STATEMENT OF WORK Optis Service Assurance Plus Service Plan 033120.docx

STATEMENT OF WORK

Ralph H. Johnson VAMC Healthcare Technology Management Service

St. Jude Medical OPTIS Integrated System Assurance Plus Customer Protection Plan. Includes service of: EE# 188790 (Serial # 15248575) and EE# 188791(Serial # 15248574).

SERVICE AGREEMENT COVERAGE

1. Vendor shall provide all the necessary parts, labor and travel expenses to deliver the following services:

a. Maintenance:

i. Full repair service and one preventive maintenance service on the St Jude OPTIS Integrated Systems and unlimited phone support upon request by the VA Biomedical Engineering Department under the contract period.

1. On-site service shall be performed within 48 hours, as needed.

b. Replacement Parts:

i. Vendor shall supply all necessary parts at its own expense as deemed necessary by vendor and VA. All parts will be new, guaranteed OEM parts that comply with applicable performance and reliability specifications.

1. If required, vendor shall provide “next business day morning, 10:30 in most US areas” shipping.

c. Specialty Items:

i. Software Upgrades/Revisions shall be included in the coverage plan at no cost, and be provided to the VA as soon as available.

1. Exclusions: Expansion modules are not included and must be purchased separately.

ii. Loaner systems, components, and modules will be provided as needed during the service/repair of a system.

2. The following items are covered in the terms of this agreement:

a. Two OPTIS Integrated Systems

i. EE# 188790, Serial# 15248575; and EE# 188791, Serial# 15248574

ii. Includes computers, power supplies, display monitors, tableside controllers, cables and other components of the systems.

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

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/Security_and_Privacy_Requirements_for_Contractors.asp

INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE:

a. 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 HIPAA and Privacy Act. This includes conducting compliant risk assessments, routine vulnerability scanning, system patching and change management procedures, and the completion of an acceptable contingency plan for each system. The contractor’s security control procedures must be equivalent, to those procedures used to secure VA systems. All external Internet connections to VA’s network involving VA information must be reviewed and approved by VA prior to implementation.

b. 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.

c. 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:

a. Vendor must accept the system without the drive;

b. 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

c. 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 Biomedical Engineering before accessing the system remotely.

REPORTING: For repairs or services that will be performed during normal working hours, the Contractor’s repairman must report to the Healthcare Technology Management Service, G200 or by telephone at 843-789-7396, and while on station an identification badge shall be worn at all times. During the repair process, once the problem is identified, the vendor shall notify VA Healthcare Technology Management Service before replacement parts are installed. After all work is completed, the contactor’s repairman must again report by telephone to the Healthcare Technology Management Service and provide a complete report of services or repairs performed for each item of equipment and must also include a listing of replacement parts, when applicable.

NOTE: Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the Healthcare Technology Management Service as required above.

PERFORMANCE: Competent personnel who are experienced and qualified to work on the specific equipment must perform all work. All work performed shall be accomplished in accordance with the manufacturer’s instructions including, but not limited to, adjustments, calibrations, cleaning, lubrication, testing, disassembly, check-out, replacement of worn or defective parts, etc., required to keep the equipment in operating condition. Contractor’s maintenance of the equipment must satisfy all requirements as set forth by NFPA and JCAHO.

HOURS OF WORK: This contract is a full service contract to include all necessary service calls, five (5) days per week, between the hours of 8:00 AM and 5:00 PM, Monday through Friday, excluding Federal Holidays.

ADDITIONAL SERVICES: The Contractor guarantees all equipment covered in this contract shall be in optimum working condition at the contract expiration date, provided the Contractor is notified of deficiencies at least one (1) day before the contract expiration date. All changes, updates or retrofits made on any component or system shall be annotated on station equipment manuals and records. Services also include recording all routine work; corrections and repair work in the equipment log.

AUTHORIZED SERVICES: Only those services specified within the contract are authorized. Before performing any service or repair of a non-contract nature, the Contracting Officer or his/her designee must be advised of the reason for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. Contractor is cautioned that only the Contracting Officer or his/her designee may authorize additional services or repairs and reimbursement will not be made unless this prior authorization is obtained.

DISCONTINUANCE OF SERVICE: The Government reserves the right to terminate service on a particular machine meeting replacement criteria upon thirty (30) days written notice to the Contractor.

SUBCONTRACTING: Due to the complexity of the services required herein, subcontracting will not be permitted.

TEST EQUIPMENT: The VA Medical Center will not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required within.

PERFORMANCE CONFERENCE: If appropriate, the Contracting Officer will schedule a performance conference for contract orientation purposes with the Contractor receiving award.

SPECIAL CONTRACT REQUIREMENTS: Vendor must follow all Department of Veterans Affairs, Joint Commission, OSHA, and NFPA regulations when working on VA equipment.

CONTRACTOR SUBMITTALS: Within fifteen calendar days after award date, but not later than performance of the first servicing of equipment, the Contractor will furnish two (2) copies of its preventive maintenance procedures manual which will be used during the preventive maintenance services of this contract to the Contracting Officer. These manuals are required by the Government as a condition of the facility’s JCAHO accreditation and must be received before any invoice can be certified for payment.

SERVICE CONTRACTS: Bidder shall provide in the space provided below, the name, location, and telephone number of the office where service calls are to be placed:

OBSELETE MACHINES: Services under a resulting contract will not cover obsolete machines where parts for such obsolete machines are not available under the original manufacturer’s commercial price list, unless mutually agreed to by the Contracting Officer and the Contractor.

ORDERS: The Contractor’s repairman will report to the office of the Contracting Officer’s Representative (COR) prior to start of work and after completing the services required during that call. Services to be rendered will be directed by the COR and any changes must receive concurrence of the Contracting Officer and/or the COR.

TYPE OF CONTRACT

The Department of Veterans Affairs anticipates award of a FIRM FIXED PRICE contract based on the contents of this solicitation.