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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 22, 2013 FBO #4289
DOCUMENT

Q -- AUTOMED /OPTIFILL II - Attachment

Notice Date: 8/20/2013
Notice Type: Attachment
NAICS: 424210 — Drugs and Druggists' Sundries Merchant Wholesalers
Contracting Office: Department of Veterans Affairs;Network Contracting Office - 8;Tres Rios Bldg;27 Gonzalez Giusti Ave, Suite 600;Guaynabo PR 00968
ZIP Code: 00968
Solicitation Number: VA24813Q2512
Response Due: 8/23/2013
Archive Date: 8/26/2013
Point of Contact: Hector L. Lopez
E-Mail Address: hector.lopez-burgos@va.gov
(Hector.Lopez-Burgos@va.gov)
Small Business Set-Aside: N/A
Description: Services requested 1.CONTRACT PERIOD: OCTOBER 1, 2013 TO SEPTEMBER 30, 2013 SERVICE CONTRACT TO PROVIDE PREVENTIVE MAINTENANCE AND REPAIR SERVICES UNDER SCHEUDLE OF OPTIFILL II SYSTEMS (VAPM #: 25370) LOCATED AT OPA PHARMACY AT FOR THE VACHS, 10 CASIA STREEE, SAN JUAN, PR. FULL SERVICE MAINTENANCE PLAN - INCLUDES TELEPHONIC TROUBLE SHOOTING AND SITE VISITS. AUTOMED TOLL FREE/COMMERICAL TELEPHONE NUMBER 1-888-___-____. AUTOMED DSERVICE TECHNICAN SHALL REPORT TO THE GOVERNMENT POC TO OBTAIN A SECURITY IC CARD. FOR EACH SITE VISIT AUTOMED SERVICE TECHNICIAN SHALL REPORT IN AND OUT WITH THE DELEGATED CONTRACTING OFFICER REPRESENTATIVE (COR), LOCATED AT FACILITIES MANAGEMENT SERVICE (FMS), VA CARIBBEAN HEALTHCARE SYSTEM, MAIN BUILDING, FLOOR: BASEMENT IN ROOM: _-__. GOVERNMENT POINT OF CONTACT: (1) ____________________, OPA PHARMACY POINT OF CONTACT. (2) _______________OPA PHARMACY TECHNICIAN TEL: (787) -____-______ (3) ENG. __________, DELEGATED CONTRACTING OFFICER REPRESENTATIVE (COR) TEL. (787) ___-____EXT. _____ FAX:(787) ____-____. (4) VA CONTRACTING OFFICER (787) ____-______ 65191583 2. FULL SERVICE FASTFILL 64 AND QUICKFILL SYSTEM VA TAG NO.65191583 LOCATION MOPC 12 MO 65191584 3. FULL SERVICE FASTFILL 64 & QUICKFILL SYSTEM VA TAG NO.65191584 LOCATION POPC 12 MO 65191585 4. FULL SERVICE FASTFILL 64 & QUICKFILL SYSTEM VA TAG NO.65191585 12 MO VA CARIBBEAN HEALTHCARE SYSTEM Facility Management Service Biomedical Section Statement of Work Maintenance and Service Contract for Automated Medication Dispensing System optifill II from Automed 1.Statement of work: 1.1.Provide all labor, equipment and materials for the preventive and corrective maintenance of the systems hardware and software included under schedule A (item 1.2) herein located in San Juan at the Outpatient Pharmacy of the VA Caribbean Healthcare System for the period of October 1, 2013 thru September 30, 2014 and four years option period, in accordance with the following conditions: 1.1.1.Perform all inspections and maintenance services in accordance to manufacturer's service manual instructions and procedures. 1.1.2.Thorough inspection of equipments to detect defective components capable of adversely affecting system performance. 1.1.3.Replacement of parts found defective during inspections. Contractor will repair or replace the system component with equal or superior functioning equipment or software with respect to any part of the system that is not properly functioning 1.1.4.Cleaning, calibration and adjustment of components to maintain equipment within manufacturer's specifications, level of performance and accuracy. 1.1.5.Operational tests after each corrective and preventive maintenance service to assure level of performance is within specifications. 1.1.6.Contractor shall perform two (2) preventive maintenance services per system per year in accordance with manufacturer's recommendations and procedures. If updates to manufacturer's requirements and/or recommendations occur, contractor must assure compliance with these requirements. 1.1.7.Contractor will provide and install any software update, patches and enhancement intended to update system software version or correct software errors and deficiencies. 1.1.8.Contractor shall supply all labor, parts, test instruments, tools, hardware and software required to perform all maintenance and repair work. 1.1.9.Unlimited service and technical support calls can be performed during regular hours, 8:00AM to 5:00PM. 1.1.10.The response time to emergency calls for service will be no more than one (1) hour after notification. 1.1.11.Contractor will respond with onsite visits to service calls within 24 hours in the event that phone or technical support cannot resolve the problem. 1.1.12.On-site service will be offered between 7AM and end by 3PM, except when a change in hours is requested by the VACHS. If service is to be continued after 3PM, prior notification needs to be done to COTR or his/her designee. 1.1.13.Contractor's service personnel shall report to the Biomedical Supervisor or his designee when called. 1.1.14.A copy of each service report with a checklist of all tasks performed will be provided to the Biomedical Supervisor or his designee at the conclusion of each service call. 1.1.15.Major repairs due to acts of God, renovation of equipment, negligence or misuse, power line fluctuations and computer virus unattributable to contractor, are not covered by this contract. 1.2.Schedule A: ManufacturerModelVA property numberSerial numberLocation AutomedOptifill II2537011-CWC99VA San Juan AutomedFastfill 646519158541216675VA San Juan AutomedFastfill 646519158350100427VA MOPC AutomedQuickfillComponent of 6519158340302837VA MOPC AutomedFastfill 646519158450100426VA POPC AutomedQuickfillComponent of 6519158440202328VA POPC 1.3.Safety Requirements 1.3.1.The contractor shall take all safety precautions and safety measurement necessary to protect the lives and health of occupants of the building. 2.Delivery/Performance Information 2.1.Preventive and corrective maintenance services will be provided from October 1, 2013 thru September 30, 2014 and four years option period. Preventive maintenance service will be given as specified in item 1.2. 2.2.Unlimited service and technical support calls can be performed during regular hours, 8:00AM to 5:00PM. 2.3.The response time to emergency calls for service will be no more than one (1) hour after notification. 2.4.Contractor will respond with onsite visits to service calls within 24 hours in the event that phone or technical support cannot resolve the problem. 2.5.Contractor's service personnel shall report to the COR prior to starting any component of the system detailed in item 1.2. 2.6.A copy of each service report will be furnished to the COR at the conclusion of each day until the service has been completed. 3.Independent Government Cost Estimate 3.1.Task Order against FSS contract. 4.Market Research 4.1.Task Order against FSS contract 5.Information and Information Technology Security 5.1Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media). 5.2The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. 6.Access to VA Information and VA Information Systems 6.1.A contractor / subcontractor 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. 6.2.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. 6.3.Vendor has a VPN Account as per Awarded FSS Contract Number #V797P-4251B. 6.4.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. 6.5.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. 6.6.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. 6.7.VA prohibits the installation and use of personally-owned or contractor / subcontractor owned equipment or software on VA's network. If non-VA owned equipment must be used to fulfill the requirements of a contract, it must be stated in the service agreement, SOW or contract. All of the security controls required for government furnished equipment (GFE) must be utilized in approved other equipment (OE) and must be funded by the owner of the equipment. All remote systems must be equipped with, and use, a VA-approved antivirus (AV) software and a personal (host-based or enclave based) firewall that is configured with a VA approved configuration. Software must be kept current, including all critical updates and patches. Owners of approved OE are responsible for providing and maintaining the anti-viral software and the firewall on the non-VA owned OE. 6.8.All electronic storage media used on non-VA leased or non-VA owned IT equipment that is used to store, process, or access VA information must be handled in adherence with VA Handbook 6500.1, Electronic Media Sanitization upon: (i) completion or termination of the contract or (ii) disposal or return of the IT equipment by the contractor / subcontractor or any person acting on behalf of the contractor/subcontractor, whichever is earlier. Media (hard drives, optical disks, CDs, back-up tapes, etc.) used by the contractors/subcontractors that contain VA information must be returned to the VA for sanitization or destruction or the contractor/subcontractor must self-certify that the media has been disposed of per 6500.1requirements. This must be completed within 30 days of termination of the contract. 6.9.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: 6.9.1.1.Vendor must accept the system without the drive; 6.9.1.2.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 6.9.1.3.VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase. 6.9.1.4.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; 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. 6.10A statement needs to be signed by the Director (System Owner) that states that the drive could not be removed and that the controls (6.9.1.1 through 6.10) above are in place and completed. The ISO needs to maintain the documentation. 7.Quality Assurance Service Plan 7.1.The contractor shall establish complete quality control programs to ensure the requirement of the contract are provided as specified. 7.2.Within five workdays prior to the starting date of the contract the contractor shall submit a copy of his Preventive and Corrective Maintenance program to the Contracting Officer and/or COR. The program shall include, but not be limited to the following: 7.2.1.The name(s) of the individual(s) who will perform the services described in contract. 7.2.2.A checklist used in the inspection and performance verification during preventive maintenance and corrective maintenance services. The checklist shall include every requirement included in the manufacturer's manual(s), updates, notices and any other requirement from accrediting organizations or agencies, as well as every task required to be performed. 7.2.3.A schedule of the dates scheduled for the preventive maintenance service requested. 7.2.4.A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the COR identifies the deficiencies. 7.2.5.An audit system covering all the services required. 7.3.In addition to providing the documentation at the end of each service, the contractor is responsible for maintaining the required documents of all the services conducted by the Contractor and the corrective actions taken. All documentation shall be made available to the Government during the term of the contract. 8.The C&A requirements do not apply, and that a Security Accreditation Package is not required. 9.Quality Assurance Service Plan 9.1.The contractor shall establish complete quality control programs to ensure the requirement of the contract are provided as specified. 9.2.Within five workdays prior to the starting date of the contract the contractor shall submit a copy of his Preventive and Corrective Maintenance program to the Contracting Officer and/or COR. The program shall include, but not be limited to the following: 9.2.1.The name(s) of the individual(s) who will perform the services described in contract. 9.2.2.A checklist used in the inspection and performance verification during preventive maintenance and corrective maintenance services. The checklist shall include every requirement included in the manufacturer's manual(s), updates, notices and any other requirement from accrediting organizations or agencies, as well as every task required to be performed. 9.2.3.A schedule of the dates scheduled for the preventive maintenance service requested. 9.2.4.A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the COR identifies the deficiencies. 9.2.5.An audit system covering all the services required. 9.3.In addition to providing the documentation at the end of each service, the contractor is responsible for maintaining the required documents of all the services conducted by the Contractor and the corrective actions taken. All documentation shall be made available to the Government during the term of the contract. PERFORMANCE REQUIREMENT SUMMARY (PRS) Performance ObjectiveSurveillance MethodsPerformance ThresholdSOW Emergency calls are answered within established requirement in SOWRandom SamplingNo deficiencies accepted.As per SOW Regular service calls are answered within established requirement in SOWRandom SamplingNo more than 1 deficiency complaints per monthAs per SOW Service personnel are on site within established requirement in SOWRandom SamplingNo more than 2 deficiencies per year.As per SOW Preventive maintenance service is performed within the due month.Random SamplingNo deficiencies accepted.As per SOW Service personnel reports to COTR or his/her designee prior to performing service on equipment.Random SamplingNo more than 3 deficiencies per yearAs per SOW Service is accepted by COTR or his/her designee.Random SamplingNo deficiencies accepted.As per SOW Service documentation is provided to COTR or his/her designee at the end of each service.Random SamplingNo deficiencies accepted.As per SOW Service documentation includes a completed performance verification checklist.Random SamplingNo deficiencies accepted.As per SOW 9.4.Competency Requirements 9.4.1.The contractor shall comply with requirements of The Joint Commission Accreditation of Health Care Organizations (TJC). To comply with TJC requirements the contractor shall provide written confirmation that employees are competent to perform the task as described in the statement of work assigned on this contract. This written confirmation shall specify in which areas each contract employees are competent. Also, evidence of factory training of these employees shall be supplied. Certification of Competency (SAMPLE) This is to certify that meets all qualification requirements for the services requested, is properly trained, has all applicable credentials and is competent to perform the tasks as described in the statement of work contract. SignatureDate: Name: Position Title:Contractor:
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Q -- AUTOMED /OPTIFILL II - Attachment