36C77619R0006-002.docx

Deployment of VHIE Health Exchange and DIRECT Secure Messaging Projects

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Office of Health Informatics Health Informatics Interoperability Office Veteran’s Health Information Exchange (VHIE)

Deployment of VHIE Health Exchange and DIRECT Secure Messaging Projects

Date: April 10, 2019

PWS Version Number: 2.0

Contents

BACKGROUND

The mission of the Department of Veterans Affairs (VA), Office of Information and Technology (OIT), and Veterans Health Administration (VHA), Office of Health Informatics (OHI), Health Informatics (HI) Office is to provide benefits and services to Veterans of the United States. In meeting these goals, VHA and OIT strives to provide high quality, effective, and efficient Information Technology (IT) services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all the points of the Veterans’ healthcare in an effective, timely and compassionate manner. VA depends on Information Management/Information Technology (IM/IT) systems and community coordination resources to meet these mission goals.

VA and the Department of Defense (DoD) have been partnering to meet the President’s April 09, 2009 mandate that “Both Departments will work together to define and build a system that will ultimately contain administrative and medical information from the day an individual enters military service throughout their military career, and after they leave the military.” Virtual Lifetime Electronic Records (VLER) Health is a necessary first step.

The VLER Initiative was launched by this announcement in both VA and DoD, via the DoD/VA Interagency Program Office (IPO), to address gaps in electronic availability and compatibility of a Service member’s or Veteran’s lifetime health and administrative records. Later in 2009, VLER Health was the first VLER Program to deploy a technological solution to exchange health information with private sector providers based on national standards over a secure, trusted network.

In 2013, VA and DoD separated their respective VLER Health Programs from the DoD/VA IPO. In July 2014, VLER Health underwent rebranding to “Veterans Health Information Exchange (VHIE).” Today, the VHIE Program is being implemented within VHA OHI.

VHIE Health represents a community of health care systems able to securely share information over the Internet based upon a common set of national standards, specifications, and policies.

The VHIE Program consists of a portfolio of programs to manage the electronic exchange of clinically relevant health information that can be shared securely between VA, other Federal, and non-Federal health information exchange partners over the Internet using the eHealth Exchange (formerly the Nationwide Health Information Network, or NwHIN) and other networks.

There are currently three main technical components to VHIE: 1) Exchange Adapter/Gateway; 2) Direct Messaging; and 3) Veterans Authorizations Preferences (VAP).

· Exchange Adapter/Gateway is designed to allow VA to send and receive structured health information through a standards-based gateway with other members of a trusted network (eHealth Exchange). This network is live across the Nation and is estimated to cover over 100 Million patients.

· Direct Messaging provides safe, secure, and encrypted email messages that are sent to specific Direct-assigned email addresses with known, trusted recipients. Direct Messaging is used in both Care Coordination (known as “provider-to-provider” messaging) and Patient-Initiated communications (as part of My HealtheVet Blue Button).

· Veterans Authorizations & Preferences (VAP) provides Release of Information (ROI) staff with consent directives management and information disclosure tracking. Disclosure of Veterans records is currently only permitted if the Veteran has provided a signed consent.

The VHIE program also supports the implementation of Community Partner outreach, VA Medical Center and Veteran outreach, education and engagement, analytics, and policy management.

VHIE is currently modernizing information systems and incorporating new policies for information sharing, and supports the following activities:

VHIE will serve as a catalyst to drive development and adoption of electronic health data interoperability using the eHealth Exchange services. Since many Veterans receive a large part of their healthcare in the private sector, data exchange with private sector providers is critical to integrate all health and administrative data into a single access portal. VHIE eHealth Exchange, Direct, and Blue Button Download services have implemented community projects from which lessons learned are helping guide the success of VHIE.

APPLICABLE DOCUMENTS

The Contractor shall comply with the following documents in the performance of this effort:

VAMC VHIE Health Implementation Guide VHIE Health Implementation Task List Exchange Partner Business Survey Exchange business and technical requirements Exchange Partner Milestones Direct work flow map Direct Business Requirements Document VA Medical Centers List

SCOPE OF WORK

The Contractor shall provide support services for the deployment and implementation of Exchange and Direct, programs’ nationwide rollout for the VHIE Health Exchange and DIRECT Secure Messaging Projects at each health data exchange community. This support shall include community outreach, project coordination, analysis of shared data, analysis of project status, and reporting of Exchange and Direct issues at each of the 18 Veterans Integrated Service Networks (VISNs). The purpose is to demonstrate the feasibility and the value of exchanging health information between VA clinicians and private sector providers who care for the same Veterans. This includes services that lead and coordinate the deployment in a specified region of the country as the main point of contact (POC) when interfacing with stakeholders supporting VA and private sector providers interested in implementing Veteran health data exchange in the specified VHIE Health Community.

The Contractor shall coordinate and assist VAMC staff in support of Veteran Health Information Exchange. This includes providing the outreach and coordination infrastructure necessary for successful deployment and implementation of VHIE Health Exchange and DIRECT Projects, providing services as the main POC when interfacing with stakeholders supporting VA, DoD and private sector providers desiring to implement electronic health record interoperability in the specified VHIE Health Community, and coordinating and implementing services that support business and technical workflow to support eHealth Exchange activities between the VA Medical Centers, Military Treating facilities, and private health care organizations. This support includes educating Veterans about VHIE Health Information Exchange, collecting and processing Veteran Consents, promoting the clinical adoption and usage of VHIE Health, assisting with identifying potential care in the community partners, and assisting with the testing and onboarding of care in the community partners. Exchange and Direct will be implemented independently of each other, although there may be instances where each is implemented in the same community simultaneously.

ORDER TYPE

The effort shall be proposed on a Firm Fixed Price (FFP) basis with a Cost Reimbursable Contract Line Item Number for travel.

PERFORMANCE DETAILS

PERFORMANCE PERIOD

The period of performance (PoP) shall be one (1) 12-month base period with two (2) 12-month option periods.

PLACE OF PERFORMANCE

Efforts under this contract shall be performed at Contractor facilities. The Contractor must provide support Monday through Friday between the hours of 8:00 AM to 4:30PM based on the time zone of the Community where the work is being performed. The Contractor may telework at remote locations with prior approval of the Contracting Officer’s Representative (COR).

TRAVEL OR SPECIAL REQUIREMENTS

Travel is expected during the course of performance for services that are necessary to perform the tasks associated with the effort, program-related meetings, and to coordinate deployment in a specified region of the country for a specified VHIE Health Community that includes stakeholders supporting VA, DoD and private sector providers. Travel details must be provided to and approved by the Contracting Officer’s Representative (COR) or the Government designee prior to the commencement of travel. All travel shall be billed and reimbursed at Government rates in accordance with the Federal Travel Regulation. Each Contractor invoice must include copies of all receipts that support the travel costs claimed in the invoice. Contractor travel within the local commuting area will not be reimbursed. Travel requirements are not firm; therefore, the following table reflects annual anticipated travel requirements.

GOVERNMENT FURNISHED PROPERTY

VA will provide the required number of an estimated 19 GFE laptops, based on the proposed number of staff and will provide access to VA specific systems/network as required for execution of the task via a site-to-site VPN or other technology. Any specific software requirements for this effort will be provided and installed by VA to ensure software is approved and security measures are implemented.

SECURITY AND PRIVACY

POSITION/TASK RISK DESIGNATION LEVEL(S)

The position sensitivity and the level of background investigation commensurate with the required level of access for the following tasks within the PWS are:

Position Sensitivity and Background Investigation Requirements by Task

The Tasks identified above and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the particular Contractor individual will be working. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.

SPECIFIC TASKS AND DELIVERABLES

The Contractor shall provide Community Coordinators who are accountable for each individual VISN and shall be responsible for both Direct and Exchange implementations as the VA adds an average of three (3) new Direct or Exchange partners per month across the entire VA (this is not 3 per VISN.) There are currently 211 existing, and will be approximately 36 combined Direct and Exchange new implementations each year. A partner consists of DoD or private sector providers or both and a partner is part of a community. A community consists of VA, and/or DoD and/or private sector providers. Partners are being selected by the VHIE Health Management Team based on criteria including maturity and success of local health information exchanges (HIEs), as well their ability to support Veteran health care.

Support will include reinforcing previous implementation education, supporting and reporting on the status of the existing Exchange activities and issues, continued data analysis and validation, as well as the status of the related software applications (JLV, Vistaweb,VAP and Direct web portal) used in the exchange process.

The Contractor shall provide guidance to VAMC Directors/staff and affiliated Community Based Outpatient Clinics (CBOC) and long-term care facilities on the policy and processes for health information exchange with non-VA organizations, including the identification of locally available non-VA exchange candidate organizations.

Tasks 5.2 through 5.5 shall provide support at each new and existing Exchange and Direct community and tasks 5.6 and 5.7 shall provide support at each new Exchange and Direct community.

PROJECT MANAGEMENT

CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline and tools to be used in execution of this Task Order effort. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support. The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The initial baseline CPMP shall be concurred upon and updated monthly thereafter. The Contractor shall update and maintain the VA PM approved CPMP throughout the period of performance.

Deliverable:

A. Contractor Project Management Plan

MONTHLY PROGRESS REPORTING

The Contractor shall include the following in a monthly Contractor’s Progress, Status and Management Report:

1. Health data exchange activities and events

2. Meeting summaries

3. National deployment highlights and milestones

4. Issues, risks, solutions

5. Outcomes

6. Milestone completion updates

7. Presentation summaries

TECHNICAL KICKOFF MEETING

The Contractor shall hold a technical kickoff meeting within 10 days after TO award. The Contractor shall present, for review and approval by the Government, the details of the intended approach, work plan, and project schedule for each effort. The Contractor shall specify dates, locations (can be virtual), agenda (shall be provided to all attendees at least five (5) calendar days prior to the meeting), and meeting minutes (shall be provided to all attendees within three (3) calendar days after the meeting). The Contractor shall invite the Contracting Officer (CO), Contract Specialist (CS), COR, and the VA PM.

EXCHANGE and direct PROJECT MANAGEMENT The Contractor shall provide project planning support at each new and existing Exchange and Direct community, where an exchange community consists of a VA Medical Center (VAMC) and all its community-based outpatient clinics and the private healthcare system or health information exchange in the same geographic location where Veterans are receiving healthcare by both VA and partner.

The Contractor shall:

a) Establish, manage and implement a Project Plan for each Exchange and Direct community.

b) Create and update an Internal/External Stakeholder’s POC List specific to each community that includes VAMC, Military Treating Facility, Private Health Care Organization(s) and Health Informatics Interoperability Office staff.

c) Create and maintain a community profile for each VAMC on VA SharePoint and update monthly.

d) Establish and administer a VAMC Deployment team based on guidance from the VAMC VHIE Health Implementation Guide. The Contractor shall provide a VAMC Deployment Team List detailing personnel contact information and roles.

Deliverables:

A. Project Plan for each Exchange and Direct community B. Internal/External Stakeholders POC List C. VAMC Deployment Team List Exchange and direct COMMUNITY COMMUNICATIONS The Contractor shall provide communications support at each new and existing Exchange and Direct Community. The Contractor shall:

1. Be the first line of contact with the appropriate VAMC, DoD Military Treating facility and private sector provider during implementation and sustainment of a new community.

2. Participate in an estimated three (3) to six (6) conference call meetings per week with VHIE Health, VAMC and/ or private health care partners and provide meeting minutes to VA.

3. Remotely attend weekly meetings with the VHIE Health Exchange Program Manager and Direct Program Manager and provide a community summary of previous-period Exchange and/or Direct activities including issues and risks that may impede the success of the new community.

4. Monitor external efforts that may impact the VHIE Health Program and their corresponding communities, and communicate highlights and potential issues to VA in the weekly meetings.

5. Develop and update a Community Communication Plan for each Exchange and Direct community that summarizes ongoing communication implementation efforts. VA will provide the Contractor guidance and content for communication language.

6. Update VHIE Health SharePoint site with all milestone documentation, meeting minutes, and other communications.

7. Communicate to health data exchange community (partner, VAMC and DoD, if appropriate) stakeholders mission, scope and timelines of eHealth Exchange and VHIE Health efforts

Deliverables:

A. Community Communication Plans

HEALTH DATA EXCHANGE TRAINING

The Contractor shall provide remote training via telephone or Skype, at each new and existing VAMC as outlined in the VAMC VHIE Health Implementation Guide using training materials created by the VHIE Health Program Office. The Contractor shall:

a) Assess the VAMC training needs of all application end-users through surveys and one-on-one interview sessions.

b) Train an average of 40 participants and stakeholders, at each new and existing VAMC, on all functionality of the multiple software applications used to support Exchange and Direct, and how they fit into VA business work flows and support VHIE Health. Applications include:

i. For Exchange Communities

1. Joint Legacy Viewer (JLV)

2. Veterans Authorization Preferences (VAP)

3. VistA Web

ii. For Direct Communities

1. Direct Web Portal

The Contractor shall summarize the above activities as an addendum in the Contractor’s Progress, Status and Management Report.

EXCHANGE COMMUNITY MILESTONES

The Contractor shall develop project milestones for each new and existing Exchange and Direct community and track progress toward those milestones based on participation in all local activities, including contacts with healthcare partners and with DoD.

The Contractor shall:

a) Establish, manage and update, at each community, an Exchange Community Milestone Activity Report that is a compilation of weekly activity highlights that align with the goals of the VHIE Health implementation guide and Direct implementation guide provided by the VHIE Health Management Team.

b) Tailor and implement a tactical plan for each Exchange and/or Direct community. Each Community Tactical Plan shall include a completed Exchange and/or Direct operational plan, community current assessment, a description of how the coordinator plans to initiate the operational plan and a timeline for completion of full production status. The operational plan component shall describe pertinent VHIE Health goals with corresponding steps and milestones toward realization of those goals.

c) Create and distribute a Quarterly VHIE Health Status Report for all 18 VISNs that includes performance statistics for Veteran authorizations on file, correlations, community profiles, clinical adoption, and Non-VA Partners.

d) Create and distribute a Weekly VHIE Health Performance Statistics Report that includes Veteran opting out, correlated patients, inbound and outbound transactions from Non-VA Partner organizations.

e) Participate in an average of 20 selected virtual and in person VA activities or demonstrations at local outreach programs.

f) Coordinate communications and activities toward meeting the implementation timeline.

g) Conduct an assessment of the goals, approach, and operation of VHIE Health communities and document a Lessons Learned Report summarizing Contractor findings, lessons learned from “Community” engagements and PM comments. The Contractor shall apply lessons learned from previous communities that VA has implemented to accelerate the pace of HIE consistent with the eHealth Exchange and VHIE Health missions.

Deliverables:

A. Health Data Exchange Community Milestone Activity Report B. Health Data Exchange Community Tactical Plans C. Quarterly VHIE Health Status Report for all 18 VISNs D. Weekly VHIE Health Performance Statistics Report E. Lessons Learned Report Exchange and Direct ANALYSIS

For each selected new community, the Contractor shall analyze and document, for the partner and VAMC, the business processes used for the release of patient information, patient identity management, information security, patient consent, and patient clinic visits. The Contractor shall assess the use of the VistAWeb[footnoteRef:1] application for Exchange communities and non-VA purchased care Direct communities. The Contractor shall provide VA a Medical Operations Process Flow Diagram of each community’s medical facility operations that shows the effects of incorporating Exchange and/or Direct services into the data exchange architectures and processes. [1: VistAWeb is a web-based display of healthcare information aggregated from VistA sites and Health Exchange partners.]

Deliverables:

A. Medical Operations Process Flow Diagrams EXCHANGE and Direct Data Validation in Production The Contractor shall coordinate with the VA Partner Integration Team (who is outside this contract) to ensure that all software is installed and configured correctly for Exchange and Direct implementation. The VA Partner Integration Team has primary responsibility for setup and testing of all new partners in all new communities.

The Contractor shall provide Exchange and Direct Production Validation Plans for validating exchange of information in the production environment. For Exchange communities, the Contractor shall assess the data exchanged for quality and quantity and shall work with the partner to improve data exchanged and document data issues. For Direct communities, the Contractor shall validate the correct data is being sent and received in the production system. The Production Validation Plan shall outline planned production validation activities and reporting.

Upon VA approval of the Validation Plan, the Contractor shall perform Production Validation and provide Production Validation Results for each community.

Deliverables:

A. Exchange and Direct Production Validation Plans B. Production Validation Results OPTION PERIOD One

If VA exercises Option Period One the Contractor shall perform all the tasks listed in paragraphs 5.0 – 5.7 of this PWS.

OPTION PERIOD TWO

If VA exercises Option Period Two the Contractor shall perform all the tasks listed in paragraphs 5.0 – 5.7 of this PWS.

GENERAL REQUIREMENTS

PERFORMANCE METRICS

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

2. Efficient and effective in meeting requirements

3. Meets technical needs and mission requirements

4. Provides quality services/products Satisfactory or higher

2. Products completed, reviewed, delivered in accordance with the established schedule

3. Notifies customer in advance of potential problems Satisfactory or higher

2. Personnel possess necessary knowledge, skills and abilities to perform tasks

Satisfactory or higher

The COR will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the contract to ensure that the Contractor is performing the services required by this PWS in an acceptable level of performance. The Government reserves the right to alter or change the QASP at its own discretion. A Performance Based Service Assessment will be used by the COR in accordance with the QASP to assess Contractor performance.

SECTION 508 – ELECTRONIC AND INFORMATION TECHNOLOGY (EIT) STANDARDS

On August 7, 1998, Section 508 of the Rehabilitation Act of 1973 was amended to require that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology, that they shall ensure it allows Federal employees with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by other Federal employees. Section 508 required the Architectural and Transportation Barriers Compliance Board (Access Board) to publish standards setting forth a definition of electronic and information technology and the technical and functional criteria for such technology to comply with Section 508. These standards have been developed are published with an effective date of December 21, 2000. Federal departments and agencies shall develop all Electronic and Information Technology requirements to comply with the standards found in 36 CFR 1194.

The Section 508 standards established by the Architectural and Transportation Barriers Compliance Board (Access Board) are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure Electronic and Information Technology (EIT). These standards are found in their entirety at: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards and http://www.section508.gov/content/learn/standards. A printed copy of the standards will be supplied upon request. The Contractor shall comply with the technical standards as marked:

EQUIVALENT FACILITATION

Alternatively, offerors may propose products and services that provide equivalent facilitation, pursuant to Section 508, subpart A, §1194.5. Such offerors will be considered to have provided equivalent facilitation when the proposed deliverables result in substantially equivalent or greater access to and use of information for those with disabilities.

COMPATIBILITY WITH ASSISTIVE TECHNOLOGY

The Section 508 standards do not require the installation of specific accessibility-related software or the attachment of an assistive technology device. Section 508 requires that the EIT be compatible with such software and devices so that EIT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software.

SCHEDULE FOR DELIVERABLES

Note: Days used in the table below refer to calendar days unless otherwise stated. Deliverables with due dates falling on a weekend or holiday shall be submitted the following Government work day after the weekend or holiday.

Contractor Project Management Plan Due thirty (30) days after receipt of order (ARO) and updated monthly thereafter.

Electronic submission to: VA PM, COR, CO.

Inspection: destination Acceptance: destination

Draft plan is due thirty (30) days after community is specified; Final is due ten (10) days after receipt of Government comments and updated monthly thereafter Electronic submission to: VA PM, COR, CO Inspection: (select one) origin/destination Acceptance: In (select one) origin/destination

Due five (5) days after community is specified and updated weekly thereafter. Final is due five (5) days prior to end of PoP.

Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

Due five (5) days after community is specified and updated weekly thereafter. Final is due five (5) days prior to end of PoP.

Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

Draft plan is due thirty (30) days after community is specified; Final is due ten (10) days after receipt of Government comments and updated monthly thereafter.

Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

Due five (5) days after milestone documentation, meetings, and other communications and updated weekly thereafter. Final is due five (5) days prior to end of PoP.

Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

Draft plan is due thirty (30) days after community is specified; Final is due ten (10) days after receipt of Government comments and updated monthly thereafter.

Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

Due thirty (30) days after previous quarter has ended.

Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

Due five (5) days after previous week has ended and weekly thereafter. Final is due five (5) days prior to end of PoP.

Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

Draft plan due five (5) days after approval of final project plan. Final is due (10) days after government provides comments.

Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

Due thirty (30) days after community production implementation.

Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

Draft plan is due thirty (30) days after community is specified; Final is due ten (10) days after receipt of Government comments and updated monthly thereafter.

Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination

Draft plan is due thirty (30) days after community is specified; Final is due ten (10) days after receipt of Government comments and updated monthly thereafter.

Electronic submission to: VA PM, COR, CO

Draft plan is due sixty (60) days after community is specified; Final is due ten (10) days after receipt of Government comments and updated monthly thereafter.

Electronic submission to: VA PM, COR, CO

Draft is due five (5) days after production test; Final is due ten (10) days after receipt of Government comments.

Electronic submission to: VA PM, COR, CO

ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED

Cyber and Information Security Requirements for VA IT Services The Contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard PWS language, conditions, laws, and regulations. The Contractor’s firewall and web server shall meet or exceed VA minimum requirements for security. All VA data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA Program Manager and VA Information Security Officer as soon as possible. The Contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification and accreditation.

Contractor supplied equipment, PCs of all types, equipment with hard drives, etc. for contract services must meet all security requirements that apply to Government Furnished Equipment (GFE) and Government Owned Equipment (GOE). Security Requirements include: a) VA Approved Encryption Software must be installed on all laptops or mobile devices before placed into operation, b) Bluetooth equipped devices are prohibited within VA; Bluetooth must be permanently disabled or removed from the device, c) VA approved anti-virus and firewall software, d) Equipment must meet all VA sanitization requirements and procedures before disposal. The COR, CO, the PM, and the Information Security Officer (ISO) must be notified and verify all security requirements have been adhered to.

Each documented initiative under this contract incorporates VA Handbook 6500.6, “Contract Security,” March 12, 2010 by reference as though fully set forth therein. The VA Handbook 6500.6, “Contract Security” shall also be included in every related agreement, contract or order. The VA Handbook 6500.6, Appendix C, is included in this document as Addendum B.

Training requirements: The Contractor shall complete all mandatory training courses on the current VA training site, the VA Talent Management System (TMS), and will be tracked therein. The TMS may be accessed at https://www.tms.va.gov. If you do not have a TMS profile, go to https://www.tms.va.gov and click on the “Create New User” link on the TMS to gain access.

Contractor employees shall complete a VA Systems Access Agreement if they are provided access privileges as an authorized user of the computer system of VA.

VA Enterprise Architecture Compliance The applications, supplies, and services furnished under this contract must comply with One-VA Enterprise Architecture (EA), available at http://www.ea.oit.va.gov/index.asp in force at the time of issuance of this contract, including the Program Management Plan and VA's rules, standards, and guidelines in the Technical Reference Model/Standards Profile (TRMSP). VA reserves the right to assess contract deliverables for EA compliance prior to acceptance.

VA Internet and Intranet Standards

The Contractor shall adhere to and comply with VA Directive 6102 and VA Handbook 6102, Internet/Intranet Services, including applicable amendments and changes, if the Contractor’s work includes managing, maintaining, establishing and presenting information on VA’s Internet/Intranet Service Sites. This pertains, but is not limited to: creating announcements; collecting information; databases to be accessed, graphics and links to external sites.

Internet/Intranet Services Directive 6102 is posted at (copy and paste the following URL to browser): http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=409&FType=2

Internet/Intranet Services Handbook 6102 is posted at (copy and paste following URL to browser): http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=410&FType=2

Notice of the Federal Accessibility Law Affecting All Electronic and Information Technology Procurements (Section 508)

On August 7, 1998, Section 508 of the Rehabilitation Act of 1973 was amended to require that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology, that they shall ensure it allows Federal employees with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by other Federal employees. Section 508 required the Architectural and Transportation Barriers Compliance Board (Access Board) to publish standards setting forth a definition of electronic and information technology and the technical and functional criteria for such technology to comply with Section 508. These standards have been developed and published with an effective date of December 21, 2000. Federal departments and agencies shall develop all Electronic and Information Technology requirements to comply with the standards found in 36 CFR 1194.

Section 508 – Electronic and Information Technology (EIT) Standards

The Section 508 standards established by the Architectural and Transportation Barriers Compliance Board (Access Board) are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure Electronic and Information Technology (EIT). These standards are found in their entirety at: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards and http://www.section508.gov/content/learn/standards. A printed copy of the standards will be supplied upon request. The Contractor shall comply with the technical standards as marked:

Equivalent Facilitation Alternatively, offerors may propose products and services that provide equivalent facilitation, pursuant to Section 508, subpart A, §1194.5. Such offerors will be considered to have provided equivalent facilitation when the proposed deliverables result in substantially equivalent or greater access to and use of information for those with disabilities.

Compatibility with Assistive Technology The Section 508 standards do not require the installation of specific accessibility-related software or the attachment of an assistive technology device. Section 508 requires that the EIT be compatible with such software and devices so that EIT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software.

Acceptance and Acceptance Testing

Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the identified Section 508 standards’ requirements for accessibility and must include final test results demonstrating Section 508 compliance.

Deliverables should meet applicable accessibility requirements and should not adversely affect accessibility features of existing EIT technologies. The Government reserves the right to independently test for Section 508 Compliance before delivery. The Contractor shall be able to demonstrate Section 508 Compliance upon delivery.

Automated test tools and manual techniques are used in the VA Section 508 compliance assessment. Additional information concerning tools and resources can be found at https://www.section508.gov/. Contractor shall submit 508 compliance test results in response.

Physical Security & Safety Requirements:

The Contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law.

1. The Contractor and their personnel shall wear visible identification at all times while they are on the premises.

2. VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

3. Smoking is prohibited inside/outside any building other than the designated smoking areas.

4. Possession of weapons is prohibited.

5. The Contractor shall obtain all necessary licenses and/or permits required to perform the work, with the exception of software licenses that need to be procured from a Contractor or vendor in accordance with the requirements document. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.

Confidentiality and Non-Disclosure The Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations.

The Contractor may have access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) that is subject to protection under the regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA); 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”); and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard (“Security Rule”). Pursuant to the Privacy and Security Rules, the Contractor must agree in writing to certain mandatory provisions regarding the use and disclosure of PHI and EPHI.

1. The Contractor will have access to some privileged and confidential materials of VA. These printed and electronic documents are for internal use only, are not to be copied or released without permission, and remain the sole property of VA. Some of these materials are protected by the Privacy Act of 1974 (revised by PL 93-5791) and Title 38. Unauthorized disclosure of Privacy Act or Title 38 covered materials is a criminal offense.

2. The VA CO will be the sole authorized official to release in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. The Contractor shall release no information. Any request for information relating to this contract presented to the Contractor shall be submitted to the VA CO for response.

3. Contractor personnel recognize that in the performance of this effort, Contractor personnel may receive or have access to sensitive information, including information provided on a proprietary basis by carriers, equipment manufacturers and other private or public entities. Contractor personnel agree to safeguard such information and use the information exclusively in the performance of this contract. Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations as enumerated in this section and elsewhere in this Contract and its subparts and appendices.

4. Contractor shall limit access to the minimum number of personnel necessary for contract performance for all information considered sensitive or proprietary in nature. If the Contractor is uncertain of the sensitivity of any information obtained during the performance of this contract, the Contractor has a responsibility to ask the VA CO.

5. Contractor shall train all of their employees involved in the performance of this contract on their roles and responsibilities for proper handling and nondisclosure of sensitive VA or proprietary information. Contractor personnel shall not engage in any other action, venture or employment wherein sensitive information shall be used for the profit of any party other than those furnishing the information. The sensitive information transferred, generated, transmitted, or stored herein is for VA benefit and ownership alone.

6. Contractor shall maintain physical security at all facilities housing the activities performed under this contract, including any Contractor facilities according to VA-approved guidelines and directives. The Contractor shall ensure that security procedures are defined and enforced to ensure all personnel who are provided access to patient data must comply with published procedures to protect the privacy and confidentiality of such information as required by VA.

7. Contractor must adhere to the following:

a. The use of “thumb drives” or any other medium for transport of information is expressly prohibited.

b. Controlled access to system and security software and documentation.

c. Recording, monitoring, and control of passwords and privileges.

d. All terminated personnel are denied physical and electronic access to all data, program listings, data processing equipment and systems.

e. VA, as well as any Contractor (or Subcontractor) systems used to support development, provide the capability to cancel immediately all access privileges and authorizations upon employee termination.

f. Contractor PM and VA PM are informed within twenty-four (24) hours of any employee termination.

g. Acquisition sensitive information shall be marked "Acquisition Sensitive" and shall be handled as "For Official Use Only (FOUO)".

h. Contractor does not require access to classified data.

8. Regulatory standard of conduct governs all personnel directly and indirectly involved in procurements. All personnel engaged in procurement and related activities shall conduct business in a manner above reproach and, except as authorized by statute or regulation, with complete impartiality and with preferential treatment for none. The general rule is to strictly avoid any conflict of interest or even the appearance of a conflict of interest in VA/Contractor relationships.

9. VA Form 0752 shall be completed by all Contractor employees working on this contract, and shall be provided to the CO before any work is performed. In the case that Contractor personnel are replaced in the future, their replacements shall complete VA Form 0752 prior to beginning work.

INFORMATION TECHNOLOGY USING ENERGY-EFFICIENT PRODUCTS

The Contractor shall comply with Sections 524 and Sections 525 of the Energy Independence and Security Act of 2007; Section 104 of the Energy Policy Act of 2005; Executive Order 13693, “Planning for Federal Sustainability in the Next Decade”, dated March 19, 2015; Executive Order 13221, “Energy-Efficient Standby Power Devices,” dated August 2, 2001; and the Federal Acquisition Regulation (FAR) to provide ENERGY STAR®, Federal Energy Management Program (FEMP) designated, low standby power, and Electronic Product Environmental Assessment Tool (EPEAT) registered products in providing information technology products and/or services.

The Contractor shall ensure that information technology products are procured and/or services are performed with products that meet and/or exceed ENERGY STAR, FEMP designated, low standby power, and EPEAT guidelines. The Contractor shall provide/use products that earn the ENERGY STAR label and meet the ENERGY STAR specifications for energy efficiency. Specifically, the Contractor shall:

1. Provide/use ENERGY STAR products, as specified at www.energystar.gov/products (contains complete product specifications and updated lists of qualifying products).

2. Provide/use the purchasing specifications listed for FEMP designated products at https://www4.eere.energy.gov/femp/requirements/laws_and_requirements/energy_star_and_femp_designated_products_procurement_requirements . The Contractor shall use the low standby power products specified at http://energy.gov/eere/femp/low-standby-power-products.

3. Provide/use EPEAT registered products as specified at www.epeat.net. At a minimum, the Contractor shall acquire EPEAT® Bronze registered products.