36C10B19C0034-001.pdf

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Radiotherapy Incident and Analysis Reporting (RIRAS) Medical Software License
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36C10B19Q0451
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PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. DUNS: DUNS+4:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 35

PO 652-S90003

652-19-3-539-0073

36C10B19C0034 see block 31c

Rachel Fromm 732-440-9657

36C10B Department of Veterans Affairs Technology Acquisition Center

23 Christopher Way Eatontown NJ 07724

X

511210

$38.5 Million

X

N/A

X

See Delivery Schedule Department of Veterans Affairs Technology Acquisition Center

23 Christopher Way Eatontown NJ 07724

TSG Innovations, Inc.

201 Leonards Run Pl North Chesterfield, VA 23236

650-331-0066 078698224

Department of Veterans Affairs Technology Acquisition Center Financial Services Center PO Box 149971 Austin TX 78714-8971

See CONTINUATION Page

Radiotherapy Incident Reporting and Analysis System (RIRAS) License This is a Sole Source Acquisition

See Section B.4, Price Schedule and Section B.5 See Product Description for specific requirements Base Period of Performance is 12 months with three 12-month Option Periods

Points of Contact:

Contracting Officer: Asif Damji; asif.damji@va.gov Contracting Specialist: Rachel Fromm; rachel.fromm@va.gov

For Billing Purposes, reference PO 652-S90003

SUBTOTAL

$45,205.00 652-3690152-539-861500-3134 SP80F00A1

PO 652-S90003

X X 1

Asif Damji 06/24/2019Contracting Officer

RAJIEV GROVER, Chief Executive Officer

06-20-2019

36C10B19C0034

1. This Contract 36C10B19C0034 entitled, “Radiotherapy Incident Reporting and Analysis System (RIRAS)” is issued on a Firm-Fixed-Price (FFP) basis, in accordance with the terms and conditions of Contract 36C10B19C0034 thereto.

2. All work shall be performed in accordance with the Performance Work Statement, entitled “Radiotherapy Incident Reporting and Analysis System (RIRAS) Software License” dated May 22, 2019, as set forth in Section B.

3. The Contract period of performance is:

12-month Base Period and three (3) 12-month Option Periods.

4. The total FFP value of this Contract is $199,146.00

Funds in the amount of $45,205.00 have been obligated to fully fund the base period:

5. For billing purposes, invoices shall be submitted as follows:

Purchase Order (PO) 2237 and Appropriation and Accounting Symbols

Total Obligated per PO

652-S90003 652-3690152-539-861500-3134 SP80F00A1 $45,205.00

6. The Contracting Officer’s Representative (COR) is:

NAME: Edwinette Moses ORGANIZATION: Veterans Health Administration EMAIL: Edwiniette.Moses@va.gov PHONE: 804-675-5000 x 3002

7. Performance will be assessed in accordance with the Quality Assurance Surveillance Plan.

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 GOVERNING LAW

B.2 SOFTWARE LICENSE, MAINTENANCE AND TECHNICAL SUPPORT

B.3 CONTRACT ADMINISTRATION DATA

B.4 PRICE SCHEDULE

B.5 PRODUCT DESCRIPTION

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)……………….24

C.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (OCT 2018)

C.3 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)…………………31

C.4 52.222-35 EQUAL OPPORTUNITY FOR VETERANS (OCT 2015)……………………31

C.5 52.222-36 EQUAL OPPORTUNITY FOR WORKERS WITH DISABILITIES (JUL

2014)……………………………………………………………………………………………..33

C.6 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY

2018)………………………………………………………………………………………….….33

C.7 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.8 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984)

C.9 VAAR 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS (JAN 2008) . 34

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 GOVERNING LAW

Federal law and regulations, including the Federal Acquisition Regulations (FAR), shall govern this Contract/Order. Commercial license agreements may be made a part of this Contract/Order but only if both parties expressly make them an addendum hereto. If the commercial license agreement is not made an addendum, it shall not apply, govern, be a part of or have any effect whatsoever on the Contract/Order; this includes, but is not limited to, any agreement embedded in the computer software (clickwrap), any agreement that is otherwise delivered with or provided to the Government with the commercial computer software or documentation (shrinkwrap), or any other license agreement otherwise referred to in any document. If a commercial license agreement is made an addendum, only those provisions addressing data rights regarding the Government’s use, duplication and disclosure of data (e.g., restricted computer software) are included and made a part of this Contract/Order, and only to the extent that those provisions are not duplicative or inconsistent with Federal law, Federal regulation, the incorporated FAR clauses and the provisions of this Contract/Order; those provisions in the commercial license agreement that do not address data rights regarding the Government’s use, duplication and disclosure of data shall not be included or made a part of the Contract/Order. Federal law and regulation including, without limitation, the Contract Disputes Act (41 U.S.C. § 7101 et seq.), the Anti-Deficiency Act (31 U.S.C. § 1341 et seq.), the Competition in Contracting Act (41 U.S.C. § 3301 et seq.), the Prompt Payment Act (31 U.S.C. §3901 et seq.), Contracts for Data Processing or Maintenance (38 USC § 5725), and FAR clauses 52.212-4, 52.227-14, 52.227-19 shall supersede, control, and render ineffective any inconsistent, conflicting, or duplicative provision in any commercial license agreement. In the event of conflict between this Clause and any provision in the Contract/Order or the commercial license agreement or elsewhere, the terms of this Clause shall prevail. Claims of patent or copyright infringement brought against the Government as a party shall be defended by the U.S. Department of Justice (DOJ). 28 U.S.C. §

516. At the discretion of DOJ, the Contractor may be allowed reasonable participation in the defense of the litigation. Any additional changes to the Contract/Order must be made by contract/order modification (Standard Form 30) and shall only be effected by a warranted Contracting Officer. Nothing in this Contract/Order or any commercial license agreement shall be construed as a waiver of sovereign immunity.

B.2 SOFTWARE LICENSE, MAINTENANCE AND TECHNICAL

SUPPORT:

(1) Definitions.

(a) Licensee. The term “licensee” shall mean the U.S.

Department of Veterans Affairs (“VA”) and is synonymous with “Government.”

(b) Licensor. The term “licensor” shall mean the contractor having the necessary license or ownership rights to deliver license, software maintenance and support of the computer software being acquired. The term “contractor” is the party identified in Block 17a on the SF1449. If the contractor is a reseller and not the Licensor, the contractor remains responsible for performance under this order.

(c) Software. The term “software” shall mean the licensed computer software product(s) cited in the Schedule of Supplies/Services.

(d) Maintenance. The term “maintenance” is the process of enhancing and optimizing software, as well as remedying defects. It shall include all new fixes, patches, releases, updates, versions and upgrades, as further defined below.

(e) Technical Support. The term “technical support” refers to the range of services providing assistance for the software via the telephone, email, a website or otherwise.

(f) Release or Update. The term “release” or “update” are terms that refer to a revision of software that contains defect corrections, minor enhancements or improvements of the software’s functionality.

This is usually designated by a change in the number to the right of the decimal point (e.g., from Version 5.3 to 5.4). An example of an update is the addition of new hardware.

(g) Version or Upgrade. The term “version” or “upgrade” are terms that refer to a revision of software that contains new or improved functionality. This is usually designated by a change in the number to the left of the decimal point (e.g., from Version 5.4 to 6).

(2) Software License

(a) Unless otherwise stated in the Schedule of Supplies/Services, the Performance Work Statement or Product Description, the software license provided to the Government is a perpetual, nonexclusive license to use the software

(b) The Government may use the software in a networked environment.

(c) Any dispute regarding the license grant or usage limitations shall be resolved in accordance with the Disputes Clause incorporated in FAR 52.212-4(d).

(d) All limitations of software usage are expressly stated in the Schedule of Supplies/Services and the Performance Work Statement/Product Description.

(3) Software Maintenance and Technical Support

(a) If the Government desires to continue software maintenance and support beyond the period of performance identified in this contract or order, the Government will issue a separate contract or order for maintenance and support. Conversely, if a contract or order for continuing software maintenance and technical support is not received the contractor is neither authorized nor permitted to renew any of the previously furnished services.

(b) The contractor shall provide software support services, which includes periodic updates, enhancements and corrections to the software, and reasonable technical support, all of which are customarily provided by the contractor to its commercial customers so as to cause the software to perform according to its specifications, documentation or demonstrated claims.

(c) Any telephone support provided by contractor shall be at no additional cost.

(d) The contractor shall provide all maintenance services in a timely manner in accordance with the contractor’s customary practice or as defined in the Performance Work Statement/Product Description.

However, prolonged delay (exceeding 2 business days) in resolving software problems will be noted in the Government’s various past performance records on the contractor (e.g., www.ppirs.gov).

(e) If the Government allows the maintenance and support to lapse and subsequently wishes to reinstate it, any reinstatement fee charged shall not exceed the amounts that would have been charged if the Government had not allowed the subscription to lapse.

(4) Disabling Software Code. The Government requires delivery of computer software that does not contain any code that will, upon the occurrence or the nonoccurrence of any event, disable the software.

Such code includes but is not limited to a computer virus, restrictive key, node lock, time-out or other function, whether implemented by electronic, mechanical, or other means, which limits or hinders the use or access to any computer software based on residency on a specific hardware configuration, frequency of duration of use, or other limiting criteria. If any such disabling code is present, the contractor agrees to indemnify the Government for all damages suffered as a result of a disabling caused by such code, and the contractor agrees to remove such code upon the Government’s request at no extra cost to the Government. Inability of the contractor to remove the disabling software code will be considered an inexcusable delay and a material breach of contract, and the Government may exercise its right to terminate for cause. In addition, the Government is permitted to remove the code as it deems appropriate and charge the Contractor for consideration for the time and effort expended in removing the code.

(5) Manuals and Publications. Upon Government request, the contractor shall furnish the most current version of the user manual and publications for all products/services provided under this contract or order at no cost.

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TSG Innovations, Inc.

201 Leonards Run Place

North Chesterfield, VA 23236 http://www.ppirs.gov/

POC: Rajiev Grover; Tel: 650-331-0066

b. GOVERNMENT: Asif Damji, Contracting Officer 36C10B

Department of Veterans Affairs

Technology Acquisition Center

23 Christopher Way

Eatontown NJ 07724

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other []

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs

Technology Acquisition Center

Financial Services Center

PO Box 149971

Austin TX 78714-8971

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.4 Price Schedule

All deliverables will be destination inspection, acceptance and F.O.B.

Inspection/Acceptance: Destination

All electronic deliverables shall be submitted to the Department of Veterans Affairs Project Manager and Contracting Officer’s Representative.

The base period of performance (PoP) shall be 12 months from date of award.

The overall contract PoP shall not exceed 48 months.

Days used in the table below refer to calendar days unless otherwise stated. Deliverables with due dates falling on a weekend or holiday shall be submitted the following Government work day after the weekend or holiday.

Base Period-The Base Period of Performance (PoP) shall be One (1) Year from Award Date

CLIN DESCRIPTION QTY UNIT UNIT

PRICE

TOTAL

PRICE

0001 Project Management and Reporting in accordance with (IAW) paragraphs 1.1.1 Product Description (PD).

The PoP of the Base Period shall be 12 months from date of award.

The cost of Contract Line Item Number (CLIN) 0001 and Sub-line Item Numbers (SLIN) 0001AA- shall be included and allocated to CLIN 0002.

12 MO NSP NSP

0001AA Quarterly Status Report IAW PD Paragraph 1.1.1

Quarterly Status Report shall be due quarterly throughout the period of performance (PoP).

Electric submission to: VA PM, COR, CO

Inspection: destination Acceptance: destination

4 LO NSP NSP

0002 Radiotherapy Incident Reporting and Analysis System (RIRAS) License and Ongoing Support, inclusive of Installation, Implementation and Configuration, and Testing IAW Product Description (PD) Paragraphs 1.0,1.1, 1.1.2 through 1.1.4.1

This license shall include unlimited number of clients to access the website and unlimited number of facility licenses to use the software within the VA intranet.

RIRAS license and Installation shall be complete 45 days after award of the contract.

1 EA $43,230.00 $43,230.00

The price of all labor, software and services for successful completion of the task and deliverables IAW Product Description (PD) Paragraphs 1.0,1.1,

1.1.2 through 1.1.4.1 shall be included in this CLIN.

Electric submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

0002AA RIRAS Enterprise Software License (TSG-RIRAS1) IAW PD Paragraph 1.1.2.

RIRAS enterprise software license (TSG- RIRAS1) shall be due upon installation.

Electric submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

1 LO NSP NSP

0002AB Installation Report IAW PD paragraph 1.1.3.

Installation Report shall be due within five

(5) business days of completion of installation, implementation and configuration.

Electric submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

1 EA NSP NSP

0002AC RIRAS Test Report IAW PD Paragraph 1.1.4.

RIRAS Test Report shall be due within five (5) business days of completion of installation, implementation and configuration.

Electric submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

1 EA NSP NSP

0003 One Virtual Web-Based application-based training course to the designated VA staff from the program office on the technical aspects of the RIRAS software shall be provided IAW PD paragraph 1.2.

One Virtual Web-Based application-based Training course shall be due within 15

1 EA $1,975.00 $1,975.00

days after successful system installation and testing.

Electric submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

0003AA Training Materials IAW PD paragraph 1.2.

Training Materials shall be due within 15 days after successful system installation and testing.

This item shall not be billed separately.

1 EA NSP NSP

0003AB RIRAS User Guide IAW PD paragraph 1.2.

RIRIAS User Guide shall be due within 15 days after successful system installation and testing.

This item shall not be billed separately.

1 EA NSP NSP

Base Year Total $45,205.00

Option Year One This 12-month option may be exercised in accordance with FAR 52.217-9, Option to Extend the

Term on the Contract (MAR 2000). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer.

CLIN DESCRIPTION QTY UNIT UNIT

PRICE

TOTAL

PRICE

1001 Radiotherapy Incident Reporting and Analysis System (RIRAS) license for one year, inclusive of ongoing support IAW Product Description (PD) Paragraphs 1.5.

RIRAS license shall be provided within 15 days of award of the modification to exercise Option Period One.

This license shall include unlimited number of clients to access the website and unlimited number of facility licenses to use the software within the VA intranet.

Electric submission to: VA PM, COR, CO

Inspection: destination Acceptance: destination

1 EA $ $46,508.00

Option Year One Total $46,508.00

Option Year Two This 12-month option may be exercised in accordance with FAR 52.217-9, Option to Extend the

Term on the Contract (MAR 2000). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer.

CLIN DESCRIPTION QTY UNIT UNIT

PRICE

TOTAL

PRICE

2001 Radiotherapy Incident Reporting and Analysis System (RIRAS) license for one year, inclusive of ongoing support IAW Product Description (PD) Paragraphs 1.5.

RIRAS license shall be provided within 15 days of award of the modification to exercise Option Period Two.

This license shall include unlimited number of clients to access the website and unlimited number of facility licenses to use the software within the VA intranet.

Electric submission to: VA PM, COR, CO

Inspection: destination Acceptance: destination

1 LT $ $51,159.00

Option Year Two Total $51,159.00 Option Year Three

This 12-month option may be exercised in accordance with FAR 52.217-9, Option to Extend the Term on the Contract (MAR 2000). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer.

CLIN DESCRIPTION QTY UNIT UNIT

PRICE

TOTAL

PRICE

3001 Radiotherapy Incident Reporting and Analysis System (RIRAS) license for one year, inclusive of ongoing support IAW Product Description (PD) Paragraph 1.5.

RIRAS license shall be provided within 15 days of award of the modification to exercise Option Period Three.

This license shall include unlimited number of clients to access the website and unlimited number of facility licenses to use the software within the VA intranet.

Electric submission to: VA PM, COR, CO

Inspection: destination Acceptance: destination

1 LT $ $56,275.00

Option Year Three Total $56,275.00 Total Base Year + Three Option Years Total $199,146.00

SIMPLIFIED ACQUISITION

PROCEDURES (SAP) PRODUCT

DESCRIPTION

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration National

Radiation Oncology Program

Radiotherapy Incident Reporting and Analysis System Software License

Date: May 21, 2019

TAC-19-55566

SAP Product Description Version Number: 3 .3

Radiotherapy Incident Reporting and Analysis System (RIRAS) Software License

TAC Number: TAC-55566

1.0 BACKGROUND

The Under Secretary for Health (USH), through the National Radiation Safety Committee, requires the VA National Radiation Oncology Program (NROP) office in cooperation with the National Health Physics Program (NHPP) to establish a program to electronically collect adverse clinical radiotherapy events and "good catch" (near miss) event data for approximately 15,000 Veterans treated with radiotherapy annually at 40 VHA facilities that offer radiation oncology services. The Commercial Off-the-Shelf (COTS) software identified for this program is called Radiotherapy Incident Reporting and Analysis System (RIRAS). The deployment of RIRAS medical event reporting software will enhance the quality and safety of radiotherapy delivered to veterans at VHA facilities.

1.1 REQUIREMENTS

The RIRAS medical software shall encompass the entire feedback loop by reporting an incident, analyzing the event for root cause, and developing interventions to prevent recurrence. This medical event reporting software shall have tools to perform analysis of radiotherapy incidents and good catches and ability to define corrective actions and policy guidance to the field and the relevant and Radiation Oncology. The analysis reports with corrective, learning actions should be shareable with the reporter/facility and made public to the community (after de-identification) as part of the learning process. The Radiotherapy Incident Reporting and Analysis Software shall have the following functionalities:

1. Enables reporting of incidents by clinicians and users at radiation oncology facilities or from any anonymous reporters.

2. Enable National Health Physics Program and National Radiation Oncology Program staff to analyze reported incidents.

3. Create summary of incident reports

4. Create patient safety work products.

5. Maintains database of incidents with search and retrieve capabilities.

6. Displays statistics of reported incidents graphically

7. Ensures privacy of patients and event reporter information.

The RIRAS medical software shall use dataset radiotherapy specific medical taxonomies and data dictionaries defined in AAPM and ASTRO reports on error reporting. The peer review publication on these taxonomies can be found at https://www.ncbi.nlm.nih.gov/pubmed/23231278. The RIRAS software will record clinical, event-based data and clinicians will be able to derive clinical best practices and practice improvements.

https://www.ncbi.nlm.nih.gov/pubmed/23231278

The RIRAS software shall have the workflow to analyze the radiotherapy reported incidents, identify vulnerabilities of clinical processes, provide tools to identify system wide vulnerabilities and suggest substantial improvements in radiation oncology clinical workflow. The RIRAS software shall have features that encompass the entire feedback loop of reporting an incident, analyzing it for salient details, and developing interventions for the clinicians and technical medical staff to prevent these events from happening again. The RIRAS software shall have features to view national level trends that can be viewed by the senior leaders. The RIRAS software shall suggest process improvements.

The RIRAS software shall have tools to record analysis reports from subject matter experts (consists of Radiation Oncologists/Physicians, Therapeutic Medical Physicists, Dosimetrists and therapy team members) with sections on corrective, learning and preventative actions which should be shared with the reporters/facility and deidentified data are made public to the radiotherapy and medical community as part of the learning process.

1.1.1 PROGRAM MANAGEMENT AND REPORTING

The Contractor shall hold quarterly conference calls providing the status of the project with the VA.

The Contractor shall define a point of contact who will coordinate the installation, implementation, configuration, and testing of this project. Quarterly Status Reports shall be provided to the VA.

Deliverable:

A. Quarterly Status Reports

1.1.2 RIRAS SOFTWARE LICENSES AND ONGOING SUPPORT

The Contractor shall provide Radiotherapy Incident Reporting and Analysis System enterprise software license (TSG-RIRAS1) for one year. The licenses shall allow an unlimited number of users access to the software at an unlimited number of VA facilities.

The Contractor shall resolve any issues resulting from the use of the RIRAS software for one year after acceptance by the Government. The Contractor shall respond to any issues (bug fixes), and shall make all attempts to resolve the issues within 5 business days of notification of the problem from the Government PM or COR. Any updates to the software’s current version will be provided to the Government as part of this contract. The Contractor shall provide status of any maintenance activities including software updates in the Quarterly Status Report.

Deliverable:

A. Installation Report

1.1.3 INSTALLATION, IMPLEMENTATION AND CONFIGURATION

The Contractor shall provide installation, implementation and configuration of the Radiotherapy Incident Reporting System web software and the Structured Query Language (SQL) database. The Contractor may decide to accomplish this remotely.

This shall include the download of the software and license on a VA provided Windows 2012 server, and installation and testing of the database tables in the VA provided SQL Server 2012. In addition, the VA will provide SSL (HTTPS) security certificates that the Contractor shall implement and deploy on the software. The Contractor shall create Admin level user accounts and provide them to the VA subject matter experts and program office representative.

The Contractor shall resolve any issues resulting from the installation, implementation and configuration of the RIRAS software, and shall make all attempts to resolve the issues within 5 business days of notification of the problem from the Government PM. The Contractor shall test and provide a status in the Quarterly Status Report to show successful remediation of the problem.

The Contractor shall remotely install, implement and configure the RIRAS software and database located at the CRRC (Martinsburg, W.V.) facility, using the EWIS “server farm” to enable use by the VA at any location by an unlimited number of users. The Contractor shall provide an Installation Report that includes details on how the software was installed, implemented and configured. The Contractor shall provide the detailed installation instructions as part of the installation report for the web-based product and SQL server database.

Deliverable:

A. Installation Report

1.1.4 RIRAS TESTING

After successful installation, implementation and configuration, the Contractor shall then test the RIRAS software to ensure proper operation for all users at any location. The Contractor may use remote testing procedures if they decide. The Contractor shall provide a test report that provides confirmation that the RIRAS software works as intended to meet the requirements of this PD and is ready for Government Acceptance Testing (GAT).

Deliverable:

A. RIRAS Test Report

1.1.4.1 RIRAS GOVERNMENT ACCEPTANCE TESTING SUPPORT

The RIRAS software will be tested by the Government to ensure the Government requirements are met. The Contractor shall be available for support on call to answer questions for the VA during GAT.

The RIRAS software shall pass GAT once the Government determines that RIRAS meet its requirements.

The GAT will include the following:

1. Software functionality testing

a. Ability to report an incident/good catch/unsafe condition via the system.

b. Test for determining all the data elements for error reporting defined in the AAPM error reporting publication (https://www.ncbi.nlm.nih.gov/pubmed/23231278) is present in the software.

c. Email notifications on submission of incident and completion of the patient safety work product report.

d. Ability to analyze the reported events and provide a patient safety work product report for each reported event.

e. Display graphs and charts displaying statistics on the reported events reports and sub categorization of the analysis elements.

f. Ability to search the incident database based on all reporting elements as query parameters.

2. Software performance testing

a. Ability to record all the elements and necessary documents in the reporters form.

b. Ability to create and approve user logins,

c. Ability to edit the permissions for user login access

d. Ability to lock accounts on multiple incorrect login attempted and procedure to unlock and change the password for these accounts.

e. Check the user rights and access controls.

f. Ability to download the incident reports in an XML format on the user’s desktop computer.

3. Overall software quality testing

a. The front end of the software should be accurately displayed on VA approved web browsers.

b. Display of the VA logo on the front page on the software

c. Adding boilerplate information on the front page of the software giving details of the

VA program for radiotherapy incident reporting.

4. Software security testing

a. Implementation of VA provided HTTPS certificates on this software.

1.2 TRAINING

The Contractor shall provide one virtual web-based application-based training course to the designated one VA staff from the program office on the technical aspects of the RIRAS software. The training shall include the instruction on the use and administration of the RIRAS software. Upon completion of the training, the Contractor shall provide a hard copy of the RIRAS Training Materials and a RIRAS User Guide that can be shared with other team members in the program office as an aid for Government training. The training material should include the instructions to access the software, enter reports, perform analysis and https://www.ncbi.nlm.nih.gov/pubmed/23231278 provide feedback to the reporters. Documentation should also include the specifics of the database inner workings and deployment procedures.

Deliverables:

A. RIRAS Training Materials B. RIRAS User Guide

1.3 PERIOD OF PERFORMANCE:

The base period of performance shall be 12 months with three (3) 12-month option periods.

The Contractor shall deliver enterprise Software licenses within

30 days after receipt of order. Ongoing maintenance and support will be provided by the vendor in addition to the enterprise software license for the three option periods.

1.4 TRAVEL

The Government does not anticipate travel under this order to perform the tasks associated with the effort.

1.5 OPTION PERIODS

The Option Periods if exercised by VA shall include Paragraphs 1.1 - Radiotherapy Incident Reporting and Analysis System enterprise software license (TSG-RIRAS1) inclusive of ongoing support

2.0 NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL INFORMATION

AND COMMUNICATION TECHNOLOGY (ICT) PROCUREMENTS (SECTION 508)

On January 18, 2017, the Architectural and Transportation Barriers Compliance Board (Access Board) revised and updated, in a single rulemaking, standards for electronic and information technology developed, procured, maintained, or used by Federal agencies covered by Section 508 of the Rehabilitation Act of 1973, as well as our guidelines for telecommunications equipment and customer premises equipment covered by Section 255 of the Communications Act of 1934. The revisions and updates to the Section 508-based standards and Section 255-based guidelines are intended to ensure that information and communication technology (ICT) covered by the respective statutes is accessible to and usable by individuals with disabilities.

2.1. SECTION 508 – INFORMATION AND COMMUNICATION TECHNOLOGY (ICT)

STANDARDS

The Section 508 standards established by the Access Board are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure ICT. These standards are found in their entirety at: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines. A printed copy of the standards will be supplied upon request.

Federal agencies must comply with the updated Section 508 Standards beginning on January 18, 2018.

The Final Rule as published in the Federal Register is available from the Access Board:

https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule.

The Contractor shall comply with “508 Chapter 2: Scoping Requirements” for all electronic ICT and content delivered under this contract. Specifically, as appropriate for the technology and its functionality, the Contractor shall comply with the technical standards marked here:

E205 Electronic Content – (Accessibility Standard -WCAG 2.0 Level A and AA Guidelines) E204 Functional Performance Criteria E206 Hardware Requirements E207 Software Requirements

E208 Support Documentation and Services Requirements https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule

2.2. COMPATABILITY WITH ASSISTIVE TECHNOLOGY

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

2.3. 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 Section 508 Chapter 2: Scoping Requirements standards identified above.

The Government reserves the right to test for Section 508 Compliance before delivery. The Contractor shall be able to demonstrate Section 508 Compliance upon Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the Section 508 Chapter 2: Scoping Requirements standards identified above.

The Government reserves the right to test for Section 508 Compliance before delivery. The Contractor shall be able to demonstrate Section 508 Compliance upon delivery.

3.0 INFORMATION TECHNOLOGY USING ENERGY-EFFICIENT PRODUCTS

The Contractor shall comply with Sections 524 and Sections 525 of the Energy Independence and Security Act of 2007; Section 104 of the Energy Policy Act of 2005; Executive Order 13834, “Efficient Federal Operations”, dated May 17, 2018; Executive Order 13221, “Energy-Efficient Standby Power Devices,” dated August 2, 2001; and the Federal Acquisition Regulation (FAR) to provide ENERGY STAR®, Federal Energy Management Program (FEMP) designated, low standby power, and Electronic

Product Environmental Assessment Tool (EPEAT) registered products in providing information technology products and/or services.

The Contractor shall ensure that information technology products are procured and/or services are performed with products that meet and/or exceed ENERGY STAR, FEMP designated, low standby power, and EPEAT guidelines. The Contractor shall provide/use products that earn the ENERGY STAR label and meet the ENERGY STAR specifications for energy efficiency. Specifically, the Contractor shall:

1. Provide/use ENERGY STAR products, as specified at www.energystar.gov/products (contains complete product specifications and updated lists of qualifying products).

2. Provide/use the purchasing specifications listed for FEMP designated products at https://www4.eere.energy.gov/femp/requirements/laws_and_requirements/energy_star_and_femp_desig nated_products_procurement_requirements . The Contractor shall use the low standby power products specified at http://energy.gov/eere/femp/low-standby-power-products.

Provide/use EPEAT registered products as specified at www.epeat.net. At a minimum, the Contractor shall acquire EPEAT® Bronze registered products. EPEAT registered products are required to meet the technical specifications of ENERGY STAR, but are not automatically on the ENERGY STAR qualified product lists. The Contractor shall ensure that applicable products are on both the EPEAT Registry and ENERGY STAR Qualified Product Lists.

http://www.energystar.gov/products https://www4.eere.energy.gov/femp/requirements/laws_and_requirements/energy_star_and_femp_designated_products_procurement_requirements https://www4.eere.energy.gov/femp/requirements/laws_and_requirements/energy_star_and_femp_designated_products_procurement_requirements http://energy.gov/eere/femp/low-standby-power-products http://www.epeat.net/

INFORMATION SECURITY CONSIDERATIONS:

The Assessment and Authorization (A&A) requirements do not apply and a Security Accreditation Package is not required. The IT security requirements for certification and accreditation (authorization) (C&A) do not apply and are 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.

POINT(S) OF CONTACT:

VA Program Manager

Name: Wendy H. Kemp

Address

National Radiation Oncology Program (10P11H)

1201 Broad Rock Blvd. Bldg.

507, Suite A1 Room 5

Richmond, VA 23249

Voice: (804) 675-6270

Email: wendy.kemp@va.gov

Contracting Officer

Name: Asif Damji

Address: Technology Acquisition Center

23 Christopher Way

Eatontown, NJ 07724

Voice: 732-440-9674

Email: Asif.Damji@va.gov

Contracting Officer’s

Representative

Name: Edwinette Moses

Address: Same as VA Program

Manager

Voice: (804) 675-5000 x 3002

Email: Edwinette. moses@va.gov mailto:wendy.kemp@va.gov mailto:Edwinette.moses@va.gov

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

(End of Clause)

FAR

Number

Title Date

52.204-13 SYSTEM FOR AWARD MANAGEMENT

MAINTENANCE

OCT 2016

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE

MAINTENANCE

JUL 2016

52.204-23 PROHIBITION ON CONTRACTING FOR HARDWARE,

SOFTWARE, AND SERVICES DEVELOPED OR

PROVIDED BY KASPERSKY LAB AND OTHER

COVERED ENTITIES

JUL 2018

52.212-4 CONTRACT TERMS AND CONDITIONS—

COMMERCIAL ITEMS

JAN 2017

52.222-26 EQUAL OPPORTUNITY SEP 2016

52.227-1 AUTHORIZATION AND CONSENT DEC 2007

52.227-2 NOTICE AND ASSISTANCE REGARDING PATENT

AND COPYRIGHT INFRINGEMENT

DEC 2007

52.227-19 COMMERCIAL COMPUTER SOFTWARE LICENSE DEC 2007

52.223-18 ENCOURAGING CONTRACTOR POLICIES TO BAN

TEXT MESSAGING WHILE DRIVING

AUG 2011

52.225-13 RESTRICTIONS ON CERTAIN FOREIGN PURCHASES JUN 2008

52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER—

SYSTEM FOR AWARD MANAGEMENT

JUL 2013

52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL

BUSINESS SUBCONTRACTORS

DEC 2013

C.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS – COMMERCIAL ITEMS (JAN 2019)

As prescribed in 12.301(b)(4), insert the following clause:

CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE

ORDERS—COMMERCIAL ITEMS (OCT 2018)

https://www.acquisition.gov/sites/default/files/current/far/html/Subpart%2012_3.html#wp1084399

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (JUL 2018) (Section 1634 of Pub. L.

115-91).

(3) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015).

(4) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(5) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004)(Public Laws 108-

77 and 108-78 (19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the

Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

[Contracting Officer check as appropriate.]

_ _ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402).

__ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Oct 2015) (41 U.S.C.

3509)).

__ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (June 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

_X_ (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2018) (Pub. L. 109-282) (31 U.S.C. 6101 note).

__ (5) [Reserved].

_X_ (6) 52.204-14, Service Contract Reporting Requirements (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

__ (7) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery

Contracts (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

_X_ (8) 52.209-6, Protecting the Government’s Interest When Subcontracting with

Contractors Debarred, Suspended, or Proposed for Debarment. (Oct 2015) (31 U.S.C. 6101 note).

___ (9) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Oct 2018) (41 U.S.C. 2313).

__ (10) [Reserved].

https://www.acquisition.gov/sites/default/files/current/far/html/52_200_206.html#wp1158787 https://www.acquisition.gov/sites/default/files/current/far/html/52_200_206.html#wp1159972 https://www.acquisition.gov/sites/default/files/current/far/html/52_207_211.html#wp1146366 https://www.acquisition.gov/sites/default/files/current/far/html/52_233_240.html#wp1113329 http://uscode.house.gov/uscode-cgi/fastweb.exe?getdoc+uscview+t29t32+1665+30++%2831%29%20%20AND%20%28%2831%29%20ADJ%20USC%29%3ACITE%20%20%20%20%20%20%20%20%20 https://www.acquisition.gov/sites/default/files/current/far/html/52_233_240.html#wp1113344 http://uscode.house.gov/ https://www.acquisition.gov/sites/default/files/current/far/html/52_200_206.html#wp1137622 http://uscode.house.gov/ http://uscode.house.gov/ https://www.acquisition.gov/sites/default/files/current/far/html/52_200_206.html#wp1141983 http://uscode.house.gov/ http://uscode.house.gov/ https://www.acquisition.gov/sites/default/files/current/far/html/52_200_206.html#wp1144881 https://www.acquisition.gov/sites/default/files/current/far/html/52_200_206.html#wp1141649 http://uscode.house.gov/ https://www.acquisition.gov/sites/default/files/current/far/html/52_200_206.html#wp1151163 https://www.acquisition.gov/sites/default/files/current/far/html/52_200_206.html#wp1151299 https://www.acquisition.gov/sites/default/files/current/far/html/52_207_211.html#wp1140926 https://www.acquisition.gov/sites/default/files/current/far/html/52_207_211.html#wp1145644

__ (11)(i) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (Nov 2011) (15 U.S.C. 657a).

__ (ii) Alternate I (Nov 2011) of 52.219-3.

__ (12)(i) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business

Concerns (OCT 2014) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a).

__ (ii) Alternate I (JAN 2011) of 52.219-4.

__ (13) [Reserved] __ (14)(i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2011) (15 U.S.C. 644).

__ (ii) Alternate I (Nov 2011).

__ (iii) Alternate II (Nov 2011).

__ (15)(i) 52.219-7, Notice of Partial Small Business Set-Aside (June 2003) (15 U.S.C.

644).

__ (ii) Alternate I (Oct 1995) of 52.219-7.

__ (iii) Alternate II (Mar 2004) of 52.219-7.

__ (16) 52.219-8, Utilization of Small Business Concerns (Oct 2018) (15 U.S.C. 637(d)(2) and (3)).

__ (17)(i) 52.219-9, Small Business Subcontracting Plan (Aug 2018) (15 U.S.C. 637(d)(4)).

__ (ii) Alternate I (Nov 2016) of 52.219-9.

__ (iii) Alternate II (Nov 2016) of 52.219-9.

__ (iv) Alternate III (Nov 2016) of 52.219-9.

__ (v) Alternate IV (Aug 2018) of 52.219-9.

__ (18) 52.219-13, Notice of Set-Aside of Orders (Nov 2011) (15 U.S.C. 644(r)).

__ (19) 52.219-14, Limitations on Subcontracting (Jan 2017) (15 U.S.C. 637(a)(14)).

__ (20) 52.219-16, Liquidated Damages—Subcontracting Plan (Jan 1999) (15 U.S.C.

637(d)(4)(F)(i)).

__ (21) 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside

(Nov 2011) (15 U.S.C. 657 f).

__ (22) 52.219-28, Post Award Small Business Program Representation (Jul 2013) (15

U.S.C. 632(a)(2)).

__ (23) 52.219-29, Notice of Set-Aside for, or Sole Source Award to, Economically

Disadvantaged Women-Owned Small Business Concerns (Dec 2015) (15 U.S.C. 637(m)).

__ (24) 52.219-30, Notice of Set-Aside for, or Sole Source Award to, Women-Owned Small

Business Concerns Eligible Under the Women-Owned Small Business Program (Dec 2015) (15 U.S.C. 637(m)).

_X_ (25) 52.222-3, Convict Labor (June 2003) (E.O. 11755).

_X_ (26) 52.222-19, Child Labor—Cooperation with Authorities and Remedies (Jan 2018)

(E.O. 13126).

_X_ (27) 52.222-21, Prohibition of Segregated Facilities (Apr 2015).

_X_ (28)(i) 52.222-26, Equal Opportunity (Sept 2016) (E.O. 11246).

(ii) Alternate I (FEB 1999) of 52.222-26.

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