STATEMENT OF WORK PowerScribe ONE VMware_3.pdf

STATEMENT OF WORK

Northern Navajo Medical Center

Indian Health Service Radiology Dictation Software

VMware Update

1. Purpose

A new and improved version of voice recognition software for Radiology dictation, known as PowerScribe One, is currently being implemented at the Northern Navajo Medical Center Indian Health. This advanced software is designed to be seamlessly compatible with the VISTA Rad radiology workstation, thus replacing the outdated PowerScribe 360 system. To ensure compliance with the OIT-mandated Windows operating system and to update the obsolete Internet Explorer browser, the proprietary PowerScribe 360 software must be upgraded to the latest version. In order to facilitate the new PowerScribe One system, New VMware servers are required. The new VMware servers provide for newer operating systems which an OIT and Local IT mandate. Five (5) VMware servers will be purchased as the need for the updated system for the radiology department at Northern Navajo Medical Center to be carried out without delaying implementation. The VMware servers will house the PowerScribe ONE software and be integrated into the RPMS system to store reports that are dictated by Radiologists using the VISTA Imaging workstation device. By utilizing RPMS HL7 messaging, radiology reports are received and stored within the RPMS system. These crucial diagnostic reports are then linked to the patient's record in the RPMS database. Once these reports are within the system, they can be easily accessed and viewed from any VISTA clinical or diagnostic workstation

It is essential for all hardware (VMware) components to be integrated seamlessly to ensure the smooth operation of the radiology voice dictation system.

Site Location:

Northern Navajo Medical Center Indian Health Service, Shiprock NM, which has imaging modalities that include general Radiography, Bone Densitometry, Mammography, Computed Tomography, and Diagnostic Ultrasound. The site is configured to transfer imaging reports to RPMS and retrieved through VISTA imaging clients and workstations.

2. Technical Requirements and Preferences

The need of the radiology department entails providing necessary hardware, executing installations, configurations, and ensuring continuous maintenance and support for the VMware hardware.

The proposal should align with HL7 standards for transmitting and displaying medical diagnostic reports and associated information.

All proposals must seamlessly integrate with our existing Electronic Health Record System, Health Information System/Radiology Information System, and Resource and Patient Management System (RPMS). This includes maintaining compatibility with VISTA (Veterans Information Systems & Technology Architecture) Imaging.

The provided information outlines essential requirements pertaining to our network infrastructure and key features of an ideal voice dictation solution.

This Scope of Work serves as a reference for interested parties, detailing technical prerequisites, end user preferences, and compliance with Federal regulations. It is designed to assist potential vendors in crafting their proposals.

Shiprock Service Unit Voice recognition VMware currently consists of:

1 Application and SQL Server

4 VMware servers

The proposed VMware Upgrade consists of :

1 Application and SQL Server

5 VMware servers

2.1 General Technical Information

The Shiprock Service Unit Indian Health Service operates on a Federal Government network. Successful proposals shall meet all Federal Regulations to connect, interface, and integrate with Federal Government networks and all Office of Information Technology (OIT) requirements, including but not limited to antivirus architecture, firewalls, access control lists, and all network security management infrastructure. Vendors shall adhere to the requirements of the Health Insurance Portability and Accountability Act (HIPAA).

Bandwidth requirements and Annual Workload estimates of over 150,000 studies are essential for the SRSU voice dictation software. Successful proposals shall be capable of efficient and effective operation within the constraints of the Indian Health Service network infrastructure.

2.2 Technical Aspects and Preferences

2.2.1. Four (4) Each VMware server shall have a minimum of

a. Hard drive space of 150 GB configured RAID 1

b. 32 GB of RAM

c. 150 GB additional data drive.

d. 1 GB or larger network cards

e. Quad-Core 2.8GHz or larger processors

f. Windows 2022 operating system

2.2.2. One (1) Each VMware server shall have a minimum of

a. Windows 2019 operating system

b. 16 GB RAM

c. 150 GB hard drive space configured RAID 1

d. 1 GB or larger network card

e. Quad-Core or higher, 2.8 GHZ or higher processor

f. MS SQL express 2019

2.2.3. One (1) Application server

a. SQL Application server

b. Hex-Core 2.8 GHZ or higher processor

c. 32 GB RAM

d. Windows 2022 operating system

e. MS SQL 2022

f. 150 GB C: drive configured RAID 1

g. 250 GB data drive configured RAID 5

h. 1 GB or higher network drive

Additional specifications can be provided per request if needed

2.3 System Support and User Training

Successful Proposals shall include full warranty and service support for 5 years, as well as all hardware updates.

2.4 Performance Measures

System reliability shall be at least 98% uptime. The initial response to submitted work requests for system support time shall be less than 60 minutes from the initial submission of all requests for system support.

Any potential vendor will supply (3) Three past performances of any contracts supplying the Federal Government with VMware servers and any supporting documents of past performance of PowerScribe One installation.

Required Services (Tasks)

Performance Standards

Acceptable Quality Levels

Methods of

Surveillance

Incentive (Positive and/or Negative)

(Impact on Contractor Payments)

Equipment setup

Usability

Past Performance

2.2 Technical

Aspects and Preferences

2.2 Technical

Aspects of Preferences

2.4 Performance

Measures

100%

100%

100%

Inspection

Inspection

Other

Payment delays, CPARS review

CPARS review

Contract award

QUALITY ASSURANCE MONITORING FORM

SERVICE or STANDARD:

SURVEY PERIOD:

LEVEL OF SURVEILLANCE (check):

Time of delivery During Testing As needed

ANALYSIS OF RESULTS:

Vendors Performance (check): Meets Standards

Does Not Meet Standards

Narrative of Performance During Survey:

PREPARED BY: ___________________________________ DATE: _________________

SURVEILLANCE METHOD (check):

Random Sampling 100% Inspection Periodic Inspection

2.5 System Security

The VMware servers and application server will adhere to HIPAA regulations and other regulatory standards. In addition to meeting IHS security and privacy regulations, the hardware complies with all relevant non-IHS laws and regulations, including HIPAA, to protect sensitive data

2.6 Delivery Targets

The VMware servers and Application server completion target is within 30 days after the award of the contract. Payment shall be made upon full completion of all VMware servers and Application server installations, training, deployment, and acceptance of the project by IHS Shiprock Service Unit COR.

2.7 Service- Yearly Options

Full Service and Support will be 5 years of coverage. Service and Support shall be all-inclusive, fully managed services to include 24/7 remote monitoring, technical service and support, and all hardware, software, updates, and upgrades.

3.0 Section 508 and Accessibility

3.0.1. This product must conform to the Revised Section 508

https://www.accessboard.gov/guidelines-and-standards/communications-and-it/about-the-ictrefresh/final-rule/text-of-the-standards-and-guidelines)and WCAG 2.0 Level AA standards as outlined below.

3.0.2. Solicitations for supplies and services shall require the submission of a

Section 508 Product Assessment Template. The template can be found at https://www.itic.org/policy/accessibility/vpat.

352.239-73 Electronic Information and Technology Accessibility Notice.

(a) As prescribed in HHSAR 339.203-70(a), the Contracting Officer shall insert the following provision:

Electronic and Information Technology Accessibility Notice (December 18, 2015)

(a) Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 and the Architectural and Transportation Barriers Compliance Board Electronic and Information (EIT) Accessibility Standards (36 CFR part 1194), require that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency. (b) Accordingly, any offeror responding to this solicitation must comply with established HHS EIT accessibility standards. Information about Section 508 is available at http://www.hhs.gov/web/508. The complete text of the Section 508 Final Provisions can be accessed at http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards. (c) The Section 508 accessibility standards applicable to this solicitation are stated in the clause at 352.239-74, Electronic and Information Technology Accessibility. In order to facilitate the Government’s determination whether proposed EIT supplies meet applicable Section 508 accessibility standards, offerors must submit an HHS Section 508 Product Assessment Template, in accordance with its completion instructions.

The purpose of the template is to assist HHS acquisition and program officials in determining whether proposed EIT supplies conform to applicable Section 508 accessibility standards. The template allows offerors or developers to self-evaluate their supplies and document—in detail—whether they conform to a specific Section 508 accessibility standard and any underway remediation efforts addressing conformance issues. Instructions for preparing the HHS Section 508 Evaluation Template are available under Section 508 policy on the HHS website http://www.hhs.gov/web/508.

To facilitate the Government’s determination whether proposed EIT services meet applicable Section 508 accessibility standards, offerors must provide enough information to assist the Government in determining that the EIT services conform to Section 508 accessibility standards, including any underway remediation efforts addressing conformance issues.

(d) Respondents to this solicitation must identify any exception to Section 508 requirements. If an offeror claims its supplies or services meet applicable Section 508 accessibility standards, and it is later determined by the Government, i.e., after award of a contract or order, that supplies or services delivered do not conform to the described accessibility standards, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its expense.

Standards The included standards that must be met for this contract are taken from the following two resources. Compliance with these standards is mandatory for Federal agencies subject to Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d).

Section 508 Standards and Guidelines: https://www.access-board.gov/guidelines-and-standards/communications-andit/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines

Web Content Accessibility Guidelines (WCAG) 2.0: https://www.w3.org/TR/WCAG20/

Software Accessibility - Non-Web Based All WCAG A & AA Success Criteria apply – EXCEPT the following:

2.4.1 Bypass Blocks

2.4.5 Multiple Ways

3.2.3.Consistent Navigation

3.2.4 Consistent Identification

502 Interoperability with Assistive Technology

503 Application

602 Support Documentation

603 Support Services

302 All Functional Performance Criteria - Note: Applies when Chapter 5 does not address one or more functions of ICT (E204), or when an agency invokes "equivalent facilitation" (E101.2)

Hardware Accessibility 404 Preservation of Information Provided for Accessibility

405 Privacy

406 Standard Connections

407 Operable Parts

409 Status Indicators

410 Color Coding

411 Audible Signals

602 Support Documentation

603 Support Services

302 All Functional Performance Criteria - Note: Applies only when Chapter 4 does not address one or more functions of ICT (E204), or when an agency invokes "equivalent facilitation" (E101.2))

For Hardware that has closed functionality include 402 Closed Functionality

Support Documentation Accessibility E602.1 General - Documentation that supports the use of ICT shall conform to 602.

E602.2 Accessibility and Compatibility Features - Documentation shall list and explain how to use the accessibility and compatibility features required by Chapters 4 and 5. Documentation shall include accessibility features that are built-in and accessibility features that provide compatibility with assistive technology.

E602.3 Electronic Support Documentation - Documentation in electronic format, including Web-based self-service support, shall conform to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.0 (incorporated by reference, see 702.10.1).

E602.4 Alternate Formats for Non-Electronic Support Documentation - Where support documentation is only provided in non-electronic formats, alternate formats usable by individuals with disabilities shall be provided upon request.

E602.3 Electronic Support Documentation - Documentation in electronic format, including Web-based self-service support, shall conform to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.0 (incorporated by reference, see 702.10.1).

E602.4 Alternate Formats for Non-Electronic Support Documentation - Where support documentation is only provided in non-electronic formats, alternate formats usable by individuals with disabilities shall be provided upon request.

E603.1 General - ICT support services including, but not limited to, help desks, call centers, training services, and automated self-service technical support, shall conform to 603.

E603.2 Information on Accessibility and Compatibility Features - ICT support services shall include information on the accessibility and compatibility features required by 602.2.

E603.3 Accommodation of Communication Needs - Support services shall be provided directly to the user or through a referral to a point of contact. Such ICT support services shall accommodate the communication needs of individuals with disabilities.

WCAG – All WCAG 2.0 A & AA Success Criteria

EXCEPTION:

Non-Web documents shall not be required to conform to the following four WCAG

2.0 Success Criteria: 2.4.1

Bypass Blocks, 2.4.5 Multiple Ways, 3.2.3 Consistent Navigation, and 3.2.4 Consistent Identification.

E205.4.1 Word Substitution when Applying WCAG to Non-Web Documents. For non- Web documents, wherever the term "Web page" or "page" appears in WCAG 2.0 Level A and AA Success Criteria and Conformance Requirements, the term "document" shall be substituted for the terms "Web page" and "page". In addition, in Success Criterion in 1.4.2, the phrase "in a document" shall be substituted for the phrase "on a Web page".

Appendix A – Section 508 of the Rehabilitation Act: Application and Scoping Requirements

E208 Support Documentation and Services

Appendix C – Functional Performance Criteria and Technical Requirements

302 - Functional Performance Criteria

602 – Support Documentation

603 – Support Services

Functional Performance Criteria

301.1 Scope - The requirements of Chapter 3 shall apply to ICT where required by 508 Chapter 2 (Scoping Requirements), 255 Chapter 2 (Scoping Requirements), and where otherwise referenced in any other chapter of the Revised 508 Standards or Revised 255 Guidelines.

302.1 Without Vision - Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that does not require user vision.

302.2 With Limited Vision - Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited vision.

302.3 Without Perception of Color - Where a visual mode of operation is provided, ICT shall provide at least one visual mode of operation that does not require user perception of color.

302.4 Without Hearing - Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that does not require user hearing.

302.5 With Limited Hearing - Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited hearing.

302.6 Without Speech - Where speech is used for input, control, or operation, ICT shall provide at least one mode of operation that does not require user speech.

302.7 With Limited Manipulation - Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that does not require fine motor control or simultaneous manual operations.

302.8 With Limited Reach and Strength - Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that is operable with limited reach and limited strength.

302.9 With Limited Language, Cognitive, and Learning Abilities - ICT shall provide features making its use by individuals with limited cognitive, language, and learning abilities simpler and easier.

352.239-74 Electronic and Information Technology Accessibility.

As prescribed in HHSAR 339.203-70(b), insert the following clause:

Electronic and Information Technology Accessibility (December 18, 2015)

(a) Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998, all electronic and information technology (EIT) supplies and services developed, acquired, or maintained under this contract or order must comply with the “Architectural and Transportation Barriers Compliance Board Electronic and Information Technology (EIT) Accessibility Standards” set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the “Access Board”) in 36 CFR part 1194.

Information about Section 508 is available at http://www.hhs.gov/web/508 . The complete text of Section 508 Final Provisions can be accessed at http://www.access-board.gov/guidelines-and-standards/communications-andit/about-the-section-508-standards.

(b) The Section 508 accessibility standards applicable to this contract or order are identified in the Statement of Work or Specification or Performance Work Statement. The contractor must provide any necessary updates to the submitted HHS Product Assessment Template(s) at the end of each contract or order exceeding the simplified acquisition threshold (see FAR 2.101) when the contract or order duration is one year or less. If it is determined by the Government that EIT supplies and services provided by the Contractor do not conform to the described accessibility standards in the contract, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its own expense.

(c) The Section 508 accessibility standards applicable to this contract are: Standards

The included standards that must be met for this contract are taken from the following two resources. Compliance with these standards is mandatory for Federal agencies subject to Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d).

Section 508 Standards and Guidelines: https://www.access-board.gov/guidelines-and-standards/communications-andit/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines

Web Content Accessibility Guidelines (WCAG) 2.0: https://www.w3.org/TR/WCAG20/

Software Accessibility - Non-Web Based All WCAG A & AA Success Criteria apply – EXCEPT the following:

2.4.1 Bypass Blocks

2.4.5 Multiple Ways

3.2.3.Consistent Navigation

3.2.4 Consistent Identification

502 Interoperability with Assistive Technology

503 Application

602 Support Documentation

603 Support Services

302 All Functional Performance Criteria - Note: Applies when Chapter 5 does not address one or more functions of ICT (E204), or when an agency invokes "equivalent facilitation" (E101.2)

Hardware Accessibility 404 Preservation of Information Provided for Accessibility

405 Privacy

406 Standard Connections

407 Operable Parts

409 Status Indicators

410 Color Coding

411 Audible Signals

602 Support Documentation

603 Support Services

302 All Functional Performance Criteria - Note: Applies only when Chapter 4 does not address one or more functions of ICT (E204), or when an agency invokes "equivalent facilitation" (E101.2))

For Hardware that has closed functionality include 402 Closed Functionality

Support Documentation Accessibility E602.1 General - Documentation that supports the use of ICT shall conform to 602.

E602.2 Accessibility and Compatibility Features - Documentation shall list and explain how to use the accessibility and compatibility features required by Chapters 4 and 5. Documentation shall include accessibility features that are built-in and accessibility features that provide compatibility with assistive technology.

E602.3 Electronic Support Documentation - Documentation in electronic format, including Web-based self-service support, shall conform to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.0 (incorporated by reference, see 702.10.1).

E602.4 Alternate Formats for Non-Electronic Support Documentation - Where support documentation is only provided in non-electronic formats, alternate formats usable by individuals with disabilities shall be provided upon request.

E602.3 Electronic Support Documentation - Documentation in electronic format, including Web-based self-service support, shall conform to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.0 (incorporated by reference, see 702.10.1).

E602.4 Alternate Formats for Non-Electronic Support Documentation - Where support documentation is only provided in non-electronic formats, alternate formats usable by individuals with disabilities shall be provided upon request.

E603.1 General - ICT support services including, but not limited to, help desks, call centers, training services, and automated self-service technical support, shall conform to 603.

E603.2 Information on Accessibility and Compatibility Features - ICT support services shall include information on the accessibility and compatibility features required by 602.2.

E603.3 Accommodation of Communication Needs - Support services shall be provided directly to the user or through a referral to a point of contact. Such ICT support services shall accommodate the communication needs of individuals with disabilities.

WCAG – All WCAG 2.0 A & AA Success Criteria

EXCEPTION:

Non-Web documents shall not be required to conform to the following four WCAG

2.0 Success Criteria: 2.4.1 Bypass Blocks, 2.4.5 Multiple Ways, 3.2.3 Consistent Navigation, and 3.2.4 Consistent Identification.

E205.4.1 Word Substitution when Applying WCAG to Non-Web Documents. For non- Web documents, wherever the term "Web page" or "page" appears in WCAG 2.0 Level A and AA Success Criteria and Conformance Requirements, the term "document" shall be substituted for the terms "Web page" and "page". In addition, in

Success Criterion in 1.4.2, the phrase "in a document" shall be substituted for the phrase "on a Web page".

Appendix A – Section 508 of the Rehabilitation Act:

Application and Scoping Requirements E208 Support Documentation and Services

Appendix C – Functional Performance Criteria and Technical Requirements 302 - Functional Performance Criteria

602 – Support Documentation

603 – Support Services

Functional Performance Criteria

301.1 Scope - The requirements of Chapter 3 shall apply to ICT where required by 508 Chapter 2 (Scoping Requirements), 255 Chapter 2 (Scoping Requirements), and where otherwise referenced in any other chapter of the Revised 508 Standards or Revised 255 Guidelines.

302.1 Without Vision - Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that does not require user vision.

302.2 With Limited Vision - Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited vision.

302.3 Without Perception of Color - Where a visual mode of operation is provided, ICT shall provide at least one visual mode of operation that does not require user perception of color.

302.4 Without Hearing - Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that does not require user hearing.

302.5 With Limited Hearing - Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited hearing.

302.6 Without Speech - Where speech is used for input, control, or operation, ICT shall provide at least one mode of operation that does not require user speech.

302.7 With Limited Manipulation - Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that does not require fine motor control or simultaneous manual operations.

302.8 With Limited Reach and Strength - Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that is operable with limited reach and limited strength.

302.9 With Limited Language, Cognitive, and Learning Abilities - ICT shall provide features making its use by individuals with limited cognitive, language, and learning abilities simpler and easier.

(d) In the event of a modification(s) to this contract or order, which adds new EIT supplies or services or revises the type of, or specifications for, supplies or services, the Contracting Officer may require that the contractor submit a completed HHS Section 508 Product Assessment Template and any other additional information necessary to assist the Government in determining that the EIT supplies or services conform to Section 508 accessibility standards.

Instructions for documenting accessibility via the HHS Section 508 Product Assessment Template may be found under Section 508 policy on the HHS website:

(http://www.hhs.gov/web/508). If it is determined by the Government that EIT supplies and services provided by the Contractor do not conform to the described accessibility standards in the contract, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its own expense.

(e) If this is an Indefinite Delivery contract, a Blanket Purchase Agreement or a Basic Ordering Agreement, the task/delivery order requests that include EIT supplies or services will define the specifications and accessibility standards for the order. In those cases, the Contractor may be required to provide a completed HHS Section 508 Product Assessment Template and any other additional information necessary to assist the Government in determining that the EIT supplies or services conform to Section 508 accessibility standards. Instructions for documenting accessibility via the HHS Section 508 Product Assessment Template may be found at http://www.hhs.gov/web/508. If it is determined by the Government that EIT supplies and services provided by the Contractor do not conform to the described accessibility standards in the provided documentation, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its own expense.