36C10B18R2925-001.docx

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration

VISN-01 NUTRITION AND FOOD SERVICES

MENU MANAGEMENT SOFTWARE

Date: June 1, 2018 Product Description Version Number: 1.6

PRODUCT DESCRIPTION

1.0 REQUIREMENTS

1.1. The mission of the Department of Veterans Affairs (VA), Office of Information & Technology (OI&T), Veterans Health Administration (VHA), is to provide benefits and services to Veterans of the United States. In meeting these goals, OI&T strives to provide high quality, effective, and efficient Information Technology (IT) services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all the points of the Veterans’ health care in an effective, timely and compassionate manner. VA depends on Information Management/Information Technology (IM/IT) systems to meet mission goals.

Veterans Integrated Service Network (VISN)-1, Nutrition and Food Services Chiefs require additional support to provide excellent patient care while maintaining sound business practices. In 2012, they identified the need to replace the Veterans Health Information Systems and Technology Architecture Menu Management System with software to provide Veterans with high quality food that meets patients’ expectations, improves customer service, guarantees patient safety, is in compliance with providers’ diet orders and allows effective cost analysis and production planning.

On May 28, 2013, Computrition Inc. was awarded the contract for base year plus 4 option years to provide the VA NFS facilities in VISN-1 software, licenses, project management, training, food data files, server hardware, and hardware and software support to establish an automated nutrition care management and food operation management system. The current task order is scheduled to end June 27, 2018. VA requires the renewal of the Computrition software support.

1.2. Tasks under this product description shall be performed in VA facilities located in:

a. Manchester VA Medical Center 718 Smyth Road Manchester, NH 03104 POC: Nancy Romano, Mail code 120, Phone: (603)624-4366 x6405

b. Providence VA Medical Center 830 Chalkstone Ave.

Providence, RI 02908-4799 POC: Tracy Uriati, Mail code 120, Phone: (401) 273-7100 x3181

c. VA Boston Healthcare System/ Brockton 940 Belmont Street Brockton, MA 02301 POC: Susan Hartery, Mail code 120, Phone: (774)826-1919

d. VA Boston Healthcare System /West Roxbury 1400 VFW Parkway West Roxbury, MA 02132 POC: Susan Hartery, Mail code 120, Phone: (774)826-1919

e. VA Central Western Massachusetts 421 North Main Street Leeds, MA 01053-9764 POC: Joyce Fredrick, Mail code 120, Phone: (413) 582-3013

f. VA Connecticut Healthcare System/West Haven 950 Campbell Avenue West Haven, CT 06516 POC: Mark Dickerson, Mail code 120, Phone: (203)932-5711 x3192

g. Bedford VA Medical Center 200 Springs Road Bedford, MA 01730 POC: Frank Medeiros, Mail code 120, Phone: (781)687-2552

h. VA Maine Healthcare System 1 VA Center Augusta, ME 04330 POC: Justin Bakaian, Mail code 120, Phone (207)623-8411 x5287

i. White River Junction VA Medical Center 215 North Main Street White River Junction, VT 05009 POC: Maureen Gallagher, Mail code 120, 802-295-9363 x5573

1.3. The Government anticipates travel under this effort to perform the tasks associated with the effort. Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.

The total estimated number of trips in support of the tasks for this effort is 3. Anticipated locations include, estimated at one trip each and three days in duration for one traveler, the following:

All travel must be approved prior to the trip by the Contracting Officer’s Representative (COR).

1.4. In addition to supplying the required commodities the Contractor shall provide software support and maintenance services. This service provides remote Oracle database administration needs for each operation, and includes 24x7x365 access to the Certified Oracle Database Administrator (DBA) Staff. The Oracle database will reside on the existing software server or environment on the VA Network with all required security policies implemented. At a minimum, this Maintenance and support includes:

a. Periodic Performance Analysis

b. Oracle emergency support

c. Reporting and resolving all serious Oracle alert log messages

d. Proactive Database Management

e. Team Support from Professional DBAs

f. Oracle software upgrades and migrations

g. Backup and Recovery support

h. Monitoring of the database environment

i. Immediate response to any database emergency

j. Same Day response to any database non-emergency

k. Regular monitoring of daily maintenance jobs

l. Performs tuning and space optimization available on an as needed basis.

This software supports the facilities in meeting Joint Commission standards related to food safety and patient identification. The software also supports patient centered care initiatives as well as food production and inventory management.

The Contractor shall ensure that each software component is the latest version released by their manufacturer and shall include all field engineering/security changes and/or software updates.

1.5. The period of performance shall be from June 28, 2018 through June 27, 2019 with four (4) 12-month option for continue support, plus one (1) Optional Task for additional licenses and support, if exercised.

1.6. In order to support this requirement, the following table (Table 1) lists the brand name Computrition commodities required:

Table 1 – Brand Name Commodities

VA Boston Healthcare System- Brockton Campus

with DBA-broken out in original agreement

Bedford VA Medical Center (10100S)

24010

Manchester VA Medical Center (10101S)

24010

VA Central Western Massachusetts (10102S)

Providence VA Medical Center (10103S)

VA Maine Healthcare System (10104S)

VA Connecticut Healthcare System-West Haven (10105S)

White River Junction VA Med Ctr (10106S)

VA Boston Healthcare System-West Roxbury (10107S)

1.7. The Contractor shall provide the Contracting Officer’s Representative (COR) with Quarterly Progress Reports in electronic form in Microsoft Word and Project formats. The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding Quarterly.

The Quarterly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. The report shall also include an itemized list of all Electronic and Information Technology (EIT) deliverables and their current Section 508 conformance status. It is expected that the Contractor will keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues.

Deliverables:

A. Quarterly Progress Report

1.8. Optional Task Requirements (if exercised)

The Contractor shall provide additional software licenses, connections, modules, and consulting services up to the quantities stated below. These optional tasks may be exercised at any time, and from time to time, during any period of performance:

2.0 SECTION 508

NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL ELECTRONIC AND INFORMATION TECHNOLOGY PROCUREMENTS

On August 7, 1998, Section 508 of the Rehabilitation Act of 1973 was amended to require that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology, that they shall ensure it 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. Section 508 required the Architectural and Transportation Barriers Compliance Board (Access Board) to publish standards setting forth a definition of electronic and information technology and the technical and functional criteria for such technology to comply with Section 508. These standards have been developed and published with an effective date of December 21, 2000. Federal departments and agencies shall develop all Electronic and Information Technology requirements to comply with the standards found in 36 CFR 1194.

2.1. Section 508 – Electronic and Information Technology (EIT) Standards:

The Section 508 standards established by the Architectural and Transportation Barriers Compliance Board (Access Board) are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure Electronic and Information Technology (EIT). These standards are found in their entirety at: http://www.section508.gov and http://www.section508.gov/acquisition-regulations. A printed copy of the standards will be supplied upon request.

The Contractor shall comply with the technical standards as marked:

2.2. Equivalent Facilitation

Alternatively, offerors may propose products and services that provide equivalent facilitation, pursuant to Section 508, subpart A, §1194.5. Such offerors will be considered to have provided equivalent facilitation when the proposed deliverables result in substantially equivalent or greater access to and use of information for those with disabilities.

2.3. Compatibility with Assistive Technology

The Section 508 standards do not require the installation of specific accessibility-related software or the attachment of an assistive technology device. Section 508 requires that the EIT be compatible with such software and devices so that EIT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software.

2.4. Acceptance and Acceptance Testing

Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the identified Section 508 standards’ requirements for accessibility and must include final test results demonstrating Section 508 compliance.

Deliverables should meet applicable accessibility requirements and should not adversely affect accessibility features of existing EIT technologies. The Government reserves the right to independently test for 508 Compliance before delivery. The Contractor shall be able to demonstrate 508 Compliance upon delivery.

Automated test tools and manual techniques are used in the VA Section 508 compliance assessment. Additional information concerning tools and resources can be found at http://www.section508.va.gov/section508/Resources.asp.

Deliverable:

A. Final Section 508 Compliance Test Results

3.0 INFORMATION TECHNOLOGY USING ENERGY-EFFICIENT PRODUCTS

Not applicable.

4.0 SHIPMENT OF SOFTWARE

Specific delivery details shall be obtained from the COR/POC after award. . All software updates will be pushed to the server from the contractor. The below points of contact will coordinate all software update push requests.

Ship To and Mark For: TBD

Primary:

Alternate:

Name:

Name:

Address:

Address:

Voice:

Voice:

Email:

Email:

5.0

INFORMATION SECURITY CONSIDERATIONS:

The Assessment and Authorization (A&A) requirements do not apply and a Security Accreditation Package is not required.

All VA sensitive information shall be protected at all times in accordance with local security field office System Security Plans (SSP’s) and Authority to Operate (ATO)’s for all systems/LAN’s accessed while performing the tasks detailed in this Product Description.

a. A prohibition on unauthorized disclosure: “Information made available to the contractor or subcontractor 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 VA.” See VA handbook 6500.6, Appendix C, paragraph 3.a.

b. A requirement for data breach notification: Upon discovery 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, the contractor/subcontractor shall immediately and simultaneously notify the COR, the designated ISO, and Privacy Officer for the contract. 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. See VA Handbook 6500.6, Appendix C, paragraph 6.a.

c. A requirement to pay liquidated damages in the event of a data breach: “In the event of a data breach or privacy incident involving SPI the contractor processes or maintains under this contract, the contractor shall be liable to VA for liquidated damages for a specified amount per affected individual to cover the cost of providing credit protection services to those individuals.” See VA handbook 6500.6, Appendix C, paragraph 7.a., 7.d.

d. A requirement for annual security/privacy awareness training: “Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall complete on an annual basis either: (i) the VA security/privacy awareness training (contains VA security/privacy requirements) within 1 week of the initiation of the contract, or (ii) security awareness training provided or arranged by the contractor that conforms to VA’s security/privacy requirements as delineated in the hard copy of the VA security awareness training provided to the contractor. If the contractor provides their own training that conforms to VA’s requirements, they will provide the COR or CO, a yearly report (due annually on the date of the contract initiation) stating that all applicable employees involved in the VA’s contract have received their annual security/privacy training that meets VA’s requirements and the total number of employees trained. See VA Handbook 6500.6, Appendix C, paragraph 9.

e. A requirement to sign VA’s Rules of Behavior: “Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall sign on annual basis an acknowledgement that they have read, understand, and agree to abide by VA’s Contractor Rules of Behavior which is attached to this contract.” See VA Handbook 6500.6, Appendix C, paragraph 9, Appendix D. Note: If a medical device vendor anticipates that the services under the contract will be performed by 10 or more individuals, the Contractor Rules of Behavior may be signed by the vendor’s designated representative. The contract must reflect by signing the Rules of Behavior on behalf of the vendor that the designated representative agrees to ensure that all such individuals review and understand the Contractor Rules of Behavior when accessing VA’s information and information systems.

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