Zeiss AxioScan Slide Scanner

A. GENERAL GUIDANCE 1. Title of Project: Zeiss Axio Scan Service Transaction Number: TBD 2. Scope of Work: Zeiss will provide preventative maintenance and service as needed on the existing Axio Scan slide scanner system in the PTSD Brain Bank lab. The service contract ensures that the investment in the Zeiss system is fully functional and provides reliable and consistent data for PTSD research. The service contract benefits include one preventative maintenance inspection per agreement year (including labor and travel), covered replacement parts, 10% discounts on consumable purchases and instrument upgrades, and scheduled or emergency service visits between the hours of 0800 and 1700 M-F (excluding holidays) from factory trained field service engineers. The Zeiss system is used to digitize human tissue specimens to create high-quality virtual microscope slides. 3. Background: The Zeiss Axio Scan is used often in the PTSD BB lab to combine high speed digitization and outstanding image quality into a fully automated and easy to operate system. The system requires preventative maintenance and service in order to remain functional. 4. Performance Period: 12/18/2024-12/17/2025 5. Type of Contract: This is a firm fixed price service contract. B. CONTRACT AWARD MEETING No kick-off meeting will be required. C. GENERAL REQUIREMENTS Zeiss will provide preventative and as needed service per the quote as described. D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES - Annual preventative maintenance visits - Phone/remote support - Service engineer visits when needed E. EVALUATED OPTIONAL FEATURES N/A F. SCHEDULE FOR DELIVERABLES Preventative maintenance will be performed annually, and other service visits will be completed as needed. G. CHANGES TO THE STATEMENT OF WORK Changes to the SOW must be approved by Dr. Alvarez (investigator), Olivia DeJoie (COR), and the Contracting Officer. H. REPORTING REQUIREMENTS N/A I. TRAVEL Zeiss personnel will travel to the Jamaica Plain facility to perform preventative maintenance and other services as needed. J. GOVERNMENT RESPONSIBILITIES N/A K. CONTRACTOR EXPERIENCE REQUIREMENTS Qualifications of Key Personnel Dr. Bertrand Huber at the PTSD Brain Bank will continue to oversee use and function of the Axio Scan. L. CONFIDENTIALITY AND NONDISCLOSURE Zeiss shall comply with all rules and regulations regarding the delivery and setup of this order. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS Contractor personnel will be on site for maintenance. There is no involvement of PHI or sensitive information and the system is not connected to the VA network or contractor-owned IT devices. RECORDS MANAGEMENT OBLIGATIONS A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists. B. Definitions Federal record as defined in 44 U.S.C. 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. The term Federal record: includes VHA records. does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their VHA contract. may include deliverables and documentation associated with deliverables. C. Requirements 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. 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. In accordance with 36 CFR 1222.32, the 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. VHA 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 VHA or destroyed except 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 any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230. 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 VHA 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). 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 VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract. 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. The VHA 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 VHA 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. Training. 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. ** VHA training for contractors is available in Talent Management System (TMS): Records Management for Records Officers and Liaisons, Item #3873736 D. Flow down of requirements to subcontractors 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. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.