36C26319R0163-001.pdf

X

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. DUNS: DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 60

36C26319R0163

JOSH IMDACHA 3193397017

04-S

DEPARTMENT OF VETERANS AFFAIRS

NETWORK 23 CONTRACTING OFFICE

1303 5th St, STE 300

CORALVILLE IA 52241

X

Y

541519

$27.5 Million

N/A x

MULTIPLE SEE STATMENT OF WORK FOR

DETAILS

04-S

DEPARTMENT OF VETERANS AFFAIRS

NETWORK 23 CONTRACTING OFFICE

1303 5th St, STE 300

CORALVILLE IA 52241

Y

DEPARTMENT OF VETERANS AFFAIRS

FINANCIAL SERVICES CENTER

FMS-VA-2 (101)

P.O. BOX 149971

AUSTIN TX 78714-9971

877-353-9791 512-460-5540

X

See CONTINUATION Page

IDIQ FOR A CLINICAL COMMUNICATION ALARM MANAGEMENT

SYSTEM/DEVICES TO FACILLITATE CLINICAL WORKFLOW

SEE STATEMENT OF WORK FOR DETAILS

This solicitation is being conducted by the VISN 23 Contracting office for the VISN 23 VA Health Care System.

THIS IS A LPTA SOLICITATION

THIS IS A BRAND NAME OR EQUAL PROCUREMENT ANY “OR EQUAL”

ITEMS MUST MEET OR EXCEED THE PERFORMANCE SPECIFICATIONS.

OFFERS MUST SATISFY 100% OF THE STATEMENT OF WORK. FAILURE

TO DEMONSTRATE THIS MAY RESULT IN THE OFFER BEING FOUND

UNACCEPTABLE

ALL QUESTIONS NEED TO BE SUBMITTED 72 HOURS BEFORE RFQ

CLOSE TO BE CONSIDERED.

EMAIL ALL QUESTIONS TO JOSHUA.IMDACHA@VA.GOV

SIGN SF1449 AND RETURN ALL PAGES WITH OFFER SUBMISSION

See CONTINUATION Page

X X x 1

10/10/2019

11/08/2019 4pm CDT

36C26319R0163

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 STATEMENT OF WORK

B.3 PRICE/COST SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 IT CONTRACT SECURITY

C.2 52.216-18 ORDERING (OCT 1995)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.5 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.6 VAAR 852.211-70 EQUIPMENT OPERATION AND MAINTENANCE MANUALS

(NOV 2018)

C.7 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.8 VAAR 852.246-71 REJECTED GOODS (OCT 2018)

C.9 CL-120 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.10 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.12 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (MAY 2019)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (OCT 2018)

E.2 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.3 52.211-6 BRAND NAME OR EQUAL (AUG 1999)

E.4 52.212-2 EVALUATION—COMMERCIAL ITEMS (JAN 1999)

E.5 52.214-21 DESCRIPTIVE LITERATURE (APR 2002)

E.6 52.216-1 TYPE OF CONTRACT (APR 1984)

E.7 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

ITEMS (OCT 2018)

E.8 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.9 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.10 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.11 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

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 36C263

DEPARTMENT OF VETERANS AFFAIRS

NETWORK 23 CONTRACTING OFFICE

1303 5th St, STE 300

CORALVILLE IA 52241

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or [] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] UPON ACCEPTANCE

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.

DEPARTMENT OF VETERANS AFFAIRS

FINANCIAL SERVICES CENTER

FMS-VA-2 (101)

P.O. BOX 149971

AUSTIN TX 78714-9971

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

AMENDMENT NO DATE

B.2 STATEMENT OF WORK

Statement of Work

IDIQ Communication Devices/System to Facilitate Clinical Workflow Brand Name or Equal to Vocera Extension Engage

1. Introduction:

a. Over the next several fiscal years, VISN 23 facilities desire to procure and implement a communication system that provides a secondary means of enunciating and displaying patient information as well as calling between extensions, voicemail, and public telephone networks. That communication system shall interface mobile endpoint telecommunications devices with various medical systems to impact the efficiency and effectiveness of communication surrounding patient care processes. That communication system will require an interface to medical systems and there are several VISN 23 facilities that have already implemented software (Vocera Extension Engage) that is middleware for interfacing communications devices to various medical and special purpose systems. These facilities wish to incorporate this interface software into their new communication strategy to preserve their existing workflows and investment. These facilities also wish to implement additional use cases. All facilities will desire to implement future workflows not itemized in this document. Therefore, the communication system shall provide a robust offering of workflow integrations is highly desirable. The resulting contract is expected to run four (4) years from Date of Award

b. The VISN 23 facilities currently utilize a Nortel PBX that will be upgraded to Cisco

PBX.

c. The communication system shall send text messages to pagers via existing paging systems.

d. Currently CISCO 7925 IP phones are in use in the VISN 23 facilities with a plan to replace these with CISCO 8821 IP phones in the future. The communication system shall incorporate these endpoint communication devices enabling them with full functionality as described in this statement of work. VISN 23 additionally wishes to incorporate voice controlled hands-free endpoint communication devices that currently are not in use in the VISN 23 facilities. The communication system shall incorporate these hands-free endpoint communication devices enabled with full functionality as described in this statement of work. VISN 23 will not incorporate smart phones into the communication system as these must be funded by a different source that is not available.

e. The facilities participating in this project are itemized below:

Healthcare System

Site Address Extension Engage System Installed?

Fargo Fargo 2101 North Elm St., Fargo, ND 58102, 701- 239-3700

No

St. Cloud St. Cloud 4801 Veterans Drive, St.

Cloud, MN 56303, 320- 252-1670 yes

Minneapolis Minneapolis One Veterans Drive, Minneapolis, MN 55417, 612-725-2000

Procured but not installed

Central Iowa Des Moines 3600 30th Street, Des Moines, IA 50310, 515-

No

699-5999 Nebraska Western Iowa

Omaha 4101 Woolworth Ave., Omaha, NE 68105, 402- 346-8800 yes

Grand Island 2201 North Broadwell Ave., Grand Island, NE 68803, 308-382-3660 yes

Sioux Falls Sioux Falls 2501 West 22nd Street, Sioux Falls, SD 57117, 605-347-2511 yes

Black Hills Fort Meade 113 Comanche Road, Fort Meade, SD 57741, 605-347-2511 no

Hot Springs 500 North 5th Street, Hot Springs, SD 57747, 605- 745-2000 no

f. Because various vendors have different infrastructure requirements, the following information is provided such that vendors may indicate their pricing in a format that can be compared amongst the different bids.

Facility Information

Fargo St.

Cloud

Minneapoli s

Central Iowa

Omaha Grand Island

Sioux Falls

Fort Mead e

Hot Springs

Licensed Beds

97 225 358 223 161 50 98 119 119

Concurrent Users

101 100 443 154 65 12 90 100 45

Hands-free Devices

145 225 930 250 250 16 360 145 55

Hands-free Devices (Spares)

14 23 93 25 25 2 36 14 6

2. Functional Requirements:

a. The contractor shall provide a system that enables direct communication through use of business rules and technologies to contact specific individuals/user profiles rather than specific communication devices/device profiles. Direct communication is defined as message delivery to the most appropriate and available person(s) that can respond to that message. This shall include multiple recipients that must give direct attention to an emergent situation. Direct communication does not involve an intermediary messenger.

b. These workflows shall be implemented interface with VistA/CPRS for notification of STAT orders, critical lab values, patient check in and veteran upcoming appointment, interface with nurse call & code blue systems and patient physiologic monitors including telemetry, patient elopement, staff duress, and interface with VistA/CPRS for notification of missed medications and prompt for PRN medication effectiveness assessment.

Individual facility interest in each of these workflows is itemized below.

i. Fargo: Stat Orders, PRN Medication Effectiveness, and Missed Medication alerts based on interface with VistA/CPRS; Nurse call system with Code Blue based on interface with ASCOM version 5.0.

ii. St. Cloud: Nurse call system with Code Blue based on interface with Rauland Responder IV; patient elopement based on interface with Secure Care SC-40; and staff duress alarms.

iii. Minneapolis: Nurse call system with Code Blue based on interface with Rauland Responder IV and V; Stat Orders based on interface with VistA/CPRS; Patient Monitoring alerts based on interface with GE B850 monitors.

iv. Central Iowa (DesMoines): Nurse call system with Code Blue based on interface with Rauland Responder IV and V; Stat Orders, Missed Medications, and PRN Medication Effectiveness based on interface with VistA/CPRS; Patient Monitoring alerts based on interface with Philips PICCIX.

v. Omaha: Nurse call system with Code Blue based on interface with Rauland Responder V; Stat Orders, Missed Medications, and PRN Medication Effectiveness based on interface with VistA/CPRS.

vi. Grand Island: Nurse call system with Code Blue based on interface with Rauland Responder V; Stat Orders, Missed Medications, and PRN Medication Effectiveness based on interface with VistA/CPRS.

vii. Sioux Falls: Nurse call system with Code Blue based on interface with Rauland Responder IV and V; Stat Orders, PRN Medication Effectiveness, and Missed Medications based on interface with VistA/CPRS.

viii. Fort Meade: Nurse call system with Code Blue based on interface with Rauland Responder IV; Patient Check-In, Veteran Upcoming Appointment, and PRN Medication Effectiveness based on interface with VistA/CPRS.

ix. Hot Springs: Nurse call system with Code Blue based on interface with Rauland Responder IV; Veteran Upcoming Appointment, and PRN Medication Effectiveness based on interface with VistA/CPRS.

x. The communication system shall enable the facility to identify workflows that are very urgent, e.g. code blue enunciation. The communication system shall be able to interrupt a busy endpoint communication device upon the request of a very urgent workflow message.

xi. VISN 23 desires to implement additional work flows in the future. A robust offering of other workflows for future adoption is desirable. The contractor shall provide a listing of all workflows capable with their solution including the manufacturer and model of the interfaced medical system.

c. All system settings including profiles, privileges, roles/functions, and group memberships shall reside in the software/servers and be independent of the endpoint communication device. These settings shall be assigned to a device upon user log-in.

i. The communication system shall enable voice calls to individuals, roles, and teams/groups without having to know who is on shift or what number to call.

ii. The solution shall be able to maintain an unlimited amount of distribution groups to eliminate the need to program groups on the fly.

d. The contractor’s solution shall work with a variety of endpoint communication devices that are mobile and have different form factors.

i. The communication system shall interface with the CISCI 7925 and 8821 IP phones through existing Nortel or Cisco PBX. VISN 23 uses the CISCO 7925 IP phones and will be converting to the CISCO 8821 IP phones. VISN 23 desires to use these endpoint communication devices with the new communication system.

ii. The contractor shall provide mobile endpoint communication devices with a speaker that can be used in a hands-free voice-controlled manner. It shall weigh less than 2 ounces and be capable of being held to the ear as a phone for more private conversations. An ear piece for use with voice communications shall be available. That same hands-free device shall be capable of both voice and text communications.

iii. The hands-free endpoint communication devices shall be break resistant when dropped from a height of 5 feet.

iv. The hands-free endpoint communication devices shall be water proof or water resistant.

v. The communication system shall have reporting mechanisms that prevent loss and/or assist with location of missing devices.

e. The communication system shall enable adoption of appropriate phone etiquette and patient privacy practices by the system users. The communication system shall be capable of handling situations in which caregivers or system users are not available or cannot be reached.

i. System users shall be able to designate an availability status based on patient care needs and the availability status shall be designated using the endpoint communication device. For example, when involved in a sensitive patient discussion, it is not appropriate for the caregiver to be notified of an alert or receive a phone call. The system shall not disrupt a system user that has a designated unavailable status.

ii. The communication system shall provide capability for the end users to reject a notification or phone call from the endpoint communication device even if in an available status. System users unexpectedly may find themselves in situations where they are unable to respond to a notification or phone call.

iii. The communication system shall require acknowledgement of a notification for a communication transaction to be considered complete. The system users shall have the capability to acknowledge notifications from the endpoint communication device.

iv. The contractor shall provide a mechanism for escalation that includes several levels. The escalation shall continue through multiple levels until such time that the message is acknowledged. The system users shall have the capability to acknowledge messages from the endpoint communication device.

v. The system users shall have the capability to control impact on the noise level of the patient care environment by adjusting the volume of the “ring” notification down to a vibration.

vi. System users shall be notified of missed calls and voicemails following a period of disconnection from the wireless network, e.g. because of an outage or because of leaving areas of wireless coverage, or following a period designated as unavailable.

f. The communication devices shall be tolerant of cleansing agents typically available in the VA patient care environment including CaviWipes, alcohol based wipes, SaniCloths, and PDI Wipes. These cleansing agents shall not degrade the communication device.

g. VISN 23 wishes to adopt a communication system to improve patient care processes.

This impact shall be measured over time using the communication system’s analytics capabilities.

i. The contractor shall provide a communication system that timestamps communication transactions in a database such that data can be analyzed for measurement of performance and to drive process improvement. The point of message initiation and the attempted and successful points of message receipt shall be retained as well.

ii. Robust analytics capabilities including trending capabilities shall be provided in the form of both canned and customizable reports.

h. Staff shall use endpoint mobile communication devices for the duration of their shift.

i. Mechanisms for configuring and signing in to use a specific endpoint communication device shall be easy to accomplish for workers of varying skill levels.

ii. Charging stations shall be provided with the capability to charge a minimum of 8 hands-free endpoint communication devices simultaneously and shall come with various mounting options. The contractor shall state the time required to charge the hands-free endpoint communication device.

iii. The endpoint communication device shall have a battery life of at least 12 hours.

3. Technical Requirements

a. Several facilities have already implemented software (Extension Engage) that is middleware for interfacing communications devices to various medical and special purpose systems. These facilities wish to incorporate this interface software into their new communication strategy to preserve their existing workflows and investment. These facilities also wish to implement additional use cases. The contractor shall incorporate Extension Engage interface platforms in the following facilities where that platform is already in use as indicated in section I.D of the statement of work.

b. The VA is converting its EHR to Cerner hence the product shall be compatible with Cerner. In anticipation of this conversion, the VA does not wish to invest in development and maintenance of additional interfaces to VistA/CPRS. Therefore, all VistA/CPRS interfaces to accommodate initial workflows shall already exist. Configuration work to apply these interfaces to individual instances of VistA/CPRS is acceptable.

c. Interfaces between the communication system and other systems shall be built on standard HL7 and TAP protocols. Currently the VISN 23 facilities use Nortel PBXs and will be upgrading to Cisco PBXs. The tentative schedule for upgrades is as follows:

i. Fargo & Sioux Falls: March 22, 2019

ii. Fort Meade, Hot Springs, St. Cloud, and Omaha: April 5, 2019

iii. Grand Island: April 12, 2019

iv. Minneapolis: May 10, 2019

v. Central Iowa: May 17, 2019

vi. Iowa City: May 24, 2019

vii. Fargo: May 31, 2019

d. VA OIT analyzes and publishes approved software applications in the VA’s OIT Technical Reference Model (TRM). VISN 23 wishes to minimize the VA’s investment in technical analysis of the proposed system. The contractor shall have its solution already published in the TRM.

http://trm.oit.va.gov/SearchPage.aspx http://trm.oit.va.gov/SearchPage.aspx

e. The contractor’s product shall comply with and incorporate FIPS 140-2 security and encryption and be 508 compliant.

f. The contractor shall perform a wireless assessment of each site to ensure that the network infrastructure can support the proposed solution. A report of findings shall be provided that identifies areas where remediation is required.

g. The communication system shall be deployed in a single campus LAN deployment. Use of the WAN for voice is prohibited.

h. The communication system shall use VA OIT hosted and managed servers that are configured to current VA national baselines. The contractor shall complete and submit a Form 6550 and the MSD2 for the product with their proposal. The Form 6550 response shall be completed by a knowledgeable product engineer familiar with the networking and communication needs of the system components.

i. The communications system shall use only operating systems that are proprietary or if not proprietary are supported for at least 2 years beyond the solicitation date. All operating systems shall automatically accept VA required security and patch upgrades without intervention from the contractor.

j. The hands-free endpoint communication devices provided by the contractor shall not store PHI/PII.

k. The communication system shall provide for HIPPA compliant delivery of text messages and calling capabilities.

l. The contractor shall offer a perpetual license for their solution.

m. The contractor shall provide all licenses (including third party licenses) in their bid.

4. Implementation Requirements

a. The Contractor shall provide one Project Manager for all VISN 23 facilities. If staffing changes necessitate a different project manager, the COR will approve the change before it is made.

b. The assigned Project Manager shall schedule a kick-off call to officially initiate the implementation at each site, review the scope of services to be provided, introduce team members, set expectations, and develop a communications plan.

c. The Project Manager shall provide a documented project plan related to each site’s implementation.

i. The project plan shall reflect no work to be accomplished by the VA on federal holidays.

ii. The project plan shall be delivered to the facility for acceptance.

d. The contractor shall conduct workflow analysis and facilitate a series of workflow design sessions with VA staff at each site addressing the initial workflow selections. The finalized workflows shall be documented in a Workflow Report and delivered to the facility for acceptance prior to implementation at the site.

e. The contractor shall provide a document of the distribution group profiles and business rules identified by the facility. This document shall be delivered to the facility for acceptance prior to implementation at the site.

f. The contractor shall install and configure the communication system in accordance with the accepted workflow designs, user/group profiles, and business rules.

g. The contractor shall conduct end to end testing of the communication system and work with site staff to troubleshoot issues which may arise during this testing. End to end testing shall be conducted with a VA staff member in attendance. The results are documented in a Post-Installation Testing Report that is provided at least 2 weeks prior to planned go-live dates.

h. The contractor shall provide on-site go-live support for a period of two days (24X7).

i. The contractor shall provide a Post Installation Technical Report documenting the initial configuration of the system and the completion of installation.

j. The contractor shall provide a user acceptance testing script for each of the workflows implemented at the facility. The testing script shall be delivered to the facility for acceptance at least 4 weeks prior to planned dates for user acceptance testing.

5. Training

a. A training schedule shall be coordinated with the facility staff. The documented training schedule shall be delivered to the facility for acceptance.

b. System Administration training to cover at minimum system architecture and its key features with details on how to administer, maintain, and optimize the system post-implementation. Training shall be conducted in both didactic and lab formats.

c. Technical training to include at minimum system requirements and tools, methodologies and debugging techniques necessary to maintain and improve the health of the communications system. Training shall be conducted in both didactic and lab formats.

d. End user training shall be provided in person.

e. Computer Based Training shall also be made available via the VA’s Talent Management

System for initial training and for future training needs related to end user staff turnover.

f. Super User training shall be provided in person and conducted in both didactic and lab formats.

g. Training on the use of the analytics capabilities of the communication shall be provided in person.

6. Maintenance

a. The contractor shall provide a hardware and software warranty of at least 12 months.

b. The contractor shall provide annual software maintenance agreement with 24X7 phone support availability. Pricing of the annual maintenance agreements is included in the solicitation response.

c. The contractor shall provide database administration services on an annual basis. Pricing for those database administration agreement is included in the solicitation response.

d. The contractor shall provide end user and technical maintenance manuals in electronic format to each site.

Gray Market Prevention Language

(a)Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e.

replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.

(b)Vendor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.

(c)The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA’s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.

B.3 PRICE/COST SCHEDULE

*All Quantities are estimates and that the VA is only obligated to the extent of the guaranteed minimum.

*Below periods of performance are estimates dependent upon date of award. IDIQ will consist of a base period plus three ordering periods.

***GUARANTEED MINIMUM TOTAL VALUE IS $100,000.00***

BASE ORDERING PERIOD (10/1/2019 TO 9/30/2020)

ITEM

NUMBER

DESCRIPTION

OF SUPPLIES

ESTIMATED

QUANTITY UNIT UNIT PRICE AMOUNT

0001 Licensed Beds 503 EA __________________ __________________

0002 Concurrent Users 900 EA __________________ __________________

0003 Hands-free Devices 1365 EA __________________ __________________

GRAND TOTAL __________________

ORDERING PERIOD 1 (10/1/2020 TO 9/30/2021)

ITEM

NUMBER

DESCRIPTION

OF SUPPLIES

ESTIMATED

1001 Licensed Beds 225 EA __________________ __________________

1002 Concurrent Users 150 EA __________________ __________________

1003 Hands-free Devices 220 EA __________________ __________________

ORDERING PERIOD 2 (10/1/2021 TO 9/30/2022)

ITEM DESCRIPTION ESTIMATED UNIT UNIT PRICE AMOUNT

NUMBER OF SUPPLIES QUANTITY

2001 Licensed Beds 211 EA __________________ __________________

2002 Concurrent Users 300 EA __________________ __________________

2003 Hands-free Devices 266 EA __________________ __________________

ORDERING PERIOD 3 (10/1/2022 TO 9/30/2023)

ITEM

NUMBER

DESCRIPTION

OF SUPPLIES

ESTIMATED

3001 Licensed Beds 438 EA __________________ __________________

3002 Concurrent Users 400 EA __________________ __________________

3003 Hands-free Devices 450 EA __________________ __________________

SECTION C - CONTRACT CLAUSES

C.1 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. 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.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor 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.

b. 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.

c. 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.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S.

may be an evaluation factor.

e. 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.

3. 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. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/ subcontractor must not destroy information received from VA, or gathered/ created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. 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.

f. 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.

g. 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.

h. 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.

i. The contractor/subcontractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request.

j. 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.

k. 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.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.

4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

a. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program).

During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

b. The contractor/subcontractor shall certify to the COR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required.

c. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration. Information technology staff must also use the Windows Installer Service for installation to the default "program files" directory and silently install and uninstall.

d. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges.

e. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems, VA Handbook 6500, Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle.

f. The contractor/subcontractor is required to design, develop, or operate a System of Records Notice (SOR) on individuals to accomplish an agency function subject to the Privacy Act of 1974, (as amended), Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Privacy Act may involve the imposition of criminal and civil penalties.

g. The contractor/subcontractor agrees to:

(1) Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies:

(a) The Systems of Records (SOR); and

(b) The design, development, or operation work that the contractor/ subcontractor is to perform;

(1) Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a SOR on individuals that is subject to the Privacy Act; and

(2) Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a SOR.

h. In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a SOR on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a SOR on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a SOR on individuals to accomplish an agency function, the contractor/subcontractor is considered to be an employee of the agency.

(1) "Operation of a System of Records" means performance of any of the activities associated with maintaining the SOR, including the collection, use, maintenance, and dissemination of records.

(2) "Record" means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and contains the person's name, or identifying number, symbol, or any other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph.

(3) "System of Records" means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual.

i. The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as "Systems"), throughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems.

j. The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than 3 days.

k. When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within 3 days.

l. All other vulnerabilities shall be remediated as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g. for the convenience of VA) shall only be granted with approval of the contracting officer and the VA Assistant Secretary for Office of Information and Technology.

5. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE

a. For information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA 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 vulnerablity scanning, system patching and change management procedures, and the completion of an acceptable contingency plan for each system.

The contractor's security control procedures must be equivalent, to those procedures used to secure VA systems. A Privacy Impact Assessment (PIA) must also be provided to the COR and approved by VA Privacy Service prior to operational approval. All external Internet connections to VA's network involving VA information must be reviewed and approved by VA prior to implementation.

b. Adequate security controls for collecting, processing, transmitting, and storing of Personally Identifiable Information (PII), as determined by the VA Privacy Service, must be in place, tested, and approved by VA prior to hosting, operation, maintenance, or use of the information system, or systems by or on behalf of VA. These security controls are to be assessed and stated within the PIA and if these controls are determined not to be in place, or inadequate, a Plan of Action and Milestones (POA&M) must be submitted and approved prior to the collection of PII.

c. Outsourcing (contractor facility, contractor equipment or contractor staff) of systems or network operations, telecommunications services, or other managed services requires certification and accreditation (authorization) (C&A) of the contractor's systems in accordance with VA Handbook 6500.3, Certification and Accreditation and/or the VA OCS Certification Program Office. Government- owned (government facility or government equipment) contractor-operated systems, third party or business partner networks require memorandums of understanding and interconnection agreements (MOU-ISA) which detail what data types are shared, who has access, and the appropriate level of security controls for all systems connected to VA networks.

d. The contractor/subcontractor's system must adhere to all FISMA, FIPS, and NIST standards related to the annual FISMA security controls assessment and review and update the PIA. Any deficiencies noted during this assessment must be provided to the VA contracting officer and the ISO for entry into VA's POA&M management process. The contractor/subcontractor must use VA's POA&M process to document planned remedial actions to address any deficiencies in information security policies, procedures, and practices, and the completion of those activities. Security deficiencies must be corrected within the timeframes approved by the government. Contractor/subcontractor procedures are subject to periodic, unannounced assessments by VA officials, including the VA Office of Inspector General. The physical security aspects associated with contractor/ subcontractor activities must also be subject to such assessments. If major changes to the system occur that may affect the privacy or security of the data or the system, the C&A of the system may need to be reviewed, retested and re- authorized per VA Handbook 6500.3. This may require reviewing and updating all of the documentation (PIA, System Security Plan, Contingency Plan). The Certification Program Office can provide guidance on whether a new C&A would be necessary.

e. The contractor/subcontractor must conduct an annual self assessment on all systems and outsourced services as required. Both hard copy and electronic copies of the assessment must be provided to the COR. The government reserves the right to conduct such an assessment using government personnel or another contractor/subcontractor. The contractor/subcontractor must take appropriate and timely action (this can be specified in the contract) to correct or mitigate any weaknesses discovered during such testing, generally at no additional cost.

f. VA prohibits the installation and use of personally-owned or contractor/ subcontractor-owned equipment or software on VA's network. If non-VA owned equipment must be used to fulfill the requirements of a contract, it must be stated in the service agreement, SOW or contract. All of the security controls required for government furnished equipment (GFE) must be utilized in approved other equipment (OE) and must be funded by the owner of the equipment. All remote systems must be equipped with, and use, a VA-approved antivirus (AV) software and a personal (host-based or enclave based) firewall that is configured with a VA-approved configuration. Software must be kept current, including all critical updates and patches. Owners of approved OE are responsible for providing and maintaining the anti-viral software and the firewall on the non-VA owned OE.

g. All electronic storage media used on non-VA leased or non-VA owned IT equipment that is used to store, process, or access VA information must be handled in adherence with VA Handbook 6500.1, Electronic Media Sanitization upon: (i) completion or termination of the contract or (ii) disposal or return of the IT equipment by the contractor/subcontractor or any person acting on behalf of the…