36C10B22Q0162 Final.docx

36C10B22Q0162

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

Zachary Tanner 848-277-5145

Department of Veterans Affairs Technology Acquisition Center

23 Christopher Way Eatontown NJ 07724

X

333314 500 Employees

N/A

See Delivery Schedule

23 Christopher Way Eatontown NJ 07724

Financial Services Center PO Box 149971 Austin TX 78714-8971

***See Continuation Page*** x

Matthew Newell

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.

5. 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 effected by a warranted Contracting Officer. Nothing in this Contract/Order or any commercial license agreement shall be construed as a waiver of sovereign immunity.

B.3 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).

1. 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.

1. Software Maintenance and Technical Support

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

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

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

(d) The contractor shall provide all maintenance services in a timely manner in accordance with the contractor’s customary practice or as defined in the Performance Work Statement/Product Description. However, prolonged delay (exceeding 2 business days) in resolving software problems will be noted in the Government’s various past performance records on the contractor (e.g., www.ppirs.gov).

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

1. 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.

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

B.4 PRICE SCHEDULE

NOTE: Vendors are instructed to complete Section B: Price Schedule and submit with their quote. Vendors are cautioned that alterations to the line items as specified below may render quotes unacceptable. Undefinitized line items will not be acceptable. All questions shall be directed to the Contract Specialist, Zachary Tanner, Zachary.Tanner@va.gov, 848-377-5145, and Contracting Officer, Matthew Newell, Matthew.Newell@va.gov, 848-377-5170, prior to the closing date and time specified on the solicitation. All below deliverables are FOB destination with delivery to the VA PM, Michael Fenchak, Michael.Fenchak@va.gov, (317) 988-1629.

Base Period The period of performance for this effort shall be 12 months in accordance with (IAW) Section 4.1 of the Performance Work Statement (PWS) including any optional tasks to incorporate additional services.

The monthly price shall include ROE fees.

Licenses are due no later than 100 days after contract award and will be accepted upon successful installation and

Due no later than 100 days after contract award.

The cost of all services, travel, and materials required for successful completion of this CLIN shall be included and allocated in Sub-Line Item Number 0002

NSP

NSP

Shall commence at the onset of limited production runs.

The cost of all services, travel, and materials required for successful completion of this CLIN shall be included and allocated in Sub-Line Item Number 0002

LO

NSP

NSP

Due no later than 100 days after award.

The cost of all services, travel, and materials required for successful completion of this CLIN shall be included and allocated in Sub-Line Item Number 0002

Due no later than 100 days after award.

The cost of all services, travel, and materials required for successful completion of this CLIN shall be included and allocated in Sub-Line Item Number 0002

1.

Option Period One This 12-month option period may be exercised in accordance with 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 at the end of the base period.

The monthly price shall include ROE fees.

Licenses are due at the start of the option period.

Option Period Two This 12-month option period may be exercised in accordance with 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 at the end of the previous option period.

The monthly price shall include ROE fees.

Licenses are due at the start of the option period in accordance with PWS Section 5.2.

Option Period Three This 12-month option period may be exercised in accordance with 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 at the end of the previous option period.

The monthly price shall include ROE fees.

Licenses are due at the start of the option period in accordance with PWS Section 5.2.

Option Period Four This 12-month option period may be exercised in accordance with 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 at the end of the previous option period.

The monthly price shall include ROE fees.

Licenses are due at the start of the option period in accordance with PWS Section 5.2.

Page 1 of Page 1 of

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

VISN 10/12 Optical Lab: Lab Management Software (LMS)

PWS Version Number: FY22 V1

1.0 BACKGROUND

The Department of Veterans Affairs VISN 10/12 Optical Laboratory (Lab), located in Indianapolis Indiana, has an enduring requirement to fabricate eyeglasses to those eligible veterans within the geographic responsibility of VISN 10/12 jurisdiction. It is VA’s intention to solicit proposals and award a single, firm fixed price agreement for optical Lab: Lab Management Software licensing (LMS) and the professional service & maintenance support of this software. The awarded contractor shall provide all service software/materials, labor, literature, licenses, training, and contractor support required to provide and maintain a fully operational optical LMS software system for the duration of this agreement. This is a replacement procurement of a currently operational LMS system. The current LMS resides on a local virtual server but replacing LMS may be installed upon the VA cloud, based upon the resource requirements of the awarded LMS.

A Remote Order Entry (ROE) component shall be a subcomponent of this LMS software. Any/all Veteran’s Personal Identifiable Information (PII) entered and/or generated in this software will be stored and maintained on Government owned servers and/or on the VA Cloud. All information collected, generated, and stored because of the use of the Contractor’s LMS operation will remain the sole property of the Department of Veterans Affairs, United States Government.

It is anticipated that during the life of this contract, the VISN 10/12 Optical Lab will manufacture and produce the following quantities of eyeglasses, and percentage of orders being generated by Remote Order Entry (ROE):

2.0 APPLICABLE DOCUMENTS

Depending on the solution offered by the contractor, not all applicable documents will apply.

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

3.0. SCOPE OF WORK

The contractor shall provide all service software/materials, labor, literature, licenses, training, and contractor technical support necessary to successfully operate and maintain the Lab Management Software (LMS) at the VISN 10/12 Optical Laboratory. The LMS shall contain a Remote Order Entry (ROE) component, with no access limitations. Contractor’s LMS shall be 100% compatible & operational with all major brand name eyeglass manufacturing equipment, specifically Satisloh brand Original Equipment Manufacturer (OEM), as well as Mei System OEM.

At present, the Lab utilizes a traditional manufacturing process combined with Alloy Replacement Technology (ART) in our production process. Transition to digital technology is an anticipated production process modification in early-mid 2022; therefore, the awarded contractor’s LMS must also be capable to successfully migrate and operate in a OMA compliant digital manufacturing environment equally well.

Although at present, most standardized reports should be adequate for the Government’s needs; however, on occasion, the VA Optical lab may require/request modification to standardized reporting formats, or even a new requirement for a unique report to be developed and produced.

1. Additionally, the awarded vendor may be required to provide advisory support with CERNER Corporation and/or VA Information Technology employees, necessary to successfully plan for integration for the awarded LMS with CERNER software. CERNER software is a Veteran information management software program that may be required to draw VA statistical data from the awarded LMS.

4.0. PERFORMANCE DETAILS

4.1. PERFORMANCE PERIOD

The PoP shall be twelve (12) months from date of award, with four (4), twelve (12) month option period(s). The overall Period of Performance shall not exceed sixty (60) 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 related to the initial installation, testing, and software installation sign-off/punch-out shall be performed in the VISN 10/12 VA Optical Lab, located in Indianapolis, Indiana.

Software revisions, routine service, trouble-shooting & repair under this PWS shall be performed remotely, from Contractor facilities. The Contractor shall identify the Contractor’s place of performance in their proposal submission. If an on-site service requirement has been determined by the Contractor to resolve the problem/concern(s) of the VA, prior authorization of the Government must be obtained in advance for the Contractor to be receive reimbursed for any/all travel & service call expenses.

4.3 TRAVEL

The Government anticipates travel under this effort to only be performed for the tasks associated with the initial installation, testing, and software installation sign-off/punch-out approval. Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.

Travel Location:

5610 Dividend Rd Suite B, Indianapolis, IN 46241

5.0 SPECIFIC TASKS AND DELIVERABLES

5.1 PROJECT MANAGEMENT

5.1.1 KICKOFF MEETING

A kickoff meeting shall be held within 10 days after TO award. The Contractor shall coordinate the date, time, and location (will be virtual) with the Contracting Officer (CO), as the Post-Award Conference Chairperson, the VA PM, as the Co-Chairperson, the Contract Specialist (CS), and the COR. The Contractor shall provide a draft agenda to the CO and VA PM at least five (5) calendar days prior to the meeting. Upon Government approval of a final agenda, the Contractor shall distribute to all meeting attendees.

During the kickoff-meeting, the Contractor shall present, for review by the Government, the details of the intended approach, work plan, and project schedule via a Microsoft Office PowerPoint presentation.

5.1.2 REPORTING REQUIREMENTS

The Contractor shall provide the COR (and key VA Optical Lab staff) with bi-monthly teleconference meetings for the first three (3) months of the contract’s base year of performance. Monthly meetings for the second three months of the contract’s performance, and then meetings upon request of the VA. Teleconference meetings will be coordinated by the COR no less that seven (7) days in advance of the proposed meeting date.

5.2 SOFTWARE REQUIREMENTS

a. Traditional and digital data calculation and programming capabilities for all major brands of ophthalmic lens.

b. Contractor’s software shall provide all general lens calculations to manufacture single vision, bi-focal, tri-focal, and PAL lens blanks from all lens Contractors and materials including high power, and high prism.

c. Ability for LMS to perform fabrication calculations & operational instructions for multifocal placement prescriptions “out of the normal area of placement” (PALS below OC, flat tops above OC “frame Datum”) of traditional segment prescriptions/calculations.

d. LMS specifically designed to optimize the capabilities & efficiencies of the Alloy Replacement Technology (ART) process.

e. LMS specifically designed to optimize the capabilities & efficiencies of cribbing process (proper vertical decentralization for cut out) utilization.

f. LMS specifically designed to optimize the use/importation of lens Optical Product Code (OPC) code data within the software program.

g. At-will, the ability to block/disable any frame/lens currently in configured inventory library.

h. Windows friendly and/or compliant software platform.

i. LMS System must be fully operational 99% of the time, except for scheduled maintenance

j. Provide the ability to customize or add reports to the software

k. The contractor shall provide support necessary to customize or add reports, VA anticipates that two reports must be customized per year, or conversely one report would need to be added. The contractor shall include the price of these estimated changes into the cost of annual maintenance.

Deliverable:

A. Software Licenses

5.2.1 SOFTWARE REMOTE ORDER ENTRY (ROE) REQUIREMENTS

It is the intent of the Government to receive a consolidated ROE fee accessed per month/year of the awarded agreement, based upon the estimations table referenced in the Background Section 1. The Government is not inclined to accept a “per use” or “click-fee” costs for each ROE services transaction required. Additionally, the Government requires unlimited access to the ROE system, and the authority to add usernames / passwords at our convenience.

a. Remote/off-site order entry with grouped usage/licenses, i.e. no individual/per transaction click-fees.

1. Hosting responsibility of the ROE will be on Government Furnished equipment: locally located VA virtual servers and/or utilization of the VA cloud.

b. Contractor shall provide unlimited, user friendly remote order entry for multiple VA care sites (estimated 75 locations with additional/alternate sites available).

c. Contractor shall provide unlimited remote Job entry & checking.

5.2.2 REPORTS

a. Contractor shall provide automatic transmission of work in progress (WIP) reports to Optical Lab supported facilities and Optical Lab management

· Ability to run reports nightly without intervention

· Reports include last scanning station of the order and whether the order is shipped

· Ability to configure each customer account to receive reports

b. Contractor LMS, upon request, shall be able to provide electronic Reports for ordering and receiving lens and frame products, such as, but not limited to:

· Automatic monthly reports emailed to lens and frame Contractors

· Custom created reports and orders to lens and frame Contractors

c. Contractor shall provide the ability to generate any report within its LMS system and be able to email those reports directly to reporting or billing agents.

d. Specific, per machine, manufacturing tracking & reporting, to be able to assist VA Technicians with real-time troubleshooting and down-time resolution.

e. Inventory Control module (to account for both lens & frames usage, potentially utilizing min/max features) with the ability to edit lens and frame information for entire lines/groups of lenses, and not just specific inventory CLINs.

f. Tracking of stations reporting (industry standard quantity).

g. Billing software/module; with user customizable report generation ability.

h. Ability to send automated reports to ROE care sites.

i. Ability to locally customize security access of the software for management of lab employee access to reports & menus.

j. Frame Library (contractor provided, in addition to the ability for the VISN 10/12 Optical Lab to create/edit as necessary).

k. Contractor generated and/or software capabilities for multiple report generation, such as: turn time, materials, breakage, spoilage, outsourcing accountability, and other, industry standardized reports not specifically mentioned.

l. Provide the ability to customize or add reports to the software

m. The contractor shall provide support necessary to customize or add reports, VA anticipates that two reports must be customized per year or one report must be created per year.

5.2.3 SERVICES & MAINTENANCE

a. The contractor shall transfer/migrate at minimum, the previous three (3) years of current client/Veteran data & prescriptions base into the newly awarded LMS. Currently, this information is stored on the VA virtual server.

b. Contractor shall provide remote troubleshooting support. (Access granted contingent upon compliance of all VA requirements for Network Security, VA Sensitive Information, and VA Privacy requirements and background checks of all personnel who work on this contract)

c. Contractor shall provide mandatory telephone support during the periods of: M-F, 06:00 thru 18:00 EST, and Sat, on-call emergency help desk services.

d. Contractor shall provide 1-hour (or less) response to telephonic support initiated all hours (weekdays & weekends)

e. Contractor shall provide online technical support during the periods of: M-F, 6:00am thru 18:00 EST, and Sat, on-call emergency help desk services.

f. Contractor shall provide 24-hour (or less) response to online support initiated all hours (weekdays & weekends)

g. Contractor shall provide, upon mutual determination, that an on-site technical call is required. Once determined & mutually agreed upon, Contractor will have 2.5 days (60hrs) to arrive on site, Indianapolis, Indiana to begin work (less acts of extreme weather, Pandemic, or national emergency conditions).

h. Resolution/closure of online support tickets/requests must be agreed upon by the VA designated employee(s) prior to closure of these requests

i. Contractor shall provide electronic messaging (auto-generated e-mails) consisting of:

Individualized facility configuration

· ability to create a standard message for transmission

· transmission of generic messages to individuals or groups

· transmission of messages on the fly while checking a job status

· transmission of messages on the fly while inputting spoilage data for possible delays

· transmission of messages automatically acknowledging receipt of every order received

j. Contractor shall continue to provide unlimited remote Job checking throughout the duration of this agreement

k. Contractor will be not be authorized quoting and/or providing gray market items unless previously agreed upon, in writing, by the VA.

l. Contractor will agree to participate in teleconference calls (per the needs of the Government) to discuss status updates or concerns of the VA VISN 10/12 Optical Lab’s staff throughout the duration of this agreement.

5.3 INSTALLATION AND ACCEPTANCE

The contractor shall install the LMS software onto the VA’s virtual and or cloud servers ensuring the contractors LMS meets all requirements detailed in PWS Section 5.2 and that the LMS is properly configured for VA end users.

Group training (combination of lecture and hands-on) of the Lab Operations Staff (up to 10 VA employees) shall be conducted to provide a foundational background and operational understanding of the awarded LMS. Finally, a minimal of five (5) limited production runs of 100 eyeglasses each shall be successfully completed, with three (3) sequential runs being successful, without any fault or errors a result of the LMS, prior to final software acceptance.

Deliverable:

B. Group Training C. Three Sequential Successful Production Runs (100 eyeglasses).

5.3.1 ASSESSMENT, AUTHORIZATION, AND CONTINUOUS MONITORING

1. The information system solution selected by the Contractor shall comply with the Federal Information Security Management Act (FISMA).

2. The Contractor shall, where applicable, assist with the VA ATO Process to help achieve agency authorization of the cloud service or migrated application.

3. The Contractor shall complete a System Security Plan (SSP) and supporting documentation within 30 days after contract award.

4. The Contractor shall afford VA access to the Contractor’s and Cloud Service Provider’s (CSP) facilities, installations, technical capabilities, operations, documentation, records, and databases.

5. If new or unanticipated threats or hazards are discovered by either VA or the Contractor, or if existing safeguards have ceased to function, the discoverer shall immediately bring the situation to the attention of the other party in accordance with the security addendum B.

6. The Contractor shall not release any data without the consent of VA in writing. All requests for release must be submitted in writing to the Contracting Officer’s Representative (COR)/Contracting Officer (CO).

7. In order for live VA data to be used in this system, an Agency ATO will be required.

Deliverables:

A. System Security Plan (SSP) and supporting ATO documentation

6.0 GENERAL REQUIREMENTS

6.1 ENTERPRISE AND IT FRAMEWORK

6.1.1 VA TECHNICAL REFERENCE MODEL

The Contractor shall support the VA enterprise management framework. In association with the framework, the Contractor shall comply with OI&T Technical Reference Model (VA TRM). The VA TRM is one component within the overall Enterprise Architecture (EA) that establishes a common vocabulary and structure for describing the information technology used to develop, operate, and maintain enterprise applications. Moreover, the VA TRM, which includes the Standards Profile and Product List, serves as a technology roadmap and tool for supporting OI&T. Architecture & Engineering Services (AES) has overall responsibility for the VA TRM.

Interested vendors must have received an approved or an approved w/constraints assessment from the VA to be eligible to be awarded this offering. The TRM review process is outside of the control of the Contracting Officer and may take anywhere from 2-4 weeks to have the results finalized and published. Processing time is highly dependent upon the responsiveness of the submitter. If unclear of your software’s TRM review status, please contact the CO for either verification and or assistance with TRM submission for review. Awarding of this offering will not be delayed due to final TRM determinations. This offering will not be awarded to a contractor who does not have an approved or an approved w/constraints TRM status determination at the time of this agreement’s award.

6.1.2 INTERNET PROTOCOL VERSION 6 (IPV6)

The Contractor solution shall support Internet Protocol Version 6 (IPv6) based upon the memo issued by the Office of Management and Budget (OMB) on November 19, 2020 (https://www.whitehouse.gov/wp-content/uploads/2020/11/M-21-07.pdf). IPv6 technology, in accordance with the USGv6 Program (https://www.nist.gov/programs-projects/usgv6-program/usgv6-revision-1), NIST Special Publication (SP) 500-267B Revision 1 “USGv6 Profile” (https://doi.org/10.6028/NIST.SP.500-267Br1), and NIST SP 800-119 “Guidelines for the Secure Deployment of IPv6” (https://doi.org/10.6028/NIST.SP.800-119), compliance shall be included in all IT infrastructures, application designs, application development, operational systems and sub-systems, and their integration. In addition to the above requirements, all devices shall support native IPv6 and dual stack (IPv6 / IPv4) connectivity without additional memory or other resources being provided by the Government, so that they can function in a mixed environment. All public/external facing servers and services (e.g. web, email, DNS, ISP services, etc.) shall support native IPv6 and dual stack (IPv6 / IPv4) users and all internal infrastructure and applications shall communicate using native IPv6 and dual stack (IPv6 / IPv4) operations.

6.1.3 TRUSTED INTERNET CONNECTION (TIC)

The Contractor solution shall meet the requirements outlined in Office of Management and Budget Memorandum M-19-26, “Update to the Trusted Internet Connections (TIC) Initiative“ (https://www.whitehouse.gov/wp-content/uploads/2019/09/M-19-26.pdf), VA Directive 6513 “Secure External Connections”, and shall comply with the TIC 3.0 Core Guidance Documents, including all Volumes and TIC Use Cases, found at the Cybersecurity & Infrastructure Security Agency (CISA) (https://www.cisa.gov/publication/tic-30-core-guidance-documents). Any deviations must be approved by the VA TIC 3.0 Working Group at vaoisesatic30team@va.gov.

6.1.4 STANDARD COMPUTER CONFIGURATION

The Contractor IT end user solution that is developed for use on standard VA computers shall be compatible with and be supported on the standard VA operating system, currently Windows 10 (64bit), Edge (Chromium based), and 365 Apps for enterprise. Applications delivered to VA and intended to be deployed to Windows 10 workstations shall be delivered as a signed .msi package with switches for silent and unattended installation and updates shall be delivered in signed .msp file formats for easy deployment using Microsoft Endpoint Configuration Manager (CM) VA’s current desktop application deployment tool. Signing of the software code shall be through a vendor provided certificate that is trusted by VA using a code signing authority such as Verizon/Cybertrust or Symantec/VeriSign. The Contractor shall also ensure and certify that their solution functions as expected when used from a standard VA computer, with non-admin, standard user rights that have been configured using the United States Government Configuration Baseline (USGCB) and Defense Information Systems Agency (DISA) Secure Technical Implementation Guide (STIG) specific to the particular client operating system being used.

6.1.5 VETERAN FOCUSED INTEGRATION PROCESS (VIP) AND PRODUCT LINE MANAGEMENT (PLM)

The Contractor shall support VA efforts IAW the updated Veteran Focused Integration Process (VIP) and Product Line Management (PLM). The major focus of the new VIP is on Governance and Reporting and is less prescriptive, with a focus on outcomes and continuous delivery of value. Product Line Management (PLM) is a framework that focuses on delivering functional products that provide the highest priority work to customers while delivering simplified, reliable, and practical solutions to the business, medical staff, and our Veterans. The VIP Guide is a companion guide to the PLM Playbook and can be found at: https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371 and the PLM Playbook can be found at https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946. The PLM Playbook pivots from project-centric to product-centric delivery and contains descriptive practices that focuses on outcomes. The PLM Playbook contains a set of “plays” that implement Development, Security, and Operations (DevSecOps) principles and processes such as automated development, continuous integration/continuous delivery, and release on demand. The PLM Playbook details how product lines implement Lean-Agile principles, methods, practices, and techniques through levels of maturity. VIP and PLM are the authoritative processes that IT projects must follow to ensure development and delivery of IT products.

6.1.6 PROCESS ASSET LIBRARY (PAL)

The Contractor shall perform their duties consistent with the processes defined in the OIT Process Asset Library (PAL). The PAL scope includes the full spectrum of OIT functions and activities, such as VIP project management, operations, service delivery, communications, acquisition, and resource management. PAL serves as an authoritative and informative repository of searchable processes, activities or tasks, roles, artifacts, tools and applicable standards and guides to assist the OIT workforce, Government and Contractor personnel.