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Statement of Work
Statement of Work for the Haag Streit Octopus 600
Western North Carolina VA HCS Hickory CBOC
SCOPE
This is a firm-fixed price Purchase Order (PO), under which the contractor shall provide
the required products and installation of goods for use by the Eye Clinic at the Hickory Community Based Outpatient Clinic (part of the Western North Carolina VA Health Care System) in Hickory, North Carolina. The Haag Streit Octopus 600. This system is an ophthalmologic perimeter used to diagnose and treat several ailments including: glaucoma, retinal separation, optic nerves pathologies, hypertension, retinal hemorrhage, macular degeneration, and malignant tumors.

SPECIFIC TASKS
Vendor is to provide all requested equipment, un-crating of materials, installation, and in-servicing of equipment meeting the following salient characteristics:
Haag-Streit Octopus 600 Pro with Printer
Haag-Streit Octopus 600 Pro Chinrest
Haag-Streit HSM 600 Table for Slit Lamps & Imaging Small
Haag-Streit DICOM License (per instrument)
HS Installation & Onsite Training for Octopus 600 Pro

3.0 INSPECTION AND ACCEPTANCE
The Contracting Officer s Representative (COR) for the Task Order is a government official who has been delegated specific technical, functional, and oversight responsibilities for this task order. The COR is designated in the COR appointment letter, issued by the Contracting Officer, and is responsible for inspection and acceptance of all services and documents.

3.1 Acceptance Criteria
Certification by the Government of satisfactory services provided is contingent upon the Contractor performing in accordance with the performance standards contained in the Performance Requirements Summary Matrix (Section 6.8.2) and all terms and conditions of this order, including all modifications.

3.2 Contractor Payment Processing
The Contractor is responsible for properly preparing and forwarding to the appropriate Government official, the invoice and receiving report for payment. The Contractor shall invoice in accordance with (IAW) Section B of the task order. The Contractor shall provide an itemized list of materials used in the performance of this task.

3.3 Invoicing and Receiving Report Instructions
The Contractor shall provide an invoice no later than 5 business days after services have been performed. All invoices shall be in electronic format and entered into the Invoice Processing and Payment System (IPPS) vi a OB10. See Attachment 1 for instructions on using OB10. The Contractor shall forward a copy by electronic mail to the COR on the Task Order. All invoices submitted shall contain the following information:

Purchase Order/Task Order Number
Invoice Number
Contractor/Company Name
Invoicing Period
Services Provided
4.0 DELIVERABLES

4.1 Delivery Address
All deliverables shall be submitted to the COR designated in the COR appointment letter.

4.2 Method of Delivery
Electronic copies shall be delivered using Microsoft Office Suite (MS WORD, MS EXCEL, MS POWERPOINT) unless otherwise specified by the COR. Electronic submission shall be made via email, unless otherwise agreed to by the COR.

4.3 Shipping
The Contractor will use a freight shipping company to deliver materials to VAMC. The Contractor shall be responsible for any and all delivery charges outside of the approved shipping charges listed on the contract. Any overages or additional freight due needs to be clearly addressed to the Contractor. Delivery of materials should be scheduled during normal business hours Monday through Friday from 7:00a to 4:00p, excluding Federal Holidays.

4.4 Government Acceptance Period
The COR will have ten (10) workdays to review draft deliverables and make comments. The Contractor shall have five (5) workdays to make corrections. Upon receipt of the final deliverables, the COR will have two (2) workdays for final review prior to acceptance or providing documented reasons for non-acceptance. Should the Government fail to complete the review within the review period the deliverable will become acceptable by default, unless prior to the expiration of the ten (10) workdays the Government notifies the Contractor in writing to the contrary. The final submission should be deemed approved if the Government has not rejected it in thirty (30) calendar days.

The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor s accepted quote. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor shall have five (5) workdays to correct the rejected deliverable and return it per delivery instructions.

4.5 Delivery Schedule Abbreviations
The following abbreviations are used in the delivery/deliverable schedule:

Abbreviation
Definition
CO
Contracting Officer
COR
Contracting Officer's Technical Representative for the Task order
CS
Contract Specialist
DA
Days after
DACA
Days after contract award (award of this order)
DAEOM
Days after the end of the month
Days
Calendar Days unless otherwise specified
DID
Data Item Description
E
Electronic Copy
H
Hard Copy
NLT
Not Later Than
PWS Ref
Performance Work Statement Reference (paragraph number)

5.0 CONTRACT ADMINISTRATION DATA

5.1 Place of Performance
The task will be performed at the physical location of Hickory CBOC 2440 Century Place SE Hickory, NC 28602 to include indoor and outdoor areas as required or as designated by the Government.

5.2 Other Direct Costs (ODCs)
Not applicable for this task

6.0 OTHER TERMS, CONDITIONS, AND PROVISIONS

6.1 Protection of Information

6.1.1 Dissemination of Information/Publishing
There shall be no dissemination or publication, except within and between the Contractor and any subcontractors or specified Integrated Product/Process Team (IPT) members who have a need to know, of information developed under this order or contained in the reports to be furnished pursuant to this order without prior written approval of the COR or the Contracting Officer. VA approval for publication will require provisions which protect the intellectual property of the VA, the property owner, and the Contractor.

6.1.2 Contractor Employees - Contractor Identification
Contractor personnel may be required to attend meetings or otherwise communicate with Government and/or other contract representatives to meet the requirements of this order. Contractor personnel shall wear their company s identification badge while on Government property and make their Contractor status known during introductions. All contractors and/or vendor personnel are required to check in to the facility at Building 47 Room BF156, using the RepTrax (Intellicentrics) Kiosk. Failure to properly check in and wear the printed RepTrax badge clearly will result in removal from facility property. Vendor must have a RepTrax account to log in.

6.1.3 Use of Military Rank by Contractor Personnel
Contractor personnel, while performing in a Contractor capacity, are prohibited from using their retired or reserve component military rank or title in all written or verbal communications associated with the contracts under which they provide services.

6.1.4 Personally Identifiable Information (PII) and Protected Health Information (PHI)

Contractors collecting, storing, or disseminating personal identifiable information (PII) or protected health information (PHI) data must conform to all pertinent regulations, laws, and VA directives related to privacy. Contractors must provide access for VA privacy reviews and assessments and provide appropriate documentation as directed.

6.2 Data Rights
The Government will retain rights to all data produced in the course of developing, deploying, training, using and supporting VA or other federal agencies that utilize this order.

The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which has 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.

The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the 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.

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.

6.3 Quality Assurance
The Government will review Monthly Progress Reports and will attend regular task performance review meetings with the Contractor to survey quality of products and services.

6.3.1 Quality Assurance Surveillance Plan (QASP)
Not applicable for this task. The Government will require all servicing be done IAW industry standards and Federal, State, and Local requirements.
6.3.2 Performance Requirements Summary Matrix
Not applicable for this task

6.3.3 Performance Evaluation Process
The Contractor Performance Assessment Reporting System (CPARS) has been adopted by VA to electronically capture assessment data and manage the evaluation process. CPARS is used to assesses a Contractor s performance and provide a record, both positive and negative, on a given contract during a specific period of time. The CPARS process is designed with a series of checks and balances to facilitate the objective and consistent evaluation of Contractor performance. Both Government and Contractor program management perspectives are captured on the CPAR form and together make a complete CPAR. Once the Assessing Official completes the quoted assessment for the period of performance, the CPAR is released to the appropriate Government Contractor Representative for their review and comments. User ID and Password will be provided to the designated Government Contractor Representative upon issuance of a task order. The Contractor has 30 days after the Government's evaluation is completed to comment on the evaluation. The Government Contractor Representative must either concur or non-concur to each CPAR. If the Contractor concurs with the quoted assessment and the Reviewing Official does not wish to see the CPAR, the Assessing Official may close out the CPAR. Otherwise, they must forward the CPAR to the Reviewing Official for them to review, enter comments if appropriate, and close out. The Reviewing Official may at their option direct the Assessing Official to forward every CPAR to them for review.

6.4 Government Furnished Equipment (GFE)/ Information (GFI)/Property (GFP)
Not applicable for this task

6.5 Section 508 Requirement
The Contractor shall comply with Section 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998.

In December 2000, the Architectural and Transportation Barriers Compliance Board (Access Board), pursuant to Section 508(2) (A) of the Rehabilitation Act Amendments of 1998, established Information Technology accessibility standards for the Federal Government. Section 508(a)(1) requires that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology (EIT), they shall ensure that the EIT allows Federal employees with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by other Federal employees. The Section 508 requirement also applies to members of the public seeking information or services from a Federal department or agency.

6.6 Other Special Considerations

6.6.1 Security Security Privacy Requirements
General - All contractors and contractor personnel shall be subject to the same Federal laws, regulations, standards, and VA policies as VA, and VA personnel, regarding information and information system security. Contractors must follow policies and procedures outlined in VA Directive 6500, Information Security Program and its handbooks to ensure appropriate security controls are in place.

6.6.1.1 Access to VA Information and VA Information Systems
Not applicable for this task

6.6.1.2 VA Information Custodial Requirements
Information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor 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 contracting officer. This clause expressly limits the contractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).
Information generated by a Contractor as a part of the contractor s normal business operations, such as medical records created in the course of providing treatment, is subject to a review by the Office of General Counsel (OGC) to determine if the information is the property of VA and subject to VA policy. If the information is determined by OGC to not be the property of VA, the restrictions required for VA information will not apply.

VA information will not be co-mingled with any other data on the contractors/sub-contractors information systems/media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. VA also reserves the right to conduct IT resource inspections to ensure data separation and on-site inspection of information destruction/media sanitization procedures to ensure they are in compliance with VA policy requirements.

Prior to termination or completion of this contract, contractor will not destroy information received from VA or gathered or created by the contractor in the course of performing this contract without prior written approval by the VA contracting officer. Any data destruction done on behalf of VA by a contractor 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, and applicable VA Records Control Schedules.

The contractor will 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. Applicable Federal information security regulations include all Federal Information Processing Standards (FIPS) and Special Publications (SP) issued by the National Institute of Standards and Technology (NIST). 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 after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies, including FIPS or SP, in this contract.

Contractors collecting, storing, or disseminating personal identifiable information (PII) or protected health information (PHI) data must conform to all pertinent regulations, laws, and VA directives related to privacy. Contractors must provide access for VA privacy reviews and assessments and provide appropriate documentation as directed.

The contractor shall not make copies of VA information except as necessary to perform the terms of the agreement or to preserve electronic information stored on contractor electronic storage media for restoration in case any electronic equipment or data used by the contractor needs to be restored to an operating state.

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 terminate the contract for default or terminate for cause under Federal Acquisition Regulation ( FAR ) part 12.

If a VHA contract is terminated for cause, the associated business associate agreement (BAA) will also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01 Business Associates.

Contractor will store, transport, or transmit VA sensitive information in an encrypted form, using a VA-approved encryption application that meets the requirements of NIST s FIPS 140-2 standard.

The contractor s firewall and Web services security controls, if applicable, shall meet or exceed VA s minimum requirements. VA directives are available on the VA directives Web site at http://www1.va.gov/vapubs/.

Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor 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 will refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

Notwithstanding the provision above, the contractor shall not release medical quality assurance records protected by 38 U.S.C. 5705 or records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus protected under 38 U.S.C. 7332 under any circumstances, including in response to a court order, and shall immediately refer such court orders or other inquiries to the VA contracting officer for response.

The contractor will not use technologies banned in VA in meeting the requirements of the contract (e.g., Bluetooth enabled devices).

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