36C10B26Q0064 ROISVIE.docx

36C10B26Q0064

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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

36C10B26Q0064 12/10/2025 David Gabrysiak, Contract Specialist

(401) 243-6746 x 26746

12/15/2025

3:00 PM

EST

Department of Veterans Affairs Technology Acquisition Center

23 Christopher Way Eatontown NJ 07724

X

541519 150 Employees

N/A

See Delivery Schedule

Department of Veterans Affairs Technology Acquisition Center

23 Christopher Way

Technology Acquisition Center Financial Services Center PO Box 149971 Austin TX 78714-8971

Title: Radiation Oncology Information Management System Virtual Infrastructure Environment (ROISVIE)

Contracting Officer: Debra Clayton Contract Specialist: David Gabrysiak

, debra.clayton2@va.gov , david.gabrysiak@va.gov x

Debra Clayton

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: Veterans First Industries, LLC 1474 SE 33rd Ter Homestead, Fl 33033

b. GOVERNMENT: Contracting Officer 36C10B

Technology Acquisition Center 23 Christopher Way Eatontown NJ 07724

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

3. INVOICES: Invoices shall be submitted in arrears:

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

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

B.2 GOVERNING LAW

Federal law and regulations, including the Federal Acquisition Regulations (FAR), shall govern this Contract/Order. Commercial license agreements may be made a part of this Contract/Order but only if both parties expressly make them an addendum hereto. If the commercial license agreement is not made an addendum, it shall not apply, govern, be a part of or have any effect whatsoever on the Contract/Order; this includes, but is not limited to, any agreement embedded in the computer software (clickwrap), any agreement that is otherwise delivered with or provided to the Government with the commercial computer software or documentation (shrink-wrap), or any other license agreement otherwise referred to in any document. If a commercial license agreement is made an addendum, only those provisions addressing data rights regarding the Government’s use, duplication and disclosure of data (e.g., restricted computer software) are included and made a part of this Contract/Order, and only to the extent that those provisions are not duplicative or inconsistent with Federal law, Federal regulation, the incorporated FAR clauses and the provisions of this Contract/Order; those provisions in the commercial license agreement that do not address data rights regarding the Government’s use, duplication and disclosure of data shall not be included or made a part of the Contract/Order. Federal law and regulation including, without limitation, the Contract Disputes Act (41 U.S.C. § 7101 et seq.), the Anti-Deficiency Act (31 U.S.C. § 1341 et seq.), the Competition in Contracting Act (41 U.S.C. § 3301 et seq.), the Prompt Payment Act (31 U.S.C. §3901 et seq.), Contracts for Data Processing or Maintenance (38 USC § 5725), and FAR clauses 52.212-4, 52.227-14, 52.227-19 shall supersede, control, and render ineffective any inconsistent, conflicting, or duplicative provision in any commercial license agreement. In the event of conflict between this Clause and any provision in the Contract/Order or the commercial license agreement or elsewhere, the terms of this Clause shall prevail. Claims of patent or copyright infringement brought against the Government as a party shall be defended by the U.S. Department of Justice (DOJ). 28 U.S.C. § 516. At the discretion of DOJ, the Contractor may be allowed reasonable participation in the defense of the litigation. Any additional changes to the Contract/Order must be made by contract/order modification (Standard Form 30) and shall only be effected by a warranted Contracting Officer. Nothing in this Contract/Order or any commercial license agreement shall be construed as a waiver of sovereign immunity.

B.3 SOFTWARE LICENSE, 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 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 2 business days) in resolving software problems will be noted in the Government’s various past performance records on the Contractor. (https://www.cpars.gov/cparsweb/home)

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.4 PRICE/COST SCHEDULE

Base Period

The base period of performance (PoP) shall be 1/01/2026-12/31/2026.

Include all labor, materials, and travel costs in your firm-fixed-price line items.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.2. Includes all items from Sub-Line Items (SLINs) 0001AA – 0001AC.

All items to be electronically submitted to the VA Program Manager (PM), and Contracting Officer’s Representative (COR).

Due 10 business days after contract award and shall be updated monthly thereafter.

Shall be held within ten business days after award.

Shall be provided to all attendees at least three business days prior to the Kickoff Meeting.

Shall Be Provided to All Attendees Within Three Calendar Days After the Kickoff Meeting.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.3. Includes all items from SLIN 002AA.

All items to be electronically submitted to the VA PM and COR.

Electronic submission to the VA PM and COR Quarterly.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.4. Includes all items from SLINs 0003AA – 0003AC.

All items to be electronically submitted to the VA PM and COR.

Due 30 days after contract award.

Due 30 days after contract award.

Due 30 days after contract award.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.5. Includes all items from SLIN 0004AA.

Due 30 days after contract award.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.6.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.7. Includes all items from SLIN 0006AA.

Electronic submission to the VA PM and COR Quarterly.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.8. Includes all items from SLIN 0007AA.

Due 30 days after contract award.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.6.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Sections 1.0, 1.1, and 1.10.

Due 30 days after contract award, and updated periodically as required.

Option Period One

Option Period One POP shall be 1/01/2027-12/31/2027.

Include all labor, materials, and travel costs in your firm-fixed-price line items.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.2. Includes all items from SLIN 1001AA.

All items to be electronically submitted to the VA Program Manager (PM), and Contracting Officer’s Representative (COR).

Updated Monthly.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.3. Includes all items from SLIN 1002AA.

Electronic submission to the VA PM and COR Quarterly.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.6.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.7. Includes all items from SLIN 1004AA. All items to be electronically submitted to the VA PM and COR.

Electronic submission to the VA PM and COR Quarterly.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.8. All items to be electronically submitted to the VA PM and COR.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.6. All items to be electronically submitted to the VA PM and COR.

Option Period Two

Option Period Two POP shall be 1/01/2028-12/31/2028.

Include all labor, materials, and travel costs in your firm-fixed-price line items.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.2. Includes all items from SLIN 2001AA.

All items to be electronically submitted to the VA Program Manager (PM), and Contracting Officer’s Representative (COR).

Updated Monthly.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.3. Includes all items from SLIN 2002AA.

Electronic submission to the VA PM and COR Quarterly.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.6.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.7. Includes all items from SLIN 2004AA.

Electronic submission to the VA PM and COR Quarterly.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.8.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.6.

Option Period Three

Option Period Three POP shall be 1/01/2029-12/31/2029.

Include all labor, materials, and travel costs in your firm-fixed-price line items.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.2. Includes all items from SLIN 3001AA.

All items to be electronically submitted to the VA Program Manager (PM), and Contracting Officer’s Representative (COR).

Updated Monthly.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.3. Includes all items from SLIN 3002AA.

Electronic submission to the VA PM and COR Quarterly.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.6.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.7. Includes all items from SLIN 3004AA.

Electronic submission to the VA PM and COR Quarterly.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.8.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.6.

Option Period Four

Option Period Four POP shall be 1/01/2030-12/31/2030.

Include all labor, materials, and travel costs in your firm-fixed-price line items.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.2. Includes all items from SLIN 4001AA.

All items to be electronically submitted to the VA Program Manager (PM), and Contracting Officer’s Representative (COR).

Updated Monthly.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.3. Includes all items from SLIN 4002AA.

Electronic submission to the VA PM and COR Quarterly.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.6.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.7. Includes all items from SLIN 4004AA.

Electronic submission to the VA PM and COR Quarterly.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.8.

This CLIN includes all labor, materials, travel, and deliverables required for the successful completion of the services detailed in the PD Section 1.6.

B.5 PRODUCT DESCRIPTION

PRODUCT DESCRIPTION (PD)

DEPARTMENT OF VETERANS AFFAIRS

Office of Information & Technology Durham VA Medical Center

Radiation Oncology Information Systems

Date: 11/10/2025

VA-25-00094323

PD Version Number: 1.0

1.0 PRODUCT REQUIREMENTS

The Department of Veterans Affairs (VA), Healthcare Technology Management, (HTM), Durham VA Medical Center (MC), Radiology Service, Radiation Oncology department 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 VA Durham Healthcare System (VADURHCS) Durham VAMC has a requirement for Software Services for Radiation Oncology Information System Virtual Infrastructure Environment (ROISVIE) therapy solution. The Department of Radiation Oncology at VADURHCS uses two main applications for delivering radiation therapy in the Radiation Oncology Service. These applications are Eclipse, which is used for generating 3D radiation treatment plans, and Aria, which is used for treatment record/verify and other department management tasks. The software is specifically designed to work with the treatment machines utilized at this facility.

The period of performance (PoP) for this proposed action is January 1, 2026 through December 31, 2026 followed by four 12-month option periods.

The Contractor shall provide hardware, software, and services for ROISVIE. The Contractor shall provide all labor, materials, tools, equipment, and qualified personnel to deliver, install, configure, and maintain the ROISVIE solution.

This includes:

a. Proprietary Hardware Infrastructure support for 2 Varian linear accelerators, and all Varian hardware and software systems including Aria, Eclipse, quality assurance applications, managed servers, and 3rd party vendor software

b. Software Licenses for necessary servers, connections, backups, remote access, Citrix, and antivirus requirements

c. Cybersecurity maintenance and support of all Varian and 3rd party applications hosted in the infrastructure in alignment with OEM vendors patch management programs.

d. Strict access control mechanisms with 2 factor authentication

e. FIPS implementation

f. Hosting of 510(k) approved treatment planning and calculation platforms, backup and snapshot management, antivirus software, and infrastructure software and OS upgrades.

g. Proven successful migration and implementation of the Varian Fullscale system with Virtual Private Network access to the Durham VA to that system.

h. Remote user access allowing direct VPN connection to Varian system for precise Eclipse contouring of tumor volumes.

i. Proven successful submission and implementation of VA required cybersecurity documentation showing past performance of VA cybersecurity requirements (Enterprise Risk Assessment, Memorandum of Understanding, Interconnection Security Agreement)

j. The solution must meet VA cybersecurity standards and integrate seamlessly with the existing Varian and Fullscale systems.

k. Anti-obsolescence measures to ensure Varian software performance.

l. Backup and snapshot management, antivirus software, and remote system monitoring.

m. Hardware and firmware maintenance, infrastructure software upgrades, and virtual/in-person support as needed.

Product Name

Part Number

Base Year - 1/1/2026-12/31/2026

Examples of brand name or equivalent requirements as part of the system are provided as follows:

Domain Controller

1. Treatment planning/treatment management systems (e.g. Aria, Mosaiq, Eclipse, RayStation, Monaco, etc.)

2. Applications Server for various functions (e.g. Treatment Management Database (TPS/TMS), Imaging, Interface, DICOM, Test, Backup, DICOM-RT Archive)

3. Citrix VDI environment

4. Management / Network Servers - Active Directory / DNS / Monitoring Services

5. On rack backup solution The hardware needs to include

1. Layer 3 Firewall Appliance (FIPS certified)

2. Inter-Rack switching

3. N+1 VM host servers

4. Storage Array Servers (20 terabytes at minimum)

5. 42U server rack The infrastructure software needs to include

1. Virtual environment application licensing (e.g. Hypervisor)

2. VDI/Citrix Environment Application licensing (e.g. nte 50 concurrent users)

3. Cisco Application Licensing

4. Licensing for MS Office (e.g. nte 50 concurrent users)

5. Licensing for Windows Server Operating Systems (nte25 VM servers)

Option Period 1 – 1/1/2027 – 12/31/2027

If Option Period One is exercised, all tasks and deliverables in Sections 1.0 including all subsections shall apply. The PoP for Option Period 1 shall be 12-months.

Option Period 2 – 1/1/2028 – 12/31/2028

If Option Period One is exercised, all tasks and deliverables in Sections 1.0 including all subsections shall apply. The PoP for Option Period 1 shall be 12-months.

Option Period 3 – 1/1/2029 – 12/31/2029

If Option Period One is exercised, all tasks and deliverables in Sections 1.0 including all subsections shall apply. The PoP for Option Period 1 shall be 12-months.

Option Period 4 – 1/1/2030 – 12/31/2030

If Option Period One is exercised, all tasks and deliverables in Sections 1.0 including all subsections shall apply. The PoP for Option Period 1 shall be 12-months.

1.1 SALIENT CHARACTERISTICS

ROISVIE Infrastructure and support for:

a. 2 Linear Accelerators

b. 31 ARIA RO Users

c. 10 Planning Users

d. 9 Calc Eclipse Users

e. 4 GPU FAS Servers Hosted

f. Default Data Protection NON-CLINICAL SYSTEM SUPPORT

g. Non-clinical T-Box System (includes Citrix support for up to 5 users) and 1 Non-Clinical FAS Server and hosted in On-Premise Data Center

h. Current Radiation Oncology Infrastructure management during ROISVIE system infrastructure replacement.

i. Upgradability of Infrastructure to include Hardware, Software. Firmware to ensure continued OEM vendor support.

j. Backup and snapshot management to include periodic testing of the backup process and restorative functions from a local on-site backup storage process.

k. Antivirus Software

l. Hardware and System Software support to include:

i. Remote System Monitoring

ii. Hardware and Firmware maintenance

iii. Infrastructure software upgrades

iv. Hosting of 510(k) approved Treatment Planning and Calculation Platforms

v. Anti-Obsolescence of hardware and infrastructure software to ensure Varian software is kept at required performance level.

m. ROISVIE Support virtually and in person as needed.

n. Cisco Nexus Switches or Equivalent

1.2 PROJECT MANAGEMENT

1.2.1 CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline, and tools to be used in execution of this contract. The purpose of this plan is to ensure that the Government and the Contractor understand and manage risk, communications, schedules, deliverables, quality, and human resources. The contractor shall ensure the CPMP take the form of both a narrative and graphic format to illustrate schedules, milestones, risks, and resource support. The CPMP shall also include procedures that detail how the Contractor coordinates and executes plans, routines, and ad-hoc data collection and reporting requests as identified within the PD. The initial baseline CPMP shall be approved by the government and kept current in accordance with Section B.4 of the contract.

The Contractor shall update and maintain the VA Program Manager (PM) approved CPMP throughout the PoP. The contractor shall enable the Government to access the CPMP and associated artifacts in VA SharePoint site or any other platform of the Government’s choosing.

The CPMP shall be treated as a dynamic document, regularly reviewed and updated to reflect changing conditions, new information, and the Government’s emerging priorities. The contractor shall adopt a proactive approach to planning that ensures the CPMP remains relevant and a useful tool for guiding decision-making. The Contractor shall provide the Contracting Officer’s Representative (COR) with the CPMP within 10 business days after contract award and the CPMP shall be updated monthly thereafter.

The CPMP shall include subsidiary plans. Specifically, the Contractor’s CPMP shall include:

1. A Scope Management Plan that describes how the contractor will control the activities and deliverables and the roles and responsibilities of everyone involved.

2. A Quality Control Plan to ensure all work products and deliverables meet the needs of the Government are accurate, and free of errors or unacceptable number of defects.

3. A Performance Management Plan that outlines how performance will be monitored and measured for acceptance by the government. This includes schedule adherence, effectiveness, and stakeholder satisfaction.

4. A Communications Plan: Shall list the roles and contact information of all Management and key personnel both for the Contractor and Government, tasks and functional area assignments and associations.

5. A Risk Management Plan that details all risks that may impact contract success, to include a common name or title, probability, impact, risk score, origin, explanation, planned or recommended mitigation, time to close. Otherwise, complete Plan of Action & Milestones (POAM) for identified risks.

The Contractor shall propose plan formats or templates that meet the Government’s requirements. VA may provide templates/shells for each plan, and the VA PM will provide guidance to the Contractor on the necessary inputs/ information that are required to develop the outputs for each one of the subsidiary plans. The above list may be updated by VA to include additional subsidiary plans and/or greater details.

Deliverable:

A. Contractor Project Management Plan (CPMP)

1.2.2 KICK-OFF MEETING

The Contractor shall hold a virtual Technical Kick-Off Meeting within 10 days after contract award. The Contractor shall present, for review and approval by the Government, the details of the intended approach, work plan, and project schedule for each effort. The Contractor shall specify dates coordinated with the VA and provide a Kick-Off Meeting Agenda three (3) business days prior to the meeting.

The Contractor shall provide Kick-Off Meeting Minutes to all attendees within one week after the meeting. The Contractor shall invite the CO, Contract Specialist (CS), COR and the VA Program Managers (PM).

Deliverables:

A. Kick-Off Meeting Agenda B. Kick-Off Meeting Minutes

1.3 REPORTING REQUIREMENTS

The Contractor shall provide the COR with a quarterly Status Report using a field service report format. The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. The report shall reflect data as of the last business day of the preceding period. The Status Report shall cover all work completed during the reporting period and work planned for the subsequent reporting period for each project. The report shall also identify any problems that arose, and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. The report shall include all metrics in the table in Section 1.9 of this Product Description. The report shall also include an itemized list of all documents and electronic deliverables.

The Contractor shall track all risks in the VA approved project management tool utilized by the team they are supporting. The Contractor shall provide the COR and PM with Quarterly Status Reports in electronic form per mutually agreed upon format and media. The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding Quartey Status Report.

Deliverable:

A. Quarterly Status Report

1.4 TESTING AND IMPLEMENTATION

The Contractor shall provide a Test Plan and testing support to the ROISVIE systems. The Contractor shall provide implementation, configuration, and change management services that are consistent with VA’s standard implementation and deployment methodology and configure to meet all VA’s requirements as stipulated in this PD. The Contractor shall provide sustainment support of new radiation oncology information systems virtual infrastructure environment (ROISVIE) to include hardware and software upgrade through the contract POP. The infrastructure needs to be able to host per Durham VAMC.

The Contractor shall provide an Implementation Plan which shall include all requirements necessary to provide and maintain a fully operational Radiation Oncology system to support project management and include installation support through policy development, planning, testing, implementation, installation, training, at an Enterprise level.

The Implementation Plan shall also include a timeline for each phase that will enable effective monitoring of the progress. The Contractor shall set up and configure the solution to full operational status. The Contractor shall ensure a seamless integration with the Department’s network and security infrastructure.

The Contractor shall provide a Configuration Plan which shall support operational visibility, facilitate risk management, and work to ensure that the ROISVIE solution remains aligned with VA’s evolving federal cybersecurity frameworks, including but not limited to NIST 800-53, FedRAMP, and the Center for Internet Security (CIS) benchmarks and infrastructure ecosystem, including the addition or removal of protected assets throughout the contract lifecycle.

The Contractor shall include a network diagram. The network diagram shall consist of the core components and interfaces for network data workflow that is included in the design of the infrastructure topology as part of a section within the configuration plan.

The Test, Implementation, and Configuration Plans are due 30 days after the award of Contract.

Deliverables:

A. Test Plan B. Implementation Plan C. Configuration Plan

1.5 DEPLOYMENT & CONFIGURATION

The Contractor shall provide a ROISVIE delivery system, following a phased implementation approach. The Contractor shall develop a comprehensive Deployment Plan that encompasses the scope, schedule, and risk management strategies. Upon approval, the Contractor shall coordinate closely with the government’s technical teams to ensure seamless integration. Regular progress updates shall be provided to the VA project management team, addressing any issues or risks that may arise during the implementation process.

The Contractor shall perform a thorough end of life assessment to all facilities for all ROISVIE system hardware and software in accordance IAW the PD. If hardware/software reach end of life within 0-24 months after the contract award, the Contractor shall start planning for replacement/upgrade. Replacement and/or upgrade must be completed prior to the end of the contract PoP. At the end of POP, all facilities must be running on the same software version, and all hardware shall not be older than 30 months.

Due 30 days after award.

Deliverable:

A. Deployment Plan

1.6 HARDWARE AND SOFTWARE SUPPORT

The Contractor shall be responsible for maintaining the operation of the hardware and all infrastructures. The Contractor shall provide the ability for the VA to send failed items back to the Contractor for replacement.

The Contractor shall provide the latest firmware (e.g. controllers, arrays, etc.). The Contractor shall provide and install manufacturer upgrades.

The Contractor shall ensure that any unresolved support issues impacting integration with VA-owned systems—such as client workstations and Radiation Oncology treatment platforms, —are elevated to the VA Enterprise Service Desk for the submission of a ServiceNow ticket. This includes, but is not limited to, cases where the issue cannot be resolved and requires intervention by the government.

The Contractor shall:

1. Scheduled maintenance shall include the cybersecurity patch, and scheduled preventive services performed on the system equipment.

2. The Contractor shall furnish a scheduled maintenance plan/schedule for each installation.

3. To the maximum extent possible, scheduled maintenance shall be performed on individual components of the system so as not to affect the operation of the entire system.

4. The Contractor will perform any scheduled services which will result in system downtime at times outside of the Principal Period of Maintenance.

5. The Contractor will perform all other scheduled services which will NOT result in system downtime at times convenient to the Government.

6. The Contractor shall schedule and coordinate scheduled services and obtain approval of the schedule by the Government’s representative at the site.

7. Service reports of all scheduled services performed shall be verified by the Government point of contact (POC), maintained and turned over to the Government POC. The Contractor shall also provide service reports to the Contracting Officer upon request.

1.7 MONITORING/MAINTENANCE ACTIVITIES

Support shall be provided 24/7 or on call is acceptable after core hours, as applicable in accordance with the Product’s Service Level Agreement (SLA).

The Contactor shall perform software releases including weekends (day and potentially night-time hours) and monitoring/maintenance activities as specified below. VA estimates that regularly scheduled releases will occur twice a month per product. The Contractor shall perform ad hoc emergency releases.

The Contractor shall:

1. Conduct proactive system health monitoring and report any system outage or degradation to the Product Manager COR/PM within one (1) hour of notification for mission critical systems and four (4) hours of notification for non-mission critical systems.

2. The Contractor will perform any scheduled services which will result in system downtime at times outside of the Principal Period of Maintenance. The Contractor will perform all other scheduled services which will NOT result in system downtime at times convenient to the Government.

3. The Contractor shall schedule and coordinate scheduled services and obtain approval of the schedule by the Government’s representative at the site. Service reports of all scheduled services performed shall be verified by the Government POC, maintained and turned over to the Government POC. The Contractor shall also provide service reports to the Contracting Officer upon request.

4. The contractor shall repair the equipment to functional level equivalent to the original manufacturer’s specifications. The contractor shall provide parts, if required to effect repair, within 24 hours of diagnosing the problem. There shall be no hourly charge to the Government for unscheduled maintenance performed within the normal hours of coverage defined in the statement of work.

5. The contractor shall furnish all spare and replacement parts under the terms of this contract. The price of all parts used to perform all scheduled preventive, and unscheduled maintenance shall be included in the price of this contract as listed in the schedule. The Government will not pay for any parts provided (during either scheduled or unscheduled maintenance), by the contractor during the performance of this contract. Only new standard parts (manufactured by the maker of the equipment, or equal) shall be furnished to maintain equipment covered under the contract.

6. Coordinate with Infrastructure Support Provider (ISP) to ensure all installed monitors are performing per specifications on a 24X7 basis. Notify the Project Manager within 15 minutes of any observed operational issues with monitors on mission critical products and within (3) hours for non-mission critical products.

7. Coordinate with the COR/PM to analyze alerts in near real time - as they are generated. The Contractor is responsible for monitoring and alerting on performance issues at all times. The Contractor shall report discrepancies in the capacity and performance of products in operations to the VA COR/PM.

Deliverable:

A. Quarterly Monitoring Report that includes the following:

i. Diagnostic Monitor Quality Assurance Report, include date/time of last calibration

ii. Site Storage capacity status. if exceeding 80%, vendor shall provide mitigation plan

iii. All Close and Open Critical and Urgent Helpdesk Tickets. If there is trend, vendor shall provide mitigation plan and Root Cause Analysis.

iv. All scheduled maintenance tickets such as system update, Cybersecurity mitigation/patch.

1.8 DATA ARCHIVE/RECOVERY SUPPORT

The Contractor shall support local on-site Disaster Recovery (DR) testing as deemed necessary by the ROISVIE PM. The Contractor shall develop a Disaster Recovery Plan (DRP) and Continuity of Operations (COOP) maintained by Durham Information Technology Center (DITC) and in accordance with VA Handbook 6500. The Contractor shall also support the transition to Mission Critical status in the DR environment. In an event that results in system crash and potential data loss, the Contractor shall support Durham personnel in roll-backs and other VA approved COOP procedures.

The Contractor shall maintain everything (e.g., backups, hardware, software, network equipment, etc.) needed to ensure all underlying systems and supporting services, hardware, and software (e.g., OS, Network Management Systems, etc.) operate at four nines (99.99%) uptime availability in support of the hosted applications. VA will be responsible for the Services and Applications themselves, but the Contractor shall provide support to the Government team (may include support contractors) responsible for those Services and Applications. The Contractor shall follow best practices and recommendations not to exceed the scope of this contract.

The contractor shall maintain and actively develop a variety of tools that are designed to help VA efficiently navigate, access, and analyze, archiving patient data. The contractor shall assist Durham MC to archive patient data to the preferred storage solution using .BAK and VM snapshot format performed at weekly and daily intervals.

Due 30 days after Contract.

Deliverables:

A. Data Recovery Plan

1.9 PERFORMANCE METRICS

The COR will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the contract to ensure that the Contractor is performing the services required by this PD in an acceptable level of performance. The Government reserves the right to alter or change the surveillance methods in the QASP at its own discretion.

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

Target = Report and respond back to customers of outage or degradation within one (1) hour of notification for mission critical systems and four (4) hours of notification for non-mission critical systems.

Target: = Vendor response time to achieve IT readiness requests for onboarding and upgrading of 3rd party OEM vendors not to exceed 90 days.

Backup Solution Performance

Target = 95% or better.