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Statement of WorkAmbulatory Pump Rental/Service AgreementWest Haven VA Medical CenterGENERAL Title of Contract: Ambulatory Pump Rental/Service AgreementBACKGROUNDVA Connecticut Cancer Center strives to ensure quality care and provides expert cancer diagnosis and services. VA Connecticut offers assistance to support Veterans through treatment and beyond. One of the Services offered is Chemotherapy which uses powerful drugs to fight cancer.An infusion pump is a medical device made to deliver fluids into a patient's body in a controlled manner. An ambulatory infusion pumps offer patients the freedom to live a more normal life. They serve as a practical solution as opposed to receiving treatment in a hospital.VA Connecticut requires for 15 infusion pumps to be available. VA Connecticut requires 24/7 on-call coverage from the vendor to assist with patient or nursing issues related to the infusion pumps.Vendor responsibilities shall include:a) Provide 15 ambulatory infusion pumps to Clinic for use by Clinic patients only.b) Provide 24/7 on-call hotline for patients and clinicians staffed by registered nursesfor response to pump related issues.c) Provide equipment that is clean and functional.d) Provide free shipping of pumps and supplies to Clinic via Federal Express. Vendorassumes all risk for damage of pumps or supplies in shipment.e) Provide personal sales and support staff.f) Invoice Clinic for pumps, supplies, and services. This would include invoicing Clinic monthly for pumps and supplies provided for use by all patients.VA Connecticut Responsibilities shall include:a) Provide at least monthly log sheets (PTL) summarizing how many pumps are in use for that given month.SCOPEThe contractor shall provide 24/7 on-call pump support, patient education video accessible online, all biometric pump service and repair.Accreditation/Compliance The contractor will abide by all FDA guidelines.Specific Tasks and Deliverables The contractor shall not commit or permit any act that interferes with the performance of work awarded to another contractor or with the performance of Government employees. In any case where, in the course of fulfilling the contract requirements, the contractor disturbs any work guaranteed under another separate contract, the contractor must restore such disturbed work. The A&A requirements do not apply, and that a Security Accreditation Package is not required.Period of PerformanceThe Period of Performance (POP) shall be for (5) five years; one (1) base year, and (4) four option years. Place of PerformanceThe machines will be rented by VA Connecticut, 950 Campbell Avenue, West Haven, CT 06516.Government Recognized HolidaysThis contract is for equipment and 24/7 hotline coverage including holiday coverage.Type of ContractThe Government anticipates award of a Firm Fixed-Price contract. GENERAL REQUIREMENTS1. For every task, the contractor shall identify in writing all necessary subtasks (if any), associatedcosts by task and associated sub-milestone dates. The contractor's subtask structure shall bereflected in the technical proposal and detailed work plan.2. All written deliverables shall be phrased in layperson language. Statistical and other technicalterminology shall not be used without providing a glossary of terms.3. All educational documents will be delivered in an editable format.4. All educational documents (non-administrative) rendered electronically are considered eLearning products and will receive certification from the VA 508 Office or its delegate, withoutexception, prior to acceptance and final delivery. The VA 508 office utilizes the VA Section 508 Checklists. The contractor shall follow the VA 508 Review Request process, to submit the elearning products for review and validation by the VA 508 Office or its delegate, unless otherwise designated by the Contracting Officer s Representative (COR). The contractor shall utilize the Request for Section 508 Review with or without the assistance of the COR, when appropriate. Note: There are multiple Section 508 checklists; each checklist references different aspects of a product that needs to be 508 compliant; and several 508 checklists may pertain to a given product, such as an online course. For example, the Web Based, Functional, and Video and Multimedia checklists may all be needed for documents presented electronically. QUALITY CONTROLThe contractor shall develop and maintain an effective quality control program to ensure thatservices are performed in accordance with this SOW. The contractor shall develop andimplement procedures to identify, prevent and ensure non-recurrence of defective services. Thecontractor s quality control program is the means through which the work will comply with therequirement of the contract. After acceptance of the quality control plan, the contractor shallreceive the contracting officer s acceptance in writing of any proposed change to his or herQuality Control system. FORMAL ACCEPTANCE OR REJECTION OF DELIVERABLESThe Government will review within 15 days each deliverable and providefeedback/comments. The contractor shall have five business days to incorporatefeedback/comments and make appropriate revisions. The contractor shall provide the revisedversion of each deliverable within two days to the Contracting Officer s Representative (COR).The COR will review and determine final acceptance by the Government. The COR will notify thecontractor of final acceptance within five business days.CHANGES TO THE SOWAny changes to this SOW shall be authorized and approved only through written correspondencefrom the Contracting Officer. A copy of each change will be kept in a project folder along with allother products of the project. Costs incurred by the contractor through the actions of partiesother than the Contracting Officer shall be borne by the contractor. Only a warranted CO mayalter, change, or delete contract terms. Any contractor acting on its own or under any othercircumstances do so at its own economic peril.CONTRACTOR REPORTING REQUIREMENTS1. The contractor shall submit a monthly progress report, due on the fifth workday, addressingthe status of all active efforts to the COR and CO. The monthly report shall also serve as theofficial reporting for order compliance, and each one will cover progress made for the priormonth. At the conclusion of each deliverable, the contractor shall provide a written memorandum documenting deliverable completion. 2. The monthly progress report shall also identify any problems that may have arisen andprovide an explanation of how each problem was resolved, or where one was not resolved, aplan for how the problem will be resolved.3. The contractor shall take minutes of all formal conference calls and/or meetings heldwith the Program Manager. Copies of these minutes shall be attached to the next monthlyprogress report.4. Monthly progress reports shall contain, but are not limited to, the following:a) Status summaryb) Change request status (new, open, closed since last report)c) Issue status (new, open, closed since last report)d) Schedule statuse) Minutes of status meetings5. The contractor shall notify the Program Manager, COR and the Contracting Officer, inwriting, if problems arise that could have an adverse effect upon the performance of thecontract.INVOICINGVendor Electronic Invoice Submission Methods: Invoices will be submitted via electronic form. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:i. VA s Electronic Invoice Presentment and Payment System The FSC uses athird-party contractor, Tungsten, to transition vendors from paper to electronicinvoice submission. The contractor can go to this website:http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submittingelectronic invoices, free of charge.ii. A system that conforms to the X12 electronic data interchange (EDI) formatsestablished by the Accredited Standards Center (ASC) chartered by theAmerican National Standards Institute (ANSI). The X12 EDI Web site(http://www.x12.org).Vendor e-Invoice Set-Up Information: The contractor may contact Tungsten at the phone number or email address listed below to begin submitting electronic invoices to the VA Financial Services Center for payment processing, free of charge. If the contractor has questions about the e-invoicing program or Tungsten, the FSC can be contacted at the phone number or emailaddress listed below:i. Tungsten e-Invoice Setup Information: 1-877-489-6135ii. Tungsten e-Invoice email: VA.Registration@Tungsten-Network.comiii. FSC e-Invoice Contact Information: 1-877-353-9791iv. FSC e-invoice email: vafsccshd@va.govCONFIDENTIALITY AND NONDISCLOSUREIt is agreed that:1. The preliminary and final deliverables and all associated working papers, application sourcecode and other material deemed relevant by VA that have been generated by the contractor inthe performance of this contract are the exclusive property of the U.S. Government and shall besubmitted to the Contracting Officer at the conclusion of the contract. These deliverables will beprovided to VA in an editable format.2. The Contracting Officer will be the sole authorized official to release, verbally or in writing, anydata, draft deliverables, final deliverables, or any other written or printed materials pertaining tothis contract. No information shall be released by the contractor. Any request presented to thecontractor for information relating to this contract shall be submitted by the contractor to theContracting Officer for response.3. Press releases, marketing material or any other printed or electronic documentation related tothis project shall not be publicized without the written approval of the Contracting Officer.Security Requirements1. The contracted personnel will not have access to VA information systems or sensitiveinformation and will be escorted by VA authorized staff while onsite at VA facility.2. The C&A requirements do not apply, and a Security Accreditation Package is not required.Records Management1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33;Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part1228.2. Contractor shall treat all deliverables under the contract as the property of the U.S.Government for which the Government Agency shall have unlimited rights to use, dispose of, ordisclose such data contained therein as it determines to be in the public interest.3. Contractor shall not create or maintain any records that are not specifically tied to orauthorized by the contract using Government IT equipment and/or Government records.4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that containsinformation covered by the Privacy Act of 1974 or that which is generally protected by theFreedom of Information Act.5. Contractor shall not create or maintain any records containing any Government Agencyrecords that are not specifically tied to or authorized by the contract.6. The Government Agency owns the rights to all data/records produced as part of this contract.7. The Government Agency owns the rights to all electronic information (electronic data,electronic information systems, electronic databases, etc.) and all supporting documentationcreated as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.8. Contractor agrees to comply with Federal and Agency records management policies, includingthose policies associated with the safeguarding of records covered by the Privacy Act of 1974. Thesepolicies include the preservation of all records created or received regardless of format [paper,electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].9. No disposition of documents will be allowed without the prior written consent of the ContractingOfficer. The Agency and its contractors are responsible for preventing the alienation orunauthorized destruction of records, including all forms of mutilation. Willful and unlawfuldestruction, damage or alienation of Federal records is subject to the fines and penalties imposed by18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyedwithout regard to the provisions of the agency records schedules.10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in anycontractual relationship (sub-contractor) in support of this contract requiring the disclosure ofinformation, documentary material and/or records generated under, or relating to, this contract.The Contractor (and any sub-contractor) is required to abide by Government and Agency guidancefor protecting sensitive and proprietary information.
241-NETWORK CONTRACT OFFICE 01 (36C241)
Department of Veterans Affairs Medical Center
04330
ONE VA CENTER TOGUS ME 04330
Divianna Mathurin, Contract Specialist, Phone 914-325-3258, Email divianna.mathurin@va.gov
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