36C10B24R0016 v2.1 Final.docx

36C10B24R0016

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

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

36C10B24R0016 04/10/2024 Kimberle Moore, kimberle.moore@va.gov

(848) 377-5102 04-17-2024

3:00PM

EST

36C10B Department of Veterans Affairs Technology Acquisition Center

23 Christopher Way Eatontown NJ 07724

X

513210 $47 Million

N/A

See Delivery Schedule

36C10B Department of Veterans Affairs Technology Acquisition Center

23 Christopher Way Eatontown NJ 07724

Document Storage Systems, INC (DSS)

12575 US HWY 1 STE 200

Juno Beach FL 33408

Department of Veterans Affairs Technology Acquisition Center Financial Services Center PO Box 149971 Austin TX 78714-8971

Community Living Center Resident Assessment Instrument

Period of performance: 12 months Base, with four (4) 12-month Option Periods to be exercised by the Government at its sole discretion.

See Section B.4 for Price Schedule

Points of Contact:

Contract Specialist Kimberle Moore, Kimberle.Moore@va.gov 848-377-5102

Contracting Officer

Edward Hebert Edward.Hebert@va.gov 848-377-5040 x

Edward Hebert Contracting Officer

Table of Contents

E.2 52.204-20 PREDECESSOR OF OFFEROR (AUG 2020)

A.2 COMBINED SYNOPSIS/SOLICITATION

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in Federal Acquisition Regulation Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and an additional solicitation will not be issued.

ii. Request for Proposal (RFP) 36C10B24R0016

iii. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-06(iv).

iv. This RFQ is being issued as a sole source to Document Storage Systems, INC (DSS).

v. See Section B below for the Price Schedule.

vi. See Section B below for the Performance Work Statement.

vii. The period of performance shall be 12 months from date of award with four 12-month option periods, if exercised.

viii. The provision at 52.212-1, “Instructions to Offerors -- Commercial,” applies to this acquisition. See Section E below for addenda.

ix. The provision at 52.212-2, “Evaluation -- Commercial Items,” does not apply to this acquisition. See Section E below for the Evaluation procedures and Basis for Award.

x. Offerors shall include a completed copy of the provision at 52.212-3, “Offeror Representations and Certifications -- Commercial Items,” with its offer. See Section E below for addenda.

xi. The clause at 52.212-4, “Contract Terms and Conditions -- Commercial Items,” applies to this acquisition. See Section C below for the addenda.

xii. The clause at 52.212-5, “Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items,” applies to this acquisition. See Section C below for the addenda.

xiii. See Section B below regarding requirements for required Software License, Maintenance, and Technical Support.

xiv. Proposals are due by 3:00PM ET on April 17, 2024. Offerors shall submit Proposals via email to Kimberle.Moore@va.gov and Edward.Hebert@va.gov.

Please contact Contract Specialist Kimberle Moore, Kimberle.Moore@va.gov, 848-377-5102, or contracting Officer, Edward Hebert, Edward.Hebert@va.gov, 848-377-5040 for information regarding the solicitation.

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 GOVERNING LAW

Federal law and regulations, including the Federal Acquisition Regulations (FAR), shall govern this Contract. Commercial license agreements may be made a part of this Contract but only if both parties expressly make them an addendum hereto. If the commercial license agreement is not made an addendum, it shall not apply, govern, be a part of or have any effect whatsoever on the Contract; 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 USC § 5725), and FAR clauses 52.212-4, 52.227-14, 52.227-19 shall supersede, control, and render ineffective any inconsistent, conflicting, or duplicative provision in any commercial license agreement. In the event of conflict between this Clause and any provision in the Contract or the commercial license agreement or elsewhere, the terms of this Clause shall prevail. Claims of patent or copyright infringement brought against the Government as a party shall be defended by the U.S. Department of Justice (DOJ). 28 U.S.C. § 516. At the discretion of DOJ, the Contractor may be allowed reasonable participation in the defense of the litigation. Any additional changes to the Contract must be made by contract modification (Standard Form 30) and shall only be affected 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, SOFTWARE MAINTENANCE AND SOFTWARE 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.

(3). Software Maintenance and/or 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 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 business days) in resolving software problems will be noted in the Government’s various past performance records on the Contractor (e.g., www.cpars.gov).

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

(4). Disabling Software Code.

The Government requires delivery of computer software that does not contain any code that will, upon the occurrence or the nonoccurrence of any event, disable the software. Such code includes but is not limited to a computer virus, restrictive key, node lock, time-out, or other function, whether implemented by electronic, mechanical, or other means, which limits or hinders the use or access to any computer software based on residency on a specific hardware configuration, frequency of duration of use, or other limiting criteria. If any such disabling code is present, the Contractor agrees to indemnify the Government for all damages suffered as a result of a disabling caused by such code, and the contractor agrees to remove such code upon the Government’s request at no extra cost to the Government. Inability of the Contractor to remove the disabling software code will be considered an inexcusable delay and a material breach of contract, and the Government may exercise its right to terminate for cause. In addition, the Government is permitted to remove the code as it deems appropriate and charge the Contractor for consideration for the time and effort expended in removing the code.

(5). Manuals and Publications.

Upon Government request, the Contractor shall furnish the most current version of the user manual and publications for all products/services provided under this Contract/Order at no cost.

B.3 CONTRACT ADMINISTRATION DATA

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

b. GOVERNMENT: Contracting Officer 003B2F4

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

3. INVOICES: Invoices shall be submitted in arrears:

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

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

B.4 PRICE SCHEDULE

Inspection: Destination Acceptance: Destination Free on Board (FOB): Destination

BASE PERIOD

The Base Period shall be from April 28, 2024 through April 27, 2025.

The cost of this Contract Line Item Number (CLIN) and SLINs 0001AA through 0001AJ shall be included in the cost of all services for Performance Work Statement (PWS) Section 5.1 inclusive of all subparagraphs.

Due: Support shall commence on April 28, 2024. Initial reports due 30 days after award and updated throughout the 12-month period of performance.

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

Due Thirty (30) days after contract (DAC) and updated monthly thereafter.

Due the fifth day of each month throughout the period of performance (PoP).

Due 5 days after Product Backlog / Release Planning Meeting

Due as needed, directed by COR

Due as needed, directed by COR

Due as needed, directed by COR

Due as needed, directed by COR

Due as needed, directed by COR

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

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

Due: Support shall commence on April 28, 2024 and continue for 12 months.

Electronic submission to: VA PM, COR, CO

Due as required.

Due as required.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

OPTION PERIOD ONE:

This 12-month option period may be exercised IAW FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. If exercised, this option shall commence immediately after expiration of the Base Period.

If exercised, Option Period One shall be from April 28, 2025 through April 27, 2026.

The cost of this Contract Line Item Number (CLIN) and SLINs 1001AA through 0001AJ shall be included in the cost of all services for PWS Section 5.1, inclusive of all subparagraphs.

Due: Support shall commence on April 28, 2025. Initial reports due 30 days after award and updated throughout the 12-month period of performance.

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

Due Thirty (30) days after option is exercised and updated monthly thereafter.

Due the fifth day of each month throughout the period of performance (PoP).

Due 5 days after Product Backlog / Release Planning Meeting

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due 3 days after option is exercised and updated throughout the PoP.

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

Due: Support shall commence on April 28, 2025 and continue for 12 months.

Electronic submission to: VA PM, COR, CO

Due as required.

Due as required.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

OPTION PERIOD TWO:

This 12-month option period may be exercised IAW FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. If exercised, this option shall commence immediately after expiration of the Option Period One.

If exercised, Option Period Two shall be from April 28, 2026 through April 27, 2027.

The cost of this Contract Line Item Number (CLIN) and SLINs 2001AA through 2001AJ shall be included in the cost of all services for PWS Section 5.1 inclusive of all subparagraphs.

Due: Support shall commence on April 28, 2026. Initial reports due 30 days after award and updated throughout the 12-month period of performance.

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

Due Thirty (30) days after option is exercised and updated monthly thereafter.

Due the fifth day of each month throughout the period of performance (PoP).

Due 5 days after Product Backlog / Release Planning Meeting

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due 3 days after option is exercised and updated throughout the PoP.

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

Due: Support shall commence on April 28, 2026 and continue for 12 months.

Electronic submission to: VA PM, COR, CO

Due as required.

Due as required.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

OPTION PERIOD THREE:

This 12-month option period may be exercised IAW FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. If exercised, this option shall commence immediately after expiration of the Option Period Two.

If exercised, Option Period Two shall be from April 28, 2027 through April 27, 2028.

The cost of this Contract Line Item Number (CLIN) and SLINs 3001AA through 3001AJ shall be include the cost of all services for PWS Section 5.1 inclusive of all subparagraphs.

Due: Support shall commence on April 28, 2027. Initial reports due 30 days after award and updated throughout the 12-month period of performance.

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

Due Thirty (30) days after option is exercised and updated monthly thereafter.

Due the fifth day of each month throughout the period of performance (PoP).

Due 5 days after Product Backlog / Release Planning Meeting

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due 3 days after option is exercised and updated throughout the PoP.

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

Due: Support shall commence on April 28, 2027 and continue for 12 months.

Electronic submission to: VA PM, COR, CO

Due as required.

Due as required.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

OPTION PERIOD FOUR:

This 12-month option period may be exercised IAW FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. If exercised, this option shall commence immediately after expiration of the Option Period Three.

If exercised, Option Period Two shall be from April 28, 2028 through April 27, 2029.

The cost of this Contract Line Item Number (CLIN) and SLINs 4001AA through 4001AJ shall be include the cost of all services for PWS Section 5.1 inclusive of all subparagraphs.

Due: Support shall commence on April 28, 2028. Initial reports due 30 days after award and updated throughout the 12-month period of performance.

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

Due Thirty (30) days option is exercised and updated monthly thereafter.

Due the fifth day of each month throughout the period of performance (PoP).

Due 5 days after Product Backlog / Release Planning Meeting

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due 3 days after option is exercised and updated throughout the PoP.

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

Due: Support shall commence on April 28, 2028 and continue for 12 months.

Electronic submission to: VA PM, COR, CO

Due as required.

Due as required.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

Due as needed, directed by COR.

OPTIONAL TASK 1

PHASE-OUT TRANSITION SUPPORT

This optional task may be exercised IAW FAR 52.217-7, Option for Increased Quantity-Separately Priced Line Item (MAR 1989), a single time, at any time, during the base or option periods.

This FFP CLIN includes all labor, materials and deliverables required for the successful completion of the services IAW PWS Section 5.9.

If exercised, the Period of Performance shall be two months from exercise of the optional task.

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

Initial Draft due within 7 days of Optional Task award, and updated weekly thereafter.

Due within five days prior to end of POP or upon cutover to new system, whichever is first.

B.5 PERFORMANCE WORK STATEMENT

1.0 BACKGROUND

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

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

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

2.0 APPLICABLE DOCUMENTS

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

1. 44 U.S.C. § 3541-3549, “Federal Information Security Management Act (FISMA) of 2002”

2. “Federal Information Security Modernization Act of 2014”

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

4. FIPS Pub 199. “Standards for Security Categorization of Federal Information and Information Systems,” February 2004

5. FIPS Pub 200, “Minimum Security Requirements for Federal Information and Information Systems,” March 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, 2017

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)

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

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

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

70. VHA Directive 1142, “Standards for Community Living Centers (CLCs)”, October 5, 2023, https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=11496

71. SOP GEC-FBC-RAI-MDS-01, “REQUIREMENTS FOR USE OF THE RESIDENT ASSESSMENT INSTRUMENT MINIMUM DATA SET”, October 13, 2023 – provided upon request

72. Minimum Data Set (MDS) 3.0 Resident Assessment Instrument (RAI) Manual, “"Long-Term Care Facility Resident Assessment Instrument 3.0 User’s Manual", Version 1.18, October 2023”, https://www.cms.gov/medicare/quality/nursing-home-improvement/resident-assessment-instrument-manual

73. “MDS 3.0 Quality Measures USER’S MANUAL (v16.0)”, Effective October 1, 2023, https://www.cms.gov/files/document/mds-30-qm-users-manual-v160pdf.pdf

74. VA Directive 6066, “Protected Health Information (PHI) And Business Associate Agreements Management”, September 2, 2014

3.0 SCOPE OF WORK

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

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

This solution is presently hosted in the VAECs Azure environment and shall continue to be fully functional. The Contractor shall not be responsible for providing or acquiring cloud capacity or server hosting infrastructure for this contract. VA will furnish VAEC capacity as GFE.

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

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

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

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

The Base period of performance (PoP) shall be 12 months from the date of award with four (4), 12-month option periods for operational support, with one optional task for Transition Out that can be exercised during any period of performance. The overall PoP shall not exceed 60 months.

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

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, four are set by date:

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

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

4.2 PLACE OF PERFORMANCE

Tasks under…