36C10B23R0010.pdf

PAGE 1 OF 104 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 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. UEI: EFT:

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

36C10B23R0010 01/30/2023

Lauren Sankar 848-377-5125 02/01/2023

1 PM EST

36C10B

Department of Veterans Affairs

Technology Acquisition Center

23 Christopher Way

Eatontown NJ 07724

X

541519

$34 Million

N/A

X

See Delivery Schedule

36C10B

23 Christopher Way

Eatontown NJ 07724

Financial Services Center

PO Box 149971

Austin TX 78714-8971

Health Information Coding, Billing and Auditing Veterans

Health Information Systems and Technology Architecture

Integration, Revenue and Reporting Software Solution

POCs:

Contracting Officer David Sette, David.Sette@va.gov

Contract Specialist Lauren Sankar, Lauren.Sankar@va.gov

X X

David J. Sette

36C10B23R0010

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS/SCHEDULE OF SUPPLIES/SERVICES 3

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 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (DEC 2022)

C.3 52.217-7 OPTION FOR INCREASED QUANTITY—SEPARATELY PRICED LINE ITEM

(MAR 1989)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.5 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

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

1998)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

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

PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

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

E.7 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.8 BASIS FOR AWARD

E.9 PROPOSAL SUBMISSION INSTRUCTIONS

SECTION B - CONTINUATION OF SF 1449 BLOCKS/SCHEDULE OF

SUPPLIES/SERVICES

B.1 GOVERNING LAW

Federal law and regulations, including the Federal Acquisition Regulations (FAR), shall govern this Contract. Commercial license agreements may be made a part of this Contract 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; 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, 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; 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. 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 U.S.C. § 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 Contractor 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 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 must be made by modification (Standard Form 30) and shall only be made by a warranted Contracting Officer. Nothing in this Contract 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

Contract/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.

e) VA (and its subcontractors) may not bypass the HICBA VIRR

Software Solution user interface, or interact with the HICBA VIRR

Software Solution by means of automation software including, but not limited to, scripts, bots, or robotic process automation software, unless

VA has entered into a modification to this contract or a separate contract with DSS.

(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/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 or Product Description.

However, prolonged delay (exceeding two (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 http://www.cpars.gov/

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/Order at no cost.

B.3 CONTRACT ADMINISTRATION DATA

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

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

a. CONTRACTOR: TBD

b. GOVERNMENT: David Sette

Contracting Officer 36C10B

Department of Veterans Affairs

Technology Acquisition Center

23 Christopher Way

Eatontown NJ 07724

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

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

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] In accordance with Section B.4 Price Schedule

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

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

AMENDMENT NO DATE

B.4 PRICE SCHEDULE

Please be advised that in accordance with Federal Acquisition Regulation (FAR) Part 2.101, a

“day” means, unless otherwise specified, a CALENDAR 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).

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

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

Base Year

Period of Performance: 12 Months.

Contract Line-

Item Number Description QTY Unit Unit Cost Total Price

0001 Project Management in

Accordance With (IAW) PWS

Sections 5.1 and all of its subparagraphs.

This Firm-Fixed-Price (FFP)

Contract Line-Item Number

(CLIN) includes all tasks required for the successful completion of services detailed in PWS section

5.1 and all subparagraphs.

Government approval of invoices for payment shall be subject to

Contractor’s successful completion of task requirements and associated deliverables required by the PWS.

12 MO $ $

0001AA Staffing Assignment Worksheet

IAW PWS Section 5.1.1.

Due at contract kickoff meeting and updated as changes occur.

Electronic submission to: VA

PM, COR, CO.

1 LO

Not

Separately

Priced

(NSP)

NSP

Inspection: destination

Acceptance: destination

0001AB Project Management Plan IAW

PWS Section 5.1.1.

and updated monthly throughout the period of performance (PoP).

PM, COR, CO.

Inspection: destination

Acceptance: destination

1 LO NSP NSP

0001AC Integrated Master Schedule IAW and updated as required to reflect program events.

PM, COR, CO

Inspection: destination

Acceptance: destination

1 LO NSP NSP

0001AD Implementation Plan IAW PWS

Section 5.1.1.

Due at contract kick-off meeting and updated as required to reflect

Inspection: destination

Acceptance: destination

1 LO NSP NSP

0001AE Monthly Progress Report IAW

Initial report due 30 days after contract (DAC) award and updated monthly thereafter.

Inspection: destination

0001AF Quarterly Manpower/Government

Furnished Equipment (GFE)

Report IAW PWS Section 5.1.1.

Inspection: destination

Acceptance: destination

1 LO NSP NSP

0001AG Contractor Staff Roster IAW PWS

Sections 6.2.2.

Inspection: destination

Acceptance: destination

1 LO NSP NSP

0002 Software Requirements IAW PWS

Sections 5.2 and all

This FFP CLIN includes all tasks required for the successful completion of services detailed in

PWS section 5.2 and all of its subparagraphs.

12 MO NSP NSP

0002AA HICBA VIRR Software Suite

Solution Term License with

Product Documentation IAW

PWS Sections 5.2 and all

Period of Performance: 12 months with updates as changes occur.

Contractor’s successful completion of task requirements

1 LO $ $

Acceptance: destination

0003 Reporting Capabilities IAW PWS

Sections 5.3.

completion of services detailed in

PWS section 5.3 and all

Contractor’s successful completion of task requirements

The cost of this CLIN and associated Sub-Contract Line-Item

Number (SLIN) shall be included in and allocated to SLIN 0002AA.

12 MO NSP NSP

0003AA Customizable Reporting Software

Package IAW PWS Section 5.3.1.

Due at time of contract award.

1 LO NSP NSP

0004 Technical Support IAW PWS

Section 5.4.

completion of services detailed in

PWS section 5.4 and all

Contractor’s successful completion of task requirements

12 MO NSP NSP

The cost of this CLIN and associated SLIN shall be included in and allocated to SLIN 0002AA.

0004AA Monthly Help Desk Report IAW

PWS Section 5.4.1.

Due the first Wednesday of each month.

12 EA NSP NSP

0005 Training IAW PWS Sections 5.5.

completion of services detailed in

PWS section 5.5 and all

Contractor’s successful completion of task requirements

0005AA VIRR Training Plan IAW PWS

Section 5.5.

Due electronically five (5) days prior to training session.

1 LO NSP NSP

0005AB VIRR Training Package IAW

PWS Section 5.5.

Due five (5) days prior to training session.

Inspection: destination

Acceptance: destination

0005AC VIRR System Administration

Training Package IAW PWS

Section 5.5.1.

BASE PERIOD TOTAL $

Option Period 1

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.

Contract

Line-

Item

Number

(CLIN)

Description QTY Unit Unit Cost Total Price

1001 Project Management IAW PWS

Sections 5.1 and all subparagraphs.

completion of services detailed in

PWS section 5.1 and all

Government approval of invoices for payment shall be subject to

Contractor’s successful completion of task requirements and associated deliverables required by the PWS.

1001AA Staffing Assignment Worksheet IAW

Due at option kickoff meeting and updated as changes occur.

1 LO

Not

Separately

Priced

(NSP)

NSP

Electronic submission to: VA PM, COR, CO.

Inspection: destination

Acceptance: destination

1001AB Project Management Plan IAW PWS updated monthly throughout the PoP.

Electronic submission to: VA PM, COR, CO.

1001AC Integrated Master Schedule IAW updated as required to reflect

COR, CO

Inspection: destination

Acceptance: destination

1 LO NSP NSP

1001AD Implementation Plan IAW PWS

Due at option kick off meeting and

Inspection: destination

Acceptance: destination

1 LO NSP NSP

1001AE Monthly Progress Report IAW PWS

Initial report due 30 days after option award and updated monthly thereafter.

Inspection: destination

1001AF Quarterly Manpower Report IAW

Inspection: destination

Acceptance: destination

1 LO NSP NSP

1001AG Contractor Staff Roster IAW PWS

Inspection: destination

Acceptance: destination

1 LO NSP NSP

1002 Software Requirements IAW PWS

Section 5.2.

completion of services detailed in

PWS section 5.2 and all subparagraphs.

12 MO NSP NSP

1002AA HICBA VIRR Software Suite

Solution Term License with Product

Documentation IAW PWS Sections

5.2 and all subparagraphs.

PoP: 12 months and updated as changes occur.

Contractor’s successful completion of

Inspection: destination

Acceptance: destination

1 LO $ $

1003 Reporting Capabilities IAW PWS

This FFP CLIN includes all tasks required for the successful completion of services detailed in

Contractor’s successful completion of

The cost of this CLIN and associated

SLIN shall be included in and allocated to SLIN 1002AA.

1003AA Customizable Reporting Software

Due at time of option award.

1 LO NSP NSP

1004 Technical Support IAW PWS Section

5.4.

completion of services detailed in

Contractor’s successful completion of allocated to SLIN 1002AA.

12 MO NSP NSP

1004AA Monthly Help Desk Report IAW

1005 Training IAW PWS Sections 5.5.

completion of services detailed in

Contractor’s successful completion of task requirements and associated deliverables required by the PWS.

1 LO $ $

1005AA VIRR Training Plan IAW PWS

Due electronically five (5) days prior to training session.

1 LO NSP NSP

1005AB VIRR Training Package IAW PWS

1 LO NSP NSP

1005AC VIRR System Administration

Training Package IAW PWS Section

5.5.1.

OPTION PERIOD 1 TOTAL $

Option Period 2

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 Option

Period 1.

Contract

Line-

Item

Number

Description QTY Unit Unit Cost Total Price

2001 Project Management IAW PWS

Sections 5.1 and all subparagraphs.

completion of services detailed in

PWS section 5.1 and all

Contractor’s successful completion of

2001AA Staffing Assignment Worksheet IAW

Inspection: destination

Acceptance: destination

1 LO

Not

Separately

Priced

(NSP)

NSP

2001AB Project Management Plan IAW PWS updated monthly throughout the PoP.

2001AC Integrated Master Schedule IAW

Inspection: destination

Acceptance: destination

1 LO NSP NSP

2001AD Implementation Plan IAW PWS

Due at option kick off meeting and

Inspection: destination

Acceptance: destination

1 LO NSP NSP

2001AE Monthly Progress Report IAW PWS

Initial report due 30 days after option award and updated monthly thereafter.

Inspection: destination

Acceptance: destination

1 LO NSP NSP

2001AF Quarterly Manpower Report IAW

Inspection: destination

2001AG Contractor Staff Roster IAW PWS

Inspection: destination

Acceptance: destination

1 LO NSP NSP

2002 Software Requirements IAW PWS

Section 5.2.

completion of services detailed in

PWS section 5.2 and all subparagraphs.

12 MO NSP NSP

2002AA HICBA VIRR Software Suite

Solution Term License with Product

Documentation IAW PWS Sections

5.2 and all subparagraphs.

Due 30 days after option award and

Contractor’s successful completion of

Inspection: destination

Acceptance: destination

1 LO $ $

2003 Reporting Capabilities IAW PWS completion of services detailed in

Contractor’s successful completion of allocated to SLIN 2002AA.

2003AA Customizable Reporting Software

Due at time of option award.

1 LO NSP NSP

2004 Technical Support IAW PWS Section

5.4.

completion of services detailed in

Contractor’s successful completion of allocated to SLIN 2002AA.

12 MO NSP NSP

2004AA Monthly Help Desk Report IAW

2005 Training IAW PWS Sections 5.5.

completion of services detailed in

Contractor’s successful completion of task requirements and associated deliverables required by the PWS.

2005AA VIRR Training Plan IAW PWS

Due electronically five (5) days prior to training session.

1 LO NSP NSP

2005AB VIRR Training Package IAW PWS

1 LO NSP NSP

2005AC VIRR System Administration

Training Package IAW PWS Section

5.5.1.

1 LO NSP NSP

OPTION PERIOD 2 TOTAL $

Optional Task One

This Optional Task may be exercised one time during the base or option periods at the Government’s discretion IAW FAR 52.217-7, “Option for Increased Quantity- Separately Priced Line Items” (MAR

1989). Work shall not commence until, and unless, a formal modification is issued by the Contracting

Officer. Period of Performance shall be 120 calendar days after award.

Contract

Line-

Item

Number

Description QTY Unit Unit Cost Total Price

3001 Transition Out Support IAW PWS

Sections 5.6 and all subparagraphs.

completion of services detailed in

PWS section 5.6 and all

Contractor’s successful completion of task requirements and associated deliverables required by the PWS.

4 MO $ $

3001AA Transition Out Plan IAW PWS

Section 5.6.1.

Due 30 days after award.

1 EA NSP NSP

TOTAL OPTIONAL TASK ONE $

TOTAL BASE, OPTION PERIOD 1, OPTION PERIOD 2, AND

OPTIONAL TASK ONE

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 VIRR software solution.

VHA’s Health Information Management (HIM) Program Office within VHA’s Office of Health

Informatics, Health Information Governance, is the business owner of the HICBA Encoder and

VIRR software solutions that assist VHA management, HIM coding, revenue operations, and clinical documentation integrity (CDI) professionals in accurately and consistently coding and billing health care encounters and inpatient stays.

The HICBA VIRR software solution assists VHA HIM and revenue staff in collecting quality health care data and accurately reporting the codes that are used to determine the complexity and 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. § 3541-3549, “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 2006

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

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

2006, Title IX, Information Security Matters

10. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”

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

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

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

14. 36 C.F.R. Part 1194 “Information and Communication Technology Standards and

Guidelines,” January 18, 2017

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

16. 32 C.F.R. Part 199, “Civilian Health and Medical Program of the Uniformed Services

(CHAMPUS)”

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

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

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

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

20. VA Directive 6500, “VA Cybersecurity Program,” February 24, 2021

21. VA Handbook 6500, “Risk Management Framework for VA Information Systems VA

Information Security Program,” February 24, 2021

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

(SPI),” March 12, 2019

23. VA Handbook 6500.5, “Incorporating Security and Privacy into the System Development

Lifecycle,” March 22, 2010

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

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

26. VA Handbook 6500.10, “Mobile Device Security Policy,” February 15, 2018

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

29. One-VA Technical Reference Model (TRM) (reference at https://www.va.gov/trm/TRMHomePage.aspx) https://www.va.gov/vapubs/index.cfm https://www.va.gov/vapubs/index.cfm https://www.va.gov/process/ https://www.va.gov/process/maps.asp https://www.va.gov/process/artifacts.asp https://www.va.gov/trm/TRMHomePage.aspx

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

Assessment,” October 15, 2014

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

Assessment,” July 30, 2015

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

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

34. VA Directive 6300, “Records and Information Management,” September 21, 2018

35. VA Handbook, 6300.1, “Records Management Procedures,“ March 24, 2010

36. NIST SP 800-37 Rev 2, “Risk Management Framework for Information Systems and

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

37. NIST SP 800-53 Rev. 5, “Security and Privacy Controls for Federal Information Systems and

Organizations,” September 23, 2020 (includes updates as of 12/10/2020)

38. VA Directive 0735, “Homeland Security Presidential Directive 12 (HSPD-12) Program,”

October 26, 2015

39. VA Handbook 0735, “Homeland Security Presidential Directive 12 (HSPD-12) Program,”

March 24, 2014

40. 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

41. OMB Memorandum M-19-17, “Enabling Mission Delivery Through Improved Identity, Credential, and Access Management,” May 21, 2019

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

Implementation,” May 23, 2008

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

Implementation Guidance, December 2, 2011, (NOTE: Part A of the FICAM Roadmap and

Implementation Guidance, v2.0, was replaced in 2015 with an updated Architecture

(https://arch.idmanagement.gov/#what-is-the-ficam-architecture)

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

Credentials in Facility Access,“ June 2018

45. NIST SP 800-63-3, 800-63A, 800-63B, 800-63C, “Digital Identity Guidelines,” updated

March 02, 2020

46. NIST SP 800-157, “Guidelines for Derived PIV Credentials,” December 2014 https://arch.idmanagement.gov/#what-is-the-ficam-architecture

47. NIST SP 800-164, “Guidelines on Hardware-Rooted Security in Mobile Devices (Draft),”

October 2012

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

49. 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)

50. 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)

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

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

52. Trusted Internet Connections (TIC) 3.0 Core Guidance Documents, https://www.cisa.gov/publication/tic-30-core-guidance-documents

53. OMB Memorandum M-19-26, “Update to the Trusted Internet Connections (TIC) Initiative,”

September 12, 2019

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

Infrastructure,” August 22, 2008

55. Sections 524 and 525 of the Energy Independence and Security Act of 2007, (Public Law

110–140), December 19, 2007

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

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

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

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

60. VA Handbook 0058, “VA Green Purchasing Program,” July 19, 2013

61. Office of Information Security (OIS) VAIQ #7424808 Memorandum, “Remote Access,”

January 15, 2014, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

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

63. “Veteran Focused Integration Process (VIP) Guide 4.0,” January 2021, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371

64. VA Memorandum “Proper Use of Email and Other Messaging Services,” January 2, 2018, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 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.cisa.gov/publication/tic-30-core-guidance-documents https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371 https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

65. “DevSecOps Product Line Management Playbook” version 2.0, May 2021, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946

66. NIST SP 500-267B Revision 1, “USGv6 Profile,” November 2020

67. OMB Memorandum M-21-07, “Completing the Transition to Internet Protocol Version 6

(IPv6),” November 19, 2020

68. Social Security Number (SSN) Fraud Prevention Act of 2017

69. Section 240 of the Consolidated Appropriations Act (CAA) 2018, March 23, 2018

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 outpatient encounters, and all surgery encounters. as well as billing and compliance auditing is performed for the medical services provided at each of these facilities. Billing functions are also performed at the seven CPACs.

The Contractor shall provide a VIRR software solution which provides functionality for coding and revenue workflows and communications facility, Veterans Integrated Service Network

(VISN), and enterprise reporting for coding and revenue; and shall also provide the integration with VistA and the current HICBA Encoder software solution to enable these functionalities.

The Contractor shall provide a Commercially-Available-Off-The-Shelf (COTS) bill scrubbing software suite solution with enterprise level software access and/or licensing. The Contractor shall provide the HICBA VIRR solution to include term licensing, interfacing with VistA, updates to the application, compliance with International Classification of Diseases (ICD) translations, provision of a centralized reporting module for monitoring productivity, training, and technical support. An optional task is included for transition out support.

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

The period of performance (POP) shall be 12 months, plus two (2), 12-month option periods, and one (1) optional task 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 11 Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946

Under current definitions, five are set by date:

New Year's Day January 1

Juneteenth June 19

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 (6) are set by a day of the week and month:

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 in Contractor facilities.

4.3 TRAVEL

The Government anticipates no travel is required under this effort to perform the tasks detailed in this PWS.

5.0 SPECIFIC TASKS AND DELIVERABLES

The Contractor shall provide software which consists of an application software suite solution that enables VA coding, HIM, and revenue professionals to accurately and consistently code health care encounters and inpatient stays and provide the full spectrum of enterprise-wide

Encoder and revenue reporting. The Contractor shall provide VA with enterprise-wise utilization of a product to expedite the revenue process involving coding and ensure all billable events are coded and provided to revenue operations in a timely manner (with at least weekly reporting).

During the Base Year and any exercised Option Periods, the Contractor shall provide the HICBA

VIRR Software Suite Solution Term license to VA pursuant to an enterprise-wide license for use at all VA Medical Centers and seven (7) CPACs for an unlimited number of VA users.”. No additional costs shall be associated with adding users.

The VIRR solution is critical for operations. The Contractor shall ensure the VIRR software suite solution interfaces with both VistA and the current HICBA Encoder software solution to and enable timely exchange of patient data across all components of HICBA. An optional task is needed if there is a change to the Encoder solution to include the transition of the VIRR to work with a new encoder solution (if applicable). In addition, the Contractor shall provide the capability to set up a Secure File Transfer Protocol (SFTP) connection with VA, or secure alternative, in order to distribute new versions and patches to the VIRR solution suite, 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 for this requirement. 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 the VA 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. The preliminary IMS shall identify phases and milestones (such as the delivery of the licenses, 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. Provide an Implementation Plan for the Contractor’s approach to providing the HICBA

VIRR solution and associated services at facilities across the VA 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 the VA OIT Organization 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.

I. Develop and submit Monthly Progress Reports (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.

J. Create meeting materials (at least five (5) days prior to meeting) for all conference calls and/or meetings held with the VA PM.

K. Notify the VA PM, Contracting Officer’s Representative (COR), and CO, in writing, immediately if problems arise adversely impacting the performance of the tasks of this

PWS.

L. Attend monthly conference calls with representatives from the VA HIM Program Office, COR, CPAC, the Office of Integrity and Compliance (OIC) and OIT 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. If issues are due to

Contractor software, training, work process or Contractor’s Help Desk, Contractor shall present to the COR and CO resolution within seven days following identification of issue.

M. The Contractor shall provide a Contractor Manpower Report to the COR; and if required, supplement with any element below that may not be delineated currently:

a. Name

b. Certifications held

c. Labor category

d. Site Location

e. Start date

f. Separation date

g. Team assigned

h. In/ Out processing progress status details (to include all aspects)

i. Background investigation progress status and date released

j. VA required training completion dates

Deliverables:

A. Staffing Assignment Worksheet

B. Project Management Plan

C. Integrated Master Schedule

D. Implementation Plan

E. Monthly Progress Report

F. Quarterly Contractor Manpower Report

5.2 SOFTWARE REQUIREMENTS

The Contractor shall provide one VIRR bill scrubbing and revenue reporting software suite solution for all VHA facilities, to support health record coding, clinical documentation integrity initiatives, billing compliance, as well as workflow efficiency. The Contractor’s VIRR solution shall have a single user interface from which all information can be accessed. The VIRR solution suite shall interface with VistA and provide the integration necessary for VA’s HICBA

Encoder software solution. The Contractor shall ensure seamless integration of its VIRR solution with VA’s HICBA Encoder, as these applications and functionalities are critical for operations and timely exchange of patient data. In addition, the VIRR software suite solution shall allow the use of VA’s PIV card system credentials for granting appropriate access to the VIRR software suite.

The VIRR software suite solution shall include reporting functionality for analyzing data that impacts revenue and VA Equitable Resource Allocation (VERA), and management, clinical documentation integrity (CDI) workflow, and productivity reporting at the facility, VISN, and enterprise levels. Specific reporting requirements will be determined by VHA in coordination with the Contractor.

The VIRR software suite solution shall provide bi-directional interface with VHA’s VistA to interact with VistA packages, such as (but not limited to): Patient Treatment File (PTF), Patient

Care Encounter (PCE), and Surgery using Remote Procedure Calls (RPC), unless otherwise directed by VA OIT team. All ICD, Current Procedural Terminology (CPT®) codes, and Case

Comments that are entered in the VIRR solution shall be transferred to VistA packages such as

PCE, PTF, the Integrated Billing (IB). The VIRR software suite solution shall integrate with the

HICBA Encoder software solution. The Contractor shall provide Product Documentation for the

VIRR software suite solution, including role-based manuals (e.g., User, Administrator) for all

VIRR functionality (e.g., Reporting, Bill Scrubbing, etc.).

The following list of reference manuals and resource material is VA standard for coding across the agency. The Contractor shall ensure all products provided as a result of this procurement effort support the current versions of standards used within VA. Additionally, \ VA will maintain any necessary license agreements for use of the Current Procedural Terminology (CPT) of the

American Medical Association (AMA), UB-04 data of the American Hospital Association

(AHA), and any other HIPAA-standard code sets used within VA.

American Hospital Association

(AHA) Coding Clinic

Publication for ICD-9-CM (Clinical

Modification) and ICD-10-CM/PCS (Clinical

Modification/Procedure Coding System) coding guidelines and advice

AHA Coding Clinic for Healthcare

Common Procedure Coding

System (HCPCS)

Publication for Level I HCPCS (CPT codes) for hospital providers and specific Level II

HCPCS codes for hospitals, physicians and other health professionals.

Clinical Pharmacology Drug

Reference

Complete yet concise descriptions of the properties of every drug used in clinical practice

Coder’s Desk Reference Provides coders, medical staff, payers and health care professionals with a comprehensive and informative guide to a wide variety of commonly asked questions and definitions about the ICD code set

AMA CPT Assistant Publication of the American Medical

Association for reporting outpatient ambulatory procedures and evaluation and management services

ICD—9-CM Code book with the official ICD-9 coding rules and guidelines.

ICD-10-CM/PCS Code book with the official ICD-10-CM/PCS coding rules and guidelines.

Current Procedural Terminology

(CPT) of the American Medical

Association (AMA)

Code book with the official CPT® coding rules and guidelines.

Diagnostic and Statistical Manual of Mental Disorders (DSM) of the

American Psychiatric Association

(APA)

Manual covering all mental health disorders for both children and adults. It also lists known causes of these disorders, statistics in terms of gender, age at onset, and prognosis as well as some research concerning the optimal treatment approaches.

Medical Dictionary Illustrated Medical Dictionary

Anatomy Plates Illustrated anatomy plates

Interventional Radiology Coding

Reference

Helps coders understand the information needed for coding interventional radiology procedures and provides an extensive pictorial review of the procedures and anatomy associated with interventional radiology procedures.

Deliverable:

A. HICBA VIRR Software Suite Solution with Product Documentation

5.2.1 BILLING SOFTWARE REQUIREMENTS

As part of the VIRR solution, the Contractor shall include bill scrubbing software which provides facilities with the ability to perform interim and final checks of institutional and professional fee encounters, inpatient stays, and claims, prior to being finalized for billing in

VistA IB.

The bill scrubbing software shall assist claims reviewers in assessing which bills are billable and/or have special considerations, according to third party payers’ reimbursement rules. The

Contractor’s bill scrubbing software shall perform the following:

a. System shall contain logic that enforces the Correct Coding Initiative (CCI) coding edits at point of entry (integrated logic in application). The system logic shall also enforce Centers for Medicare and Medicaid Services/American

Hospital Association (CMS/AHA) coding guidelines to ensure correct code is selected and captured.

b. System shall contain third party billing rules and shall automatically utilize these rules during bill…