Statement of Work.pdf

STATEMENT OF WORK (SOW)

Veterans' Health Administration (VHA) Eastern Oklahoma VA Health Care System

(EOVAHCS) STREAMCONNECT Migration at the Muskogee VA Medical Center

GENERAL:

This is a non-personal services contract to provide a STREAMCONNECT system migration and accompanying integration services to the Eastern Oklahoma VA Health Care System (EOVAHCS) at the Muskogee VA Medical Center.

BACKGROUND:

The Eastern Oklahoma VA Health Care System (EOVAHCS) requires migration of its existing STREAMCONNECT system at the Muskogee VA Medical Center. This requirement is in support of a Brand Name requirement compatible with the existing KARL STORZ STREAMCONNECT environment.

LOCATION:

Muskogee VAMC - STREAMCONNECT migration/upgrade.

VA Medical Center 1011 Honor Heights Dr Muskogee, OK 74401-1318

DELIVERY TIMES (PERFORMANCE PERIOD):

The VA requires the Contractor to deliver and complete the migration no later than 100 days post contract award. The migration/upgrade for this contract shall begin on or before March 1st, 2027.

PURPOSE / OBJECTIVE:

EOVAHCS requires a Contractor to perform the migration of the existing STREAMCONNECT system at the Muskogee VAMC. The objective of this scope of work is to define the requirements, responsibilities, and expectations involved in the migration and to ensure the safe, effective, and standardized deployment of the STREAMCONNECT system.

QUALIFICATIONS OF CONTRACTOR:

The successful Contractor must provide products and perform in a professional manner and quality as recognized by commercial industry standards as good to excellent. Contractor must provide to the COR and CO, and maintain for the life of the contract, written certification from the Original Equipment Manufacturer (OEM) that authorizes the Contractor to provide and assemble the products, as detailed in the Contractor's quote and identified in this SOW.

The Contractor shall have the ability to repair/service the equipment per the OEM specifications in order to not void any applicable warranty. Repair/service shall be completed by OEM certified service personnel, and the contractor shall submit service reports to the COR confirming completion of any repair/maintenance service provided.

SCOPE:

EOVAHCS requires a contractor to provide products and services that meet or exceed the physical, functional, and performance salient characteristics listed below. OEM part numbers/references are used as a basis of design and convey the minimum standard characteristics.

CRITICAL MINIMUM REQUIREMENTS

STREAMCONNECT Migration - Muskogee VAMC

Part No Description QTY

WUISK14 STREAMCONNECT 1.0

Migration

• Must be compatible and interchangeable with the existing KARL STORZ STREAMCONNECT environment at the Muskogee VAMC.

• Migration shall preserve existing functionality and integrations (including EMR connectivity) as currently deployed.

ASSEMBLY AND TRAINING:

Contractor must provide any product assembly and training as part of this contract. Delivery, assembly, and training must be coordinated with the local COR.

Contractor shall provide certified in-service training for all shifts of direct patient care, nurses, surgical service staff, physicians, and Biomedical (BESS) staff, in units where the system will be used, at no additional cost to the Government, for any equipment new to this facility. This training shall include hands-on use and be extensive enough to prepare participants to train others. Dates to be coordinated with the facility and COR. Training and support to be ongoing for users.

Manuals: Contractor shall provide electronic, digital copies of the user manuals and repair manuals for the product under this order, at no additional cost to the government.

QUALITY:

Conformance Standards: Refer to the section on Safety and Compliance in this SOW.

Rework or Remedy: Rework or Remedy is defined as replacing a product or performing the service again until the Purpose of this SOW is achieved in full. This involves less than Satisfactory Products or Service by the Contractor as noted by the COR. Rework or Remedy occurs at no additional cost to the Government. Payment will be withheld until all replacement products are received or services are performed to the Satisfactory level in accordance with this SOW and as documented by the COR.

DELIVERY:

Delivery and receipt of the proposed items/services are anticipated to be directed to the location identified in this SOW. Confirmation of delivery location will be provided by the VA COR post-award. Delivery must be coordinated with VA COR before any delivery attempts. Any item that has not been coordinated will be turned away and any additional charges will be the responsibility of the sender/transportation company.

For any weekend installation, the Contractor must have access to the operating room to initiate installation no later than 8:00 a.m. Thursday local time.

Contractor is responsible for removing all trash. Equipment paperwork and warranty information must be handed to the VA receiving staff, as advised by the COR.

INSPECTION:

All items and accessories shall be inspected after assembly/installation (if applicable). Each resultant inspection shall be documented and provided to the COR within 7 days of installation along with any inspection documentation or checklists required by the manufacturer.

Inspection and Acceptance of Products and Services: The Government reserves the right to inspect and test services in accordance with this SOW and the Contract. The only individual authorized to officially accept services is the COR.

WARRANTY OF EQUIPMENT;

Contractor must provide a warranty per the Specifications in this SOW. The warranty must meet or exceed standard manufacturer industry warranty terms. The government does not accept an extended warranty which requires advance payment.

STANDARD BUSINESS HOURS AND FEDERAL HOLIDAYS:

Hours: Normal duty hours are 8:00 a.m. through 5:00 p.m. CST, 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.

In accordance with 5 U.S.C. 6103, Executive Order 11582, and Public Law 94-97, the following national holidays are observed:

Federal Holidays:

New Year’s Day Dr. Martin Luther King Jr’s Birthday Presidents’ Day Memorial Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day Juneteenth

When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by US Government Agencies.

All services and training will be conducted during normal business hours

In addition, the Government observes any other day designated by Federal Statute, Executive Order, or by the President of the United States to be a federal holiday.

SAFETY AND COMPLIANCE:

The Contractor must perform services and ensure equipment functions in accordance with:

• local, state, and federal Occupational Safety and Health guidelines and legislation, to include OSHA and ANSI safety guidelines;

• local, state, and federal guidelines and legislation, as well as VA Health Care System Directives and guidelines, relating to chemicals and usage of chemicals;

• local, state, and federal Fire and Safety legislation and guidelines, to include VA Health Care System directives and the latest published edition of NFPA-99 (Health Care Facilities Code);

• local and state environmental laws as well as EPA regulations.

REGULATORY REQUIREMENTS:

• Environmental Protection Agency (EPA) 40 CFR

• Food and Drug Administration (FDA) Quality System Regulation as stated in 21 CFR Part 820

• Department of Transportation (DOT) 49 CFR

• Occupational Safety and Health Administration (OSHA)

• VHA Directive 7708 Pollution Prevention Program

• VHA Directive 7707 Green Environmental Management Systems (GEMS)

Medical Center Policies: Each VA Medical Center has policies that are updated from time to time. The COR can provide more detailed information to the contractor of these upon commencement of the contract and throughout the term of the contract, as needed, especially policies regarding parking, possession of weapons, cell phone use and photography as well as smoking on VA property. Violations of such policies may result in individual fines or citation answerable in the United States (Federal) District Court. Contractor shall abide by all rules and regulations set forth by the VA and have their own personal protective equipment (PPE) in use while on VA grounds.

CONTRACTOR POINT OF CONTACT (POC):

The Contractor shall specify an individual who shall serve as a single point of contact for all contract issues (POC). Contractor must provide the COR and Contracting Office with the POC contact details, including business phone number or cell phone number and email, as a minimum: a) Within 5 business days of contract award, b) Within 5 business days after renewal or extension of services in accordance with, and if permitted by, applicable FAR clause, and c) Within 5 business days prior to a change in the POC by the Contractor.

The POC must be easily accessible by phone and return COR calls within 48 hours of a voice message left by the COR.

CONTRACTING OFFICER'S REPRESENTATIVE (COR):

Upon contract commencement, the Contracting Officer will notify the Contractor in writing as to the COR assigned to this contract, and upon reassignment of a new COR, as applicable.

Contractor shall only respond to requests for changes, new products or service, from the COR or the CO. If any product or services is requested from any source other than the COR or the CO, the Contractor is to advise the individual of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government.

AUTHORITY OF THE COR:

The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract. In the event the Contractor affects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority, and no adjustment will be made in the contract price or schedule. The Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, and/or modify any term or condition of the contract. The Contracting Officer is the only individual who can legally obligate Government funds.

LIABILITIES AND INSURANCES

Protection from Damage: Contractor shall provide all labor, materials, and equipment necessary for protection of VAMC personnel, furnishings, equipment and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish.

Liability Insurance: Contractor must provide the COR and the CO with written confirmation that Contractor has adequate insurance protection against negligent work and other forms of liability.

SECURITY:

Contract Personnel Security: Contractor must check in and out with COR when entering the VA and must be escorted while on VA premises.

Security requirements: Reference VA Handbook 6500.6 Appendix B and Appendix C. The C&A requirements do not apply, and a Security Accreditation Package is not required.