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 Wilmington, Delaware area, website and GSA Contract number & or other VA Medical Center contract information. Email to David Santiago,
[email protected] with 36C24420Q0178 in the email Subject line, no later than 12:00 pm Monday January 6, 2020. Draft Statement of Work: TITLE: Xenex Warranty Program for Robot Service and Maintenance, Training, and Consultation and Information Services. BACKGROUND: The Wilmington VAMC uses two (2) Xenex UVC disinfecting germ zapping robots for use in the operating rooms, isolation rooms, and intensive care unit to help reduce the risk of HAI within the facility. To ensure reliability and longevity of this substantial investment the facility requires a maintenance and service contract to support these units to ensure proper performance, reliability and service life. SCOPE OF WORK FURNISH NECESSARY WARRANTIES, LABOR, MATERIALS, EQUIPMENT, PARTS AND TRAVEL TO PERFORM INSPECTIONS AND REPAIRS ON THE XENEX GERM ZAPPING ROBOT LOACTED AT THE WILMINGTON VA MEDICAL CENTER, WILMINGTON, DE. WORK SHALL BE PERFORMED DURING NORMAL BUSINESS HOURS (8:00am-4:30pm, Mon-Fri). Robot Service and Maintenance: to include replacement bulbs, replacement parts for maintenance and repairs covered by the Warranty Program to be performed by Customer s Xenex Certified Technician ( XCT ), repair or replacement of the Robot if it does not properly operate and Customer s XCT is not trained to perform the repair, and software upgrades. Training: to include operator training in the proper use of the Robot, staff retraining materials, and training and certification of Customer s XCT. Consultation and Information Services: to include an Account Manager assigned to the VA facility, 24/7 customer support line, development and implementation of the Confidential Standard Operating Plan ( SOP ) customized for the facility, access to the Xenex Disinfection Management System Portal, and quarterly portal utilization reports. Complete the following tasks: Calibration as recommended by the service manuals and industry standards. Provide all repair parts, labor, and travel as required. Provide detailed service repair report on XENEX GERM ZAPPING ROBOT upon completion of all work performed and provide copies to Contracting Officer Representative. GENERAL REQUIREMENTS Contractor will respond to service calls within 48 hours/2 business days during normal business hours, 7:30am 4:30pm EST. Repairs shall be completed within 72 business hours of the original request for service call. Any exceptions and the justifications shall be communicated to the COR at a minimum of 8 hours prior to the conclusion of the 72 hours limit. Deliver and install all items listed above in the Wilmington VA Medical Center, 1601 Kirkwood Highway, Wilmington, DE 19805. 4. GOVERNMENT TECHNICAL POINT of CONTACT: Name: Orin Foster / Phone: 302-994-2511 x4033 / Email:
[email protected] CONTRACT AWARD MEETING The Contract Award meeting has been waived. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Maintain Xenex Germ Zapping Robot in good working order. The contractor shall provide a record, either hard copy or electronic copy, detailing the work performed. SCHEDULE FOR DELIVERABLES If additional time is needed due to the nature of the repairs, contact the Contracting Officer for an approval of extension of time. Draft copies of deliverables shall be provided to staff at Wilmington VA Medical Center before the contractor leaves the facility at each visit. If a final copy can be provided at that time then a draft copy is not necessary, final copies must be provided within 5 business days of the time of each deliverable. 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. REPORTING REQUIREMENTS Contractor shall provide documentation according to section D of this SOW. TRAVEL Work is to be performed at the Wilmington VA Medical Center, 1601 Kirkwood Highway, Wilmington, DE 19805, all travel expenses are the responsibility of the contractor. CONFIDENTIALITY AND NONDISCLOSURE The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS 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). 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. 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 $______ per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) NOTIFICATION; (2) ONE YEAR OF CREDIT MONITORING SERVICES CONSISTING OF AUTOMATIC DAILY MONITORING OF AT LEAST 3 RELEVANT CREDIT BUREAU REPORTS; (3) DATA BREACH ANALYSIS; (4) FRAUD RESOLUTION SERVICES, INCLUDING WRITING DISPUTE LETTERS, INITIATING FRAUD ALERTS AND CREDIT FREEZES, TO ASSIST AFFECTED INDIVIDUALS TO BRING MATTERS TO RESOLUTION; (5) ONE YEAR OF IDENTITY THEFT INSURANCE WITH $20,000.00 COVERAGE AT $0 DEDUCTIBLE; AND (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. Influenza Prevention VHA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Health care personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. This requirement is extended to all Contractor personnel with potential to come into minimal contact (passing in the corridor) with any patients, visitors, or staff members at Wilmington VAMC. Those individuals unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center. It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation: - Documentation of vaccination, e.g., signed record of immunization from a health care provider or pharmacy, or a copy of medical records documenting the vaccination. - Completed Health Care Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine. The contractor is required to submit annual certification in the form of a memorandum to the Contracting Officer s Representative (COR) that all contract staff performing services at VA facilities is in compliance with VHA Directive 1192. Tuberculosis Prevention Standard Personnel Testing (PPD, etc.): Contractor shall provide proof of the following tests for personnel within five (5) calendar days after contract award and prior to the first duty shift to the COR and Contracting Officer. Tests shall be current within the past year. TUBERCULOSIS TESTING: Contractor shall provide proof of a negative reaction to PPD testing for all contract personnel. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results. The PPD test shall be repeated annually. RUBELLA TESTING: Contractor shall provide proof of immunization for all contract personnel for measles, mumps, rubella or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization shall be administered with follow-up documentation to the COR. Please provide a signed memo stating that: (number of assigned Key Personnel) assigned to VA Contract #___________ have tested negative for tuberculosis within the past 365 days. (number of assigned Key Personnel) assigned to VA Contract #___________ have been immunized for measles, mumps, rubella or a rubella titer of 1.8 or greater.