Statement of Work.docx

STATEMENT OF WORK (SOW)

Ralph H Johnson VAMC, Charleston, SC Vocera Annual Badge

1. Background:

The purpose of this action is to procure brand name commercial off-the-shelf (COTS) Vocera communication badges to replacement end-of-life Vocera communication system equipment in the Ralph H. Johnson (RHJ) VAMC. The objective of this contracting effort is to ensure the availability of functioning equipment and a scope of service sufficient to meet the current and future Vocera wireless communication requirements of the medical center and to mitigate any potential communication network down time. The medical center has made a significant investment in the currently installed Vocera Communication system infrastructure to ensure the real-time uninterrupted continuous hands-free communications for staff and the replacement of end-of-life equipment on a scheduled basis is required for sustainment. This acquisition will provide brand name hardware, maintenance, service and support for the Vocera Communication network.

2. Contract Scope:

The scope of this by acquisition is for Vocera wearable badge hardware, FIPS 140-2 (or latest Federal government approved version) device licenses, original warranties, and Premier Service and Support and extend the previous Ralph H. Johnson VAMC investments in Vocera technology integrating with existing installed base. The scope includes hardware products and services described below.

Ralph H. Johnson VAMC has segmented the hardware and services into the following categories:

1) Contractor shall provide equipment and services listed herein to Ralph H. Johnson VAMC for the base year and four option years.

2) For each period of performance, the Contractor shall deliver to the Ralph H Johnson VAMC, Charleston, SC the following:

a. VOCERA BADGES (GOVERNMENT CERTIFIED FIPS COMPLIANT) QTY of One Hundred Twelve (112) FIPS compliant Vocera Badges each with minimum of one-year manufacturer warranty at no additional cost. The Vocera Badges shall be wearable hands-free voice-controlled devices that provide easy-to-use and instantaneous communication on a wireless LAN network. Vocera Badge color shall be ‘white’ in color and in order to protect the Government’s investment in its Vocera system the delivered badge model number shall be the newest Vocera model available at time of shipment that has received Government approved FIPS compliance certification unless otherwise specified by the Ralph H Johnson VAMC designee or COR. Contractor shall confer with RHJVAMC designee and COR prior to determination and the shipment of these devices.

b. Vocera Badge (Federal Government certified) FIPS DEVICE LICENSES Quantity of (112) Federal Government certified FIPS devices licenses. In the base year these are to be FIPS 140-2 compliant. For option years one (1) thru four (4) Contractor shall communicate with RHJVAMC prior to shipment to determine if there have been any changes in the Governments requirements for FIPS compliance prior to shipment. The Vocera Badge Cryptographic Module, embedded in the Vocera Badge, shall ensure protected communications using industry-standard secure wireless communication protocols. Supports the federal agencies' goals of both modernization and standardization, with adoption of technological innovations and driving standards among vendor solutions.

3. Performance Monitoring:

No Special Monitoring.

4. Security Requirements:

5.

N/A

6. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI):

There is no GFE/GFI with this contract.

7. Other Pertinent Information or Special Considerations:

a) Identification of Possible Follow-on Work None

b) Identification of Potential Conflicts of Interest (COI) The Government does not intend to provide any property to the Contractor. The Contracting Officer Representative (COR) shall provide the Contractor with access to relevant information and materials required to complete the requested deliverables. After completion of all assigned deliverables and acceptance of the deliverables, the Contractor shall return to the Government any information and materials provided. Any Government provided information or materials may only be used in furtherance of the terms of this contract.

c) Identification of Non-Disclosure Requirements The contractor is required to employ cryptographic mechanisms to prevent unauthorized disclosure of information during transmission unless otherwise protected by alternative physical measures.

d) Packaging, Packing and Shipping Instructions No Special Instructions.

e) Inspection and Acceptance Criteria VOCERA System Administrator will inspect, count, and accept all deliveries/products pertaining to contract.

8. Risk Control:

No known risks at this time.

9. Place of Performance:

Products will be delivered to:

HTM Health Science Engineering Service

3130 PACIFIC STREET

North Charleston, SC 29418 Attn To: Terrence Benton, Vocera System Administrator

10. Period of Performance:

Base Year, to begin June 1, 2021, plus four option years.

11. Delivery Schedule:

TBD

12. Information Security

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

1. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE:

1. For information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA facilities, contractors/subcontractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks.

1. Business Associate Agreement is required due to the accessibility of protected health information. For information on BAA’s see HHS.gov site: http://www.hhs.gov/ocr/privacy/hipaa/understanding/coveredentities/businessassociates.html.

1. All electronic storage media used on non-VA leased or non-VA owned IT equipment that is used to store, process, or access VA information must be handled in adherence with VA Handbook 6500.1, Electronic Media Sanitization upon: (i) completion or termination of the contract or (ii) disposal or return of the IT equipment by the contractor/subcontractor or any person acting on behalf of the contractor/subcontractor, whichever is earlier. Media (hard drives, optical disks, CDs, back-up tapes, etc.) used by the contractors/subcontractors that contain VA information must be returned to the VA for sanitization or destruction or the contractor/subcontractor must self-certify that the media has been disposed of per 6500.1 requirements. This must be completed within 30 days of termination of the contract.

1. Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. The options are:

3. Vendor must accept the system without the drive;

3. VA’s initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or

3. VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase.

REMOTE ACCESS: Vendor must comply with all VA Office of Information and Technology security requirements. Vendor must contact Healthcare Technology Management/Biomedical Engineering before accessing the system remotely.

1. Special Contract Requirements

KEY PERSONNEL

Key personnel will be identified in the proposal and shall be considered key personnel essential for the successful completion of the work performed under the contract. The contractor agrees that such personnel shall not be removed, diverted or replaced from the work without prior written approval of the Contracting Officer. The contractor shall submit written notice of proposed personnel changes to the Contracting Officer for approval at least thirty (30) business days in advance.

REPORTING

After all work is completed, the contractor must submit in writing, a complete report of services performed. Payment of invoices may be delayed if the requirements are not properly completed or communicated with the Healthcare Technology Management Service as required above.

CONTRACTOR STATUS

The contractor must have an “Active” Status in the System for Award Management (www.sam.gov).