36C10B21R0003 Final to Post.pdf

PAGE 1 OF 109 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

36C10B21R0003 11-18-2020

Mike Frank 7324409701 11-30-2020

12PM NOON EST

Department of Veterans Affairs

Technology Acquisition Center

23 Christopher Way

Eatontown NJ 07724

541519

$30M

N/A

X

See Delivery Schedule

Eatontown NJ 07724

Financial Services Center

PO Box 149971

Austin TX 78714-8971

See CONTINUATION Page

Title: Health Information Coding, Billing and Auditing (HICBA)

Encoder Software Solution and Support

See Section B.4 Price Schedule and B.5 Performance Work Statement

This Request for Proposal (RFP) will result in a Firm-Fixed-Price

Contract.

Period of Performance is 9-months from date of award, with

Four, 12-month option periods, and six optional tasks.

Den-el Opuszynski

Contracting Officer

36C10B21R0003

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 PERFORMANCE WORK STATEMENT

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 (JUL 2020)

C.4 52.217-7 OPTION FOR INCREASED QUANTITY—SEPARATELY PRICED LINE ITEM

(MAR 1989)

C.5 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.6 52.222-35 EQUAL OPPORTUNITY FOR VETERANS (JUN 2020)

C.7 52.222-36 EQUAL OPPORTUNITY FOR WORKERS WITH DISABILITIES (JUN 2020)

C.8 52.227-19 COMMERCIAL COMPUTER SOFTWARE LICENSE (DEC 2007)

C.9 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF

COMMERCIAL ITEMS (APR 2020)

C.10 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND

COMPLIANCE (JUL 2018) (DEVIATION)

C.11 VAAR 852.219-76 SUBCONTRACTING PLANS MONITORING AND COMPLIANCE (JUL

2018) (DEVIATION)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) 85

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND

VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (OCT 2020)

E.3 52.204-26 COVERED TELECOMMUNICATIONS EQUIPMENT OR SERVICES-

REPRESENTATION (OCT 2020)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.5 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

ITEMS (OCT 2020)

E.6 52.216-1 TYPE OF CONTRACT (APR 1984)

E.7 VAAR 52.233-3 PROTEST AFTER AWARD (AUG 1996)

E.8 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (OCT

2018)

E.9 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.10 BASIS FOR AWARD AND PROPOSAL 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.cpars.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.cpars.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: To Be Determined

b. GOVERNMENT: Contracting Officer (36C10B)

Den-el Opuszynski

Den-el.opuszynski@va.gov

Department of Veterans Affairs

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, or

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly [ ]

b. Semi-Annually [ ]

c. Other [X] Monthly - In accordance with 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

mailto:Den-el.opuszynski@va.gov

B.4 PRICE SCHEDULE

Please be advised that in accordance with 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.

Inspection, Acceptance, and F.O.B.: Destination

Deliverables throughout the performance of this contract shall be provided via electronic submission to: VA Program Manager (PM), Contracting Officer’s Representative (COR), and Contracting Officer (CO).

BASE PERIOD

PERIOD OF PERFORMANCE: 9 months from date of award.

CLIN DESCRIPTION QTY UNIT UNIT PRICE TOTAL PRICE

Project Management in accordance with

(IAW) Performance Work Statement

(PWS) Paragraph 5.1, inclusive of subparagraphs.

This Firm-Fixed-Price (FFP) Contract Line

Item Number (CLIN) includes all labor and deliverables required for the successful completion of the services detailed in PWS paragraph 5.1 and all of its subparagraphs.

Period of Performance (PoP): 9 months from date of award.

The price of Project Management tasks and deliverables shall be allocated to CLIN 0002 through CLIN 0003.

9 MO

Not Separately

Priced (NSP)

NSP

0001AA

Staffing Assignment Worksheet IAW PWS

Paragraph 5.1.1

Due 30 days after award and updated monthly thereafter.

Electronic submission to: VA PM, COR, CO.

Inspection: destination

Acceptance: destination

1 LO NSP NSP

0001AB

Project Management Plan IAW PWS

Paragraph 5.1.1

Due 30 days after award and updated

1 LO NSP NSP

Inspection: destination Acceptance: destination

0001AC

Integrated Master Schedule IAW PWS Paragraph 5.1.1 Due 30 days after award and updated monthly thereafter.

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

1 LO NSP NSP

0001AD

Implementation Plan IAW PWS Paragraph 5.1.1

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

1 LO NSP NSP

0001AE Monthly Progress Reports IAW PWS Paragraph 5.1.1

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

0001AF Contractor Staff Roster IAW PWS 6.2.2.

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

1 LO NSP NSP

0002 Software Requirements IAW PWS

Paragraph 5.2, inclusive of

This FFP CLIN includes all labor and deliverables required for the successful

9 MO $ $

paragraph 5.2 and all of its subparagraphs.

PoP: 9 months from date of award.

0002AA

HICBA Encoder Solution with Product Documentation IAW PWS paragraph 5.2.

Due 30 days after Award and updated as changes occur.

Electronic submission to: VA PM, COR, CO

Inspection: destination Acceptance: destination

0002AB

Compliance Capabilities product demonstration IAW PWS paragraph 5.2.1

Due 30 days after Award and updated as changes occur.

CO

Inspection: destination Acceptance: destination

1 LO NSP NSP

0002AC

Compliance Role Product Manual IAW PWS paragraph 5.2.1

Inspection: destination Acceptance: destination

1 LO NSP NSP

Technical Support IAW PWS Paragraph

5.3, inclusive of subparagraphs.

completion of the services detailed in PWS paragraph 5.3 and all of its subparagraphs.

9 MO $ $

0003AA

Monthly Help Desk Report IAW PWS paragraph 5.3.1.

Inspection: destination Acceptance: destination

Training IAW PWS Paragraph 5.4, inclusive of subparagraphs.

paragraph 5.4 and its subparagraphs.

1 LO $ $

0004AA

Enterprise HICBA Encoder Training Plan IAW PWS paragraph 5.4.1.

Inspection: destination

Acceptance: destination

1 LO NSP NSP

0004AB

HICBA Encoder End User Training

Package IAW PWS paragraph 5.4.1.

Due five days prior to training session

Inspection: destination

Acceptance: destination

1 LO NSP NSP

0004AC

HICBA Encoder End User Web-based Training Package IAW PWS paragraph 5.4.1.

0004AD

HICBA Encoder System Administrator Web-based Training Package IAW PWS paragraph 5.4.2.

Transition-In Support IAW PWS

Paragraph 5.5 (Base Period Only) paragraph 5.5

0005AA

Transition-In Plan IAW PWS paragraph 5.5

Due 3 days after contract award and updated throughout the PoP.

Electronic submission to: VA PM, COR, CO.

Inspection: destination

Acceptance: destination

1 LO NSP NSP

0005AB

Contractor Resource Continuity Plan IAW

PWS paragraph 5.5

Due 3 days after contract award and updated throughout the PoP.

Inspection: destination

Acceptance: destination

1 LO NSP NSP

BASE PERIOD TOTAL $

OPTIONAL TASK ONE – WEB TRAINING FOR OEM UPGRADES AND OEM ENHANCEMENTS

This is an optional task, FAR 52.217-7, Option for Increased Quantity – Separately priced Line

Item (MAR 1989). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. This option may be exercised multiple times in the Base Period up to the Not To

Exceed Total Price.

CLIN DESCRIPTION QTY UNIT UNIT PRICE TOTAL PRICE

Web Training for OEM Upgrades and

OEM Enhancements IAW PWS

Paragraph 5.6 and 5.6.1

150 EA $

Not to Exceed

(NTE)

paragraph 5.6.1.

0006AA

OEM Web-based Training Package IAW PWS paragraph 5.6.1

Due five days prior to training session.

BASE PERIOD OPTIONAL TASK ONE TOTAL $

TOTAL BASE INCLUDING OPTIONAL TASKS $

OPTION PERIOD 1

This option period may be exercised in the sole discretion of the Government IAW FAR 52.217 -9 Option to Extend the Term of the Contract (MAR 2000). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. If exercised, this option shall commence immediately after expiration of the base period.

CLIN DESCRIPTION QTY UNIT UNIT PRICE TOTAL PRICE

Project Management IAW PWS

Paragraph 5.1, inclusive of

PoP: 12 months from date option exercise.

1002 through CLIN 1003.

12 MO NSP NSP

1001AA

Staffing Assignment Worksheet IAW PWS

Due 30 days after option exercise and updated monthly thereafter.

CO.

Inspection: destination Acceptance: destination

1001AB

Project Management Plan IAW PWS Paragraph 5.1.1

Due 30 days after option exercise and updated monthly thereafter.

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

1 LO NSP NSP

1001AC

Integrated Master Schedule IAW PWS

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

1 LO NSP NSP

1001AD

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

1 LO NSP NSP

1001AE Monthly Progress Reports IAW PWS

Inspection: destination Acceptance: destination

1001AF Contractor Staff Roster IAW PWS 6.2.2.

CO.

Inspection: destination Acceptance: destination

1002 Software Requirements IAW PWS completion of the services detailed in PWS paragraph 5.2 and all of its subparagraphs.

PoP: 12 months from date of option exercise.

12 MO $ $

1002AA

Documentation IAW PWS paragraph 5.2.

updated as changes occur.

1002AB

Compliance Capabilities product demonstration IAW PWS paragraph 5.2.1

Due 30 days after Option exercise and

1 LO NSP NSP

1002AC

Electronic submission to: VA PM, COR, CO

Inspection: destination Acceptance: destination

1 LO NSP NSP

Technical Support IAW PWS Paragraph exercise

1003AA

Monthly Help Desk Report IAW PWS paragraph 5.3.1.

Electronic submission to: VA PM, COR, CO

Inspection: destination Acceptance: destination

1 LO NSP NSP

1004AA

Electronic submission to: VA PM, COR, CO

Inspection: destination Acceptance: destination

1 LO NSP NSP

1004AB

HICBA Encoder End User Training

Inspection: destination

1004AC

HICBA Encoder End User Web-based Training Package IAW PWS paragraph

1004AD

HICBA Encoder System Administrator

Web-based Training Package IAW PWS

OPTIOD PERIOD ONE TOTAL $

OPTIONAL TASK ONE under OPTION PERIOD ONE – WEB TRAINING FOR OEM UPGRADES

AND OEM ENHANCEMENTS

This is an optional task, FAR 52.217-7, Option for Increased Quantity – Separately priced Line

Item (MAR 1989). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. This option may be exercised multiple times in Option Period One up to the

NTE Total Price.

CLIN DESCRIPTION QTY UNIT UNIT PRICE TOTAL PRICE

Web Training for OEM Upgrades and

OEM Enhancements IAW PWS

Paragraph 5.6 and 5.6.1

150 EA $

NTE

1005AA

OPTION PERIOD ONE - OPTIONAL TASK ONE TOTAL $

TOTAL OPTION PERIOD ONE INCLUDING OPTIONAL TASKS $

OPTION PERIOD 2

This option period may be exercised in the sole discretion of the Government IAW FAR 52.217 -9 Option to Extend the Term of the Contract (MAR 2000). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. If exercised, this option shall commence immediately after expiration of option period 1.

CLIN DESCRIPTION QTY UNIT UNIT PRICE TOTAL PRICE

Project Management IAW PWS

2002 through CLIN 2003.

2001AA

Staffing Assignment Worksheet IAW PWS Paragraph 5.1.1

Due 30 days after option exercise and updated monthly thereafter.

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

1 LO NSP NSP

2001AB

Project Management Plan IAW PWS

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

1 LO NSP NSP

2001AC

Integrated Master Schedule IAW PWS

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

2001AD

Implementation Plan IAW PWS Paragraph 5.1.1

Due 30 days after option exercise and updated monthly thereafter.

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

1 LO NSP NSP

2001AE Monthly Progress Reports IAW PWS

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

1 LO NSP NSP

2001AF Contractor Staff Roster IAW PWS 6.2.2.

Due 30 days after option exercise and updated monthly thereafter.

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

1 LO NSP NSP

2002 Software Requirements IAW PWS completion of the services detailed in PWS paragraph 5.2 and all of its subparagraphs.

2002AA

2002AB

Compliance Capabilities product demonstration IAW PWS paragraph 5.2.1

1 LO NSP NSP

2002AC

Electronic submission to: VA PM, COR, CO

Inspection: destination Acceptance: destination

1 LO NSP NSP

2003AA

Monthly Help Desk Report IAW PWS paragraph 5.3.1.

2004AA

Enterprise HICBA Encoder Training Plan IAW PWS paragraph 5.4.1.

Due 30 days after option exercise and updated as changes occur.

1 LO NSP NSP

2004AB

HICBA Encoder End User Training

1 LO NSP NSP

2004AC

HICBA Encoder End User Web-based Training Package IAW PWS paragraph

2004AD

HICBA Encoder System Administrator

Web-based Training Package IAW PWS

OPTIOD PERIOD ONE TOTAL $

OPTIONAL TASK ONE under OPTION PERIOD TWO – WEB TRAINING FOR OEM UPGRADES

AND OEM ENHANCEMENTS

This is an optional task, FAR 52.217-7, Option for Increased Quantity – Separately priced Line

Item (MAR 1989). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. This option may be exercised multiple times in Option Period Two up to the

Web Training for OEM Upgrades and

2005AA

OEM Web-based Training Package IAW

PWS paragraph 5.6.1

Due five days prior to training session.

Electronic submission to: VA PM, COR, CO.

OPTION PERIOD TWO - OPTIONAL TASK ONE TOTAL $

TOTAL OPTION PERIOD TWO INCLUDING OPTIONAL TASKS $

OPTION PERIOD 3

This option period may be exercised in the sole discretion of the Government IAW FAR 52.217 -9 Option to Extend the Term of the Contract (MAR 2000). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. If exercised, this option shall commence immediately after expiration of option period 2.

CLIN DESCRIPTION QTY UNIT UNIT PRICE TOTAL PRICE

Project Management IAW PWS deliverables required for the successful completion of the services detailed in PWS

3002 through CLIN 3003.

3001AA

Paragraph 5.1.1

Inspection: destination

Acceptance: destination

1 LO NSP NSP

3001AB

Project Management Plan IAW PWS Paragraph 5.1.1

Due 30 days after option exercise and updated monthly thereafter.

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

1 LO NSP NSP

3001AC

Integrated Master Schedule IAW PWS Paragraph 5.1.1

Due 30 days after option exercise and updated monthly thereafter.

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

1 LO NSP NSP

3001AD

Electronic submission to: VA PM, COR, Acceptance: destination

3001AE Monthly Progress Reports IAW PWS

Inspection: destination Acceptance: destination

3001AF Contractor Staff Roster IAW PWS 6.2.2.

Inspection: destination Acceptance: destination

1 LO NSP NSP

3002 Software Requirements IAW PWS completion of the services detailed in PWS paragraph 5.2 and all of its subparagraphs.

3002AA

Electronic submission to: VA PM, COR, CO

3002AB

Inspection: destination Acceptance: destination

3002AC

Inspection: destination Acceptance: destination

1 LO NSP NSP

completion of the services detailed in PWS paragraph 5.3 and all of its subparagraphs.

3003AA

Monthly Help Desk Report IAW PWS paragraph 5.3.1.

Due 30 days after option exercise and updated monthly thereafter.

1 LO NSP NSP

3004AA

3004AB

HICBA Encoder End User Training

1 LO NSP NSP

3004AC

HICBA Encoder End User Web-based Training Package IAW PWS paragraph

3004AD

HICBA Encoder System Administrator Web-based Training Package IAW PWS

OPTIOD PERIOD THREE TOTAL $

OPTIONAL TASK ONE under OPTION PERIOD THREE – WEB TRAINING FOR OEM

UPGRADES AND OEM ENHANCEMENTS

This is an optional task, FAR 52.217-7, Option for Increased Quantity – Separately priced Line

Item (MAR 1989). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. This option may be exercised multiple times in Option Period Three up to the

Web Training for OEM Upgrades and

3005AA

OPTION PERIOD THREE - OPTIONAL TASK ONE TOTAL $

TOTAL OPTION PERIOD THREE INCLUDING OPTIONAL TASKS $

OPTION PERIOD 4

This option period may be exercised in the sole discretion of the Government IAW FAR 52.217 -9 Option to Extend the Term of the Contract (MAR 2000). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. If exercised, this option shall commence immediately after expiration of option period 3.

CLIN DESCRIPTION QTY UNIT UNIT PRICE TOTAL PRICE

Project Management in accordance with

(IAW) Performance Work Statement

(PWS) Paragraph 5.1, inclusive of

1002 through CLIN 1003.

4001AA

Inspection: destination Acceptance: destination

4001AB

Project Management Plan IAW PWS

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

1 LO NSP NSP

4001AC

Integrated Master Schedule IAW PWS

Inspection: destination Acceptance: destination

1 LO NSP NSP

4001AD

Inspection: destination Acceptance: destination

1 LO NSP NSP

4001AE Monthly Progress Reports IAW PWS

Paragraph 5.1.1

Inspection: destination

Acceptance: destination

4001AF Contractor Staff Roster IAW PWS 6.2.2.

Inspection: destination Acceptance: destination

4002 Software Requirements IAW PWS completion of the services detailed in PWS paragraph 5.2 and all of its subparagraphs.

4002AA

HICBA Encoder Solution with Product Documentation IAW PWS paragraph 5.2.

Due 30 days after option exercise and updated as changes occur.

Electronic submission to: VA PM, COR, CO

4002AB

Electronic submission to: VA PM, COR, CO

Inspection: destination Acceptance: destination

1 LO NSP NSP

4002AC

Compliance Role Product Manual IAW

PWS paragraph 5.2.1

Inspection: destination completion of the services detailed in PWS paragraph 5.3 and all of its subparagraphs.

4003AA

Monthly Help Desk Report IAW PWS paragraph 5.3.1.

1 LO NSP NSP

4004AA

Enterprise HICBA Encoder Training Plan

IAW PWS paragraph 5.4.1.

1 LO NSP NSP

4004AB

HICBA Encoder End User Training

Acceptance: destination

4004AC

HICBA Encoder End User Web-based Training Package IAW PWS paragraph

4004AD

HICBA Encoder System Administrator Web-based Training Package IAW PWS

OPTIOD PERIOD FOUR TOTAL $

OPTIONAL TASK ONE under OPTION PERIOD FOUR – WEB TRAINING FOR OEM UPGRADES

AND OEM ENHANCEMENTS

This is an optional task, FAR 52.217-7, Option for Increased Quantity – Separately priced Line

Item (MAR 1989). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. This option may be exercised multiple times in Option Period Four up to the

Web Training for OEM Upgrades and

4005AA

OPTION PERIOD FOUR - OPTIONAL TASK ONE TOTAL $

TOTAL OPTION PERIOD FOUR INCLUDING OPTIONAL TASKS $

OPTIONAL TASK TWO– TRANSITION OUT SUPPORT

This is an optional task, FAR 52.217-7, Option for Increased Quantity – Separately priced Line

Item (MAR 1989). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. This option may be exercised once in the Base Period or any of the Option

Periods

0008 Transition Out Support IAW PWS paragraph 5.6.2.

This FFP CLIN includes all labor and deliverables required for the successful paragraph 5.6.2.

PoP: 90 days from date of option exercise

0008AA Transition Out Plan IAW PWS paragraph 5.6.2

Due 15 days after exercise of option.

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

1 LO NSP NSP

OPTIONAL TASK TWO TOTAL $

TOTAL INCLUSIVE OF ALL BASE AND OPTION PERIOD AND TASKS $

B.5 PERFORMANCE WORK STATEMENT

1.0 BACKGROUND

The Department of Veterans Affairs (VA), Veterans Health Administration (VHA) physicians, nurses, and health care personnel provide quality medical treatment to more than nine million Veterans and their families per year. VHA personnel practice all medical specialties and provide medical and rehabilitative treatment of all kinds, from acute to long term care to outpatient care.

VHA Directive 1233, “Closeout of Veterans Health Administration Corporate Patient Data Files

Including Quarterly Census”, mandates the use of an enterprise-wide encoder software solution inclusive of reporting and revenue workload management functions. The Health Information Coding, Billing and

Auditing (HICBA) solution is comprised of two components which interface: the HICBA Encoder software solution and the HICBA Veterans Health Information Systems and Technology Architecture

(VistA) Integration, Reporting, and Revenue (VIRR) software solution. This Performance Work

Statement (PWS) contains requirements for the HICBA Encoder software solution.

VHA’s Health Information Management (HIM) Program Office within the VHA Office of Health Informatics, Health Information Governance, is the business owner of the HICBA Encoder and VIRR software solutions that assist VA coding and revenue professionals in accurately and consistently coding and billing health care encounters and inpatient stays.

The HICBA Encoder software assists VHA HIM and coding staff in collecting health care data and accurately applying the codes that are used to determine level of care provided to our patient population;

and it assists VHA management and Leadership with ensuring timely coding and revenue cycle activities.

2.0 APPLICABLE DOCUMENTS

In the performance of the tasks associated with this Performance Work Statement (PWS), the Contractor shall comply with the following:

1. 44 U.S.C. § 3541, “Federal Information Security Management Act (FISMA) of 2002”

2. “Federal Information Security Modernization Act of 2014”

3. Federal Information Processing Standards (FIPS) Publication 140-2, “Security Requirements

For Cryptographic Modules”

4. FIPS Pub 199. Standards for Security Categorization of Federal Information and Information

Systems, February 2004

5. FIPS Pub 200, Minimum Security Requirements for Federal Information and Information

Systems, March 2016

6. FIPS Pub 201-2, “Personal Identity Verification of Federal Employees and Contractors,”

August 2013

7. 10 U.S.C. § 2224, "Defense Information Assurance Program"

8. Carnegie Mellon Software Engineering Institute, Capability Maturity Model® Integration for Development (CMMI-DEV), Version 1.3 November 2010; and Carnegie Mellon

Software Engineering Institute, Capability Maturity Model® Integration for Acquisition

(CMMI-ACQ), Version 1.3 November 2010

9. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

10. Public Law 109-461, Veterans Benefits, Health Care, and Information Technology Act of

2006, Title IX, Information Security Matters

11. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”

12. VA Directive 0710, “Personnel Suitability and Security Program,” June 4, 2010, https://www.va.gov/vapubs/index.cfm

13. VA Handbook 0710, Personnel Suitability and Security Program, May 2, 2016, https://www.va.gov/vapubs/index.cfm https://www.va.gov/vapubs/index.cfm

14. VA Directive and Handbook 6102, “Internet/Intranet Services,” August 5, 2019

15. 36 C.F.R. Part 1194 “Information and Communication Technology Standards and

Guidelines,” January 18, 2017

16. Office of Management and Budget (OMB) Circular A-130, “Managing Federal Information as a Strategic Resource,” July 28, 2016

17. 32 C.F.R. Part 199, “Civilian Health and Medical Program of the Uniformed Services

(CHAMPUS)”

18. NIST SP 800-66 Rev. 1, An Introductory Resource Guide for Implementing the Health

Insurance Portability and Accountability Act (HIPAA) Security Rule, October 2008

19. Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended, January 18,

20. Homeland Security Presidential Directive (12) (HSPD-12), August 27, 2004

21. VA Directive 6500, “VA Cybersecurity Program,” January 24, 2019

22. VA Handbook 6500, “Risk Management Framework for VA Information Systems – Tier 3:

VA Information Security Program,” March 10, 2015

23. VA Handbook 6500.2, “Management of Breaches Involving Sensitive Personal Information

(SPI)”, July 28, 2016

24. VA Handbook 6500.3, “Assessment, Authorization, And Continuous Monitoring Of VA

Information Systems,” February 3, 2014

25. VA Handbook, 6500.5, “Incorporating Security and Privacy in System Development

Lifecycle” March 22, 2010

26. VA Handbook 6500.6, “Contract Security,” March 12, 2010

27. VA Handbook 6500.8, “Information System Contingency Planning”, April 6, 2011

28. VA Handbook 6500.11, “VA Firewall Configuration”, August 22, 2017

29. Office of Information & Technology (OI&T) Process Asset Library (PAL), https://www.va.gov/process/ . Reference Process Maps at https://www.va.gov/process/maps.asp and Artifact templates at https://www.va.gov/process/artifacts.asp

30. One VA Technical Reference Model (TRM) (reference at http://www.va.gov/trm/TRMHomePage.aspx)

31. VA Directive 6508, “Implementation of Privacy Threshold Analysis and Privacy Impact

Assessment,” October 15, 2014

32. VA Handbook 6508.1, “Procedures for Privacy Threshold Analysis and Privacy Impact

Assessment,” July 30, 2015

33. VA Handbook 6510, “VA Identity and Access Management”, January 15, 2016

34. VA Directive and Handbook 6513, “Secure External Connections”, October 12, 2017

35. VA Directive 6300, Records and Information Management, September 21, 2018

36. VA Handbook, 6300.1, Records Management Procedures, March 24, 2010

37. NIST SP 800-37 Rev 1, Risk Management Framework for Information Systems and

Organizations: A System Life Cycle Approach for Security and Privacy, December 2018

38. NIST SP 800-53 Rev. 4, Security and Privacy Controls for Federal Information Systems and

Organizations, January 22, 2015

39. OMB Memorandum, “Transition to IPv6”, September 28, 2010

40. VA Directive 0735, Homeland Security Presidential Directive 12 (HSPD-12) Program, October 26, 2015

41. VA Handbook 0735, Homeland Security Presidential Directive 12 (HSPD-12) Program, March 24, 2014

42. OMB Memorandum M-06-18, Acquisition of Products and Services for Implementation of

HSPD-12, June 30, 2006

43. OMB Memorandum 04-04, E-Authentication Guidance for Federal Agencies, December 16, file://///R04.med.va.gov/V03/EAS/Users/vhaeasnowake/Documents/VA https://www.va.gov/process/ https://www.va.gov/process/maps.asp https://www.va.gov/process/artifacts.asp http://www.va.gov/trm/TRMHomePage.asp

44. OMB Memorandum 05-24, Implementation of Homeland Security Presidential Directive

(HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and

Contractors, August 5, 2005

45. OMB memorandum M-11-11, “Continued Implementation of Homeland Security

Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors, February 3, 2011

46. OMB Memorandum, Guidance for Homeland Security Presidential Directive (HSPD) 12

Implementation, May 23, 2008

47. Federal Identity, Credential, and Access Management (FICAM) Roadmap and

Implementation Guidance, December 2, 2011

48. NIST SP 800-116, Rev 1, Guidelines for the Use of Personal Identity Verification (PIV)

Credentials in Facility Access, June 2018

49. OMB Memorandum M-07-16, Safeguarding Against and Responding to the Breach of

Personally Identifiable Information, May 22, 2007

50. NIST SP 800-63-3, 800-63A, 800-63B, 800-63C, Digital Identity Guidelines, December

51. Draft NIST Special Publication 800-157, Guidelines for Derived PIV Credentials, March

52. NIST Special Publication 800-164, Guidelines on Hardware-Rooted Security in Mobile

Devices (Draft), October 2012

53. Draft National Institute of Standards and Technology Interagency Report (NISTIR) 7981 Mobile, PIV, and Authentication, March 2014

54. VA Memorandum, VAIQ #7100147, Continued Implementation of Homeland Security

Presidential Directive 12 (HSPD-12), April 29, 2011 (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

55. IAM Identity Management Business Requirements Guidance document, May 2013, (reference Enterprise Architecture Section, PIV/IAM (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

56. VA Memorandum “Personal Identity Verification (PIV) Logical Access Policy

Clarification,” July 17, 2019, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896

57. Trusted Internet Connections (TIC) Reference Architecture Document, Version 2.2, Federal

Interagency Technical Reference Architectures, Department of Homeland Security, June 19, 2017, https://www.dhs.gov/sites/default/files/publications/TIC_Ref_Arch_v2.2_2017.pdf

58. OMB Memorandum M-08-05, “Implementation of Trusted Internet Connections (TIC), November 20, 2007

59. OMB Memorandum M-08-23, Securing the Federal Government’s Domain Name System

Infrastructure, August 22, 2008

60. VA Memorandum, VAIQ #7497987, Compliance – Electronic Product Environmental

Assessment Tool (EPEAT) – IT Electronic Equipment, August 11, 2014 (reference Document

Libraries, EPEAT/Green Purchasing Section, https://www.voa.va.gov/documentlistpublic.aspx?NodeID=552)

61. Sections 524 and 525 of the Energy Independence and Security Act of 2007, (Public Law 110–140), December 19, 2007

62. Section 104 of the Energy Policy Act of 2005, (Public Law 109–58), August 8, 2005

63. Executive Order 13834, “Efficient Federal Operations”, dated May 17, 2018

64. Executive Order 13221, “Energy-Efficient Standby Power Devices,” August 2, 2001

65. VA Directive 0058, “VA Green Purchasing Program”, July 19, 2013

66. VHA Directive 1233, Closeout of Veterans Health Administration Corporate Patient Data

Files Including Quarterly Census, June 14, 2017

67. VA Handbook 0058, “VA Green Purchasing Program”, July 19, 2013 https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514 https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896 https://www.dhs.gov/sites/default/files/publications/TIC_Ref_Arch_v2.2_2017.pdf https://www.voa.va.gov/documentlistpublic.aspx?NodeID=552

68. VHA Handbook 1907.01 “Health Information Management and Health Records”, March

19, 2015

69. VHA Handbook 1907.03, “Health Information Management Clinical Coding Program

Procedures”, September 26, 2012

70. VHA Coding Guidelines, v1.7, December 2019

71. Office of Information Security (OIS) VAIQ #7424808 Memorandum, “Remote Access”, January 15, 2014, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

72. Clinger-Cohen Act of 1996, 40 U.S.C. §11101 and §11103

73. “Veteran Focused Integration Process (VIP) Guide 3.2”, December 2018, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371

74. VA Memorandum “Proper Use of Email and Other Messaging Services”, January 2, 2018, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

3.0 SCOPE OF WORK

VHA currently consists of 140+ medical centers and seven Consolidated Patient Account Centers (CPACs) located in all 50 states and Puerto Rico. Coding of all inpatient encounters, billable and other specified outpatient encounters such as Veterans Equitable Resource Allocation (VERA), Clinical

Documentation Improvement (CDI), etc., and all surgery encounters must be supported by the encoders for the medical services provided at each of these facilities.

The Contractor shall provide a Commercial-Off-The-Shelf (COTS) encoder solution with enterprise level software with per-site license distribution. The Contractor shall provide the HICBA Encoder software solution to include updates to the application, compliance with International Classification of Diseases

(ICD) translations, provision of centralized reporting for monitoring and management of coding activities and references, and technical support. Optional tasks are included to provide training and transition out support if exercised by the Government.

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

The period of performance (POP) shall be nine months from date of award with four, 12-month option periods and optional tasks to be exercised at the Government’s discretion.

Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

There are 10 Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, four are set by date:

New Year's Day January 1

Independence Day July 4 Veterans Day November 11

Christmas Day December 25

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371

Martin Luther King's Birthday Third Monday in January

Washington's Birthday Third Monday in February

Memorial Day Last Monday in May

Labor Day First Monday in September

Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November

4.2 PLACE OF PERFORMANCE

Tasks under this PWS shall be performed primarily at Contractor facilities.

4.3 TRAVEL

The Government anticipates the potential for travel under this effort to perform the tasks detailed in this PWS, to include on-site training throughout the POP if indicated in training plan deliverable(s). Include all estimated travel costs in the firm-fixed price line items. These costs will not be directly reimbursed by the Government.

Travel may be required for on-site training. Locations, durations, and frequency will be identified in training plan deliverable(s).

5.0 SPECIFIC TASKS AND DELIVERABLES

The Contractor shall provide software which consists of an application encoder solution that enables VA coding professionals in accurately and consistently code health care encounters and inpatient stays.

The Contractor shall provide software that is an Enterprise-wide solution for unlimited number of users.

No additional costs should be associated with adding users.

Any contractor encoder solution shall interface with the HICBA VIRR solution and is critical for operations and timely exchange of patient data. In addition, the Contractor shall provide a Secure File

Transfer Protocol (SFTP) connection with VA or secure alternative in order to distribute new versions and patches to VA in a format compatible with VA.

5.1 PROJECT MANAGEMENT

5.1.1 CONTRACTOR PROJECT MANAGEMENT

The Contractor shall designate a Contractor Project Manager (PjM) as the main point of contact (POC) between the VA Program Manager (PM) and Contractor organization on this PWS effort. The PjM shall also oversee and manage the schedule and all tasks associated with this PWS.

The Contractor shall:

A. Plan and schedule a kickoff meeting within 10 days following contract award to outline the approach and review the schedule. The meeting shall be held via teleconference.

B. Provide a Staffing Assignment Worksheet listing all Contractor personnel assigned to this project, their contact information, and their role. If Contractor staff requires background investigations, PIV Badges, and access to VA’s email system, the Contractor shall include these requirements in the Staffing Assignment Worksheet. Additional information will be required to accomplish the access requests.

C. Develop and maintain a Project Management Plan (PMP) that describes the technical approach, organizational resources, and management controls to be employed to meet the schedule and performance requirements defined in this PWS. The PMP shall include a Risk Management and

Communication Plan.

D. Develop and maintain an Integrated Master Schedule (IMS) using a scheduling tool such as

Microsoft (MS) Project or Excel. This preliminary IMS shall identify phases and milestones

(such as the rollout/installation of the product, enhancement implementation (to include testing), training, etc.) and provide sufficient detail to identify deliverable dates and when the Government will be expected to attend meetings, review documentation, provide test resources and other interactions. The Contractor shall maintain the IMS by keeping it current, as dictated by program events and in coordination with the VA PM. The IMS shall be distributed in a PDF or MS Office format.

E. The Contractor shall provide an Implementation Plan for the Contractor’s approach to provide the

HICBA Encoder solution at facilities across VA’s enterprise. The Implementation Plan shall include a detailed timeline of events to include testing of software, access requirements to VA facilities, VA support requirements, and training.

F. Collaborate with VA’s Enterprise Architecture team and other VA organizations to develop and maintain deliverables, and to perform the tasks specified herein.

G. Collaborate with project stakeholders to identify, prioritize, scope, bound, resource and assess course of actions related to program risks. The Contractor shall inform the VA PM of relevant deliberations and Contractor recommendations.

H. Work to mitigate and resolve program risks as they are identified. Develop and submit a Monthly

Progress Report (MPR). The MPR shall report activities completed in the prior month and those planned for the next month. The MPR shall include project status summary, Change Request status (new, open, and closed since last report), Issue/Action Item status (new, open, and closed since last report), Risk items and their disposition, Schedule status and a summarized Trip Report for all travel that occurred in the previous month and trips planned for current month. The Trip

Report shall summarize the events and actions that occurred during the trips, identify any issues that arose during the trips, and outline any action items with responsible parties and dates that came about from the trips.

I. Create meeting materials (within five days prior to meeting) for all conference calls and/or meetings held with the VA PM.

J. The Contractor shall notify VA’s PM, Contracting Officer’s Representative (COR), and CO, in writing, immediately if problems arise adversely impacting the performance of the tasks of this

PWS.

K. Attend monthly conference calls with representatives from VA’s HIM Program Office, COR, CPAC, Compliance and Business Integrity and OI&T at a mutually agreed upon date/time. The calls shall identify upcoming software changes, training activities, policy changes, and issues identified by the field facilities, etc. The issues may occur in software, training, business process, workload, etc. The business partners on the call shall review and implement changes that shall correct the issue.