The Veterans Health Administration (VHA) has a recurring requirement for Furniture, Fixtures and Equipment (FF&E) for the Medical Centers, the Community-Based Outpatient Clinics (CBOCs), the Vet Centers, and other outlying clinics and offices throughout the United States and its territories. The contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to satisfy the needs of each ordering activity. Please see Table 1 below for a summary of equipment included in this solicitation. Salient characteristics for each item are included in the following tables. This requirement is in support of the activation of the VA Cape Girardeau Health Care Center. Item(s) are to be delivered to the location specified in section 3.2.1.
Table 1 Package Items Summary
TIMS MVP 4.0
Endoscopy Imaging Recording System, (TIMS 2000 SP Package with Mobile Cart)
The address of the Cape Girardeau Healthcare Center is listed below. Additional information on delivery is located in section 3.2.
VA Cape Girardeau Healthcare Center
711 Mt. Auburn Road
Cape Girardeau, MO 63073
Items shall be delivered no earlier than the estimated delivery start date and no later than the delivery end date listed in Table 2 below.
Table 2 Anticipated Building Outfitting Schedule
Building # & Letter
Est. Delivery Start Date
Est. Delivery End Date
VA Cape Girardeau Health Care Center
Schedule and Order Management
The above delivery schedule is based upon the current construction schedule. The vendor shall not increase prices for a change in delivery date for up to 30 days due to construction delays.
The awardees actual delivery dates will be confirmed by VA upon award.
Post-award the vendor will coordinate delivery prior to beginning any work (see section 2.4). Once the dates have been confirmed, modifications to the schedule are subject to written approval by the COR and the vendor. Schedule changes that are beyond the dates specified in the contract will require approval by the Contracting Officer and a contract modification.
Delivery and Receiving
Delivery and receipt of the proposed items is anticipated to be directed to the location identified below. Confirmation of delivery location will be provided post-award. To coordinate delivery, contact Libby Johnson at (573) 718-3558, Libby.Johnson@va.gov, Lorne Belt at (703) 408-9147 email@example.com.
VA Cape Girardeau Health Care Center Direct Delivery to address detailed in paragraph 2.1.1)
IOT&A Contractor-Provided Warehouse Local to the VHACGHCC
Delivery shall be freight on board (FOB) Destination.
The delivery of items identified in this document shall take place during normal business hours which are defined as: 0800 to 1630 (i.e.: 8:00am to 4:30pm Central Time), Monday through Friday, and excluding Federal Holidays.
Delivery trucks will not be permitted to remain at the loading dock. Trucks shall be unloaded, moved from the dock, and then brought back to the dock if required to haul out any waste, tools, or excess materials.
Labeling of delivered items shall include the VA facilities contract number and VA purchase order number for identification and reference upon receipt of product.
Use of Warehouse
If the vendor requires the use of the Government s activation contractor s warehouse to meet the requirements of this contract the vendor must provide a certificate of insurance prior to the delivery and offloading of the item(s). This insurance certificate must be completed and presented to the activation contractor prior to delivery.
The vendor shall communicate through the VA POC any required coordination requirements.
Clean Up and Disposal
There are no dumpsters available for vendor use.
The removal of waste and/or excess material shall be conducted through the loading dock area. Delivery trucks and/or other vendor vehicles will not be permitted to remain at the loading dock. Vehicles will need to be brought back to the dock if required to remove any waste, tools, or excess materials.
The vendor shall provide CAD drawings (including shop drawings) and specifications for site prep for their product as required.
The vendor shall provide a completed VA Form 6550 with submittal documents for any and all item(s) that may connect to the VA network and medical devices that store sensitive patient information.
Assembly Required: Yes No
Installation Required: Yes No
The vendor is required to manage and coordinate installation at the VA Cape G. with the COR.
On-site assembly and installation of items, and performance of services identified in this document shall take place during normal business hours which are defined as: 0800 to 1630 (i.e.: 8:00am to 4:30pm Central DaylightTime), Monday through Friday, and excluding Federal Holidays.
The vendor is required to define the need for a staging area to accommodate item assembly and installation, if needed. Post-award, this information will be confirmed with the vendor.
The vendor is required to provide tools, labor and materials to complete assembly and installation of the items detailed in this document.
The vendor shall protect all finished spaces and surfaces as required from delivery and installation damage. The vendor shall use covering and protection to the extent necessary to prevent damage to finished spaces. Any damage occurred during delivery and installation is the responsibility of the vendor. The vendor will be responsible for paying for and repairing any damage or noted deficiencies to finished spaces and surfaces that occur as a result of the vendor s (or associated sub-contractors) installation.
During the entire duration of assembly and installation, the vendor will have a competent representative on-site as the vendor s contact, and to serve as the interface between the vendor and VA Cape G. On-site representative can be the installer. All instructions provided from COR to the representative will be binding as if given to the vendor s main contact. The COR may provide specific instructions, however, only the Contracting Officer may change the terms or conditions of the contract.
Use of Premises
During the performance of this contract, work will be carried out on VA Cape G. premises. The vendor will perform all work in such a manner that will cause a minimum interference with VA Cape G. operations and the operations of other contractors on the premises.
The vendor will communicate through the VA POC any required coordination requirements with the GC prior to and during delivery and installation activities.
The project may be an active construction site during delivery and installation. The vendor will take all necessary precautions to protect the premises and all persons and property therein from damage or injury. The vendor will assume responsibility for taking precautions for the vendor’s (and associated subcontractors ) employees, agents, licensees, and permittees. The vendor shall abide by any safety requirements imposed by the GC (e.g., hard hats, safety vests).
VA Cape Girardeau Health Care Center
711 Mt. Auburn Road.
Cape Girardeau, MO 63073
CLIN 1 Endoscopy Imaging Recording System, with Cart (TIMS 2000 SP Mobile Cart Package, With Audio Capture Used as Basis-of-Design)
MFG: TIMS Medical, (or equal)
The Endoscopy Imaging Recording System should have the following characteristics:
Windows 10 Pro 64-bit workstation or equal
27 touchscreen monitor or equal
Min.30 frames per second
Automated input option
Trigger for automated recording
Unlimited video recording length
Automatically saves work at all times
Custom label lists
Archive in DICOM to any PACS/VNA
Archive to CD/DVD, USB, & network
Stopwatch & study timers
Non-destructive video editing
1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.Ã‚Â
2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.Ã‚Â
3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.Ã‚Â
4. JJP VAMC and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of JJP VAMC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.
In the event of Ã‚Â any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to JJP VAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230.
5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [FACILITY] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).
6. The Contractor is required to obtain the Contracting Officer’s approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and JJP VAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.
7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with JJP VAMC policy.Ã‚Â
8. The Contractor shall not create or maintain any records containing any non-public JJP VAMC information that are not specifically tied to or authorized by the contract.Ã‚Â
9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.Ã‚Â
10. John J Pershing VAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which JJP VAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.
11. Training. Ã‚Â All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.Ã‚Â
COR will provide Contractor with Records Management for Everyone to review and attest completion.
Flow down of requirements to Subcontractors
1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.Ã‚Â
2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.