Statement Of Work.docx

Statement Of Work

This is a Network Contracting Office 20 (NCO20) Requirements Contract Coil implant products, associated items and surgical kits, where the Contractor shall furnish and deliver an initial and replenishment stock of coils to be consigned at the Portland VA Medical Center (VHAPORHCS) and used by VA Clinicians when deemed necessary for surgical procedures.

1. DESCRIPTION OF AGREEMENT

1.1. The government will be obligated only to the extent authorized delivery orders are made under this contract. The Government estimates that forty (40) neurovascular coils will be used per each of the five (5) ordering periods of the contract. The estimate is not a representation to the contractor that the estimated quantities will be required or ordered, or that conditions affecting requirements will be stable or normal.

1.2. The Contractor shall furnish and deliver selected supplies in quantities, Periodic Automatic Replenishment (PAR), PAR Level (initial) Inventory, on consignment basis. The consigned inventory level shall be maintained at all times throughout the contract at the IR Lab, located in Building 100, 2nd floor. The contractor is required to make a delivery FOB destination. Authorized Contracting Officers of NCO 20 will issue purchase orders authorizing the Contractor to ship replacement stock. The Contractor shall make delivery FOB destination.

1.3. No later than 15 days after date of award and under a task order against the federal supply schedule, the contractor shall deliver consigned coils and stents, to be stored for use at:

Portland VA Medical Center (VHAPORHCS) Interventional Radiology Lab, Building 100, Rm 2D-118 3710 U.S. Veterans Hospital Rd.

Portland, OR 97239

1.4. Delivery Tickets/Packaging for Replacement Stock

1.5. Only Authorized Government employees may schedule deliveries under this agreement.

2. ORDERING, INVENTORY AND RETURNS

2.1. Orders:

The Contractor will be paid only after consigned items are used by the Government, at the replacement cost indicated in the schedule agreement. The Contractor agrees that the replacement items will be delivered within three business days after Contractor is notified by POC. Notification for utilized items will be through the Contractor’s Customer Service department by providing model, size, serial number and expiration date for the product and quantities used. If the VA should have a requirement to purchase replacement item(s), the VA may do so at the price quoted by the Contractor in the Price Schedule. Contractor agrees to accept the VA Government Purchase Card as the preferred method of payment. Delivery Orders will be issued when deemed appropriate by the VA.

2.2. In no event, will patient PII or PHI be transmitted via email without approved encryption. Any patient information should be faxed or redacted if email is used.

2.3. The Physicians of the VA Portland Health Care System will have final approval for acceptance of products. The Physician will have the responsibility to determine which item(s) are used. Specific patients may require a distinctive implant not available on the consignment list. These items may be added to the agreement, upon mutual agreement of the parties, by bilateral modification issued by the Contracting Officer. The contractor agrees to accept the VA Government Purchase Card as the preferred method of payment.

2.4. Inventory:

The VA Portland Health Care System will maintain the stored inventory locally always showing all transactions and the total value of consigned inventory during the terms of the Contractual Agreement. The Contractor will be allowed to have access to the consigned inventory upon a minimum of 24-hour advance notice to the facility POC. Contractor’s personnel shall conduct (no less than once per quarter) a physical inventory of the consigned inventory with the facility POC. A copy of inventory will be furnished too the Contracting Officer, and to facility POC to be maintained.

2.5. Age of Inventory: The VA Portland Health Care System will utilize the Contractor’s product at the catalog number level on a first-in, first-out basis to the maximum extent practical. The VA Portland Heath Care System professional staff shall request that expired inventory be removed and replaced. The contractor will remove or replace consigned inventory as necessary. These replacement services will be completed at no cost to the government. The Government will be responsible for replacing items that have been misused or lost.

2.6. Changes to Inventory: PAR levels may be changed, removed or added as well as non-consigned inventory of the same type and brand to the contract upon mutual agreement of the parties. Terms of payment will apply to all additional items. The contractor also agrees to inform the facility of any technology refresh of products and if requested by the CO or COR, replace the existing items with the newer models. Any changes to the inventory must be done through written modification by an NCO20 Contracting Officer.

2.7. Return of Inventory:

Unused (Unopened and Undamaged) items will be returned to the Contractor at the end of the effective period of this consignment agreement without reimbursement or other financial obligations to the VA Portland Heath Care System. Unused items will be removed from the VA Portland Heath Care System by the Contractor within thirty (30) days after written notification of completion or cancellation of this consignment agreement.

2.8. Title of Inventory

The ownership and title of all consigned items shall remain with the contractor until such time as the item(s) are used. The government will provide adequate care and storage of inventory and will bear any risk of loss or damage to the inventory to the extent suffered as a direct result of the Government’s (or the Government’s agents, employee or designee) negligence, contamination or pilferage. At that time, a delivery order will be issued for a replacement item(s)

3. Contract Security Requirements:

3.1. The C & A requirements as well as the security Accreditation Package are not required for this contract. At no time is VA sensitive information i.e. patient PHI or PII to be transmitted verbally or electronically to the contractor. The CO will ensure all sensitive information will be redacted or excluded from delivery orders if transmitted to the contractor.

3.2. Contractor’s Personnel Security Requirements: All contractor employees who require access to the VA Portland Heath Care System Campus must follow the Medical Center Policy for those requesting access to the IR Lab – 2D-119.

3.3. Background Investigation- The level of background investigation commensurate with the required level of access is National Agency Check with written Inquiries.

3.4. Contractor Responsibilities under Security Requirements:

The contractor shall prescreen all personnel to ensure they maintain a U.S. citizenship or valid legal status that allows personnel to work within the United States and its Territories. All such personnel shall be able to read, write, speak and understand the English language.

The Contractor is responsible for adhering to the policies and procedures regarding security and reporting any suspected violations and security.

Substitutions: It is expected that the Contractor shall maintain a local company representative to perform and regularly deliver under this contract, however, when such personnel is substituted for any reason, the Contractor is to notify the VA’s appointed COR/POC prior to any visit to conduct company business at a participating facility.

4. CONTRACTOR RESPONSIBILITIES

4.1. The Contractor agrees to maintain the specified quantities set forth under an agreed upon schedule at all times during the term of this Contractual consignment agreement by promptly replace like quantities of items that may be used, thus assuring instant availability of all items specified by the VA Portland Health Care System. All deliveries are to be coordinated by the facility point of contact or designee.

4.2. Contractor will remove or replace consigned inventory as necessary. These replacement services will be completed at no cost to the Government.

4.3. The Contractor will replace defective products at no cost to the Government. The ownership and title of all consigned items shall remain with the Contractor until such a time said item(s) are used by the VA Portland Health Care System. The Government assumes no liability for any items assigned to the VA Portland Health Care System on a consignment basis, until such time as a requirement for the item(s) and delivery is placed against the agreement. The Government will provide adequate care and storage of inventory and will bear any risk of loss or damage to inventory to the extent suffered as a direct result of the Government’s (or the Government’s agents, employee or designee) negligence, contamination or pilferage. At that time, a Delivery Order or credit card order will be issue for a replacement item(s).

4.4. The Contractor shall deliver replacement products within two (2) business days after receipt of the delivery order. The Contractor will prepay and absorb transportation charges for standard shipping. Special shipping requested by the VA shall be prepaid by the Contractor and billed to the VA Portland Health Care System.

5. LIABILITY

The Government is liable only for those items used by the VA Portland Health Care System. At the end of the contract period, unused (unopened and undamaged) items shall be returned to the Contractor without reimbursement or other expenses to the Government. Purchase/Delivery orders will be issued for all unreturned products, including any lost, damaged, stolen or missing consigned inventory. The Government is responsible for storing the consigned inventory and using them as indicated by product labeling. The Government will provide proper storage and security for supplied item(s) and is responsible for expenses incidental to safekeeping within the Government premises. The Government assumes responsibility for any lost, damaged, stolen or missing product.

6. LIABILITY EXCLUSION

Neither party shall be liable for any failure or delay in the performance of this Contractual Agreement under extra ordinary circumstances beyond control of each party, i.e. acts of God, including but not limited to earthquake, fire, flood, and the like; wars, embargoes, accidents, and any other acts or order of any government or governmental agency are deemed to be beyond control of said parties.

7. ALTERATION OF QUANTITIES UNDER CONSIGNMENT

The Contractor Agree that the total quantity of items furnished under this Contractual Agreement can only be changed by written modification by the Contracting Officer. Terms of payment will apply to all additional items.

8. CANCELLATION

a) Each party may terminate this agreement by giving thirty (30) day notice. When so doing directed by the VA Portland Heath Care System, the Contractor will remove all unused products furnished for stock at this facility within thirty (30) days upon expiration of this Contractual Agreement or upon receipt of written notice of cancellation. Upon the expiration of this consignment agreement, the VA shall reconcile all consignment stock units as follows:

b) Return stocks are in saleable condition (unopened and undamaged package) for credit against the Consignment Stock Level; and/or

c) Issue purchase/delivery order for all unreturned stock, including any lost, damaged, stolen or other missing stocks.