36C25623Q0355.docx

36C25623Q0355

PAGE 1 OF

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

36C25623Q0355 01-20-2023 Sonya Stokes - Sumrall 601-946-6040 01-27-2023

11:59AM

CST

Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue Biloxi

MS

39531 X 513210 $41.5 Million N/A X Department of Veterans Affairs

VISN 16

715 South Pear Orchard, Plaza 1 Ridgeland

MS

39157 Department of Veterans Affairs Network Contracting Office 16

GULF COAST VA HEALTH CARE SYSTEM

400 Veterans Avenue Biloxi

MS

39531-2410

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 Invoice must be submitted electronically

See CONTINUATION Page Web Based Emergency Operations Center Software and Training This contract includes a Base Year with four 1-Year Options:

Base Year: 1 March 2023 thru 29 February 2024 Option Year 1: 1 March 2024 thru 28 February 2025 Option Year 2: 1 March 2025 thru 28 February 2026 Option Year 3: 1 March 2026 thru 28 February 2027 Option Year 4: 1 March 2027 thru 28 February 2028 This solicitation utilizes FAR 13.106 Comparative Analysis Evaluation.

**SHORT NOTICE** RESPONSE DUE 27 JAN 23 by 11:59AM CST $0.00 See CONTINUATION Page X X Windell Lance

VA-VHA-SAOC-2017-51EFA6BA

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:

b. GOVERNMENT: Contracting Officer 36C256 Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue Biloxi MS 39531

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.

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

36C25623Q0355

Page 1 of Page 1 of

B.2 PERFORMANCE WORK STATEMENT (PWS)

COMPREHENSIVE EMERGENCY MANAGEMENT PROGRAM KNOWLEDGE AND INCIDENT SYSTEM

Part 1

Comprehensive Emergency Management Program Database and Incident System Software as a Service (SaaS) Subscription WebEOC Platform.

General Information

1. GENERAL: This is a non-personnel services contract to provide Annual Subscription Site Licenses for Online Access to Comprehensive Emergency Management Program Database and Incident System Software as a Service (SaaS) Subscription WebEOC platform. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the Comprehensive Emergency Management Program Database and Incident System as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2 Background: Similar service provided previously on contract number GS-35F-0104U/VA256-13-F-2302 for the performance period December 31, 2015 to September 30, 2017 and GS-35F-0104U/VA256-17-F-2410, October 1, 2017 thru March 31, 2022.

1.3 Objectives:

· Subscription FedRamp Hosted (Must have a temporary or permanent license with VHA for hosting and currently VA Authorization)

· Current ATO (High Level)

· Software as a Service (SaaS) Subscription

· Upload historical EM data from Liveprocess

· Ability to interconnect the system with VHA OEM EM system and report for real time reporting requirements and updates

· Professional Services

· WebEOC Enterprise Alerts

· Subscription - Comprehensive Module Subscription Plan Exchange Express Implementation Software as a Service (SaaS)

· OPTION Virtual Bootcamp

· OPTION On-Site Bootcamp Training

1.4 Scope: Online Subscription WebEOC, Software-As-A-Service (SaaS). Services include Annual Subscription Site Licenses for Online Access to an Emergency Management (EM) Software Information System. The contractor shall accomplish a solution's integrated high-speed notification service that can be used whenever it becomes necessary to notify staff, partners, or others, to activate the ICS, or urgently to make any general business communications faster and more efficient. It is not acceptable for this emergency management solution to have non-integrated applications to meet the requirements. Specifically, the service shall include integrated emergency management components as described below. Vendor experience is required in VHA network healthcare systems with positive outcomes and recommendations.

1.5 Period of Performance:

The period of performance shall be for one (1) Base Year of twelve (12 months) and four (4), 12-month option periods. The Period of Performance reads as follows:

The pricing component shall be an all-inclusive price for the service rendered.

1.6 General Information

1.6.1 Quality Control The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is how he assures himself that his work complies with the requirement of the contract. After acceptance of the quality control plan the Contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his Quality Control System.

1.6.2 Quality Assurance: The Government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The contractor is required to perform services twenty-four hours a day, seven days a week, three hundred-sixty-five day a year.

Juneteenth

1.6.4 Hours of Operation: The contractor is responsible for conducting business, 24 hours a day, 7 days a week, 365 days a year. The contractor shall not be reimbursed when the government facility is closed. The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at:

SERVICE ADDRESSES

VA Gulf Coast Veterans Health Care System G.V (Sonny) Montgomery VA Medical Center

Fayetteville, AR 72917

SEE TECHNICAL EXHIBIT #4 FOR SUBLOCATIONS

1.6.6 Type of Contract: The government will award a Firm-Fixed Price contract.

1.6.7 Security Requirements: Contractor personnel performing work under this contract must have the appropriate VA approvals to access the VA Information Technology access at time of the proposal submission and must maintain the approvals for the life of the contract. The security requirements are in accordance with Handbook 6500. In addition the contractor must be FEDRAMP approved with a current High Impact/level ATO with VHA.

1.6.8 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.9 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.10 Key Personnel: The follow personnel are considered key personnel by the government: System Engineer, Software as a Service Representative. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 24 hours a day 7 days a week, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.6.11 Contractor Travel: Contractor will be required to travel CONUS during the performance of this contract to conduct training. The contractor may be required to travel to VISN 16 on-site training locations and to ship training aids to these locations in support of this PWS. Contractor will include any travel costs associated with performance of the contract as “all-inclusive” in the CLINs designated as option training of the price schedule. Contractor will not invoice for travel separately.

1.6.12 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.13 PHASE IN /PHASE OUT PERIOD: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 60 days prior and after. phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The government will provide previously used SITREPS, Dashboards, Facility Assessments and other documents applicable to the development of the program.

3.2 Facilities: Not Applicable (N/A)

3.3 Utilities: N/A.

3.4 Equipment: N/A

3.5 Materials: The Government will provide VHA Directives, EM Guidebook, VISN 16 SITREP, VISN 16 Comprehensive Emergency Management Program, VISN 16 Emergency Operation Plan, VISN 16 Hazard Vulnerability Assessment, Multiyear Training and Exercise Plan, Dashboards, Annual EM Program Reviews, SITREPS, Checklists Accreditation resources.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

A comprehensive EM software solution that satisfies VA Healthcare Emergency Management program management needs, including but not limited to the following:

· Capable of storing historical documents for the VISN and all facilities that are in the previous EM database and Alerting System

· Upon completion of training, a training Certificate for all users

· NIMS/ICS-compliant real-time emergency management planning utility that allows VA to create/update/store ICS planning documents.

· Integrated Hazard Vulnerability Assessment (HVA) tools with the ability to document HVA’s within the system for visibility and comparison to other users. Ability to maintain, update, share and revise basic emergency operations plans

· HIPAA compliant vendor/solution. (Health Insurance Portability and Accountability Act)

· Online training resources.

· Software assisted After Action Reports (AAR), including on-demand, event-specific generation of HICS reporting forms.

· Robust Hospital Incident Command System (HICS) structure and corresponding job action sheets or checklists, that are customizable

· Detailed, easily generated, and easily understood historical reporting for all aspects of the EM practice including ability for the user to create reports from the system on all portions of the solution including event timelines, notification statistics, response percentage, event activities, etc.

· High speed, two-way notification that can be triggered by VA users, using any of multiple methods (Internet, phone, etc.) reaching recipients at multiple devices (phone, email, SMS, pagers, etc.)

· Create Dashboards and data entry for training, tracking of the overall CEMP program requirements and an advanced maintenance system to create dash boards and track day to day maintenance and operations with Critical Deployable Equipment.

· VAMC wide management capabilities which allow the VAMC to better organize, report, survey, and communicate during planning processes, exercises and within real events.

· Availability of the solution at all our locations via a Software as a Solution (SaaS) offering that does not require VA personnel to install, maintain, or upgrade any new/dedicated hardware/software to use the solution.

· High availability (minimum 99.9% uptime per year).

· Ease of updating organizational, ICS, and contact information so that our planning and response resources can stay current.

· Dedicated, high-quality 24/7/365 customer and technical support.

· Flexible subscription/license offering allowing us to choose the solution that best serves our functional and budgetary needs.

· A transparent offer, clearly stating what services are being offered for what fees, with clear pricing that can be operationally budgeted (no fine-print or belatedly disclosed fees and no significant, unbudgeted expenses down the line).

· Related services, optionally available and clearly priced, with the potential to increase our ROI on the solution, and/or for existing personnel and processes.

· Ability to build subspecialty groups that can be rolled up into a comprehensive emergency team from within the facility, as well as take advantage of, by integration, the contacts available via the existing emergency management and response system used by other VAMC’s where possible.

· The following Personal information may be collected and saved: full name, email, and phone number. In some cases, the employee may add, but is not being solicited by the VA, to input individual home addresses.

· Vulnerable Population notification system and must be HIPPA Compliant for PII

4.2 Facility Clearance: The Contractor shall possess and maintain a facility clearance from the VISN and facility Security Service. The Contractor’s employees, performing work in support of this contract shall have been granted a security clearance from the Security Clearance Office.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The Contractor shall provide services for Online Subscription WebEOC, Software-As-A-Service (SaaS). Services include Annual Subscription Site Licenses for Online Access to an Emergency Management (EM) Software Information System. Period of performance consist of a base period with 4, twelve-month options. Solution must meet the following requirements and be clearly outlined:

5.2. Specific Task. Subscription WebEOC FedRAMP Hosted

Technical Requirements

· 10 Administrative, 15 Sub-Administrative, 900 Users

· The platform must be fully accessible to all personnel who are authorized to use the system.

· The platform will have a rapid search capability that will allow a word or phrase search of any individual facility or network documents

· The system must have a backup system or redundancies in place to ensure the system has uninterrupted functionality especially during high demand times of a real emergency. Including:

· Real time failover, across multiple geographic locations

· Fully automatic daily backups

· Provide a minimum of 99.9% up time

· Allow for data, including HVAs, documents/plans, and contacts to be easily shared by the facility

Initial contact information for applicable employees will be input by the Vendor. Facility Administrators may opt to input their own employee contact information. Identified administrators will have ability to add contacts into the system. Vendor will input all initial facility designated emergency management plans, documents, policies, regulations, HICS forms as provided and ensure appropriate access is provided to approved Facility Administrators to maintain and upload accordingly.

See Technical Exhibit 3 Section 6.1.1 for implementation

5.3. Specific Task. Professional Services – Dedicated Services – ½ Time Dedicated Staff

· Provides advanced management, process management/building and training.

· 80 Hours per months

· User ID and passwords for the system verification process.

· Is expected to voluntarily be active on project before the current contract is cutoff to facilitate migration activities.

· Aid in instruction during setup process.

· Payment will be made only after satisfactory completion of concrete deliverables/service (i.e. access is available Network-wide before the end of the existing contract period via a static URL - IP access)

· The government shall decide service acceptability after one week of testing.

· Testing shall consist of granting designated administrators, a minimum of three (3), access to facility accounts.

· Facility administrators will have ability to vary levels of facility access at their stations and attest that the system is operational in all system capabilities.

· The alert portion of the system will be tested with an exercise alert from the VISN office to the filed sites.

· After the COTR/COR has made a written determination that the system is working satisfactorily, permission will be given to administrators to grant access as applicable network wide.

See Technical Exhibit 3 section 5.2 for implementation

5.4 Specific Task: WebEOC Enterprise Alerts

Includes:

· 35,000 unique contacts

· 780,000 Message Credits (one SMS segment or one Voice Minute)

· System will communicate necessary information to response teams across the facility in case of an emergency via telephone, (including extensions) email, pager, fax and SMS text

· System will allow for contacts to be added with capabilities to keep updated contact information, and reporting capabilities

· System will allow for ADA Compliance with optional notifications methods for Deaf or Blind employees and veterans

· System will allow for all contacts to have specifically defined user-access privileges.

· System will allow for contact records to have customized contact information fields in order that notification groups be built real-time to be notified for specific tasks/emergencies

· The service will also include an automated recall system for these same teams where the capability can send out information to all or specific groups of employees, query individuals requiring a response.

· This function must be able to send voice and text messages.

· This database will store all calls and responses and maintain a log for compliance reports

· The solution must provide the ability to initiate notifications or codes via mobile devices with internet access

· A real-time response console that allows for the response team to communicate easily and completely including task assignments, resources requests, alerts, calling in of staff, relieving staff from a shift, electronic attachment of documents, and information updating including beds for example. This console needs to be easy to navigate for incident participants who may not be frequent users of the system.

Additional functions within this console include:

· Allow for situational awareness communication during exercises or emergency events.

· Ability to set up any number of private group conversations concurrently. Examples could be leadership staff, logistics team, PIO team, VAMC only staff, CBOC’s, etc.

· Sharing of documents and directives to specific facility assigned emergency teams

· Allows for the tracking of this communication for automated assistance with After Action Reporting purposes, after the exercise or incident

· All situational awareness communications must be able to be generated directly by the facility, without intervention being required on the part of the vendor

5.5 Specific Task: Subscription – Comprehensive Module Subscription Plan

See Technical Exhibit 3 section 5.2 for implementation

· System will include secure web-based platform for all emergency management related plans, documents, and reporting forms that can be accessed through a secure web link

· The platform must provide an integrated and customizable set of HICS 5 charts with Job Action Sheets (JAS) and checklists that can also be customized and merged with roles if needed.

· The platform must provide a secured section with limited access for Vulnerable population accountability

· The platform must also provide a critical system platform for facility and mission critical systems at facilities.

· The platform must provide full customer control to upload documents without vendor intervention unless requested by customer.

· The platform must provide an HVA system with:

· An initial set of nationally recognized hazards that can easily be turned on or off

· The ability to develop customized hazards

· Ability to associate applicable EOPs, SOPs and documents to specific hazards (standard or custom) for mitigation/compliance purposes

· Custom created inspection sheets and forms for equipment loan

· Automatically link a hazard to a directly associated HICS V ICS chart

· System must automatically provide an After-Action Report (AAR) that captures all relevant information during the event

· The ability to send and track documents for the minutes, process improvement data, and annual documents for review.

· Allow for exercises to be run and documented that include:

· Real time Document and Directive sharing

· Real time participant communication

· Improvement Plan template

· Participant feedback templates

· Allow sharing of data across other facilities VISN 16 facilities and the VHA Office of Emergency Management that use the vendor’s software:

· Exercises and Events

· Documents

· HVAs

· Contacts

· CEMP Program documents

5.6 Specific Task: Professional Services Exchange Express Implementation (SaaS)

See Technical Exhibit 3 section 5.1 for implementation

· System will include secure web-based platform for all emergency management related plans, documents, and reporting forms that can be accessed through a secure web link

· The platform must provide an integrated and customizable set of HICS 5 charts with related Job Action Sheets (JAS) and checklists that can also be customized and merged with roles if needed.

· The platform must provide full customer control to upload documents without vendor intervention unless requested by customer.

· The platform must provide an HVA system with:

· An initial set of nationally recognized hazards that can easily be turned on or off

· The ability to develop customized hazards

· Ability to associate applicable EOPs, SOPs and documents to specific hazards (standard or custom) for mitigation/compliance purposes

· Automatically link a hazard to a directly associated HICS V ICS chart

· System must automatically provide an After-Action Report (AAR) that captures all relevant information during the event

· Allow for exercises to be run and documented that include:

· Real time Document and Directive sharing

· Real time participant communication

· Improvement Plan template

· Participant feedback templates

· Victim database for ease of selecting patients in a fully functional exercise

· Allow sharing of data across other facilities that use the vendor’s software:

· SITREPS

· Arch GIS Mapping

· Exercises and Events

· Documents

· HVAs

· Contacts

5.7 Specific Tasks: OPTION Training Center (Quarterly)

· Administrative Essentials Training

See Technical Exhibit 3 section 5.1 for implementation

5.8 Specific Tasks: OPTION Training Center – Virtual Bootcamp (Semi-annually)

· Provide 2 ½ days of virtual Bootcamp training for Users and Administrators.

See Technical Exhibit 3 section 5.1 for implementation

5.9 Specific Tasks: OPTION On-Site Bootcamp Training (Semi annually)

· Provides 2 ½ days of bootcamp training for Users and Administrators at location of choice. Selected by the VISN Emergency Manager or designee.

See Technical Exhibit 3 section 5.1 for implementation

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS) The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. For information systems that are hosted, operated, maintained, or used on behalf of VA at non-facilities, contractors/subcontractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. This includes conducting compliant risk assessments, routine vulnerability scanning, system patching and change management procedures, and the completion of an acceptable contingency plan for each system.

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

6.1.1 (VA Directive 0320) AUGUST 13, 2012

6.2. APPLICABLE HANDBOOKS

6.2.1 RISK MANAGEMENT FRAMEWORK FOR VA INFORMATION SYSTEMS VA HANDBOOK 6500 February 24, 2021

6.2.2 CONTRACT SECURITY VA HANDBOOK 6500.6 March 12, 2010

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

Attachment/Technical Exhibit List:

7.1 Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2 Attachment 2/Technical Exhibit 2 – Deliverables Schedule

7.3 Attachment 3/Technical Exhibit 3 – Program Office PWS Technical Data Workload Data

7.4 Attachment 4/Technical Exhibit 4 Sublocations under Main Hospitals xlsx.

7.5 Attachment 5/Technical Exhibit 5 Software-as-a-Service (SaaS) Templated Language | VA Data

Technical Exhibit 1

Attachment 1/Performance Requirements Summary

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PRS # 1.

The Contractor shall provide Subscription that is FedRAMP Hosted See Specific Task 5.2 See Technical Exhibit 3 Section 6.1.1 for implementation

The Contractor provided 10 Administrative, 15 Sub-Administrative, 950 Users New Users must have accessibility within 8 hours

10 Validated Customer Complaints

Validated Customer complaints

PRS # 2

Professional Services – Dedicated Services – ½ Time Dedicated Staff.

See Specific Task 5.3 See Technical Exhibit 3 section 5.2 for implementation.

Provides advanced management, process management/building and training.

80 Hours per month

10 Validated Customer Complaints

Validated Customer complaints

PRS # 3

Advanced Enterprise Alerts.

See Specific Task 5.4 See Technical Exhibit 3 section 5.1 for implementation

30,000 unique contacts 780,000 message credits annually

10 Validated Customer Complaints

Validated Customer complaints

PRS # 4

Subscription – Comprehensive Module Subscription Plan.

See Specific Task 5.5 See Technical Exhibit 3 section 5.1 for implementation

See Technical Exhibit 3 section 5.1 for implementation.

10 Validated Customer Complaints

Validated Customer complaints

PRS #5

Professional Services Exchange Express Implementation (SaaS) See Specific Task 5.6 See Technical Exhibit 3 section 5.1 for implementation

See Technical Exhibit 3 section 5.1 for implementation

10 Validated Customer Complaints

Validated Customer complaints

PRS #6

OPTION Training Center

See Specific Task 5.7 See Technical Exhibit 3 section 5.1 for implementation

Administrative Essentials Training

PRS #7

OPTION Training Center – Virtual Bootcamp

See Specific Task 5.8 See Technical Exhibit 3 section 5.1 for implementation

Provide 2 ½ days of virtual Bootcamp training for Users and Administrators.

PRS #8

OPTION On-Site Bootcamp Training

See Specific Task 5.9 See Technical Exhibit 3 section 5.1 for implementation

Provides 2 ½ days of bootcamp training for Users and Administrators at location of choice.

Failure to meet Performance Objectives may result in an unsatisfactory rating in the Contractor Performance Assessment Reporting System (CPARS).

Technical Exhibit 2

Attachment 2/Deliverables Schedule

Contractor Utilization Service Report Quarterly report to be delivered by email (or other format upon request) outlining recent contractor services utilization rates, including identification of issues or utilization germane to the VISN Emergency Management team for escalation and/or prioritization, and to include an analysis of expected utilization in the near future, as evaluated against planned activities.

COR

Contractor Support Escalations Report Monthly report to be delivered by email or in monthly status briefing call (with Excel or similar tables distributed when necessary) identifying tier 2, 3 and 4 helpdesk support escalations logged by VISN users and stakeholders. Report will include discussion or analysis of each issue warranting VISN Emergency Management perspective or guidance, for the purpose of clear understanding and decisive action when required. Report may also include commentary on historical support activities for the purposes of identifying ongoing trends or themes for proactive corrective action.

COR

no later than 30 days after award.

COR

Technical Exhibit 3

Attachment 3/Implementation Document

General Information

This section provides key project information as well as project points of contact.

Project Information

Report Author

Prime Contractor

Date

Modification Date

Project Completion Deadline

Client Point of Contact

The contractor Points of Contact

Privacy Information This document may contain information of a sensitive nature. This information should not be given to persons other than those who are involved with this system/project or who will become involved during its lifecycle.

Change Control The following information is to be used to control and track changes made to this system/project document throughout its lifecycle.

4. Project Description

4.1Background The Veteran’s Health Administration VISN 16 South Central VA Healthcare Network ( VISN 16 ). Agency representatives attended training and participated in a series of Virtual meetings to review the new Emergency Management Program Knowledge and Incident System configuration.

4.2 Overview of the Discovery

A phase of the Emergency Management Program Knowledge and Incident System project allowed for multiple discovery sessions with VISN 16 personnel. Operational priorities and process requirements were discussed in detail. This document formalizes The contractor’s interpretation of the information gathered in the discovery meetings and addresses recommendations for a successful Emergency Management Program Knowledge and Incident System implementation.

4.3 Summary of Recommendations

VISN 16 intends to use Emergency Management Program Knowledge and Incident System during daily operations and all levels of Emergency Operations Center (EOC) activations. Consequently, the contractor recommends a strong focus on the baseline processes, which can/will be used during all incidents and/or events and day to day program management. Secondary emphasis shall be placed on specialized processes, with the understanding the scope of the implementation will expand over time.

5 Elements of Success

The successful deployment of Emergency Management Program Knowledge and Incident System depends on an effective combination of technical and non-technical elements. Fine-tuning the implementation strategy to ensure a well- balanced approach is important. Both technical and non-technical elements are equally important to the agency’s long-term success. While much of this document has a strong technical focus, this section explores some important non-technical considerations.

5.1 Key Determinants for Success

VISN 16 is encouraged to address the following variables in all end-user communication to promote the adoption of VISN 16 Emergency Management Program Database. The inability to address these four variables in a manner that appeals to end users will threaten a successful implementation. While the factors below are equally important to achieving a successful Emergency Management Program Knowledge and Incident System implementation, individual stakeholders may prioritize one over another. VISN 16 ’s Emergency Management Program Knowledge and Incident System administrators bear the burden of understanding the audience and structuring Emergency Management Program Knowledge and Incident System messages to appeal to the unique interests of those in the room. The goal, in all circumstances, is to generate the intent to utilize the software by emphasizing VISN 16 Emergency Management Program Database’s operational value, ease of use, and underscoring the expectation to use the software.

WebEOC Enterprise Alerts

Includes:

· 30,000 unique contacts

· 780,000 message credits annually

· Professional Services Exchange Express Implementation (SaaS)

· System will include secure web-based platform for all emergency management related plans, documents, and reporting forms that can be accessed through a secure web link

· The platform must provide an integrated and customizable set of HICS 5 charts with job action sheets (JAS) and checklists that can also be customized and merged with roles if needed.

· The platform must provide full customer control to upload documents without vendor intervention unless requested by customer.

· The platform must provide an HVA system with:

· An initial set of nationally recognized hazards that can easily be turned on or off

· The ability to develop customized hazards

· Ability to associate applicable EOPs, SOPs and documents to specific hazards (standard or custom) for mitigation/compliance purposes

· Automatically link a hazard to a directly associated HICS V ICS chart

· System must automatically provide an After-Action Report (AAR) that captures all relevant information during the event

· Allow for exercises to be run and documented that include:

· Real time Document and Directive sharing

· Real time participant communication

· Improvement Plan template

· Participant feedback templates

· Allow sharing of data across other facilities that use the vendor’s software:

· Exercises and Events

· Documents

· HVAs

· Contacts

5.7 Specific Tasks: OPTION Training Center

· Administrative Essentials Training

5.8 Specific Tasks: OPTION Training Center – Virtual Bootcamp

· Provide 2 ½ days of virtual Bootcamp training for Users and Administrators.

5.9 Specific Tasks: OPTION On-Site Bootcamp Training

· Provides 2 ½ days of bootcamp training for Users and Administrators at location of choice.

Specific Task: Subscription – Comprehensive Module Subscription Plan

See Technical Exhibit 3 section 5.2 for implementation

· System will include secure web-based platform for all emergency management related plans, documents, and reporting forms that can be accessed through a secure web link

· The platform must provide an integrated and customizable set of HICS 5 charts with related job action sheets (JAS) and checklists that can also be customized and merged with roles if needed.

· The platform must provide full customer control to upload documents without vendor intervention unless requested by customer.

· The platform must provide an HVA system with:

· An initial set of nationally recognized hazards that can easily be turned on or off

· The ability to develop customized hazards

· Ability to associate applicable EOPs, SOPs and documents to specific hazards (standard or custom) for mitigation/compliance purposes

· Automatically link a hazard to a directly associated HICS V ICS chart

· System must automatically provide an After-Action Report (AAR) that captures all relevant information during the event

· Allow for exercises to be run and documented that include:

· Real time Document and Directive sharing

· Real time participant communication

· Improvement Plan template

· Participant feedback templates

Allow sharing of data across other VISN facilities and the VHA Office of Emergency Management that use the vendor’s software:

· Exercises and Events

· Documents

· HVAs

· Contacts

5.10 VA Data and WEBEOC requirements for FEDRAMP and VHA/VA Authorized Data The information system solution selected by the Contractor shall comply with the Federal Information Security Management Act (FISMA), and have a current VA authorization 2. The Contractor shall comply with FedRAMP requirements as mandated by Federal laws and policies, including making available any documentation, physical access, and logical access needed to support this requirement

3. The Contractor shall, where applicable, assist with the VA ATO Sustainment Process to help maintain health and quality of agency authorization of the cloud service or migrated application.

4. The Contractor shall provide access to FedRAMP authorized and VA authorized environment.

5. The Contractor shall afford VA access to the Contractor’s and Cloud Service Provider’s (CSP) facilities, installations, technical capabilities, operations, documentation, records, and databases

6. If new or unanticipated threats or hazards are discovered by either VA or the Contractor, or if existing safeguards have ceased to function, the discoverer shall immediately bring the situation to the attention of the other party in accordance with the security addendum B

7. The Contractor shall not release any data without the consent of VA in writing. All requests for release must be submitted in writing to the Contracting Officer’s Representative (COR)/Contracting Officer (CO)

8. In order for live VA data to be used in…