Send a capability statement, no more than one page in length; to include Company Name Duns Number, Socioeconomic Category, brief description of your business entities capability to handle this particular project in the Philadelphia area, website and GSA Contract number & or other VA Medical Center contract information. Email to Andrew Taylor
[email protected] with 36C24418097 in the email Subject line, no later than 12:00 pm Tuesday November 23, 2018. DRAFT STATEMENT OF WORK General Guidance Title: Service and Maintenance Contract for Government owned GE CT Simulator Lightspeed RT16 CT Scanner and GE Definium 8000 at Corporal Michael J. Crescenz VAMC. Scope of Work: The contractor shall provide a service contract for government owned GE CT Simulator Lightspeed RT16 CT Scanner (System ID: 215823CTRT , EE# 66684), and GE Definium 8000 (System ID: 215823DEF1 , EE# 68585), required by the requirements stated herein. Background: CMCVAMC imaging department utilizes government owned GE CT Simulator Lightspeed RT16 CT Scanner and GE Definium 8000. Type of Contract: firm fixed price: Service to be Provided by Contractors: The service contract will include the following: Coverage Hours: M-F 8AM-9PM Onsite FE coverage FE onsite response time: 4 hours Tech phone support Parts Delivery: priority Preventive Maintenance (PM) coverage: M-F 8AM-9PM Repair Parts: Included, Next Day Software and Quality Updates Safety and quality updates Tip answer line Uptime Commitment: 97% Documentation: At the completion of each service call or scheduled maintenance, the contractor shall provide a written service report to the primary and/or alternate contact person. This report will clearly indicate the following: date of service name of vendor service technician/engineer type of service performed model serial number VA barcode (EE) number of the component of the system description of the service completed list of any parts replaced contract obligation number (642-Cxxxxx).   Service reports must also be emailed to
[email protected], with the Vendor Name and contract Obligation Number (642-Cxxxxx) listed in the Subject line. Failure to provide complete and legible documentation as described will result in payment delays and possibly non-payment. Calibration and Documentation Of Contractor s Test Equipment: Test and measuring equipment used by the Contractor in performance of this contract must be calibrated in the last twelve months to a traceable national or international standard such as National Institute of Standards and Technology (NIST). For each service instance in which Contractor test or measuring equipment is used to calibrate, maintain or repair the medical equipment included in this contract, the Contractor must track the specific test or measuring equipment used. Ideally, this test or measuring equipment should be uniquely identified on the service documentation provided to the facility at the completion of the service instance. This identification should be traceable back to the specific test and measuring equipment used. Upon request, Contractor must provide COR/Biomedical Engineering with documentation of the calibration of this test and measuring equipment. This documentation should include at least the following: Unique identifier for the test and measuring equipment. This should match the identifier on the service documentation provided to Biomedical Engineering. Testing interval. Test date. Next test due date. As received and As returned status of the equipment being tested (e.g., was equipment in tolerance or not when received for testing and was equipment in tolerance or not when returned). Calibration results data. Identification of the device used to test equipment. Statement of traceability to the national or international standard used in the testing and calibration of the equipment. The national or international standard will be specified on the certificate. Reference to the testing procedure used. Calibration company identification information including company name, address, phone number and name of specific representative completing performance testing and calibration service. Terms and Conditions: User Responsibility: The Department of Veterans Affairs will provide the contractor's authorized personnel access to the equipment and adequate working space during performance of any services specified in this agreement. Biomedical Engineering Contact Person: The VAMC contact person for this service contract can be reached at (215) 823-5800 x9094 or (215) 823-5800 x9093 Primary: John Carr Alternate: Edward Yan The primary contact, or alternate, shall coordinate the scheduling of repair and preventive maintenance visits with the contractor. The contractor's representative shall notify the primary contact, or alternate, either in person (Biomedical Shop Room 3A152, bldg 2) or by telephone (extension 5829) whenever he/she arrives on station. All vendor mobile media devices (USB drives, CDs, DVDs, etc.) must be scanned by Biomed before use. The completed service reports shall be provided to the primary contact, or alternate, upon completion of the work. Failure to contact VA representative or present proper documentation will result in delay of payment. Information Security: Equipment, and any related services/support associated with the use of this equipment, must adhere to the Health Insurance Portability and Accountability Act (HIPAA) and all applicable Information Security Requirements of the Department of Veterans Affairs. Hard drives and other storage media contained within the equipment cannot be returned to the company, manufacturer and/or its representative. Hard drives or other storage media shall not be removed from VA property by the contractor. Biomedical Engineering MUST be notified whenever a hard drive or other storage media needs to be removed from the equipment so that the VA can take possession for proper disposal/destruction by the Department of Veterans Affairs. All vendor mobile media devices (USB drives, CDs, DVDs, etc.) must be scanned by Biomed before use. Qualifications: To be eligible for consideration, bidders will have been engaged in maintaining/servicing the equipment listed for a period of no less than three (3) years experience. Each bidder must have an established business, with an office and full time staff. The staff includes a "fully qualified" field service engineer (FSE) and a "fully qualified" FSE who will serve as the backup. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program for the equipment identified. For field experience the FSE(s) has a minimum of three years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on the equipment listed. The FSEs shall be authorized by the bidder to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The bidder shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the bidder services at the VAMC. The Contracting Officer may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VAMC equipment. The Contracting Officer and/or the Contracting Officer Technical Representative specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VAMC equipment. Subcontracting of any ensuing award of this solicitation will not be allowed without the expressed permission, in writing, of the Contracting Officer. Changes to Statement of Work: Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. IV. VA INFORMATION CUSTODIAL LANGUAGE: Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data General, FAR 52.227-14(d) (1). INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE: Bio-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: Vendor must accept the system without the drive; 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 VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase. Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for the VA to retain the hard drive, then; The equipment vendor must have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being returned physically intact; and Any fixed hard drive on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recommended using VA approved and validated overwriting technologies/methods/tools. Applicable media sanitization specifications need to be preapproved and described in the purchase order or contract. A statement needs to be signed by the Director (System Owner) that states that the drive could not be removed and that (a) and (b) controls above are in place and completed. The Information Security Officer (ISO) needs to maintain the documentation. SECURITY INCIDENT INVESTIGATION: The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. LIQUIDATED DAMAGES FOR DATA BREACH: Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: Notification; One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; Data breach analysis; Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. TRAINING: All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; Successfully complete the appropriate VA privacy training and annually complete required privacy training; and Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. End of Document