Solicitation Number: VA244-17-N-0066 Notice Type: Sources Sought Synopsis: The Lebanon VA Medical Center has a requirement for a Repair contract on the Eaton UPS unit. The draft statement of work is on page 3. The purpose of this e-mail is to seek capable and responsible sources interested in performing this service. This e-mail is not a request for quote. It is for market research purposes only. Responses will assist the Government with developing its acquisition strategy to include socio-economic set-asides. If you are interested in performing this service, please provide a brief statement of your capabilities. Additionally, if you have an existing GSA Federal Supply Schedule (GSA FSS) contract that you believe is within scope of this effort, please provide your GSA FSS contract number. Contractor to provide the following information in response to this sources sought notice: 1. Vendor name. 2. Address. 3. Name, Email and phone number of primary contact. 4. DUNS Number. 5. Socio economic status ((e.g. large business, small business, service-disabled veteran owned small business, woman owned business, etc.). 6. FSS Contract Numbers: provide contract numbers and indicate your ability to offer 100% of the requested items through a FSS contract. Indicate which Schedules and SINs your contract is listed under and the FSS contract price for the items on contract. 7. Capabilities Statement. Please include required start up time once the contract has been awarded. Finally, if you believe there are ambiguities in the draft SOW, please identify them. Note that the Government will not answer questions about this requirement at this time. Please send your brief capability narrative and draft SOW feedback to me Mark Ryan Andrews at
[email protected] no later than 4:30 PM Eastern, on 9/24/2016. Statement of Work: 646-17-1-066-0025 A. GENERAL GUIDANCE 1. Title: Eaton UPS 2. Scope of Work: The vendor will complete the following: a. Eaton Corp. Service Technician (ST) will report to John Lamb at University Drive. b. Eaton UPS is non-operational. The UPS has been determined to be non-functional. i. Eaton Corp.ST will do a complete evaluation of Medical Equipment on the Eaton UPS, repair the unit, and certify that it is safe for use on patients. If additional Parts are needed to bring Device fully Operational, ST will provide additional parts needed, provide pricing of the parts, and notify COR of additional requirements. Once the device has been fully restored to fully operational, ST will perform an additional functions check of device prior to departure. ii. ST will provide detailed service repair report on Eaton UPS Tomo upon completion of work performed and provide copies to John Lamb and Aaron Barr Contracting Officer Representative. c. ST will not continue services and repairs if costs are to exceed $5,000.00. ST will report all additional costs and have Contracting Officer's approval before work will continue. 3. Background: VAPHS has a Eaton UPS used by the Radiology Department. It requires certified technicians for any type of repair or calibration work. B. GENERAL REQUIREMENTS 1. Contractor will respond to purchasing orders in person or via phone call within 72 hours during normal business hours, 7:30am - 4:30pm Est. 2. Contractor shall notify Biomedical Engineering and the Police service when they arrive on site. Contractor will schedule with Biomedical Engineering all preventative maintenance. C. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Description of Tasks and Associated Deliverables: The contractor shall provide a record, either hard copy or electronic copy, detailing the work performed detailed in Section A.2. D. EVALUATED OPTIONAL TASKS AND ASSOCIATED DELIVERABLES N/A E. SCHEDULE FOR DELIVERABLES 1. Services for the Emergency of Repairs will be made within 72 Hours of receipt of the Purchase order. Please contact Aaron Barr at (412)360-3680 for scheduling. 2. Draft copies of deliverables shall be provided to either the Biomedical Engineering staff at VAPHS 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. F. 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. G. REPORTING REQUIREMENTS Contractor shall provide documentation according to section D of this SoW. H. TRAVEL [If applicable] Work is to be performed at the University Drive and Heinz Campuses of VAPHS, all travel expenses are the responsibility of the contractor. I. GOVERNMENT RESPONSIBILITIES N/A J. CONTRACTOR EXPERIENCE REQUIREMENTS N/A K. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: 1. 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 at the conclusion of the task order. 2. 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. 3. 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. L. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS a. 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). b. 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: 1. Vendor must accept the system without the drive; 2. 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 3. VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase. 4. 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; 1. 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 2. 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 pre-approved and described in the purchase order or contract. 3. 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 ISO needs to maintain the documentation. c. 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. d. 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. e. 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: (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.