Statement of Work - Vaccine Refrigerators.docx

VA Pacific Island Healthcare System Honolulu, HI 96819

STATMENT OF WORK (SOW) FOR PHARMACY REFRIGERATORS

1. Background:

The VA Pacific Island Health Care System (VAPIHCS) Guam Community Based Outpatient Clinic (CBOC) Annex has a requirement to purchase specialized pharmacy vaccine refrigerators for storage of medication from an authorized vendor. Vaccine refrigerators are essential for the clinic to store and provide critical medication to veterans.

The Guam CBOC Annex will be a newly constructed clinic which will augment the existing Guam CBOC and will establish and provide a variety of medical services for the veteran population. The TempArmour Vaccine Refrigerator (PN: BFRV84) is the Basis for Design and has been adopted by the Station Pharmacy and various clinics. The TempArmour Vaccine Refrigerator has proved to be reliable, robust, and capable of meeting clinic needs.

2. Project Scope:

Provide VAPIHCS the following to support the new CBOC Annex.

1. Two (2) ea. TempArmour Vaccine Refrigerators (PN: BFRV84) or equal with all standard features and minimum accessories required for a fully functional and operational unit.

Delivery shall be per the Delivery Section of this SOW. Reference the Specifications Section for salient features applicable to this procurement. All Sections of this SOW must be adhered to by the vendor.

3. Additional Item Requirements:

The vendor will provide service manuals that includes theory of operation, maintenance requirements, repair information, schematics, part lists and troubleshooting information in electronic format for use by the VA.

Date of manufacture must not be greater than 12 months before the purchase order date. The equipment must not be used or refurbished and must have the latest manufacturer’s software/hardware updates installed. Any batteries provided with the unit will not be manufactured more than 12 months before the purchase order issue date.

4. Specifications:

1. Basis of Design is TempArmour Vaccine Refrigerators (PN: BFRV84)

2. Dimensions of unit to fit within 38” x 28” space

3. Capable of storing minimum of 2,000 vaccine (0.5 mL vials) or medicine doses.

4. Capable of maintaining vaccine and medicine doses within stable temperatures for up to 6 days during a power outage.

5. Meets CDC guidelines for medication, vaccine, specimen, and blood storage.

5. Delivery:

Delivery and receipt of the proposed items shall be directed to the location indicated. To coordinate delivery, contact PO POCs provided at the time of award.

There is no loading dock available at the delivery location. All delivery vehicles must be equipped with a “Tommy Gate” type lift to facilitate unloading to ground level.

The delivery of items identified in this document shall take place during normal loading dock business hours which are defined as: 8:15 AM to 3:00 PM Hawaii Standard Time, Monday through Friday, and excluding Federal Holidays.

Delivery trucks will not be permitted to remain at the receiving area. Trucks shall be unloaded, moved from the receiving area, and then brought back to the receiving area if required to haul out any waste, tools, or excess materials.

Labeling of delivered items shall include the VA facilities contract number and VA purchase order number for identification and reference upon receipt of product.

Note: VA shall coordinate shipping from Honolulu, HI to the Guam CBOC Annex (Installation Location).

Delivery Location:

VA Pacific Islands Health Care System Warehouse 3375 Koapaka Street Ste D-155 Honolulu, HI 96819

6. Schedule and Order Management:

Delivery to the VA Warehouse in Honolulu, HI shall be scheduled for November 2025. Due to the nature of activation efforts and construction timelines, dates may vary and shift. Vendor shall accommodate adjustment of the delivery date by +2 months/-1 month at no cost to the Government. Adjustments to the delivery date within the +2 months/-1 month timeframe shall be via written notification by the PO POC.

7. Confidentiality and Non-Disclosure This equipment does not connect to a VA network. Therefore, in accordance with Appendix A, Handbook 6500.6 Checklist, block 6, the C&A requirements do not apply to this requirement, and a Security Accreditation Package is not required.

This equipment does not hold or store patient information. Therefore, in accordance with Appendix A, Handbook 6500.6 Checklist block 7, Appendix B and C provisions do not apply.

NARA Records Management Language for Contracts (May 2017):

https://www.archives.gov/records-mgmt/handbook/records-mgmt-language.html

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal Record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes Department of Veterans Affairs records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Department of Veterans Affairs contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Veterans Affairs Pacific Islands Healthcare System (VAPIHCS) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VAPIHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VAPIHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VAPIHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VAPIHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VAPIHCS policy.

8. The Contractor shall not create or maintain any records containing any non-public VAPIHCS information that are not specifically tied to or authorized by the contract.

9. The 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 from public disclosure by an exemption to the Freedom of Information Act.

10. The VAPIHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VAPIHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

D. Flowdown of requirements to Subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.