36C10B20Q0016-001.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE 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 66

36C10B20Q0016 10-08-2019

Robin Robinson 732-795-1135 10-15-2019

12PM EST

Department of Veterans Affairs

Technology Acquisition Center

23 Christopher Way

Eatontown NJ 07724

X

334220

1250 Employees

N/A

See Delivery Schedule

Eatontown NJ 07724

Financial Services Center

PO Box 149971

Austin TX 78714-8971

Vocera Premier Support and Professional Services

See Section B.4 Price Schedule and B.5 Product Description.

This Request for Quote (RFQ) will result in a Firm-Fixed-

Price Contract.

Period of performance is from November 1, 2019 to

October 31, 2020.

X X

36C10B20Q0016

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)

C.2 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR INFORMATION

SYSTEMS (JUN 2016)

C.3 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (AUG 2019)

C.4 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.5 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.6 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.7 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (AUG 2019)

E.3 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

ITEMS (OCT 2018)

E.4 52.216-1 TYPE OF CONTRACT (APR 1984)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.7 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.8 BASIS FOR AWARD

E.9 QUOTE SUBMISSION INSTRUCTIONS

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, as permitted by FAR 12.212.

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. The Contractor shall deliver to the

Government all data first produced under this Contract/Order with unlimited rights as defined by

FAR 52.227-14. Claims of patent or copyright infringement brought against the Government as a party shall be defended by the U.S. Department of Justice (DOJ) in accordance with 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 modification (Standard Form 30) and shall only be made 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.

http://www.ppirs.gov/

B.3 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

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

a. CONTRACTOR: TBD

b. GOVERNMENT: Contracting Officer (36C10B)

Technology Acquisition Center

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

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly [ ]

b. Semi-Annually [ ]

c. Other [X] Upon Government Acceptance of services and associated

Deliverables in Section B.4

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.

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

AMENDMENT NO DATE

B.4 PRICE SCHEDULE

Inspection/Acceptance//F.O.B: Destination.

All deliverables must be submitted to the VA Program Manager (PM) and Contracting Officer unless otherwise specified in the line item. Please be advised that in accordance with (IAW)

Federal Acquisition Regulation (FAR) Part 2.101, a “day” means, unless otherwise specified, a

CALENDER day. Additionally, deliverables with due dates falling on a weekend or holiday shall be submitted the following Government work day after the weekend or holiday.

The Price Schedule contains contract line items identified as not separately priced (NSP). This means the price for the line item is included in the price of another, related line item. The

Contractor shall not invoice the Government for any portion of the contract line item which contains an NSP until the Contractor has delivered the total quantity of all related contract line items and the Government has accepted them.

NOTE: Vendors are instructed to see solicitation Section E for quote submission instructions.

Vendors are cautioned that alterations to the line items as specified below may render quotes unacceptable. All questions shall be directed to the Contract Specialist, Brandon Caltabilota, Brandon.Caltabilota@va.gov and Contracting Officer, Heather Paragano, Heather.Paragano@va.gov prior to the closing date and time specified in the Request for Quote

(RFQ)

IAW FAR 25.401(a)(1), the subject procurement is exempt from the requirements of the Trade

Agreements Act (TAA). Accordingly, Non-TAA compliant items may be quoted for this procurement, and ultimately delivered under any resulting contract.

Period of Performance: November 1, 2019 – October 31, 2020

CLIN

PART

NUMBER

DESCRIPTION QTY UNIT

UNIT

PRICE

TOTAL

PRICE

0001 920-01111 Vocera Premier Support Service for SIP

Telephony, 6-ports

8 EA $ $

0002 920-01337 Vocera Premier Support Services for 300-

User Enterprise License

1 EA $ $

0003 920-01742 Vocera Premier Support Services for 50-

User Enterprise Add-on License

11 EA $ $

0004 920-00056 Vocera Collaboration Suite, Premier

Support, 25 Licenses

14 EA $ $

0005 920-01718 Vocera Premier Support Services for 3-prt

VMI Module License

1 EA $ $

0006 920-00430 Vocera Engage, Premier Support, Instance 1 EA $ $

0007 920-00435 Engage, Premier Support, Enterprise

License, Per Bed

200 EA $ $

0008 920-00437 Engage, Premier Support, 1u Appliance 2 EA $ $ mailto:Brandon.Caltabilota@va.gov mailto:Heather.Paragano@va.gov

0009 240-01405 Vocera Premier Plus Support Services

(Contractor support) which includes:

Vocera Data and Device Management, Vocera Software Management, Vocera

Deployment Optimization, Vocera

Training Orientation Management, Vocera

Issue Escalation Management, Vocera

Report Management, Vocera End User

Satisfaction, Vocera Messaging Server

Administration and Vocera Engage Server

Administration.

1 EA $ $

CONTRACT TOTAL $

B.5 PRODUCT DESCRIPTION

PRODUCT DESCRIPTION (PD)

DEPARTMENT OF VETERANS AFFAIRS (VA)

Veterans Health Administration

Hampton VA Medical Center

Vocera Premier Support and Professional Services for Hampton VA Medical Center

(VAMC)

Date: October 7, 2019

TAC-20-56146

PD Version Number: 1.0

1.0 PRODUCT REQUIREMENTS:

The Department of Veterans Affairs (VA) Hampton VA Medical Center (VAMC) needs support from Vocera Communications Inc. to provide professional services, hardware and software required for the deployment of wireless hands-free voice activated communication devices utilizing the Office of Information and Technology, Federal Information Processing Standard

(FIPS) compliant wireless protocols. The communication system will utilize the VA Wireless

Network at Hampton VA Medical Center, 10 Emancipation Drive, Hampton, VA 23677. The intent is to increase communication within the hospital to provide expedient patient care.

Vocera Premier Plus Support Services is a comprehensive and systematic delivery of best practices in the use, maintenance, and on-going design support of the Vocera communication system. Premier Plus Administrators are employees of Vocera, deployed under the supervision and direction of Vocera. Training and supervision are focused on delivering a customer experience inclusive of the attributes described below.

VA’s Veterans Health Administration (VHA) has a requirement for the renewal of software maintenance and technical support for brand name Vocera Communication System software licenses, server maintenance, and Premier Plus Support Services to support the Hampton

VAMC. The Contractor shall provide premier support services and professional services (one

On-Site System Administrator) for Session Initiation Protocol Telephony, 6-ports, 300-User

Enterprise License, 50-User Enterprise Add-on License, Vocera Collaboration Suite, 25

Licenses, and 3-prt Vocera Messaging Interface (VMI) Module Licenses. Contractor support also includes: data and device management; software management; deployment optimization;

training orientation management; issue escalation management; report management; end user satisfaction; messaging server administration; and Engage server administration.

The Hampton VAMC requires the following software maintenance for the items referenced in the table below.

Item

Number Description Part Number Quantity

Vocera Premier Support Service for SIP Telephony, 6-ports 920-01111 8

Vocera Premier Support Services for 300-User

Enterprise License 920-01337 1

Vocera Premier Support Services for 50-User

Enterprise Add-on License 920-01742 11

Vocera Collaboration Suite, Premier Support, 25

Licenses 920-00056 14

Vocera Premier Support Services for 3-prt VMI

Module License 920-01718 1

6 Vocera Engage, Premier Support, Instance 920-00430 1

Engage, Premier Support, Enterprise License, Per

Bed 920-00435 200

8 Engage, Premier Support, 1u Appliance 920-00437 2

Vocera Premier Plus Support Services (Contractor support) which includes: Vocera Data and Device 240-01405 1

Management, Vocera Software Management, Vocera

Deployment Optimization, Vocera Training

Orientation Management, Vocera Issue Escalation

Management, Vocera Report Management, Vocera

End User Satisfaction, Vocera Messaging Server

Administration and Vocera Engage Server

Administration.

1.1 Vocera Premier Plus Support Services

Vocera shall provide one staff member (On-Site System Administrator) assigned to provide

Premier Plus Support Services for the management of Hampton VAMC’s Vocera System with up to 850 Enterprise Voice License and Messaging License serving to all facility end users.

Vocera shall provide support for 850+ individual FIPS 140-2 compliant wireless Dual-Band white badges model B3000n and install, program and configure so that they are fully operational utilizing the VA wireless network at the Hampton VA campus location. users on the following one campus:

Hampton VA Medical Center

100 Emancipation Drive

Hampton, VA 23667

Up to six servers will be supported:

• Vocera Application Server Cluster (2 server array)

• Vocera Telephony Server

• Vocera Staging Server

• Vocera Report Server

• Vocera Messaging Server

• Vocera Engage Server

1.2 Vocera Premier Plus Administrator

Vocera Premier Plus Administrators shall perform the following tasks:

1.2.1 Vocera Data & Device Management

a. Establish, update, and maintain processes for submitting data and device changes to

Vocera database.

b. Add/delete/update users, groups, and address book entries as requested by using departments.

c. Export user, group, and address book information for review by using departments for accuracy and currency (every 6 months).

d. Develop, update, and maintain processes for changes in badge ownership, ordering new equipment, troubleshooting equipment, repairing equipment, requesting and processing

Return Merchandise Authorizations, reporting damage and budget trends, maintaining spares pool, coaching on replacement budget planning, training users and leadership on device management best practices, scheduling reports, and aiding with finding lost equipment.

e. Notify designated VA point of contact of suspected lost or stolen equipment.

1.2.2 Vocera Software Management

a. Apply Vocera service packs and hot fixes.

b. System health analysis (every 6 months).

1.2.3 Vocera Deployment Optimization

a. Refine deployment call flows to improve usability of the Vocera system. Round on each unit to coach staff, learn workflow, uncover issues, resolve issues, and develop relationships.

1.2.4 Vocera Training And Orientation Management

a. Develop, update, and deliver training for new employee orientation for Vocera users.

b. Establish process for on-boarding of new Vocera users.

c. Establish process for reviewing Vocera reports to identify and coach users experiencing less than optimal performance.

d. Maintain training materials and make easily available to staff for self-review and refresher.

e. Maintain at least a 10 percent Super User population across all units and shifts; providing training to keep the Super User population competent and constant.

f. Provide upgrade training for changes in functionality affecting end users.

1.2.5 Vocera Issue Escalation Management

a. Develop, update, and maintain process for end users to report Vocera issues.

b. Address and resolve issues regarding Vocera equipment, database, and users.

c. Escalate issues regarding network or servers to the appropriate Customer contact.

d. Escalate issues with the Vocera product to Vocera Technical Support.

e. Track and trend Vocera issues to institute process improvements where possible to reduce issue escalations.

f. Follow up with issue reporter to provide update status and resolution.

1.2.6 Vocera Report Management

a. Set up scheduled reports as requested by end user unit leaders.

b. Provide consultation to units’ regarding the reports available.

c. Review reports and provide consultation to end user units, network staff and other key support staff and stakeholders regarding actions needed to optimize Vocera system and user performance. (Monthly).

d. Per organization's preference and barring any union or other legal barriers, develop

Vocera User Satisfaction Survey.

e. Survey using departments once a year to collect formal feedback and quantifiable measures of satisfaction.

f. Facilitate user group meetings to discuss Vocera issues, lessons learned and process improvements. (Monthly)

g. Deploy changes to Vocera program management as approved by senior level Customer representatives.

1.2.7 Vocera Messaging Server Administration

a. The Vocera Systems Administrator for Customer will administer the Vocera Messaging solution in addition to the Vocera Voice Communications System.

1.2.8 Vocera Messaging Data & Device Management

a. Establish processes for submitting data and device changes to Vocera Messaging database.

b. Add/delete/edit users, templates and messaging groups as requested by using departments.

1.2.9 Vocera Messaging Deployment Optimization

a. Refine deployment messaging groups to improve usability of the Vocera Messaging system.

b. Vocera Messaging Training and Orientation Management.

c. Develop and deliver training for new employee orientation for Vocera Messaging users.

d. Establish process for on-boarding of new Vocera Messaging users.

e. Maintain training materials and make easily available to staff for self-review and

f. Provide upgrade training for changes in functionality affecting end users.

1.2.10 Vocera Messaging Issue Escalation Management

a. Develop process for end users to report Vocera Messaging issues and concerns.

b. Address and resolve issues regarding Vocera Messaging configuration.

c. Escalate issues with the Vocera Messaging product to Vocera Technical Support.

d. Track and trend Vocera issues to institute process improvements where possible to reduce issues escalations.

e. Follow up with issue reporter to provide update status and resolution.

1.2.11 Vocera Engage Server Administration

a. The Vocera Systems Administrator for Customer will administer the Vocera Engage solution in addition to the Vocera Voice Communications System.

b. The Vocera Systems Administrator will provide the following services: Troubleshoot integration between Vocera (Engage Servers) with facility Nurse Call system. Contractor will contact maintenance personnel if issue cannot be rectified within 2 hours.

1.2.12 Vocera Engage Server Monitoring

a. Proactively monitor the Engage server for any issues.

b. Escalate identified server issues, as appropriate, to Vocera Technical Support.

1.2.13 Vocera Engage Deployment Optimization

a. Provide guidance to Customer as relates to the Engage workflow improvement.

b. Provide support for engaging Vocera Professional Services for Customer requested configuration changes.

1.2.14 Vocera Engage Training And Orientation Management

a. Develop and deliver training for new employee orientation for Vocera Staff Assignment and Alarm-to-Device users.

b. Maintain training materials and make easily available to staff for self-review and

c. Provide upgrade training for changes in functionality affecting end users.

d. Vocera Engage Issue Escalation Management.

e. Develop process for end users to report Vocera Engage issues and concerns.

f. Manage escalated Vocera Engage issues with Vocera Technical Support.

g. Track and trend Vocera issues to institute process improvements where possible to reduce issues escalations.

h. Follow up with issue reporter to provide update status and resolution.

1.3 General Requirements for Routine Access to Hampton VAMC

The Contractor’s employees shall not enter the work site without appropriate badge. They may also be subject to inspection of their personal effects when entering or leaving the project site.

Competent, experienced, licensed, or certified workers shall perform crafts requiring specialized skills.

No photography of VA premises is allowed without written permission of the Contracting

Officer.

Execute work to interfere as little as possible with normal functioning of DVAHCS including operations of utility services, fire protection systems and any existing equipment, and with work being done by others. Use of equipment and tools that transmit vibrations and noises through the building structure are not permitted in buildings that are occupied jointly by patients or medical personnel, and Contractor’s personnel, except as permitted by the Contracting Officer’s

Representative (COR) where required by limited working space.

VA reserves the right to close or shut down the project site and order the Contractor’s employees off the premises in the event of a national emergency. The Contractor may return to the site only with the written approval of the Contracting Officer.

Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police, and other emergency response forces in accordance with National Fire

Protection Association (NFPA) 241, which provides measures for preventing or minimizing fire damage to structures, including those in underground locations, during construction, alteration, or demolition.

Means of Egress: Do not block exiting for occupied buildings, including paths from exits to roads.

All Buildings will be occupied during performance of work. Contractor shall take all measures and provide all material necessary for protecting existing equipment and property in affected areas against dust and debris, so that equipment and affected areas to be used in the Medical

Centers operations will not be hindered. Coordinate alteration work in areas occupied by VA so that Hampton VAMC operations will continue during the installation period.

The contractor shall maintain neat and orderly work areas and shall clean area of debris and rubbish daily and dispose of waste materials offsite per hospital policies. The Contractor shall provide a dumpster if it is determined to be necessary and shall work with the COR in advance for a spot-on site to establish the dumpster.

All work shall be performed in full accordance with applicable local and Federal regulations. All equipment and installation shall conform to the recommendations of the American Society of

Heating, Refrigerating and Air-Conditioning Engineers, NFPA, plumbing and mechanical codes, and National Electrical Code. No departures from specification requirements will be permitted without written approval. The Contractor shall use good safety practices while working. All hardware should be installed in such a manner to minimize damage and maximize patient and employee safety. All equipment and procedures shall conform to Occupational Safety and

Health Administration, National Electrical Manufacturers Association, and American National

Standards Institute Standards and conform to the Standard Building Code and the Standard

Mechanical Code. All installations for the Hampton VAMC shall conform to VAAR and FAR standards.

New work shall be installed and connected to existing work neatly, safely and professionally.

Disturbed or damaged work shall be replaced or repaired to its prior conditions.

All items furnished shall be free from defects that would adversely affect the performance, maintainability and appearance of individual components and overall assembly.

Where the Government determines that the Contractor has installed equipment not conveniently accessible for operation and maintenance, equipment shall be removed, and reinstalled or remedial action performed as directed at no additional cost to the Government.

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/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 Compatibility 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 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 PERIOD OF PERFORMANCE:

The period of performance shall be from November 1, 2019 to October 31, 2020.

4.0 DELIVERY INFORMATION:

Inspection: Destination

Acceptance: Destination

Free on Board (FOB): Destination

Ship To and Mark For:

Primary: Name: John Rogers

Address: 100 Emancipation Drive

Hampton, VA 23667

Voice: 757-582-4655

Email: John.Rogers12@va.gov

5.0 GENERAL REQUIREMENTS

5.1 VA Technical Reference Model

The Contractor shall support the VA enterprise management framework. In association with the framework, the Contractor shall comply with OI&T Technical Reference Model (VA TRM).

The VA TRM is one component within the overall Enterprise Architecture (EA) that establishes a common vocabulary and structure for describing the information technology used to develop, operate, and maintain enterprise applications. Moreover, the VA TRM, which includes the

Standards Profile and Product List, serves as a technology roadmap and tool for supporting

OI&T. Architecture & Engineering Services (AES) has overall responsibility for the VA TRM.

mailto:John.Rogers12@va.gov

5.2 Position/Task Risk Designation Level(s)

In accordance with VA Handbook 0710, Personnel Security and Suitability Program, the position sensitivity and the level of background investigation commensurate with the required level of access for the following tasks within the PD are:

Position Sensitivity and Background Investigation Requirements by Service Task/Item Number

Service Task/

Item Number

Tier1 / Low Risk Tier 2 / Moderate

Risk

Tier 4 / High Risk

1.1

1.2

1.3

1.5

1.6

The Tasks identified above, and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the particular Contractor individual will be working. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.

6.0 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. For detailed Security and Privacy Requirements (additional requirements of the contract consolidated into an addendum for easy reference) refer to ADDENDUM B - VA INFORMATION AND

INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE.

7.0 POINTS OF CONTACT

VA Program Manager:

Name: John Rogers

Address: 100 Emancipation Drive

Hampton, VA 23667

Voice: 757-582-4655

Email: John.Rogers12@va.gov

VA Contracting Officer:

Name: Heather Paragano

Address: VA Technology Acquisition Center

23 Christopher Way

Eatontown, NJ 07724 mailto:John.Rogers12@va.gov

Voice: (732) 440-9719

Email: Heather.Paragano@va.gov

VA Contract Specialist:

Name: Brandon Caltabilota

Address: VA Technology Acquisition Center

23 Christopher Way

Eatontown, NJ 07724

Voice: (732) 795-1114

Email: Brandon.Caltabilota@va.gov mailto:Heather.Paragano@va.gov mailto:Brandon.Caltabilota@va.gov

ADDENDUM B – VA INFORMATION AND INFORMATION SYSTEM

SECURITY/PRIVACY LANGUAGE

APPLICABLE PARAGRAPHS TAILORED FROM: THE VA INFORMATION AND

INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE, VA HANDBOOK 6500.6,

APPENDIX C, MARCH 12, 2010

B1. GENERAL

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.

B2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. 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.

b. 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.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive

Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a

Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security

Clearance must be processed through the Special Security Officer located in the Planning and

National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates (e.g. Business Associate Agreement, Section 3G), the Contractor/Subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The Contractor or Subcontractor must notify the CO immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the Contractor or Subcontractor’s employ. The CO must also be notified immediately by the Contractor or

Subcontractor prior to an unfriendly termination.

B3. VA INFORMATION CUSTODIAL LANGUAGE

1. Information made available to the Contractor or Subcontractor by VA for the performance or administration of this contract or information developed by the

Contractor/Subcontractor 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 VA.

This clause expressly limits the Contractor/Subcontractor's rights to use data as described in

Rights in Data - General, FAR 52.227-14(d) (1).

2. VA information should not be co-mingled, if possible, with any other data on the

Contractors/Subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the Contractor must ensure that VA information is returned to VA or destroyed in accordance with VA’s sanitization requirements.

VA reserves the right to conduct onsite inspections of Contractor and Subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

3. Prior to termination or completion of this contract, Contractor/Subcontractor must not destroy information received from VA, or gathered/created by the Contractor in the course of performing this contract without prior written approval by VA. Any data destruction done on behalf of VA by a Contractor/Subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media

Sanitization. Self-certification by the Contractor that the data destruction requirements above have been met must be sent to the VA CO within 30 days of termination of the contract.

4. The Contractor/Subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable

Federal and VA information confidentiality and security laws, regulations and policies. If

Federal or VA information confidentiality and security laws, regulations and policies become applicable to VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

5. The Contractor/Subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on Contractor/Subcontractor electronic storage media for restoration in case any electronic equipment or data used by the Contractor/Subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

6. 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.

7. If a VHA contract is terminated for cause, the associated Business Associate Agreement

(BAA) must also be terminated and appropriate actions taken in accordance with VHA

Handbook 1600.05, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

8. The Contractor/Subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

9. The Contractor/Subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA minimum requirements. VA Configuration Guidelines are available upon request.

10. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the Contractor/Subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA prior written approval. The Contractor/Subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA CO for response.

11. Notwithstanding the provision above, the Contractor/Subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the Contractor/Subcontractor is in receipt of a court order or other requests for the above-mentioned information, that Contractor/Subcontractor shall immediately refer such court orders or other requests to the VA CO for response.

12. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require Assessment and Authorization (A&A) or a

Memorandum of Understanding-Interconnection Security Agreement (MOU-ISA) for system interconnection, the Contractor/Subcontractor must complete a Contractor Security Control

Assessment (CSCA) on a yearly basis and provide it to the COR.

B4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

1. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part

164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference VA Handbook 6500, Risk

Management Framework for VA Information Systems – Tier 3: VA Information Security

Program, and the TIC Reference Architecture). During the development cycle a Privacy Impact

Assessment (PIA) must be completed, provided to the COR, and approved by the VA Privacy

Service in accordance with Directive 6508, Implementation of Privacy Threshold Analysis and

Privacy Impact Assessment.

2. The Contractor/Subcontractor shall certify to the COR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core

Configuration (FDCC), and the common security configuration guidelines provided by NIST or

VA. This includes Internet Explorer 11 configured to operate on Windows 7 and future versions, as required.

3. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration.

Information technology staff must also use the Windows Installer Service for installation to the default “program files” directory and silently install and uninstall.

4. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges.

5. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in

NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to

Federal Information Systems, VA Handbook 6500, Risk Management Framework for VA

Information Systems – Tier 3: VA Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle.

6. The Contractor/Subcontractor is required to design, develop, or operate a System of

Records Notice (SOR) on individuals to accomplish an agency function subject to the Privacy

Act of 1974, (as amended), Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Privacy Act may involve the imposition of criminal and civil penalties.

7. The Contractor/Subcontractor agrees to:

a. Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under…