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FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 18, 2016 FBO #5413
DOCUMENT

J -- VA256-16-Q-0994 ProVation Software Full Service Maintenance - Attachment

Notice Date

9/16/2016
 

Notice Type

Attachment
 

NAICS

511210 — Software Publishers
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office (NCO16);ATTN: P&C, 90c;1011 Honor Heights Drive;Muskogee OK 74401-1318
 

ZIP Code

74401-1318
 

Solicitation Number

VA25616Q0994
 

Response Due

9/22/2016
 

Archive Date

9/27/2016
 

Point of Contact

Fredrick C Snider
 

E-Mail Address

7-3851<br
 

Small Business Set-Aside

N/A
 

Description

Performance Work Statement (PWS) Software Maintenance and Support on Provation GI software Department of Veterans Affairs (VA) Veterans Health Administration (VHA) PURPOSE: Veterans Affairs requires a contractor to provide annual Software Maintenance and Support Services, on an as-needed basis, for Provation GI Software and it's components at the Oklahoma VA Health Care System. Services are to be performed in accordance with this PWS and to OEM standards, with the intent of ensuring the equipment operates as the original manufacturer intended, uninterrupted (95% uptime), with the latest updates, in a cost-effective, efficient manner, contributing to the VA Mission. Services are required on the government-owned Software listed in this PWS at the location outlined in this PWS. This Contract will be a non-personal services contract. The Contractor, its employees, agents and subcontractors shall not be considered government employees for any purpose. Contractor shall furnish all labor, Materials, and supervision to provide services in accordance with this Performance Work Statement (PWS). BACKGROUND: Equipment: The VA owned Provation GI system at the VA Medical Center. The following item requires support and service under this contract: Equipment DescriptionBrand & ModelOriginal Equipment Manufacturer (OEM)Serial NumberVA PMI Number Provation GI SoftwareProvation MD GIWolters Kluwer-- SUMMARY OF REQUIREMENTS Contractor shall provide OEM-trained technicians to perform OEM-standard services on software in this PWS. Services on the software include maintenance support, corrective maintenance repair, 24x7 emergency phone support, provision of service, and modification as required due to safety or reliability. All OEM software updates shall be included. TASKS AND REQUIREMENTS Performance and Repairs: All work performed shall be in accordance with manufacturer's specifications, required to keep the Software in operating condition. Contractor must guarantee 95% up time for the Software. Contractor shall guarantee that all software components covered by this contract shall be in optimum working condition at the completion of each contracted Period of Performance. Contractor will make every attempt to maintain and repair software remotely within a reasonable time. A reasonable time frame ensures the VA mission continues uninterrupted with no loss, damage or suffering to VA patients and resources. Service Call: Unscheduled service should be conducted at no additional cost during Standard Business Hours. Emergency service should be available 24/7. If support call for repair service is deemed mission-critical, contractor will remotely assist in immediate repair, barring special circumstances. Software Updates: Contractor shall provide any software updates, as they become available, for all equipment, at no additional cost. All software changes made become the property of the VA. Help Desk Support: Contractor shall provide emergency telephone support during Standard Business Hours, as a minimum at no additional charge, with phone calls returned no later than 2 hours after a voice message has been left by the COR. Modifications: If contractor or external hazard assessment/notification by the FDA, NCPS, or CEOSH determines that a modification is necessary to address safety concerns or reliability, installation and modification will be performed at no additional charge. GOVERNMENT FURNISHED EQUIPMENT / PROPERTY (GFE / GFP) Government Property is any real property at the VAMC accessed by the Contractor in the performance of services in accordance with the PWS. Condition of Equipment The Contractor shall accept responsibility for the equipment in "as is" condition. Failure to inspect the equipment prior to contract award shall not relieve the Contractor from performance of the requirements of this contract. Storage Storage for Contractor equipment is not provided at the VAMC. The Contractor is responsible for the security of its equipment. The Government is not responsible for the security of Contractor equipment. CONTRACTOR FURNISHED EQUIPMENT / PROPERTY (CFE / CFP) Service Manuals/Tools/Equipment The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the CO upon request. QUALITY Conformance Standards Contractor shall ensure that their services, staff and equipment used in the performance of this contract conform and comply with the latest industry service standards, information, guidance, regulations and publications of the following: 1)AAMI-ANSI ST-79:2010 Part 7.7 standards (Servicing and Repairs of Devices in the Health Care Facility). This can be obtained at http://www.aami.org/publications/standards/st79.html 2)IAHCSMM - International Association of Healthcare Central Service Materiel Management 3)US FDA - US Food and Drug Administration 4)CDC - Centers for Disease Control and Prevention 5)CDRH - Center for Devices and Radiological Health 6)ISO (As a minimum: ISO 9001:2008 Certification and ISO 13485:2003 certification (medical devices)) 7)ASQ - American Society for Quality 8)UL - Underwriters Laboratories 9)OSHA - Occupational Safety and Health Administration Safety The Contractor must perform services in accordance with: a)local, state and federal Occupational Safety and Health guidelines and legislation, to include Occupational Safety and Health Administration (OSHA), the American National Standards Institute (ANSI) safety guidelines, and any VA Medical Center Directives; b)local, state and federal Fire and Safety legislation and guidelines, to include VA Medical Center directives and legislation on Fire and Safety; c)all other Conformance Standards identified in this PWS Medical Center Policies Each VA Medical Center has policies that are updated from time to time. The COR can provide more detailed information to the contractor of these upon commencement of the contract and throughout the term of the contract, as needed. Violations of policies may result in individual fines or citation answerable in the United States (Federal) District Court. Remedy or Rework Rework or Remedy is defined as performing the Service again until the Purpose of this PWS is achieved in full. This involves less than Satisfactory Service by the Contractor and as noted by the COR. Rework or Remedy must occur within 3 business days of the notice of the rework or remedy requirement from the COR and at no additional cost to the Government. Inspection and Acceptance of Services: The Government reserves the right to inspect and test services in accordance with this PWS and the Contract. The only individual authorized to officially accept services is the COR. While inspection of services may be delegated by the COR and a shared responsibility with departmental management staff, the COR is ultimately the only authorized individual to approve and accept services on behalf of the VA. DELIVERABLES (refer also to Technical Qualification and Contact Points for additional Deliverables) Service Report (SR) Contractor is responsible for providing Service Reports for every service. Such documentation shall meet the guidelines as set forth in the Conformance Standards. In addition, each Service Report shall, at a minimum, document the following data legibly and in complete detail: 1)Name of contractor and contract number. 2)Name of Field Technician who performed services. 3)Contractor's Service Report number/log number. 4)Description of problem reported by COR. 5)Details of service Service Reports (Engineers Service Report (ESR) or Service Report) When the service is completed, the Technician shall document services rendered on a legible Service Report(s). ESR can be submitted electronically to the COR, not exceeding 5mb in size, following service completion ensure the COR has an opportunity to review and provide acceptance. All Service Reports shall be submitted to the COR for acceptance. The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the COR (in writing) of the existence or the development of any defects in the software submitted for service which the Contractor considers he/she is not responsible for under the terms of the contract and where replacement is recommended. PERSONNEL STANDARDS 1.The contractor shall have sufficient staff to satisfactorily support this contract, including the PWS and its purpose. Contractor staff providing services on this contract must include a "fully qualified" FSE and a "fully qualified" FSE who shall serve as the backup. 2."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. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance of the equipment in this contract 3.The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC. The CO 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 CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. 4.If subcontractor(s) are used, they shall be approved by the CO prior to commencement of services. The Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. Contractor shall not be considered government employees for any purpose. SECURITY PROCEDURES AND OPERATING HOURS Check In/Out Procedures Prior to commencement of services, and when visiting the VA Medical Center, the Contractor or Contractor's authorized Field Technician, must check in and out with the COR. Only individual VA Biomedical management staff, as delegated by the COR, can coordinate check in and check out procedures for the Contractor in the absence of the COR. Due to heightened security requirements, the Contractor or their authorized service representative will be required to wear an ID Badge which will be signed for upon arrival and turned in when leaving. All Badges must be worn at or above the waist and facing forward. This Badge must be turned in before leaving the premises; otherwise the Contractor will be required to pay for the unreturned ID Badge. Standard Business Hours and Federal Holidays: Contract performance should occur between 8:00am to 4:30pm Monday-Friday excluding Federal holidays, except by special alternate arrangement, coordinated and authorized by the COR. Contractor must coordinate all services with the COR The Federal Government observes the following days as holidays. New Year's DayJanuary 1st * Martin Luther King's BirthdayThird Monday in January Presidents DayThird Monday in February Memorial DayLast Monday in May Independence DayJuly 4th * Labor DayFirst Monday in September Columbus DaySecond Monday in October Veterans' DayNovember 11th * Thanksgiving DayFourth Thursday in November Christmas Day December 25th * *Holidays that fall on Saturday are observed on the preceding Friday. Holidays that fall on Sunday are observed on the following Monday. In addition to the days designated as holidays, the Government observes the following days: "Any other day designated by Federal Statute "Any other day designated by Executive Order "Any other day designated by the President of the United States to be a Federal holiday CONTACT POINTS Contractor Point of Contact (POC) The Contractor shall specify an individual who shall serve as a single point of contact for all contract issues (POC). Contractor must provide the COR and Contracting Office with the POC contact details, to include business phone number or cell phone number and email, as a minimum: a)Within 5 business days of contract award, b)Within 5 business days after renewal or extension of services in accordance with, and if permitted by applicable FAR clause, and c)Within 5 business days prior to a change in the POC by the Contractor. The POC must be easily accessible by phone and return COR calls within 48 hours of a voice message left by the COR. Contracting Officer's Representative (COR) Upon contract commencement, the Contracting Officer will notify the Contractor in writing as to the COR assigned to this contract, and upon reassignment of a new COR, as applicable. Contractor shall only respond to requests for service from the COR or the CO. If service is requested from any source, other than the COR or the CO, the Contractor is to advise the individual of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government. The COR will evaluate the contractor's performance through review of the Contractor's Quality Control Procedures in accordance with this contract and PWS. Authority of the COR The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract. In the event the Contractor affects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price or schedule to cover any increase in costs incurred as a result thereof. The Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, and/or modify any term or condition of the contract. The Contracting Officer is the only individual who can legally obligate Government funds. No costs chargeable to the proposed contract can be incurred before receipt of a fully executed contract or specific authorization from the Contracting Officer. Any invoicing or charges resulting from unauthorized service will not be paid by the government. Government Alternate Points of Contact (POC) - Emergencies Only The COR will identify Alternate Points of Contact (POC) to be used only for instances of emergencies when the COR is not easily contactable. These will be individuals in supervisory or managerial roles within the Biomed department. The contractor will be provided this information within 5 days after contract award and within 48 hours of a change to this information. An Alternate POC does not replace the COR nor do they replace the Contracting Officer during the performance and administration of this contract, nor does it relinquish or diminish the Contractor's requirements in relation to the performance of this Contract. VA HANDBOOK 6500.6 APPENDIX C 1. GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS a. A contractor/subcontractors shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. 3. VA INFORMATION CUSTODIAL LANGUAGE 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. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. i. The contractor/subcontractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request. j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR. 6. SECURITY INCIDENT INVESTIGATION a. 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 COTR 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. b. To the extent known by the contractor/subcontractor, the contractor/subcontractor's notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. 8. SECURITY CONTROLS COMPLIANCE TESTING On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days' notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time. 7. LIQUIDATED DAMAGES FOR DATA BREACH a. 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. b. The contractor/subcontractor shall provide notice to VA of a "security incident" as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. c. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1) Nature of the event (loss, theft, unauthorized access); (2) Description of the event, including: (a) Date of occurrence; (b) Data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; (3) Number of individuals affected or potentially affected; (4) Names of individuals or groups affected or potentially affected; (5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; (6) Amount of time the data has been out of VA control; (7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); (8) Known misuses of data containing sensitive personal information, if any; (9) Assessment of the potential harm to the affected individuals; (10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. d. 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 monitoringof 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. 9. TRAINING a. 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: (1) 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; (2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; (3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document - e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] b. The contractor shall provide to the contracting officer and/or the COTR 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. c. 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. DEFINITIONS AAMI - Association for the Advancement of Medical Instrumentation Acceptance Signature - COR's signature; indicates COR accepts work status as stated in Service Report. ANSI - American National Standards Institute ASQ - American Society for Quality ASQ-CQI - ASQ Certified Quality Inspector CDC - Centers for Disease Control and Prevention CO - Contracting Officer Consumables - may be items, such as but not limited to, water additive chemicals, HV - lubricants (grease, oil), batteries, air filters, water filters, cleaning chemicals/materials Contractor Employees - has the same meaning as Contractor Personnel Contractor Personnel - has the same meaning as Contractor Employees COR - Contracting Officer's Representative Equipment - means the FDA - Food and Drug Administration (U.S. Department Of Health And Human Services) Field Technician or Field Service Engineer (FSE) - a person who is authorized by the contractor to perform PMR services on VA premises. Also known as Technically Trained Personnel. IAHCSMM - International Association of Healthcare Central Service Materiel Management ISO - International Organization for Standardization Labor - refer to Technically Trained Personnel, also Field Technician NFPA - National Fire Protection Association. O.E.M. or OEM - Original Equipment Manufacturer. The actual manufacturer and point of origin of the equipment. The OEM provides schematics and standards for maintenance and repair of the equipment and equipment shall be maintained in accordance with these practices. The OEM is identified in the Background section of this PWS. OEM-trained Technicians - means contractor technicians (Technically Trained Personnel, FSE, Field Technicians), be they OEM or third party provided, who are formally trained to OEM standards to satisfactorily perform services on equipment in this PWS. Where OEM-trained technicians are required in the PWS it means that services are to be performed at no less than this criteria, for the period of performance at the location, to ensure the PWS Purpose is met in order to avoid future equipment breakdowns or malfunctions which could lead to the VA being accused of malpractice or negligence. This assists the VA in meeting its Mission. Original Equipment Manufacturer - OEM OSHA - Occupational Safety and Health Administration PMI - Preventive Maintenance Inspection Preventive Maintenance Repair (PMR) -- Services that are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. SDS - Safety Data Sheet Service Report - a documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Services - includes Preventive Maintenance and Repair for equipment and components listed in this PWS and in accordance with this PWS SR -Service Report Technically Trained Personnel - are personnel and/or employees who shall be suitably knowledgeable in the field related to the services in this PWS in order to satisfactorily perform services in accordance with the PWS. The contractor shall provide personnel experienced and qualified to perform the required services in accordance with industry practices and standards. Also known as Field Technician or Field Service Engineer (FSE). For example, this could mean German-trained technicians, certified technicians etc. Technically Trained Personnel are also known as Contractor Personnel or Contractor Employees or Technicians. UL - Underwriters Laboratories US FDA - US Food and Drug Administration VAMC - Veterans Affairs Medical Center VA Mission Statement: "To fulfill President Lincoln's promise "To care for him who shall have borne the battle, and for his widow, and his orphan" by serving and honoring the men and women who are America's Veterans." VHA - Veterans Health Administration QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) Task Standard Acceptable Quality Level (AQL)Surveillance Method Incentives Deduction Penalty Rework The contractor shall respond to service calls within 24 hoursContractor responds to all corrective action calls within 24 hours of notice from COR.Zero deviation. Any deviation from this standard could result in poor performance review. Direct observation- Documentation in the form of an email to the COR and Biomedical Engineering Department after each corrective action.Incentive Rating, refer to Incentive Rating Table Final Service Report Final Service Reports signed, dated and provided to COR after each service within 2 weeks of case conclusion 100% with response time meeting required standards 90% Rework or Remedy must not be left unresolved for more than 5 days during the month. No more than 3 of Remedy resolution requests made by the COR may be later than the specified time period.Review by COR Visual Inspections and TestingRemedied within 5 business days Incentive Rating, refer to Incentive Rating Table Contractor Point of Contact (POC) POC is available to COR for PWS POC Contact information is current and updated. Within 5 business days of contract award, Within 5 business days after contract Option Period renewal, and Within 5 business days prior to a change in the POC by the Contractor. The POC must be easily accessible by phone and return COR calls within 48hours of a voice message left by the COR Respond to at least 95% of incoming telephone calls or voice messages left by COR with the month (calendar) to be Rated Satisfactory. No more than 3 of returned phone calls to COR may be later than the specified time period with the month (calendar) to be Rated Satisfactory.Direct Observation - Receipt of POC contact details Direct Observation - of POC contact details and accessibilityIncentive Rating, refer to Incentive Rating Table Contractor Personnel Qualifications A list of qualifications for each Contractor personnel, detailing full names and applicable experience, knowledge, skills and abilities demonstrating ability to perform optimum services in accordance with this PWS Within 5 business days prior to commencement of services, Within 5 business days after contract Option Period renewal, and Within 5 business days prior to a change in the Contractor Personnel previously assigned to the performance of services on this contract and following termination or dismissal of Contractor personnel. At the first instance this occurs, the Contractor must immediately, within 48 hours, telephone or email the COR and provide the names of the Contractor personnel terminated or dismissed who were normally assigned to perform Services 100% with response time meeting required standards 95% Rework or Remedy must not be left unresolved for more than 5 days following notice from COR. No more than 3 of Remedy resolution requests made by the COR may be later than the specified time period. No more than 3 of returned phone calls to COR may be later than the specified time period within the month (calendar) to be Rated Satisfactory.Review by COR Visual Inspections and TestingIncentive Rating, refer to Incentive Rating Table Changes to Contractor Personnel Notify COR by phone within 24 hours and in writing within 3 business daysNotifiy COR 100% of issues with personnel by voice or messages with eh COR Rated Satisfactory. No more than 3 of returned phone calls to COR may be later than the specified time period with the month (calendar) to be Rated Satisfactory.Review by COR Visual Inspections and TestingIncentive Rating, refer to Incentive Rating Table Incentives Ratings used in Base Period and Option Period 1Incentives Ratings used in Option Period 2, 3 and 4Evaluation RatingsEvaluation Rating Definition (+) Meet the acceptable performance definition as a condition for exercise of option Period. Minimum SATISFACTORY rating for ALL TASKS. (+) Meet the acceptable performance definition as a condition for exercise of option Period. Minimum THREE (3) or more TASKS with at least VERY GOOD or EXCEPTIONAL rating.ExceptionalPerformance meets contractual requirements and exceeds many to the Government's benefit. The contractual performance of the task and sub-task being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective. Very GoodPerformance meets contractual requirements and exceeds some to the Government's benefit. The contractual performance of the task and sub-task being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were effective. (+) Meet the acceptable performance definition as a condition for exercise of option Period. Minimum SATISFACTORY rating for ALL TASKS to include Exceptional and Very Good rating requirements described above. SatisfactoryPerformance meets contractual requirements. The contractual performance of the task and sub-task contain some minor problems for which corrective actions taken by the contractor appear or were satisfactory. (-) Does not meet the acceptable performance definition as a condition for exercise of an option Period. (-) Does not meet the acceptable performance definition as a condition for exercise of an option Period. MarginalPerformance does not meet contractual requirements. The contractual performance of the task and sub-task being assessed reflect a serious problem for which the contractor has not yet identified corrective actions. The contractor's proposed actions appear only marginally effective or were not fully implemented. UnsatisfactoryPerformance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the task or sub-task contains a serious problem(s) for which the contractor's actions appear or were ineffective. * The Government will not exercise the next option Period term unless all regulatory requirements are met and the contractor meets the acceptable performance definition.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/MuVAMC623/MuVAMC623/VA25616Q0994/listing.html)
 

Document(s)

Attachment
 

File Name: VA256-16-Q-0994 VA256-16-Q-0994_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3009392&FileName=VA256-16-Q-0994-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3009392&FileName=VA256-16-Q-0994-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN04275634-W 20160918/160916235137-c2fefcb587250c10b083f1bdd72d74e2 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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