This is a service / maintenance or supply contract in Tampa, Florida. Contact the soliciting agency for additional information.

Page 1 of Page 1 of SOURCES SOUGHT NOTICE WATER PROCESSING SYSTEMS MAINTENANCE SERVICE RFI NO.: 36C24823Q0232 12/01/2022 1. NOTIFICATION: THIS IS NOT A SOLICITATION ANNOUNCEMENT. THIS IS A SOURCES SOUGHT NOTICE ONLY This is neither a solicitation notice nor a request for proposal or quotes and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs (VA) toward a contract award. This Sources Sought Notice is intended for information and planning purposes only at this time. No evaluation letters and/or results will be issued to the respondents. No solicitation exists. Therefore, do not request a copy of a solicitation. The Department of Veterans Affairs (VA), VISN 8, Network Contracting Office 8 (NCO 8), is seeking information and potential qualified sources capable of meeting the following requirements: DIALYSIS WATER PROCESSING SYSTEM PREVENTATIVE MAINTENANCE SERVICES for the James A. Haley Veterans Hospital, Tampa, FL. The purpose of this notice is to gain knowledge of potential qualified sources and their business size classifications listed below relative to the below listed North American Industry Classification System (NAICS) Code. This notice will help the VA in determining available potential sources only. Responses to this notice will be used by the Government to make appropriate acquisition decisions. Do not contact VA Medical Center staff regarding this requirement, as they are not authorized to discuss this matter related to this procurement action. After review of the responses to this Sources Sought Notice, a solicitation announcement may be published in Beta.SAM.gov, also known as Contract Opportunities. Responses to this Sources Sought Notice are NOT considered adequate responses to the solicitation announcement. All interested responders will have to submit a proposal to any resulting solicitation announcement to be considered for evaluation for any future contract award. 2. SCOPE OF WORK BACKGROUND: The Department of Veterans Affairs (VA), Network Contracting Office 8 (NCO 8), is seeking sources to provide Dialysis Water Treatment Equipment Preventative Maintenance Services. The Contractor shall perform to the standards in accordance with the Statement of Work (SOW), dated 12/01/2022. This SOW requires the work to be performed by qualified Contract Professionals, and they will hereafter be referred to as Contractors. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved service personnel performing Dialysis Water Treatment Equipment Preventative Maintenance Services at the James A Haley Veterans Hospital to the Contracting Officer and/or the COR with any solicitation requirements. Contractor shall make revisions to this documentation whenever service personnel are assigned or re-assigned to the James A Haley Veterans Hospital. The Contracting Officer and COR reserves the right to request authentication of certificates or credentials from the Contractor at any time for any personnel who are providing services at the James A Haley Veterans Hospital. The contractor will not require access to VA sensitive information, therefore the Certification and Accreditation (C&A) requirement in accordance with (IAW) VA Handbook 6500.6 Contract Security does not apply. STATEMENT OF WORK (SOW): The Contractor shall furnish all labor, supervision, management, quality, certification, and travel to provide Dialysis Water Treatment Equipment Preventative Maintenance Services for the James A Haley Veterans Hospital in accordance with the Statement of Work (SOW), dated 12/01/2022. (See attachment below). 3. LOCATION: James A Haley Veterans Hospital Facilities listed in the SOW, dated 12/01/2022. 4. PERIOD OF PERFORMANCE: Period of Performance shall start from the date of award/effective date for a Base Year and Four (4) Option Years. 5. CONTRACTING OFFICER - POINT OF CONTACT: All responses and questions will be addressed by the Contracting Officer and must be received via e-mail to kim.tucker1@va.gov. Telephone responses will not be accepted. Kim C. Tucker Contracting Officer Kim.Tucker1@va.gov Network Contracting Activity 8 (NCO 8) 8875 Hidden River Pkwy, SUITE 560 Tampa, FL 33637 6. RESPONSE DUE DATE: Please provide the requested information by e-mail to Kim.Tucker1@va.gov no later than (NLT) the date and time provided below: Thursday, 08 DEC 2022, no later than 3:00 PM Eastern Standard Time. 7. NORTH AMERICAN INDUSTRIAL CLASSIFICATION SYSTEM (NAICS) CODE: NAICS CODE: 811219/811210 NAICS DESCRIPTION: Electronic Equipment Repair and Maintenance Service NAICS BUSINESS SIZE: $30.0 MILLION 8. BUSINESS INFORMATION: If you are interested and can provide the required services, please provide the below requested information on your written response to this Sources Sought Notice: Business Name: ________ Business Address: Street: _________________, City, State, Zip Code: _____________, County: ____________, Business Website: _____________ Point of Contact: Name: _________________, Telephone: _____________, E-mail Address: _________, UNIQUE ENTITY ID (UEI) from SAM.gov.: _________ 9. BUSINESS SIZE: If you are interested and can provide the required services, pursuant to the above NAICS Code 811219/811210, and Business Size Standard $30.0 M, please provide the following business size information such as, but not limited, on your written response to this Sources Sought Notice: Service-Disabled Veteran Owned Small Business (SDVOSB) (Certified) Veteran Owned Small Business (VOSB) Women Owned Small Business (WOSB) Small Business (Disadvantaged) Small Business (Emerging Non-profit organization Hubzone Business Large Business Other: _____________ 10. SUBCONTRACTS: If a solicitation is issued for this requirement and if you intend to subcontract any work on any resulting this contract, what portion of the total cost will be self-performed performed by your businessPlease provide an estimated detailed percentage breakdowns related to sub-contracted work and completion of the service requested. 11. GOVERNMENT CONTRACTS: CONTRACT INFORMATION: Does your business have any Government Contracts with any of the below listed Government Agencies If so, please provide the Agency, Contract Number and the Contracting Officer Point of Contact Information Federal Supply Schedule (FSS) contract with the GSA Veterans Administration: National Acquisition Center (NAC)Strategic Acquisition Center (SAC) Tactical Acquisition Center (TAC) Other Government Agencies CONTRACT AVAILABILITY: If you are a Government Contract holder, are the items/services you are providing information for available on your schedule/contract If so, please provide a copy of your contract and applicable pricing schedule. 12. GENERAL PRICING: General estimated pricing of your service/products/solution is encouraged. Estimated pricing will be used for the purpose of market research only and to help determine price reasonableness. Pricing will not be used to evaluate for any type of contract award. 13. CAPABILITY STATEMENT: If your business can provide the required service, please provide a summary of your company s technical capabilities and ability to provide the required item/service in accordance with the attached SOW, dated 12/01/2022. 14. SOW FEEDBACK: Please review the applicable SOW and provide any feedback or any suggestions. If none, please reply as Not Applicable. 15. DISCLAIMER This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. This Notice does not commit the government to contract for any supplies or services. All information received in response to this Notice that are marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Notice. No reimbursement will be made for any costs associated with providing information in response to this announcement. The Government will not pay for any information or administrative cost incurred in response to this Sources Sought Notice. Any further information submitted by respondents to this notice is strictly voluntary. Requests for solicitation will not receive a response as a solicitation is not currently available. Responses to this Sources Sought Notice is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. If a solicitation is issued, it will be announced at a later date and information will be posted on the Sam.gov Contracting Opportunities web site. All qualified interested parties must respond to that Request For Quote/Proposal Solicitation Notice separately from the response to this Sources Sought Notice to be considered for award. ATTACHMENTS: 1. SOW, dated 12/01/2022 STATEMENT OF WORK DIALYSIS WATER TREATMENT EQUIPMENT MAINTENANCE SERVICE 12/01/2022 GENERAL INFORMATION Title of Project: Maintenance Contract for Dialysis Water Treatment Equipment Scope of Work: The contractor shall provide all management, tools, supplies, equipment, labor, chemicals, laboratory services, maintenance of the Dialysis Water Treatment room to provide quality water intended for the use in the delivery of Hemodialysis for the James A. Haley Veterans Hospital, Tampa FL. Work shall comply with AAMI (Association for the Advancement of Medical Instrumentation) Water Treatment Equipment for Hemodialysis Applications Standards and The Joint Commission requirements. Background: The Department of Veterans Affairs (VA), Veterans Health Administration (VHA) requires Reverse Osmosis (RO) Systems for VA Dialysis Centers throughout the United States, including Alaska, Hawaii and Puerto Rico. The requirement includes the Reverse Osmosis System, installation, all maintenance services (including corrective and preventive maintenance), and temporary (portable) RO Systems. The RO System is one of the most important systems used during dialysis treatment for Veterans with End State Renal Disease (ESRD). A RO System purifies the water used during dialysis by dissolving inorganic solids and removing bacteria and other infectious agents from treated city water. This critical water purification system ensures safe and effective dialysis treatment for Veterans. Type of Contract: Firm Fixed Price Performance Period: The period of performance for this contract shall be for a base period of one year followed by four one year option periods. Working Hours: The Contractor shall perform all repairs during normal VA business hours, 7:00 AM - 5:00 PM, Monday-Friday, except Federal Holidays, unless otherwise specified. Contractor may work outside normal business hours by arrangement with Contracting Officer s Representative (COR) if such services are provided without additional charge to the government. The COR or designee will approve all overtime charges prior to the initiation of overtime work. Performance Location: The Contractor s primary place of work performance will be at the James A. Haley Veterans Hospital at 13000 Bruce B Downs Blvd, Tampa, FL 33612. CONTRACT AWARD MEETING The contractor shall commence work only when the Contracting Officer (CO) has conducted a kick-off meeting or has elected to waive the meeting. This meeting is very beneficial to the success of the project. Various aspects of work details can be discussed so there is a consistent understanding among all parties. Roles and responsibilities of the Contracting Officer s Representative (COR) are issued by the CO at the meeting. The nature of some small projects may not require a kick-off meeting with the CO. This will be determined on a case-by-case basis by the CO. DESCRIPTION OF WORK The contractor shall provide James A Haley with services, supplies and maintenance of the dialysis water system to included delivery and installation of salt. The contractor shall perform preventative maintenance, disinfection, calibration and service to ensure that equipment listed below functions in conformance with the latest published editions of AAMI and OSHA. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. Preventive maintenance procedures shall be submitted to COR for approval prior to initiation of this service contract. Reviewing operating system diagnostics to ensure that the system is operating to the manufacturer's specifications; Calibrating and lubricating the equipment; Performing remedial maintenance of non-emergent nature; Testing and replacing faulty or worn parts and/or parts which are likely to become faulty, fail, or become worn; Inspecting all cables and bushings and replacement as necessary; Measuring, adjusting, aligning, and calibrating as necessary for optimal performance; Inspecting and replacing where indicated electrical wiring and cables for wear and fraying; Inspecting and replacing where indicated all mechanical components including but not limited to devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, and keyboards for mechanical integrity, safety, and performance; Returning the equipment to full and proper operating condition; Providing documentation of service performed. Parts and assemblies will be repaired or replaced as necessary. An electrical safety inspection will be done at the time of the preventive maintenance and results will be documented. Contractor shall provide services and supplies to maintain the dialysis water treatment room s equipment (See Table 1). In addition to the below equipment there are various pressure gauges, sample ports, automatic/mechanical valves, pressure regulators and backwash timers and apparatuses located in the water treatment room that shall be included as part of the equipment to be maintained. Equipment Manufacturer Serial Number Remote Alarm RA 6 MLE80ba2166C Booster Pump Grundfos Multi Media Filter Mar Cor Purification Inc. 3024917 Water Softener brine tank and components Mar Cor Purification Inc. 3024918 Carbon Tank Worker Mar Cor Purification Inc. 3024919 Carbon Tank Polisher Mar Cor Purification Inc. 3024953 RO System Mar Cor Purification Inc. 23G Storage Tank Mar Cor Purification Inc. 3024923 DI Diverter System Mar Cor Purification Inc. UV Meter Aqua Azul Corp UV Light Aqua Azul Corp IJ-15-11-777-BF-1-C Water Pump (2 Each) redistribution pump Grundfos C4JZ20126P11032 Pump/UV Control Box Table 1: List of Equipment in the Water Treatment Room Table 2: Frequency of Service The contract shall include one (1) comprehensive scheduled maintenance inspection (preventive maintenance) to be performed at a mutually agreeable time scheduled through the COR. Contractor shall perform at a minimum the below listed scheduled maintenance, deliverables, and corrective actions: Sanitizing of storage tank and distribution loop piping with disinfectant that meets manufacturer recommendation and AAMI standards and verifying with correct test strips that all chemical is clear from the system to be performed monthly or as needed. Provision and exchange of pre-RO filter cartridges. Filters to be exchanged monthly. Supply to be provided every 6 months or as needed. Provision and exchange of all other filters to be performed annually or as needed. Cleaning of the RO membranes with Low and High pH cleaners and verifying with correct test strips that all chemical is clear from the system to be performed quarterly or as needed. Collection of product water from the RO and shipment to the appropriate lab for AAMI analysis to be performed semi-annually or as needed Inspection and replacement of UV Lamp, UV Quartz Sleeve, and UV O-rings annually or as needed. Inspect and tighten all electrical screws in the control box and high voltage wires to starter motor as necessary. Inspect ECM-100 controller/monitor for accuracy and recalibrate as necessary. Provision and exchange of mixed bed DI tanks. System will have a minimum of 2 DI tanks. Exchange to be performed a minimum of every 6 months. Cleaning of the temperature blending valve screen and salt tank to be performed annually or as needed. Re-bedding of central RO carbon tanks to be performed annually or as needed. Calibration of booster pump pressures and expansion tank air pressure to be performed annually or as needed. Perform and provide parts for annual preventive maintenance on RO system per manufacture guidelines. The contractor shall guarantee all resin used in tanks must be from a 510K medically approved plant. Proof of 510K certification must be provided. System is to be sanitized as needed following any work performed. The contractor shall present any equipment or materials replaced to the VA COR for inspection and/or evaluation prior to its removal or disposal. The Contractor will provide all replacement parts required for restore the Dialysis water system to fully operational condition and within the manufacturer's specifications. All parts must meet or exceed manufacturer s factory specifications to maintain compatibility with systems presently in place and with future performance/reliability upgrades. Parts removed (replaced) by the Contractor become property of the Contractor. In the event of a system failure of RO System: Contractor shall install carbon if applicable, and DI Tanks setup capable of supplying adequate amount of water to continue treatment and provide a minimum of one megohm-cm or greater specific resistivity at 25 AC within four hours of notification of RO failure. The VA shall not provide 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 (e.g., operational and service manuals, schematics, and parts lists) 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. Any charges for parts, manuals, tools, or software required to successfully complete any service required are included within this contract and it s agreed upon price unless specifically stated in writing otherwise. DELIVERABLES Salt Contractor shall supply bagged salt for the water softener located in the Water Treatment Room 2B 241 (Hemodialysis). Salt shall be delivered directly to brine tanks utilizing the contractor s own labor personnel and equipment. Contractor shall fill brine tank with sufficient quantity of salt to minimize the number of trips and visually check softeners and brine tanks for correct operation and perform hardness test on softeners product water to ensure hardness levels are acceptable. The contractor shall clean any residue or spillage as a result of the work performed. SPECIAL INSTRUCTIONS All routine work shall be scheduled through the Dialysis Equipment Technicians or Dialysis Supervisor. The contractor shall check in with the VA Police Dispatch office after hours, upon arrival at the facility to obtain proper identification and access prior to initiating work. The contractor shall contact the Biomedical Department or Dialysis Supervisor at 813-972-2000 ext. 2993 or ext. 6870 to notify them they are on-station, and also prior to leaving the station, the contractor shall contact them to provide a written copy of services and/or products supplied and report observations on the equipment and product quality. In order to be easily recognizable, all contractor personnel shall wear distinctive identification, such as, nametag, badge, uniform, patch, etc. On approved overtime, contractor shall report to Hospital Police, E.R. Lobby. Documentation - At the conclusion of each repair or scheduled maintenance visit, the contractor shall provide a written service report indicating the date of service, the Bar Code Number (EE#), the model, serial number, and location of the equipment serviced, the name of the service representative, the hours worked (arrival and departure), the services performed, and parts replaced. The reports will be delivered to Biomedical Engineering for signature when work is complete. During non-standard hours, report will be taken to Hospital Police, Dialysis Equipment Technicians, or Dialysis Supervisor for signature. Additionally, service personnel shall log all arrivals and departure in a service log provided by James A Haley. QUALIFICATIONS Each respondent must have an established business, with an office and full-time staff to include a "fully qualified" field service engineer (FSE) and a "fully qualified" FSE who will serve as backup. "Fully qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program of the equipment identified. For field experience, the FSE(s) has a minimum of two years experience with respect to scheduled and unscheduled preventive and remedial maintenance of Dialysis water systems. The FSE(s) shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "fully qualified" competent FSE(s). The Contractor shall provide written assurance to the competency of their personnel and a list of credentials of approved FSE(s) for each make and model the Contractor services at the VA. The Contracting Officer (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 VA equipment. The CO and/or Contracting Officer's Representative (COR) specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VA equipment. If subcontractors are used, the CO must approve them in advance. The Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. GOVERNMENT RESPONSIBILITES The government will make the equipment available in accordance with the established schedule for the work. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. TRAINING The contractor shall provide yearly training to COTR and assigned designees with the equipment function, routine maintenance and water testing. The Certification and Accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required for this SOW. With No Sensitive Data but Requires Training VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE VA INFORMATION CUSTODIAL LANGUAGE: a. 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. b. 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. c. 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. d. 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. 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 COR 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. LIQUIDATED DAMAGES FOR DATA BREACH: a. Consistent with the requirements of 38 U.S.C. A5725, 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. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency. 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. 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. TRAINING: a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training 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 Rules of Behavior before being granted access to VA information and its systems. b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the 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. The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required for this SOW. Records Management Contract Language The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: 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 Part 1228. 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, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 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 by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, 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. 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.]. 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. Compliance & Business Integrity (CBI) Language for Contracts The ____________________________ has a CBI Program. If the contractor detects and/or suspects any noncompliance relative to the revenue cycle when providing treatment to our veterans, he/she is to notify the Contracting Officer s Representative (COR) or the ________ CBI Officer. CBI Awareness training is available on the Talent Management System website. Any contract staff who does VA work is required to take basic compliance awareness training, annual CBI refresher training. Job- specific training may be required for staff in specific positions that relates to the revenue cycle. Contact the ___________ CBI Officer or COR for examples of CBI training that would satisfy this requirement. The contractor is to show proof of completing this training by submitting a completed copy of the VISN 6 CBI Certification Form to the COR. You may contact the _________ CBI Officer for more information regarding CBI training. Rev. 9/2/13 All Contractor, Pharmaceutical Company Representative (PCR), and Healthcare Industry Representatives (HIR) will coordinate with Contracting Officer Representative for instructions so they are in compliance with James A. Haley Veterans Hospital policies: HPM NO. 90-25; JANUARY 2014; HEALTHCARE VENDOR ACCESS AND COMPETENCY HPM NO. 132-04; DECEMBER 2012; SECURITY MANAGEMENT PROGRAM HPM NO. 132 05; DECEMBER 2012; HOSPITAL IDENTIFICATION PROGRAM HPM NO. 11-91; MAY 2013; PHARMACEUTICAL COMPANY REPRESENTATIVES HIR are required to report to MSDU (Room GC-003), immediately after entering the facility. HIR will be required to sign into the monitoring system and print a badge for proper identification. . The Healthcare Industry Representatives for Nutrition and Food Services, Office of Information and Technology, and Social Work Services are in included in this policy; vendors (HIR) for Pharmacy Services are to follow (HPM 11-91) policy. HIR must be sponsored by a physician, a Service Chief, or their designee, for a specified date and a specified case. HIR are not permitted in patient care areas or clinics unless a prior appointment has been made. Pharmaceutical Company Representative (PCR) refers to anyone acting on behalf of a pharmaceutical company or its business partners for the purpose of promoting the use of items managed under the VA formulary process. These items primarily include drugs, but to a lesser extent also include any medical supplies, nutritional supplements, and similar commodities managed under the VA formulary process. a. Sign-In: PCRs may visit VA Medical care facilities no earlier than 8:00 a.m. and stay no later than 3:30 p.m., Monday through Friday, unless they receive prior approval from both the Chief of the Service that they will be visiting and the Chief of Pharmacy. Representatives visiting the JAHVH must sign in at the Pharmacy Administrative Office (Located in Trailer 78) and wear a visitor s badge as well as their company s personal name badge while in the hospital. Vendors: Reference Hospital Memorandum Policy Number 90-25 Healthcare Vendor Access and Competency. Contractors and/or project managers: Will be issued a PIV/ID badge in accordance with the facility PIV Policy. Contactors will contact their assigned VA Contracting Officer Representative (COR) for coordination. Contract Personnel/Sub-Contractors: Contractors are responsible for the daily accountability and identification of all personnel assigned to their respective contract including sub-contractors. Contractors will identify personnel using the following procedures as appropriate. Construction Project contract personnel will report to the contractor for issuance of a temporary self-adhesive identification badge. This badge will be issued on a daily basis and must include the following information: Company name, project number, date and name of individual. Contractor will maintain a daily log of all personnel. Contract personnel not involved in an actual construction project will report to police dispatch for issuance of a numbered badge. A driver s license or photo ID will be required each day upon entering the facility, in exchange for the badge, and will be given back once the badge is returned to police dispatch. The contractor will provide Police Service with a list of names for all sub-contract personnel requiring access to the facility. It is the responsibility of the contractor to update the list as necessary. NPR OPC; CBOCs and Off-site Lease facilities with VA Police staffing: As above with check-in with VA Police. Off-site Lease facilities w/o VA Police staffing: Coordinate with COR, Administrative Officer, or Service Point of Contact. The method of contractor selection has not been determined at this time.