Description
SCOPE OF WORK/SPECIFICATIONS 1.0 DESCRIPTION OF SERVICES The Contractor shall provide all labor, travel, materials, tools, and equipment necessary for Oculan Surgical Platform and supporting accessory installation located in the Operating Room at: Brand names proposed can be different as long as: They are equal or better. Compatable with existing equipment. Delivery Address: Audie L. Murphy Medical Center. 7400 Merton Minter San Antonio, TX 78229 The VA Audie Murphy facility in San Antonio, TX, is initiating a comprehensive renovation of Operating Room 2 (OR 2) as part of its ongoing commitment to modernization and operational excellence. This project encompasses the removal of existing medical equipment, including a Classic Equipment Boom, Classic Anesthesia Boom, two Visum Dual Suspension LT/FP units, and an SPI3 in the Stryker Doc Station, and will install new Stryker S-Series Anesthesia Boom, Oculan Dual Suspension LT/FP units, and COR IP in-room system, fully integrating these with the current Stryker Doc Station. All work will be conducted during regular business hours and completed in a single phase. Project management will ensure seamless coordination between VA personnel, Stryker staff, and all associated trades, with an on-site supervisor orchestrating scheduling, delivery, inspection, and certification activities, while also securing all requisite electrical permits and documentation. Strict interim infection control protocols will be in effect throughout the renovation, including Class IV containment, diffuser sealing, strategically placed air scrubbers, and a plastic ante room with sticky floor mats, with the hospital responsible for mobile equipment removal and protective covering of immovable assets. Demolition and debris removal including outdated equipment will be managed via on-site dumpsters, while new rack fans and square speakers will be installed as specified. The structural integrity will be verified by a deflection test following equipment installation, with Stryker-provided mounting plates installed and any necessary structural remediation subject to additional fees. Electrical updates will include the relocation of circuits, installation of junction boxes and conduits, final connections to all new Stryker devices, and the re-termination of data at the anesthesia boom location. Plumbing activities involve capping, rerouting, and upgrading medical gas lines and risers, with all work third-party tested and certified. Finish work will address patching, painting (hospital to provide paint), ceiling modifications, and preparations for a final terminal clean, ensuring a professional restoration of the operating environment. Excluded from this scope are the furnishing and physical install of Stryker equipment (as addressed in a separate equipment quote), fire suppression, post-tension scanning, asbestos and mold abatement, as well as any unspecified activities. The work will proceed on a mutually agreed-up-upon schedule, with any changes or interruptions possibly incurring additional costs. All pricing is valid for 90 days and exclusive of applicable taxes, and installation must be completed within 30 months of order placement, as per Stryker policy. This Statement of Work outlines the responsibilities, scope, and protocols necessary to deliver a state-of-the-art surgical suite, aligning with the VA s operational and clinical objectives. Information Systems Officer, Information Protection: The contractor will/will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. Privacy Officer: The contractor will/will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified. Records Manager: The NARA Records Management language (Attached) only needs to be added if records could be created, maintained or dispositioned by the contract/contractor. Otherwise, this no records statement can be used: Records Officer: There will be no federal records created, maintained, used or dispositioned with this contract; regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.]. So short version for no records long version for records will be created, maintained, etc. 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 while 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. STVHCS 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 STVHCS or destroyed except for in accordance with the provisions of the agency records schedule 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 STVHCS. 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 vehicle]. 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 are 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 STVHCS 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 vehicle]. 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 STVHCS 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 STVHCS policy. 8. The Contractor shall not create or maintain any records containing any non-public STVHCS 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. STVHCS 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 STVHCS 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, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. 2.0 SCOPE OF WORK 2.1 Oculan Surgical Platform supporting accessories. 2.1.1 Oculan Surgical Platform shall include, but not limited to the following: Provide all necessary labor (non-union) and materials needed for uncrating and Installation of the Stryker Oculan Surgical Platform. Set in-place and assemble Oculan Surgical Platform and components in the OR. Includes operational check-out test along with installation services. Perform all necessary adjustments needed for functional use. Demonstrate proper usage of equipment to appropriate facility personnel. 2.1.2 The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. There will be no federal records created, maintained, used, or dispositioned with this contract; regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.].