D6T1-VACO ArGIS T4NG PWS. 2 .docx

D6T1-VACO ArcGIS Indoors and Enterprise Software Support

VA-24-00062805

TRANSFORMATION TWENTY-ONE TOTAL TECHNOLOGY NEXT GENERATION (T4NG)

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Office of Information & Technology (OI&T), End User Services (EUS), End User Operations (EUO), Veterans Affairs Central Office (VACO) End User IT Support

D6T1-VACO ArcGIS Indoors and Enterprise Software Support

Date: June 18, 2024

VA-24-00062805

Task Order PWS Version Number: 2.0

Contents

BACKGROUND

The mission of the Department of Veterans Affairs (VA), Office of Information & Technology (OI&T), End User Services (EUS), End User Operations (EUO), Veterans Affairs Central Office (VACO) Information Technology (IT) is to provide IT Services and Support for Veterans Affairs Central Office (VACO) and to provide benefits and services to Veterans of the United States. In meeting these goals, OI&T strives to provide high quality, effective, and efficient IT services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all the points of the Veterans’ health care in an effective, timely and compassionate manner. VA depends on Information Management/Information Technology (IM/IT) systems to meet mission goals.

To meet that mission, VACO IT Support Services provides IT support to the VA Office of Administration (OA) and OI&T Facilities Management Services who has deployed a Space Management Support System (SMSS) that utilizes a Geospatial Information System (GIS) that allows users to quickly visualize complex space requirements and make educated timely decisions necessary to administer the vast VACO network of buildings and all OI&T Facilities nationwide. The SMSS has two data sets that are separate from each other and reside in separate databases. The OA data set is for the VACO Campus in Washington DC only and the OI&T Facilities dataset is for all facilities nationwide. There is a small portion of OI&T Facilities dataset that resides in the OA database. The SMSS aids VA in tasks such as relocating groups, making sure that space allocated to a person is in line with VA staffing guidelines, visualizing existing space based on occupancy and other scenarios. Additionally, an application was developed within the SMSS framework allow user to reserve conference rooms and telework offices/cubicles.

APPLICABLE DOCUMENTS

The Contractor shall comply with the documents in Paragraph 2.0 in the T4NG Basic Performance Work Statement (PWS) in the performance of this effort.

SCOPE OF WORK

The Contractor shall provide specialized Environmental Systems Research Institute (ESRI) GIS software support for SMSS from an ESRI Certified Business Partners with Indoors Specialty. The Contractor shall provide software installation, configuration, management, and maintenance of ArcGIS Indoors on ArcGIS Enterprise.

The Contractor shall software support services to all four components of SMSS: ESRI ArcGIS Indoors and ArcGIS Enterprise, GeoConvergence Reserve Asist, and Microsoft PowerAutomate. The software support for SMSS, includes software configuration, update installations, features management, and help support, and troubleshooting.

APPLICABILITY

This Task Order (TO) effort PWS is within the scope of the following paragraphs of the T4NG Basic PWS:

4.2.6 Web Application Design and Development

4.2.9 System/Software Integration

4.4 Test & Evaluation (T&E)

ORDER TYPE

The effort shall be proposed on a Firm Fixed Price (FFP) basis.

PERFORMANCE DETAILS

PERFORMANCE PERIOD

The period of performance (PoP) shall be 12-months from date of award, with one 12-month option period and one optional task for transition support. The overall PoP shall not exceed 24 months.

PLACE OF PERFORMANCE

Efforts under this TO shall be performed at Contractor facilities. The Contractor shall identify the Contractor’s place of performance in their Task Execution Plan submission.

TRAVEL OR SPECIAL REQUIREMENTS

The Government does not anticipate any travel under this effort to perform the tasks associated with the effort.

CONTRACT MANAGEMENT

All requirements of Sections 7.0 and 8.0 of the T4NG Basic PWS apply to this effort. This TO shall be addressed in the Contractor’s Progress, Status and Management Report as set forth in the T4NG Basic contract.

GOVERNMENT FURNISHED PROPERTY

The Government has determined that remote access solutions involving Citrix Access Gateway (CAG) have proven to be an unsatisfactory access method to complete the tasks on this specific TO. The Government also understands that GFE is limited to Contractors requiring direct access to the network to: access development environments; install, configure and run TRM-approved software and tools (e.g., Oracle, Fortify, Eclipse, SoapUI, WebLogic, LoadRunner, etc.); upload/download/ manipulate code, run scripts, apply patches, etc.; configure and change system settings; check logs, troubleshoot/debug, and test/QA.

Based upon the Government assessment of remote access solutions and requirements of this TO, the Government does not anticipate a need for GFE to be provided, however, the COR will authorize up to 3 laptops if requested by the Contractor with an explanation of why the Contractor’s own equipment will not suffice. The Government will provide the following documents to the Contractor upon TO award as Government Furnished Information:

1. SMSS System Diagram

2. SMSS System Documentation

3. ESRI ArcGIS and Enterprise Software License Files

The Government will not provide IT accessories including but not limited to Mobile Wi-Fi hotspots/wireless access points, additional or specialized keyboards or mice, laptop bags, extra charging cables, extra PIV readers, peripheral devices, additional Random Access Memory (RAM), etc. The Contractor is responsible for providing these types of IT accessories in support of the TO as necessary and any VA installation required for these IT accessories shall be coordinated with the COR.

The Status of Government Furnished Equipment Report under the T4NG Basic Contract requirements is applicable to this TO and shall be delivered to the COR/VA PM as required.

SECURITY AND PRIVACY

All requirements in Section 6.0 of the T4NG Basic PWS apply to this effort. Specific TO requirements relating to Addendum B, Section B 4.0 paragraphs j and k supersede the corresponding T4NG Basic PWS paragraphs, and are as follows:

j. The contractor shall notify VA within 24-hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, based upon the severity of the incident.

k. When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the contractor will provide written notice to VA that the patch has been validated as not affecting the Systems within ten (10)-working days. When the contractor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes based upon the requirements identified within the TO.

POSITION/TASK RISK DESIGNATION LEVEL(S)

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

Position Sensitivity and Background Investigation Requirements by Task

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

SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following:

PROJECT MANAGEMENT

CONTRACTOR PROJECT MANAGEMENT PLAN

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

Deliverable:

A. CPMP

TECHNICAL KICKOFF MEETING

A technical kickoff meeting shall be held within 10-days after TO award. The Contractor shall coordinate the date, time, and location (can 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 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 and approval by the Government, the details of the intended approach, work plan, and project schedule for each effort via a Microsoft Office PowerPoint presentation. At the conclusion of the meeting, the Contractor shall update the presentation with a final slide entitled “Summary Report” which shall include notes on any major issues, agreements, or disagreements discussed during the kickoff meeting and the following statement: “As the Post-Award Conference Chairperson, I have reviewed the entirety of this presentation and assert that it is an accurate representation and summary of the discussions held during the Technical Kickoff Meeting for D6T1-VACO ArcGIS Indoors and Enterprise Software Support. The Contractor shall submit the final updated presentation to the CO for review and signature within three calendar days after the meeting. The Contractor shall also work with the CS, the Government’s designated note taker, to prepare and distribute the meeting minutes of the kickoff meeting to the CO, COR and all attendees within three calendar days after the meeting. The Contractor shall obtain concurrence from the CS on the content of the meeting minutes prior to distribution of the document.

PRIVACY & HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) TRAINING

The Contractor shall submit Talent Management System (TMS) training certificates of completion for its personnel assigned to this effort for VA Privacy and Information Security Awareness and Rules of Behavior (TMS ID: 10176) and Health Insurance Portability and Accountability Act (HIPAA) (TMS ID: 10203) training, and provide signed copies of the Contractor Rules of Behavior in accordance with Section 9, Training, from Appendix C of the VA Handbook 6500.6, “Contract Security”. Contractors who have completed these VA training courses within the past 12-months and have furnished certificates will not be required to re-take the training courses. The training referenced above is required to be renewed annually.

Deliverables:

A. VA Privacy and Information Security Awareness and Rules of Behavior Training Certificate B. Signed Contractor Rules of Behavior

SMSS SOFTWARE SUPPORT SERVICES

The Contractor shall provide software support services to all four components of SMSS: ESRI ArcGIS Indoors and ArcGIS Enterprise, GeoConvergence Reserve Asist, and Microsoft PowerAutomate. The software support for SMSS, includes software configuration, update installations, features management, help support, and troubleshooting.

ARCGIS ENTERPRISE AND INDOORS SOFTWARE MAINTENANCE

The Contractor shall provide software installation, configuration, management, and maintenance of ArcGIS Indoors on ArcGIS Enterprise. ArcGIS Indoors/Enterprise has two major releases every year. The Contractor shall coordinate, collaborate, and work with OI&T Application Program Management (APM) and Infrastructure Operations (IO) to perform the software installations and or updates that are released by ESRI. These releases are critical as they contain requested features and upgrades for features and security that are essential to the continued operational efficiency of the software. The Contractor shall test each upgrade in a holistic testing environment by first applying the changes to the development server environment. The Contractor shall utilize the Government’s development server to test all system updates, changes, and new integrations before deploying them to the production server. The Contractor shall keep the software patched with every minor and major release and respond to any VA security network scan results that indicate there is a vulnerability in ESRI’s software.

The Contractor shall collaborate with OI&T APM and IO to troubleshoot, maintain, and upgrade the SMSS single sign one (SSO) feature of the system. The Contractor shall comply with the latest VA security SSO directives, that are currently VA Active Directory Federation Services. The Contractor shall coordinate and collaborate with the VA Active Directory team, OI&T APM, and IO to ensure access to Indoors is maintained using the PIV cards that are tied to the Active Directory credentials. The Contractor shall provide Tier 1 and Tier 2 software troubleshooting. See the Tier Responsibility table below for additional Tier responsibilities details.

Tier 1 Responsibilities

Initial contact and triage:

The Contractor shall provide Tier 1 support of receive the initial contract from the customers via Service Now (SNOW) Tickets or email from Government PM. The Contractor shall triage the reported software issues by identifying and categorizing technical issues.

Basic issue resolution:

The Contractor shall provide initial troubleshooting and problem-solving to resolve common technical issues. This may involve step-by-step guidance, assisting with software configurations, or addressing frequently asked questions.

Ticket creation and documentation:

The Contractor shall create a SNOW ticket is email directly from Government PM. The Contractor shall document all work done for the SNOW ticket and update daily until the ticket is resolved. The documentation shall include problem description, troubleshooting steps taken, and the resolution.

Escalation to higher tiers if needed:

In cases where Tier 1 technicians are unable to resolve an issue, the Contractor shall escalate it to the appropriate Tier, ensuring a smooth transition without unnecessary delays. The Contractor shall document the transfer to other entities before closing the ticket.

Tier 2 Responsibilities

In-depth troubleshooting and problem analysis:

The Contractor shall possess advanced technical knowledge and expertise to analyze complex issues, identify root causes, and develop effective solutions.

Complex issue resolution:

The Contractor shall resolve technical problems that Tier 1 cannot resolve. The Contractor shall conduct configuration changes as needed and apply software updates/patches from original equipment manufacturer (OEM) to resolve issues.

Collaboration with other Tiers and teams:

The Contractor shall work closely with Tier 1 support, Tier 3 support that is provided by the OEM ESRI, and other OI&T teams to ensure a smooth flow of information and effective resolution of complex issues.

Maintaining detailed documentation:

The Contractor shall document the troubleshooting steps, resolutions, and any additional information related to the problem, helping build a knowledge base for future reference.

Tier Responsibility Table

The Contractor shall collaborate with OI&T APM and IO to maintain and renew the certificates required using Venafi. Venafi certificates issued by IT needs to be updated whenever they expire, and new ones are issued. These certificates need to be updated both at the Internet Information Services (IIS) level and in the ArcGIS Enterprise installation.

The Contractor shall collaborate with OI&T APM and IO to manage the user access for the Indoors. ArcGIS Indoors uses an occupant table to identify users that are allowed to make reservations for conference rooms and shared workspaces.

The Contractor shall update the OI&T Facilities dashboard to capture OI&T space footprint data within the OA VACO Campus data that resides in the OA VACO database. The OI&T space footprint shall be visible to OI&T Facilities in the same format as all the other OI&T Facilities Nationwide. The OA database manages the user access for the ArcGIS Indoors. ArcGIS Indoors uses an occupant table to identify users that are allowed to make reservations for conference rooms and shared workspaces.

The Contractor activates the floor plan editor feature of SMSS within ArcGIS Enterprise and Indoors software. The Contractor shall provide a one-hour tutorial session via Microsoft Teams of how to utilize the floor plan editor. The tutorial session shall be recorded to be utilized for future training sessions.

The Contractor shall update the OI&T Facilities dashboard to capture OI&T space footprint data within the OA VACO Campus data that resides in the OA VACO database. The OI&T space footprint shall be visible to OI&T Facilities in the same format as all the other OI&T Facilities Nationwide. The OI&T Facilities staff shall be granted floor plan editing permissions to the OI&T footprint within VACO campus.

The Contractor shall collaborate with OI&T APM and IO to document any software maintenance that requires documentation in the OI&T Change Management System.

The Contractor shall process all application level Enterprise Service Desk SNOW tickets related to ArcGIS

The Contractor shall generate an ArcGIS Enterprise and Indoors Software Maintenance Report to document all work performed. The ArcGIS Enterprise and Indoors Software Maintenance Report shall provide a description of the software support maintenance work done, the SNOW ticket if applicable, date the work started, date the work was completed, VA entities that collaborated, and any change management information related to the work.

Deliverable:

A. ArcGIS Enterprise and Indoors Software Maintenance Report

SMSS INTEGRATIONS AND AUTOMATION

The Contractor shall manage, troubleshoot, maintain, and update as needed the existing SMSS integrations and automations that ArcGIS Enterprise and ArcGIS Indoors have with Microsoft PowerAutomate and GeoConvergence ReserveAssist. The Contractor shall update the SMSS System Diagram and System Documentation after any changes to existing integrations or automations.

The Contractor shall manage, troubleshoot, and maintain the SMSS Microsoft PowerAutomate emails integration. When a reservation is created in ArcGIS Indoor system using either the Indoor Viewer or Reservation Manager, an email is generated to the person that create the reservation with the calendar invitation making the process of adding it to their calendar an easy process. In addition, if the room has custom fields indicating VTC or Teams meeting attributes they will automatically be added to the invitation.

The Contractor shall manage, troubleshoot at the application level at Tier 1 and Tier 2 levels, and maintain the SMSS GeoCongervence ReserveAssist integration, see Tier Responsibility Table in PWS Section 5.2.1 above. The Contractor collaborate with the software OEM to troubleshoot at the Tier 3 and Tier 4 levels if needed. When a reservation is created in ArcGIS Indoor system using either the Indoor Viewer or Reservation Manager, an ReserveAssist automates data from databases to generate the proper reservations and allows the reservations to be modified or cancelled when no longer needed.

The Contractor shall collaborate with OI&T APM and IO to complete a SNOW Integration with SMSS. The Contractor shall work with OI&T APM and IO to create an integration with SNOW where tickets can be created with an associated room or location from the Indoors system and the tickets will have a link to allow the technician to easily navigate to the space.

The Contractor shall collaborate with OI&T APM and IO to complete an Asset/Workorder Management Integration with SMSS. The Contractor shall work with OI&T APM and IO to create an integration of ArcGIS Indoors with the existing asset management solution Maximo to allow visualization of assets for facility operations within the Indoors solution. SMSS is currently integrated with Automated Engineering Management System/Medical Equipment Reporting System (AEMS/MERS), which is Maximo’s predecessor Inventory Management System. The Contractor shall engineer the change of the data connection from AEMS/MERS to MAXIMO. Workorders that are generated in the system can also be visualized in ArcGIS Indoors allowing for optimization of facility management.

As new automations and integrations are needed to provide additional SMSS functionality, the Contractor shall work with OA and OI&T stakeholders to identify the new requirement and then collaborate with OI&T APM and IO to design and implement the integration or automation (Approximately 2 in the base period and 1 each in Option Periods). The Contractor shall meet with the OA and OI&T Facilities stakeholders to discuss the details of the new integration or automation to gather the requirements for the new feature. The Contractor shall provide documentation of the new integration or automation and update the SMSS System Diagram and System Documentation.

Deliverables:

A. SMSS Integration or Automation Documentation B. SMSS Update System Diagram C. SMSS Updated System Documentation

ARCGIS INDOORS AND ENTERPRISE SPACE MANAGEMENT CONFIGURATION

The Contractor shall configure the ESRI ArcGIS Indoors and ARCGIS Enterprise software to provide Space management. Space management is defined as setting space categories, space assignments, conference room management, and shared workspace management.

The Contractor shall coordinate and collaborate with the OA and OI&T Facilities stakeholders to apply space categorization to all spaces within SMSS and ensure that all the spaces are categorized correctly for room use and organization levels.

The Contractor coordinate and collaborate with the OA and OI&T Facilities stakeholders to ensure that all OA and OI&T space administrators have space assignment permissions within the SMSS.

The Contractor shall coordinate and collaborate with the OA and OI&T Facilities stakeholders to apply conference room management. The Contractor shall add and remove conference rooms both shared and dedicated as required and via request. The dedicated conference rooms are managed by reservation managers and only assigned personnel will be able to reserve these. The Contractor shall create new dedicated conference room groups as needed with the personnel assignments as needed. The Contractor shall ensure that all new conference rooms have custom attributes that are assigned to them for integration with the VTC systems for automated reservations and setup tasks.

The Contractor coordinate and collaborate with the OA and OI&T Facilities stakeholders to identify, manage and apply Shared Workspace Management. The Contractor shall create Workspace Groups that can be assigned to specific groups of employees by different organizational levels as identified by OA and OI&T Facilities stakeholders.

The Contractor shall generate a ArcGIS Enterprise and Indoors Space Management Report to document all work performed. The report shall provide a description of the space management function that was performed, whether it was for OA or OI&T Facilities, date the work started, date the work was completed.

Deliverable:

A. ArcGIS Enterprise and Indoors Space Management Report

ARCGIS INDOORS AND ENTERPRISE EXISTING FLOOR PLAN MANAGEMENT CONFIGURATION

The Contractor shall update an existing floor plan upon request from either OA or OI&T Facilities stakeholders. Floor plans a generally updated after the Government performs a space remodeling or repurposing project to better utilize the Government workspace. The Contractor shall update the floor plan in the SMSS ArcGIS Indoors Information Model (AIIM). The Contractor shall utilize the provided as-built drawings computer-aided design (CAD) or Building Information Modeling (BIM) files that are in the SMSS AIIM and update them as needed (These changes occur approximately for three sites every 12-month period).

The Contractor shall update all the AIIM with the elements shown such as Sites, facilities, levels, zones, sections, details, Points of interest (POI)s, landmarks, pathways, and transition points.

The Contractor shall generate an Updated Floor Plan Report for each new floor plan update within SMSS. The Updated Floor Plan Report shall provide a description of the floor plan updated to include street address, floor number, square footage, total number of rooms, total number of conference rooms, total number of cubicles, summary of changes, date the work started, date the work was completed.

ARCGIS INDOORS AND ENTERPRISE NEW FLOOR PLAN CONFIGURATION

The Contractor shall add and integrate new floor plans that are currently not part of the the OIT or VACO facilities portfolio. The Contractor shall add and configure the new floor plans when the Government provides a CAD drawing or BIM files.

The Contractor shall curate and maintain a historical CAD database that will be updated to reflect the status of the floors in addition to maintaining the AIIM. The Contractor shall follow the process shown below to generate new floor plans from CAD or BIM files. This process applies only to floorplans that have existing CAD/BIM data and is divided into three major sections.

1. CAD

a. Review/Edit CAD/BIM Floor plans for compatibility with AIIM

b. Initial Conversion to AIIM

c. QA/QC Initial Data Conversion

d. Rework as needed

2. AIIM

a. Create Final AIIM Data

b. QA/QC AIIM

c. Repeat a. and b. as needed

d. Generate Network dataset for Wayfinding

e. Create Transitions for Stairways

f. Connect Buildings using sidewalk data and aerial imagery

g. Test Network data

h. QA/QC Wayfinding

i. Repeat g. as needed

3. Publishing

a. Configuring and publishing the maps

b. Test data in published webmaps

c. Test and publish map packages for mobile applications

d. Final Data Delivery

The Contractor shall generate a New Floor Plan Integration Report for each new floor plan added to SMSS. The New Floor Plan Integration Report shall provide a description of the new floor integrated to include street address, floor number, square footage, total number of rooms, total number of conference rooms, total number of cubicles. date the work started, date the work was completed.

Deliverable:

A. New Floor Plan Integration Report

New Floor Plans WITHOUT CAD DRAWINGS or BIM FILES (OPTIONAL TASK One) If this option task is exercised by VA, the Contractor shall provide new floor plans for Government facilities without CAD drawings or BIM files.

The Contractor shall provide services to scan the facility with specialized equipment that can generate CAD or BIM files to be uploaded into SMSS AIIM. The Contractor shall provide pricing for the CAD or BIM scanning in a per square foot (FT²) basis with a maximum of one million FT² for each site.

This optional task may be exercised in the base period or option period, for a total of up to 10 times over the life of the TO.

Deliverable:

A. New Floor Sites CAD or BIM Files

TRANSITION SERVICES (OPTIONAL TASK TWO)

If exercised by VA, the Contractor shall provide a Transition Plan for 60-days of support for transitioning work from this TO to a follow-on contract/order or Government entity. The Contractor shall develop and provide a Transition Out Plan covering transition out activities to include strategies and processes needed to maintain continuity of operations and quality of service during the transition in period. In accordance with the Government-approved Transition Plan, the Contractor shall assist the Government in planning and implementing a complete transition from this TO to a succeeding provider. This shall include formal coordination with Government staff and successor staff and management, to include delivery of copies of existing systems documentation, policies, and procedures, and delivery of required metrics and statistics.

This Transition Plan shall include the following:

1. Review, evaluation and transition of current support services,

2. Transition of historic data to new Government/Contractor system,

3. Transfer of all necessary business and/or technical documentation,

4. Orientation phase and program to introduce Government personnel, programs, and users to the Government/Contractor's team, tools, methodologies, and business processes,

5. Transfer of GFE and GFI, and GFE inventory management assistance.

Deliverable:

A. Transition Plan

GENERAL REQUIREMENTS

PERFORMANCE METRICS

The table below defines the Performance Standards and Acceptable Levels of Performance associated with this effort.

2. Efficient and effective in meeting requirements

3. Meets technical needs and mission requirements

4. Provides quality services/products Satisfactory or higher

2. Products completed, reviewed, delivered in accordance with the established schedule

3. Notifies customer in advance of potential problems Satisfactory or higher

2. Personnel possess necessary knowledge, skills and abilities to perform tasks Satisfactory or higher

The COR will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the TO to ensure that the Contractor is performing the services required by this PWS in an acceptable level of performance. The Government reserves the right to alter or change the QASP at its own discretion. A Performance Based Service Assessment will be used by the COR in accordance with the QASP to assess Contractor performance.

SECTION 508 – ELECTRONIC AND INFORMATION TECHNOLOGY (EIT) STANDARDS

On January 18, 2017, the Architectural and Transportation Barriers Compliance Board (Access Board) revised and updated, in a single rulemaking, standards for electronic and information technology developed, procured, maintained, or used by Federal agencies covered by Section 508 of the Rehabilitation Act of 1973, as well as our guidelines for telecommunications equipment and customer premises equipment covered by Section 255 of the Communications Act of 1934. The revisions and updates to the Section 508-based standards and Section 255-based guidelines are intended to ensure that information and communication technology (ICT) covered by the respective statutes is accessible to and usable by individuals with disabilities.

The following Section 508 Requirements supersede Addendum A, Section A3 from the T4NG Basic PWS.

The Section 508 standards established by the Access Board are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure ICT. These standards are found in their entirety at: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines. A printed copy of the standards will be supplied upon request.

Federal agencies must comply with the updated Section 508 Standards beginning on January 18, 2018. The Final Rule as published in the Federal Register is available from the Access Board: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule.

The Contractor shall comply with “508 Chapter 2: Scoping Requirements” for all electronic ICT and content delivered under this contract. Specifically, as appropriate for the technology and its functionality, the Contractor shall comply with the technical standards marked here:

COMPATIBILITY WITH ASSISTIVE TECHNOLOGY

The standards do not require installation of specific accessibility-related software or attachment of an assistive technology device. Section 508 requires that ICT be compatible with such software and devices so that ICT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software.

ACCEPTANCE AND ACCEPTANCE TESTING

Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the Section 508 Chapter 2: Scoping Requirements standards identified above.

The Government reserves the right to test for Section 508 Compliance before delivery. The Contractor shall be able to demonstrate Section 508 Compliance upon delivery

Notes to the Contracting Officer

TYPE OF CONTRACT(S)

|X| Firm Fixed Price |_| Cost Reimbursement |_| Time-and-Materials |_| Labor-Hour

SCHEDULE FOR DELIVERABLES

Note: Days used in the table below refer to calendar days unless otherwise stated. Deliverables with due dates falling on a weekend or holiday shall be submitted the following Government work day after the weekend or holiday.

Contractor Project Management Plan Due thirty (30) days after receipt of order (ARO) and updated monthly thereafter.

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

Due one week ARO (and/or one week after onboarding of new employee) and updated annually as required throughout the PoP for all Contractor employees.

Electronic submission to: VA PM, COR, CO

Due one week ARO (and/or one week after onboarding of new employee) and updated annually as required throughout the PoP for all Contractor employees.

Electronic submission to: VA PM, COR, CO

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

Due 10 days after the completion of a system integration completion Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

Due 10 days after the completion of a system changes Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

Due 10 days after the completion of a system changes Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

Report Five business days after the end of each month Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

Ten business days after the new floor plan is integrated Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

Ten business days after the facility is scanned and updated in the system Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

Ten business days after the optional task is exercised Electronic submission to: VA PM, COR, CO

POINTS OF CONTACT

VA PROGRAM MANAGER

The VA Program Manager for this effort is:

Washington, DC 20240

CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The COR for this effort is:

BUDGET POINT OF CONTACT

The Budget Point of Contact for this effort is:

ADDITIONAL ITEMS

SPECIAL INSTRUCTIONS/REMARKS

(Include prior year PO#s, proposed payment provisions; Government furnished property; suggested contract clauses; other valuable information, etc., as applicable. Provide additional documentation if needed.)

· IF REQUIRING ACTIVITY HAS NOT COMPLETED THE MARKET RESEARCH FORM, PLEASE ANSWER THE FOLLOWING:

|X| Does Customer have current contract, is there an incumbent?

Please provide the Incumbent Name and Contract Number: _GeoConvergence _ _ GSA CONTRACT NUMBER

47QTCA21D00AH / ORDER NUMBER 47QDCC24M7RKL _________

|X| Is this TO a logical Follow-on to a TO previously competed on the T4NG program (fair opportunity)

|_| A&A Services- If Checked, a Memo is required

SPECIAL CLAUSES, ETC TO BE INCLUDED IN THE SOLICITATION.

(Choose Special Clause(s), etc., if applicable, by selecting the checkbox and modifying as necessary)

|_| Intellectual Property/Technical Data Rights Clause required?

|_| Government Furnished Material/Equipment: CO should add a special clause to the contract citing the Title of the material/equipment, Identifier (Serial Number), Quantity, Purpose, and Date required by Contractor.

|X| Transition clause required?

(Insert FAR clause, Continuity of Services, FAR 52.237-3) |_| BAA required for an OI&T Contract on behalf of VHA?

If the answer to Question 4 of the Security Checklist is a “yes” and the Contractor will provide a service, function, or activity to OI&T, on behalf of VHA, then it must be determined if protected health information (PHI) is disclosed or accessed, if so, a BAA is required. The “Decision Tree for Business Associate Agreements” can be used by the requiring activity (with help from their Privacy Officer if needed [the VHA Privacy Service -Stephania Griffin/ Andrea Wilson can advise]) to determine if a BAA is required, see VHA Handbook 1605.05, Business Associate Agreements, Appendix A, (http://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=3027). If it is determined that a BAA is required, the CO must, insert the VHA clause 1605.05 into Section D – CLAUSES/PROVISIONS of the RTEP. This can be accomplished by performing the following:

1. Reference the BAA Document (contained within the embedded file below, “T4NG OI&T Contractor BAA Insert Document”) in Section D of the T4NG RTEP Template as an attachment and provide with the RTEP on ATOMS. This document contains the actual text from the VHA clause 1605.05, which is the actual Business Associate Agreement language that potential Offerors will need to see with the RTEP, and eventually sign if awarded the task order when a BAA is required based upon the above determination.

2. Within the document, the BAA Text, locate the RED TEXT in the “Scope” section of the BAA text that says <BRIEFLY DESCRIBE SERVICES> and provide a brief description of the services required.

3. Upon award, an official BAA will need to be created; therefore the CS/CO is required to complete in accordance with the VHA Handbook 1605.05, Section 6 Responsibilities for Completing a BAA, and incorporate at time of award under Section B, Contract Administration, in full text.

|_| BAA required for a VHA Contract?

If the answer to Question 4 of the Security Checklist is a “yes” and the Contractor will provide a service, function, or activity to the Veterans Health Administration (VHA) or on behalf of VHA, then it must be determined if protected health information (PHI) is disclosed or accessed, if so a BAA is required. The “Decision Tree for Business Associate Agreements” can be used by the requiring activity (with help from their Privacy Officer if needed [the VHA Privacy Service -Stephania Griffin/ Andrea Wilson can advise]) to determine if a BAA is required, see VHA Handbook 1605.05, Business Associate Agreements, Appendix A, (http://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=3027). If it is determined that a BAA is required, the CO must, insert the VHA clause 1605.05 into Section D – CLAUSES/PROVISIONS of the RTEP. This can be accomplished by performing the following:

4. Reference the BAA Document (contained within the embedded file below, “T4NG VHA BAA Insert Document2”) in Section D of the T4NG RTEP Template as an attachment and provide with the RTEP on ATOMS. This document contains the actual text from the VHA clause 1605.05, which is the actual Business Associate Agreement language that potential Offerors will need to see with the RTEP, and eventually sign if awarded the task order when a BAA is required based upon the above determination.

5. Within the document, the BAA Text, locate the RED TEXT in the “Scope” section of the BAA text that says <BRIEFLY DESCRIBE SERVICES> and provide a brief description of the services required.

6. Upon award, an official BAA will need to be created; therefore the CS/CO is required to complete in accordance with the VHA Handbook 1605.05, Section 6 Responsibilities for Completing a BAA, and incorporate at time of award under Section B, Contract Administration, in full text.

|_| Other _________________ |_| Other _________________

ADDITIONAL NOTES TO PREPARER

1. Run Spell Check and Grammar Check in document for final review. Simple and easy tool to utilize and benefit from.

2. When listing/itemizing points, keep the outline consistent (use appropriate number or letter, versus a bullet).

3. If deliverables need to be submitted in draft form, timeframes must be stated. Reference example provided in the table above.

4. Other submissions may be required but not held to draft/comment/final submissions. For example, monthly status reports are due 5 days after the conclusion of the reporting period (end of month).

5. Customer must identify which deliverables continue if option years are exercised. Not all deliverables would necessarily repeat. Certain deliverables are final in the base year.

6. Do not put due dates in “Deliverables:” section of task, rather include timeframes/due dates in “Schedule for Deliverables” table above. Also ensure customer deliverables are detailed in the narrative of the task to include format and content requirements.

7. Ensure deliverables in tasks match deliverables in table.

8. If VIP applies, ensure deliverables are delivered in 3 month increments or less within an agile framework.

9. Deliverable due dates should be in terms of number of days after award or based on an event.

10. If for some reason the deliverable must be submitted in hard copy or on CD, be sure to specify the requirement within the line item. Also, in this case identify number of copies and mailing address.

11. Each deliverable line item must cite inspection and acceptance criteria; Inspection: Origin or Destination; Acceptance: Origin or Destination (most likely destination on both).

12. Update the Table of Contents by hitting F9.

image1.jpeg image2.emf

T4NG OI&T Contractor BAA Insert Document Apr_21_2017.docx BUSINESS ASSOCIATE AGREEMENT BETWEEN THE DEPARTMENT OF VETERANS AFFAIRS OFFICE OF INFORMATION AND TECHNOLOGY (OI&T) AND THE <COMPANY/ORGANIZATION>

Purpose. The purpose of this Business Associate Agreement (Agreement) is to establish requirements for the Department of Veterans Affairs (VA) Office of Information and Technology (OI&T) (“Business Associate”) and the <COMPANY/ORGANIZATION> (“Subcontractor”) in accordance with the Health Insurance Portability and Accountability Act (HIPAA), the Health Information Technology for Economic and Clinical Health Act (HITECH) Act, and the HIPAA Privacy, Security, Breach Notification, and Enforcement Rules (“HIPAA Rules”), 45 C.F.R. Parts 160 and 164, for the Use and Disclosure of Protected Health Information (PHI) under the terms and conditions specified below.

Scope. Under this Agreement and other applicable contracts or agreements, Subcontractor will provide <BRIEFLY DESCRIBE SERVICES> services to, for, or on behalf of Business Associate.

In order for Subcontractor to provide such services, Business Associate will disclose Protected Health Information received from the Veterans Health Administration (VHA) to Subcontractor and Subcontractor will use or disclose Protected Health Information in accordance with this Agreement.

Definitions. Unless otherwise provided, the following terms used in this Agreement have the same meaning as defined by the HIPAA Rules: Breach, Data Aggregation, Designated Record Set, Disclosure, Health Care Operations, Individual, Minimum Necessary, Notice of Privacy Practices, Protected Health Information (PHI), Required by Law, Secretary, Security Incident, Subcontractor, Unsecured Protected Health Information, and Use. “Protected Health Information” and “PHI” as used in this Agreement include “Electronic Protected Health Information” and “EPHI.”

“Business Associate” shall have the same meaning as described at 45 C.F.R. § 160.103. For the purposes of this Agreement, Business Associate shall refer to the Office of Information and Technology (OI&T) including its employees, officers, or any other agents that create, receive, maintain, or transmit PHI as described below.

“Covered Entity” shall have the same meaning as the term is defined at 45 C.F.R. § 160.103. For the purposes of this Agreement, Covered Entity shall refer to the Veterans Health Administration (VHA).

“Protected Health Information” or “PHI” shall have the same meaning as described at 45 C.F.R. § 160.103. For the purposes of this Agreement and unless otherwise provided, the term shall also refer to PHI that Subcontractor creates, receives, maintains, or transmits on behalf of Business Associate or receives from any Business Associate.

“Subcontractor” shall have the same meaning as the term is defined at 45 C.F.R. § 160.103. For the purposes of this Agreement, Subcontractor shall refer to a contractor of any person or entity, other than Covered Entity or Business Associate, that creates, receives, maintains, or transmits PHI under the terms of this Agreement.

Terms and Conditions. Business Associate and Subcontractor agree as follows:

1. Ownership of PHI. PHI is and remains the property of Covered Entity as long as Business Associate or Subcontractor creates, receives, maintains, or transmits PHI, regardless of whether a compliant Business Associate agreement is in place.

2. Use and Disclosure of PHI by Subcontractor. Unless otherwise provided, Subcontractor:

A. May not use or disclose PHI other than as permitted or required by this Agreement, or in a manner that would violate the HIPAA Privacy Rule if done by Covered Entity or Business Associate, except that it may use or disclose PHI:

(1) As required by law or to carry out its legal responsibilities;

(2) For the proper management and administration of Subcontractor; or

(3) To provide Data Aggregation services relating to the health care operations of Covered Entity.

B. Must use or disclose PHI in a manner that complies with Covered Entity’s minimum necessary policies and procedures.

C. May de-identify PHI created or received by Subcontractor under this Agreement, provided that the de-identification conforms to the requirements of the HIPAA Privacy Rule.

3. Obligations of Subcontractor. In connection with any Use or Disclosure of PHI, Subcontractor must:

A. Consult with Business Associate before using or disclosing PHI whenever Subcontractor is uncertain whether the Use or Disclosure is authorized under this Agreement.

B. Implement appropriate administrative, physical, and technical safeguards and controls to protect PHI and document applicable policies and procedures to prevent any Use or Disclosure of PHI other than as provided by this Agreement.

C. Provide satisfactory assurances that PHI created or received by Subcontractor under this Agreement is protected to the greatest extent feasible.

D. Notify Business Associate within twenty four (24) hours of Subcontractor’s discovery of any potential access, acquisition, use, disclosure, modification, or destruction…