGH 12/31/2027

2. SCOPE OF WORK

The contractor shall provide the following:

2.1 Telephone support:

a. 24 hours/day, 7 days/week

b. Engineer live coverage Monday-Friday 24 hours/day

c. On-Call support Saturday, Sunday, and Holidays 6am-6pm CST

d. Response times (maximum):

i. Monday-Friday 6am-6pm CST: 30 minutes;

ii. Monday-Friday 6pm-6am CST and Saturdays, Sundays, and Holidays: 2 hours

2.2 Remote software and interface diagnostics: Proactive remote available via secure server

a. On-Site support (if needed):

b. 24 hours/day, 7 days/week

c. On-Site response time (maximum):

i. For “disabled system”: 6 hours

ii. For “non-critical failure”: 24 hours

iii. When on-site vendor will be escorted by VA staff (please see schedule D attachment 1.4)

d. Repair/Replacement parts: Included

e. Software updates and upgrades: Included

a. Equipment and serial numbers

f.

2.3 Federal Holiday Schedule:

2027 Holiday Schedule

3.0 Safety / Functionality Inspection

a. The contractors’ team shall be trained on a regular basis on the proper method to transport the rolling stock equipment. All pieces will be thoroughly checked to ensure all equipment is properly working and mobile. Equipment found to be unsuitable for return to service is clearly marked and put aside for further inspection.

4.0 Location of performance:

Audie L. Murphy VA Medical Center 7400 Merton Minter Blvd San Antonio, TX, 78229

Kerrville VA Medical Center 3600 Memorial Blvd Kerrville, TX 78028

Northwest Healthcare Clinic 9939 State Highway 151 San Antonio, TX 78251

Community Based Outpatient Clinics (CBOCs)

Balcones Heights VA Clinic 4522 Fredericksburg Road San Antonio, TX. 78201

Data Point VA Clinic 8410 Data Point Drive San Antonio, TX 78229-3220

New Braunfels VA Clinic 790 Generations Drive, Suite 700 New Braunfels, TX 78130-0086

North Bexar VA Clinic 16019 Nacogdoches Road San Antonio, TX. 78247

North Central Federal VA Clinic 17440 Henderson Pass San Antonio, TX. 78232

Northeast Bexar VA Clinic 2391 Northeast Loop 410, Marymont Business Park, Suite 309 San Antonio, TX 78217-5675

Polytrauma Transitional Rehabilitation Program Clinic 4949 Gus Eckert Road San Antonio, TX. 78249

San Antonio Pecan Valley VA Clinic 3418 East Southcross Boulevard San Antonio, TX 78223-1633

San Antonio Randolph VA Clinic 221 Third Street West Randolph Air Force Base, TX 78150-4800

San Antonio VA Clinic 7909 Fredericksburg Road, Suite 100 San Antonio, TX 78229-3403

Shavano Park VA Clinic 4350 Lockhill-Selma Road, Suite 200 San Antonio, TX 78249-2166

South Bexar VA Clinic 4610 E. Southcross Blvd.

San Antonio, TX. 78222

Southwest VA Clinic 2310 Southwest Military Drive, Suite 304 San Antonio, TX 78224-1460

VA Oncology Clinic 9102 Floyd Curl Dr.

San Antonio, TX 78240

VA One Technology Building 7411 John Smith Dr.

San Antonio, TX 78229

Victoria VA Clinic 311 Spring Green BLVD.

Victoria, TX 77904

Walzem VA Clinic 6938 Walzem Road San Antonio, TX 78239-3641

5.0 SMEs

· Jahnke, Byron - Bio Med

· byron.jahnke@va.gov

· Varella, David L.- Bio Med

· david.varella@va.gov

· Serrano, Jesus - SCMS

· jesus.serrano@va.gov

6.0 Liquidated Damages for Data Breach:

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

b. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

c. Each risk analysis shall address all relevant information concerning the data breach, including the following:

a. Nature of the event (loss, theft, unauthorized access);

b. Description of the event, including:

i. date of occurrence;

ii. data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code.

c. Number of individuals affected or potentially affected;

d. Names of individuals or groups affected or potentially affected;

e. Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text;

f. Amount of time the data has been out of VA control;

g. The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons);

h. Known misuses of data containing sensitive personal information, if any;

i. Assessment of the potential harm to the affected individuals;

j. Data breach analysis as outlined in 6500.2 Handbook, Management of Security and

k. Privacy Incidents, as appropriate; and

i. Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

l. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

m. Notification;

i. One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports;

ii. Data breach analysis;

n. Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;

o. One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and

p. Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.

7.0 Security Considerations:

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.

i. 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.

ii. 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 allowed 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.

8.0 Information System Officer, Information Protection: The Service Provider service support personnel will have access to VA Desktop computers, nor will they have unsupervised 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

9.0 Privacy Officer: The Service Provider will have supervised access to protected Patient Health Information (PHI) and will have the capability of accessing patient information without VA control 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.

10.0 Records Management

a. Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 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.

b. 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.

c. 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.

d. 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.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. 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.

h. 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.].

i. 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.

j. 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.