36C24219Q1158-000.docx

FedBizOpps Sources Sought Notice

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* = Required Field FedBizOpps Sources Sought Notice Rev. March 2010 J technical support for Endoscopic Workstation 10468-3904 36C24219Q1158 08-27-2019 N 811219 Department of Veterans Affairs Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904 Marshand Boone Department of Veterans Affairs James J. Peters VA Medical Center 130 W. Kingsbridge Road Bronx, NY 10468

USA

www.va.gov www.va.gov marshand.boone@va.gov marshand.boone@va.gov Contracting Office Information:

Department of Veterans Affairs Network Contracting Office 2 130 W. Kingsbridge Road Bronx, NY 10468

Please note that this is not a request for quotes or proposals, the Government is seeking information for market research purposes only. The Department of Veterans Affairs, James J. Peters VA Medical Center, Bronx, NY, is conducting a market research to find qualified vendors to provide the following service:

The Department of Veterans Affairs Medical Center in Bronx, NY requires a contractor to furnish all software, hardware upgrade, personnel and technical support required for successful integration/configuration of an endoscopic workstation with VISTA at the Endoscopy Suite at the James J. Peters VA Medical Center. (see draft SOW for full description).

The North American Industry Classification Systems (NAICS) is 811219; the size standard is $20.5 million. The purpose of this notice is to gain knowledge of potential qualified sources for this procurement. Responses to this notice will be used by the Government to make appropriate acquisition decisions. Responses to this notice should be provided in a capabilities statement which includes: 1) Offerors name, address, point of contact, phone number, and e-mail address; 2) Offerors interest in bidding on the solicitation when it is issued; 3) Offerors capability to perform a contract of this magnitude and complexity and three examples of comparable work performed within the past five years with a brief description of the project, customer name, and dollar value of the project) ; and 4) Offerors Business Size (Large Business, HUBZone, Service Disabled Veteran Owned and/or Small Business, 8(a)) and DUNS number.

If your firm is a Service-Disabled Veteran Owned or Veteran Owned Small Business, you must be CERTIFIED in VetBiz (see internet site: http://vip.vetbiz.gov). Contractor must be registered in System for Award Management (SAM) (see internet site: http://www.sam.gov).

Responses to this notice must be submitted in writing (email) and received by August 27, 2019 at 10:00 AM EST. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business Opportunities website http://www.fbo.gov at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Please email questions and responses to this notice to Marshand Boone at Marshand.boone@va.gov.

STATEMENT OF WORK (SOW)

1. Introduction and Overview

Procure an Endoscopic Imaging System hardware upgrade and preventive maintenance support

GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

1.1 Background

Documentation of endoscopy images has been the standard of care for multiple reasons:

1. Documentation of procedure, visual description of any pathology and photodocumentation of completeness of exam (may be required for peer review or medico-legal cases)

2. Allows for better surgical planning and reviewing lesions in a multidisciplinary setting

3. Allows forwarding of images to referral centers for advanced procedures (RFA, EUS).

An integrated electronic health record will both capture images as well as expedite the documentation with imbedded templates, typically for various services. JJP VAMC has been using a system with images captured, transmitted and stored in VISTA imaging. The current setup has created a number of issues with consult completion and thus, upgrades/ maintenance by the vendor is needed to ensure that the system continues to function. Currently, the software available in JJP VAMC needs hardware upgrade and maintenance support.

1.2 Scope of Work

The contractor shall provide all software, hardware upgrade, personnel and technical support required for successful integration/configuration of an endoscopic workstation with VISTA (including DICOM & HL7) at the Endoscopy Suite at James J. Peters VA Medical Center.

1.3 Objectives

· The storage of images in CPRS and VISTA imaging will improve patient care.

· The system will permit better coding of endoscopic procedures linked to the provider and thus result in better capture of workload.

· Application will transmit image from application into VistA Imaging for visual review by CPRS users.

· Image will be labeled with patient identifiers in order to discern the image is of the selected patient.

· The CPRS Procedure Consult will close when the image is transmitted from the application into VistA Imaging via VHA Clinical Procedures ( or routed through DICOM to transmit the image).

1.4 Period of Performance

Hardware upgrade and maintenance support should be provided within 90 days of contract award including support for two years.

2. Requirements

Technical: The contractor shall provide all software, hardware upgrade, personnel and technical support required for successful integration/configuration of an endoscopic workstation with VISTA (including DICOM & HL7) at the Endoscopy Suite at James J. Peters VA Medical Center.

Deliverables: The contractor shall deliver the following items:

2.1.1 Network Server Image Management Software License

2.1.2 Network Database Server with rack mount

2.1.3 Workstation Software Package GI Network Image Capture Software; Advanced Reporting Module Included; Unlimited User Access; software for performing image acquisition, reporting and printing; Two-year support and product version updates, hard drive configuration

2.1.4 Image Capture Workstations (3)

2.1.5 Registration System Software License with unlimited User Access

2.1.6 Registration Workstation

2.1.7 Hospital/Practice Information System Interface HL7 ADT and Scheduling

2.1.8 Hospital/Practice Information System Interface HL7 OBR

2.1.9 DICOM Interface with VISTA Imaging Work list and Storage

2.1.10 Administrative/ HL7 & DICOM Workstation

2.1.11 Reporting workstation

2.1.12 Associated USB and Data file communicatin cables FileCommunication Cables

2.1.14 Rack rails with cable management arm

2.1.15 Software maintenance agreement includes remote support services

2.1.16 Provide configuration/ integration of DICOM & HL7 to VISTA

2.1.17 Training service insuring that staff is properly trained. The quantity of days calculated based on order.

2.1.18 Upgrade

2.1 Tasks

The contractor shall conduct the following tasks:

· All initial and ongoing training at no charge to JJP. Travel, accommodations and meals at no charge to JJP.

· Upgrade hardware / hard drive configuration

· New Fellow training annually at no charge to JJP

· Ongoing Nursing and administrative staff training included at no charge to JJP

· Template modifications

· 24x7x365 technical staff for phone remote support.

· New version UPGRADES of the application at no charge to JJP, excluding hardware.

· On- site technical support. Travel, accommodations and meals at no charge to JJP

2.3 Schedules/Milestones

The contractor shall maintain a single project schedule from which various project reports shall be produced. The following reports shall be provided: Succes of images transmission, quality of images and total completion of consults.

2.3.1Who Does What When Report

The "Who does what when" report shall be provided by the contractor with the initial submission, and again following negotiations. This report will be used by the Government to assess the adequacy of the resources proposed by the contractor to accomplish the SOW.

2.4 Other Considerations

Preferred MOU/ISA clearance to directly connect with users to remote support their needs.

3. Progress/Compliance

The Government requires the following from contractors in order to monitor progress and ensure compliance:

4. Transmittal/Delivery/Accessibility

The contractor shall provide [x] hard copies of each deliverable and one electronic version.

5. Access to VA Information and VA Information systems

1. A contractor/subcontrator shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

2. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

3. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

4. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

6. VA Information Custodial Language

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

c. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

d. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

a. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

b. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

c. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

d. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

7. Training

All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

(4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]

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