36C10B21R0009_1.docx

Contract Opportunity Combined Synopsis/Solicitation Notice

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* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice

DA10

Community Living Centers Resident Assessment Instrument, CLC

RAI

Modernization, New Contract (VA-21-00007187) 07724 36C10B21R0009 03-19-2021

5PM

EASTERN TIME, NEW YORK, USA

N 511210 Department of Veterans Affairs Technology Acquisition Center 23 Christopher Way Eatontown NJ 07724 Contract Speiclaist : Tinamarie Giraud Tinamarie.Giraud@va.gov

Department of Veterans Affairs (VA) Office of Procurement, Acquisition and Logistics, Technology Acquisition Center (TAC), located at 23 Christopher Way, Eatontown NJ intends to enter into a contract on a basis of other than full and open competition for the enterprise license renewal and customized support for VA’s Geriatrics and Extended Care Operations use of Community Living Center (CLC) Resident Assessment Instrument (RAI) Caribou Suite of software. This effort is proposed to be awarded on a sole source basis. The period of performance will be a 12-month base period and two, 12-month option periods. The TAC intends to award a sole source, firm-fixed price contract to Document Storage Systems Inc. (DSS), 12575 U.S. Highway 1, Suite 200, Juno Beach, Florida 33408.

Any inquiries shall be submitted to Tinamarie.Giraud@va.gov and Matthew.Newell@va.gov with the synopsis number, 36C10B21R0009, as the subject line. The Points of Contact (POCs) for this action are Tinamarie Giraud, Contract Specialist, Tinamarie.Giraud@va.gov and Matthew Newell, Contracting Officer, Matthew.Newell@va.gov.

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 ATTA

CHED

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 W

HICH 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

36C10B21R0009 03-16-2021

11:59PM

EDT

Department of Veterans Affairs Technology Acquisition Center 23 Christopher Way Eatontown NJ 07724 X 511210 $41.5 Million N/A X See Delivery Schedule See Delivery Schedule See Delivery Schedule Eatontown NJ 07724 Department of Veterans Affairs Technology Acquisition Center 23 Christopher Way Eatontown NJ 07724

Department of Veterans Affairs Technology Acquisition Center Financial Services Center PO Box 149971 Austin TX 78714-8971 See CONTINUATION Page See CONTINUATION Page X Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C10B Department of Veterans Affairs Technology Acquisition Center 23 Christopher Way Eatontown NJ 07724

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

3. INVOICES: Invoices shall be submitted in arrears:

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.

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

B.2 GOVERNING LAW

Federal law and regulations, including the Federal Acquisition Regulations (FAR), shall govern this Contract/Order. Commercial license agreements may be made a part of this Contract/Order but only if both parties expressly make them an addendum hereto. If the commercial license agreement is not made an addendum, it shall not apply, govern, be a part of or have any effect whatsoever on the Contract/Order; this includes, but is not limited to, any agreement embedded in the computer software (clickwrap), any agreement that is otherwise delivered with or provided to the Government with the commercial computer software or documentation (shrinkwrap), or any other license agreement otherwise referred to in any document. If a commercial license agreement is made an addendum, only those provisions addressing data rights regarding the Government’s use, duplication and disclosure of data (e.g., restricted computer software) are included and made a part of this Contract/Order, and only to the extent that those provisions are not duplicative or inconsistent with Federal law, Federal regulation, the incorporated FAR clauses and the provisions of this Contract/Order; those provisions in the commercial license agreement that do not address data rights regarding the Government’s use, duplication and disclosure of data shall not be included or made a part of the Contract/Order. Federal law and regulation including, without limitation, the Contract Disputes Act (41 U.S.C. § 7101 et seq.), the Anti-Deficiency Act (31 U.S.C. § 1341 et seq.), the Competition in Contracting Act (41 U.S.C. § 3301 et seq.), the Prompt Payment Act (31 U.S.C. §3901 et seq.), Contracts for Data Processing or Maintenance (38 USC § 5725), and FAR clauses 52.212-4, 52.227-14, 52.227-19 shall supersede, control, and render ineffective any inconsistent, conflicting, or duplicative provision in any commercial license agreement. In the event of conflict between this Clause and any provision in the Contract/Order or the commercial license agreement or elsewhere, the terms of this Clause shall prevail. Claims of patent or copyright infringement brought against the Government as a party shall be defended by the U.S. Department of Justice (DOJ). 28 U.S.C. § 516. At the discretion of DOJ, the Contractor may be allowed reasonable participation in the defense of the litigation. Any additional changes to the Contract/Order must be made by contract/order modification (Standard Form 30) and shall only be affected 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.3 SOFTWARE LICENSE, MAINTENANCE AND TECHNICAL SUPPORT SOFTWARE LICENSE, MAINTENANCE AND TECHNICAL SUPPORT:

1. Definitions.

1. Licensee. The term “licensee” shall mean the U.S. Department of Veterans Affairs (“VA”) and is synonymous with “Government.”

1. 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.

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

1. 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.

1. 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.

1. 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.

1. 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).

1. Software License

1. 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

1. The Government may use the software in a networked environment.

1. 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).

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

1. Software Maintenance and Technical Support

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.

B.4 SCHEDULE OF SUPPLIES/SERVICES

BASE PERIOD

The Base Period shall be from March 28, 2021 through March 27, 2022.

The cost of this Contract Line Item Number (CLIN) shall include the cost of all services for PWS Section 5.1 inclusive of all subparagraphs.

Due: Support shall commence on March 28, 2021. Initial reports due 30 days after award and updated throughout the 12-month period of performance.

Electronic Submission to: VA Program Manager, VA Product Manager /Contracting Officer’s Representative (COR), Contracting Officer (CO)/Contract Specialist (CS).

The cost of this CLIN shall include the cost of all services for PWS Sections 5.2, 5.3, 5.4, 5.5, 5.6, 5.7 and 5.8 inclusive of all subparagraphs for 137 Community Living Centers (CLCs) that permits VA to add facilities, beds, and users to meet VA’s mission.

Due: Support shall commence on March 28, 2021 and continue for 12 months.

This Optional Line Item may be exercised IAW FAR 52.217-7 Option for Increased Quantity—Separately Priced Line Item (MAR 1989).

This optional line item can be exercised at any time throughout the Period of Performance.

Period of Performance: 2 months.

Due: Initial submission due no later than 15 days after exercise of the optional task.

All transition actions shall be completed within 30 days prior to end of period of performance.

Electronic Submission: VA PM, COR, CO/CS.

OPTION PERIOD ONE:

This 12-month option period may be exercised 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.

Option Period One shall be from March 28, 2022 through March 27, 2023.

The cost of this Contract Line Item Number (CLIN) shall include the cost of all services for PWS Section 5.1 inclusive of all subparagraphs.

Due: Support shall commence on March 28, 2022. Initial reports due 30 days after award and updated throughout the 12-month period of performance.

Electronic Submission to: VA PM, COR, CO/CS.

The cost of this CLIN shall include the cost of all services for PWS Sections 5.2, 5.3, 5.4, 5.5, 5.6, 5.7 and 5.8 inclusive of all subparagraphs for 137 Community Living Centers (CLCs) that permits VA to add facilities, beds, and users to meet VA’s mission.

Due: Support shall commence on March 28, 2022 and continue for 12 months.

OPTION PERIOD TWO:

This 12-month option period may be exercised 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 Option Period One.

Option Period Two shall be from March 28, 2023 through March 27, 2024.

The cost of this Contract Line Item Number (CLIN) shall include the cost of all services for PWS Section 5.1 inclusive of all subparagraphs.

Due: Support shall commence on March 28, 2023. Initial reports due 30 days after award and updated throughout the 12-month period of performance.

Electronic Submission to: VA PM, COR, CO/CS.

The cost of this CLIN shall include the cost of all services for PWS Sections 5.2, 5.3, 5.4, 5.5, 5.6, 5.7 and 5.8 inclusive of all subparagraphs for 137 Community Living Centers (CLCs) that permits VA to add facilities, beds, and users to meet VA’s mission.

Due: Support shall commence on March 28, 2023 and continue for 12 months.

B.5 PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Office of Information & Technology DevSecOps

Community Living Center Resident Assessment Instrument Date: February 12, 2021

VA-21-00007187

1.0 BACKGROUND

The Department of Veterans Affairs (VA), Office of Information & Technology (OIT), DevSecOps strives to provide high quality, effective, and efficient Information Technology (IT) services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all the points of the Veterans’ health care in an effective, timely and compassionate manner. VA depends on Information Management/Information Technology (IM/IT) systems to meet mission goals.

The Community Living Center Resident Assessment Instrument (CLC-RAI) is a standardized assessment and treatment planning process designed to identify the functional and health care needs of the Veteran and to help develop a plan of care where services are individualized to meet the needs of each resident. VA CLCs offer a dynamic array of short-stay and long-stay non-acute services for Veterans who are medically and psychiatrically stable. The application assists CLC staff in gathering definitive information on a resident’s strengths and needs, which must be addressed in an individualized care plan. It also assists staff with evaluating patient goal achievement and revising care plans accordingly by enabling the CLC to track changes in the resident’s status. As the process of problem identification is integrated with sound clinical interventions, the care plan becomes each resident’s unique path toward achieving or maintaining his or her highest practical level of well-being.

In November 2018, VA issued the Cloud First Policy mandating that all new and existing IT solutions be assessed to determine suitability to be offered as an enterprise cloud computing service. CLC-RAI application was determined to be suitable and has been transitioned and operating in the VA Enterprise Cloud (VAEC), managed by OIT’s Enterprise Cloud Solutions Office (ECSO). The CLC-RAI contractor will not be responsible for providing or acquiring cloud capacity or server hosting infrastructure for this effort. VA will furnish the hosting infrastructure as Government Furnished Equipment.

2.0 APPLICABLE DOCUMENTS

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

1. 44 U.S.C. § 3541-3549, “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 Security and Suitability Program,” June 4, 2010, https://www.va.gov/vapubs/index.cfm

13. VA Handbook 0710, Personnel Security and Suitability Program, May 2, 2016, 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, 2017

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 into the 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. 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 https://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, 2003

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 2017

51. NIST SP 800-157, Guidelines for Derived PIV Credentials, December 2014

52. NIST SP 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. VA Handbook 0058, “VA Green Purchasing Program”, July 19, 2013

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

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

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

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

71. VA Enterprise Cloud Technical Reference Guide, Version 1.3 July 2018

3.0 SCOPE OF WORK

The Contractor shall continue to provide, operate and maintain the Community Living Center Resident Assessment Instrument system and supporting services, to include maintaining a customized commercial off the shelf (COTS) software solution, configuration services, integration and implementation services, training services, and support for VA business processes within the VAEC.

The software solution shall meet and maintain regulatory compliance with current Centers for Medicare & Medicaid Services (CMS) MDS standards and regulations. The Contractor shall provide the functionality found in the existing CLC software and ensure accuracy with respective VA CLC-RAI technical documentation.

This solution is presently hosted in the VAEC’s Azure environment and shall continue be fully functional no later than March 28, 2021. The Contractor shall not be responsible for providing or acquiring cloud capacity or server hosting infrastructure for this contract. VA will furnish VAEC capacity as GFE.

The Contractor shall provide an enterprise license which permits expansion and the VA provision to add facilities, beds, and users to meet Veteran demand and mission requirements with an anticipated growth estimate of three percent per year.

On June 5, 2017, the VA announced its decision to replace the existing VistA Electronic Health Records (EHR) with the Cerner Millennium EHR solution to align with the Department of Defense (DoD) Military Health System GENESIS EHR. This strategy aims to create a single, accurate, lifetime health record that will facilitate the seamless transition of Active Duty service members to Veteran status and promote meaningful sharing of health data with community partners. The Contractor shall ensure the software solution interfaces to both VistA and Cerner Millennium Cerner Suite Platform.

The Contractor shall provide support for all phases of the system/software lifecycle. The support shall include project management, product customization, security compliance, system integration/implementation, training, help desk support, system management and maintenance, Operations & Maintenance (O&M) and phase-out transition support.

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

The PoP shall be 12 months from the date of award with two, 12-month option periods for operational support. The overall PoP shall not exceed 36 months.

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

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

Under current definitions, four are set by date:

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:

4.2 PLACE OF PERFORMANCE

Tasks under this PWS shall be performed at Contractor facilities. The Contractor shall identify the Contractor’s place of performance in their proposal submission.

4.3 TRAVEL

The Government does not anticipate travel under this effort to perform the associated tasks, as well as to attend program-related meetings or conferences throughout the PoP.

5.0 SPECIFIC TASKS AND DELIVERABLES

5.1 PROJECT MANAGEMENT

5.1.1 CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline and tools to be used in execution of the contract. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support. The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The initial baseline CPMP shall be concurred upon and updated within 30 days of contract award. The Contractor shall update and maintain the VA PM approved CPMP throughout the PoP.

Deliverable:

A. Contractor Project Management Plan

5.1.2 REPORTING REQUIREMENTS

The Contractor shall provide the COR with monthly Progress Reports in electronic form in Microsoft Word. The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding month.

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

Deliverable:

A. Monthly Progress Report

5.1.3 TECHNICAL KICKOFF MEETING (BASE PERIOD)

The Contractor shall hold a technical kickoff meeting within 10 days after contract award. The Contractor shall present, for review and approval by the Government, the details of the intended approach, work plan, and project schedule. The Contractor shall specify dates, locations (will be virtual), agenda (shall be provided to all attendees at least five calendar days prior to the meeting), and meeting minutes (shall be provided to all attendees within three calendar days after the meeting). The Contractor shall invite the Contracting Officer (CO), Contract Specialist (CS), COR, and the VA PM.

During the kickoff-meeting, the Contractor shall present, for review and approval by the Government, the details of the intended approach, work plan, and project schedule for each effort via a Microsoft Office PowerPoint presentation. At the conclusion of the meeting, the Contractor shall update the presentation with a final slide entitled “Summary Report” which shall include notes on any major issues, agreements, or disagreements discussed during the kickoff meeting. The Contractor shall obtain concurrence from the COR on the content of the meeting minutes prior to distribution of the document.

5.1.4 TECHNICAL REVIEWS/DOCUMENTATION SUPPORT

The Contractor shall participate and/or facilitate in technical reviews, security reviews, release planning, and operational readiness reviews. The Contractor shall provide review materials for the meetings identified in table below. The Contractor shall upload the review materials to the repository (designated by the COR) prior to the start of each meeting. The Contractor shall provide an Action Item Tracking Report to ensure the action items identified in each meeting are on track for resolution.

The Contractor shall maintain and update documentation store in the COR designated repository (a controlled access site for sensitive but unclassified information). The Contractor shall be solely responsible to maintain and update all project artifacts related to the designated repository for the product lifecycle. The Contractor shall ensure project documents are posted to the COR designated repository on a timely basis (within two business days), maintain configuration management and version control for documents that are under revision, and manage and update the designated repository. The Contractor shall ensure any updated versions of project artifacts and project narratives including accomplishments, plans for next month, and schedule variance are posted to the COR designated repository by the 15th of each month. The Contractor shall create, review, and provide status of any open action items in an Action Item Tracking Report that shall be updated two days after each meeting.

The Contractor shall update, maintain, and deliver the following software documentation and artifacts.

1. The Contractor shall update the User Guide. The User Guide shall provide information of the software appropriate to the different types of users. The User Guide shall act as a guide to assist the user in accomplishing the different functions available in the software solution.

2. The Contractor shall document release notes for each product release that describe changes to software and new features and functions of the new release of software. The Contractor shall deliver the release notes within 10 days of each release.

3. The Contractor shall update the Quality Control Plan (QCP) which defines how quality will be tested and monitored during all system changes.

4. Contractor shall update existing Service Level Agreement (SLA) provided in Attachment 1 and submit to COR for review and approval within 30 days of contract award. Contractor shall update SLA as needed throughout the PoP and submit to COR for approval within 5 days of revisions.

5. The Contractor shall update and maintain a Version Description Document (VDD) to track and control versions of software to be released to the operational environment. The VDD shall outline the features and contents for the software build and identify and describe the version of the software being delivered, including all changes to the software since the last VDD was issued. Every release of the software (including the initial release) shall be described by a VDD.

Deliverable:

A. Action Item Tracking Report

5.2 COTS PRODUCT CUSTOMIZATION AND ARCHITECTURE

5.2.1 COTS PRODUCT SOLUTION INCLUDING SOFTWARE LICENSE AND MAINTENANCE SUPPORT

The Contractor shall provide, operate and maintain an enterprise level customized COTS CLC-RAI software solution to include support for VA’s business processes in order to provide all functionality as required by this contract’s PWS.

The software solution application shall be an externally managed model for the CLC-RAI (formerly Resident Assessment Instrument/Minimum Data Set (RAI/MDS)) platform for long-term care, which will allow the VA to manage the complete MDS/Care Area Assessment (CAA)/Care Plan cycle. The Contractor shall maintain the ability to provide weekly batch files to the VA data repository at the Austin Information Technology Center (AITC) and track acknowledgement from the data center.

The Contractor shall ensure the software solution meets all mandatory CLC-RAI Custom Functionality Requirements identified in Section 5.2 and applicable sub-paragraphs of this PWS. If any mandatory functionality is not currently in the COTS product(s), the COTS product(s) shall be modified to meet the mandatory requirement. The Contractor shall provide, operate and maintain all necessary commercial, Open Source, and third-party software agreements to include licenses, warranties, and/or commercial maintenance agreements, hereinafter referred to as “product,” for use on all software. The Contractor shall be required to maintain all software needed to manage the solution.

On June 5, 2017, the VA announced its decision to replace the existing VistA Electronic Health Records (EHR) with the Cerner Millennium EHR solution to align with the Department of Defense (DoD) Military Health System GENESIS EHR. This strategy aims to create a single, accurate, lifetime health record that will facilitate the seamless transition of Active Duty service members to Veteran status and promote meaningful sharing of health data with community partners. The software solution currently interfaces with both VistA and Cerner for patient data. The Cerner integration development will continue to be managed under a separate contract with Cerner and is outside the scope of this contract. Cerner Millennium Cerner Suite Platform and VistA integration is needed until the Cerner Millennium implementation is completed across the VA enterprise.

To ensure the API between CLC-RAI software and Cerner Millennium Cerner Suite Platform works properly, the Contractor shall coordinate and collaborate with the OIT’s ECSO personnel and the Cerner Millennium platform team to ensure the API on both ends of the interface transmits/receives the required data.

With regard to the CLC-RAI software, the data and configuration information in Contractor shall provide back-end system administration and configuration capabilities to designated VA users (e.g., ECSO system administrators) at the enterprise level.

At the conclusion of the contract, the Contractor’s COTS cloud-based solution must be easily transferred from one commercial vendor to another. VA must retain access to VA data and data must returned to VA in a format acceptable to VA at the end of the contract for transition at the Government’s discretion.

The Contractor shall provide product maintenance (including product patches and upgrades for new CMS releases) and software enterprise licenses specific to the COTS product solution (refer to Section 5.2 and applicable sub-paragraphs). The Contractor shall ensure that all patches and upgrades meet the mandatory functionality in Section 5.2. The Contractor shall provide an enterprise license for approximately 137 Community Living Centers (CLCs) that includes and permits VA to add facilities, beds, and users to meet VA’s mission with an anticipated growth of three percent per year of operating CLCs.

The Contractor shall ensure that the following functionality is maintained throughout the period of performance:

1. Use and support VA Service Oriented Architecture (VSOA) Service.

2. Use and support VA Identified Common Services.

3. Allow logging, two-factor authentication, viewing, and reconciliation.

4. Support exception logging information that is meaningful and able to be correlated for root cause analysis, with the ability to integrate with the VA enterprise management tools used for diagnostic and capacity testing. The information must include data fields useful for both diagnostic use and performance/capacity analysis.

5. Have an interface specification/service that enables Government access to audit information.

6. Have a system level audit system that complies with NIST, VA, and Department of Defense (DoD) standards for continuous monitoring. In the event of a conflict, VA standards take precedence.

7. Be compatible with custom functionality requirements identified in Section 5.2.2 (CLC-RAI Requirements Management).

8. Comply with enterprise authentication/authorization services.

Deliverables:

A. Customized COTS Software

5.2.2 CLC-RAI REQUIREMENTS MANAGEMENT

The Contractor shall continue to provide, maintain, and operate CLC-RAI 3.0 compliant solution (reference the MDS 3.0 RAI Manual at http://www.cms.gov/Medicare/Quality-Initiatives-Patient-Assessment-Instruments/NursingHomeQualityInits/MDS30RAIManual.html) that meets Veteran needs and VA’s business requirements. The functional requirements can be found below and in the Business Requirements Document (BRD).

The Contractor shall maintain automated system which will enable CLC-RAI at approximately 137 CLCs, integrate with approximately 137 instances of VistA/Cerner Millennium, adequately address the workloads of approximately 11,000 users, 300,000 transactions and manage approximately 12,000 patient beds per year, plus the anticipated growth identified in Section 5.2.3. The software shall ensure accuracy in documentation requirements and maintain regulatory compliance with current CMS standards and regulations for MDS, which can be found at the following URL: http://www.cms.gov/Medicare/Quality-Initiatives-Patient-Assessment-Instruments/NursingHomeQualityInits/MDS30RAIManual.html.

The Contractor solution shall provide, operate and maintain the following VA specific workload and functional performance requirements:

1. Allow three disciplines to electronically sign a CAA.

2. Have a minimum of 15 electronic signature lines for assessments and care plans reviewing/approving signatures.

3. Be able to begin work on a CAA before the MDS is completed.

4. Allow the VA users to download and send weekly extensible markup language (XML) (batch) files containing the MDS assessment and tracking forms from the external software to the VA data repository at AITC and be able to receive and track acknowledgement messages from the data center in the software. This batch file is currently uploaded by the VA user to a web interface at AITC.

5. Be able to manage resident lists through views such as all, current, discharged, etc. to show discharged residents as inactive.

6. Be able to print forms generated by the CLC-RAI software; such as resident care plans, individual CAA narratives.

7. Have an Omnibus Budget Reconciliation Act (OBRA) assessment scheduler.

8. Be able to make modifications and save the Care Plan review date within schedule.

9. Be capable of exporting CLC-RAI reports into a Microsoft Office document, version 2010 or greater.

10. Have a standardized care plan library that will be shared enterprise wide and the library is customizable to make the problems, goals, and approaches individualized.

11. Ensure the software is in compliance with the CMS’s current Interface Control Document (ICD) codes at all times.

12. Allow administrator to edit assessments and create an audit trail to track who made the…