ARIA and Eclipse SOW Revised.docx

STATEMENT OF WORK

ARIA RADIATION ONCOLOGY INFORMATION SYSTEM SOFTWARE

ECLIPSE TREATMENT PLANNING SYSTEM

A.T. AUGUSTA MILITARY MEDICAL CENTER (ATMMC)

RADIOLOGY/ONCOLOGY DEPARTMENT

FORT BELVOIR, VA 22060

TABLE OF CONTENTS

1.0 Introduction

1.1.1 Scope of Work

1.1.2 Non-Personal Services

1.2 Communication

1.3 Safety

1.4 Professional Qualifications

1.5 Specific Task/Responsibilities

1.6 Period of Performance

1.7 Place/Hours of Performance

1.8 Holidays

1.9 Quality Control

1.10 Contractor Provided Services

1.11 Invoices

2.0 Definitions/Acronyms

3.0 Applicable Technical Orders, Manuals, Regulations, Directives and Forms

4.0 Attachments

1.0 INTRODUCTION. The Contractor shall provide maintenance support for ATAMMC, Fort Belvoir, VA. The services provided will be of nature and scope described in the paragraphs below.

1.1.1 SCOPE OF WORK. The purpose of this requirement is to establish a 3-year (Base plus 2 Option Years) Software and Hardware Support Agreement for Radiation Oncology’s Aria Radiation Oncology Information System Software and Eclipse Treatment Planning System located Alexander T. Augusta Military Medical Center (ATAMMC), Fort Belvoir, VA 22060.

1.1.2 This contract is a non-personal services contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

1.2 COMMUNICATION. The Contractor’s employee shall be able to read, write and understand and speak English clearly, to effectively communicate with patients and/or other healthcare providers and staff.

1.3 SAFETY. The Contractor shall be responsible for knowing and complying with all installation safety prevention regulations. Such regulations include, but are not limited to, general safety, fire prevention, and waste disposal.

1.4 PROFESSIONAL QUALIFICATIONS. Personnel shall have factory training and experience (minimum 3 years) in troubleshooting and supporting the Aria Radiation Oncology Information System Software and Eclipse Treatment Planning System

1.5 SPECIFIC TASK AND RESPONSIBILITIES. The contractor shall furnish periodic maintenance releases that provide bug fixes, patches, and other error corrections to the following Software/Hardware:

Aria OIS Base Integrated w/Eclipse 1 Aria OIS T-box 1 Aria OIS Smart Space 25 Aria OIS Disease Management Smart Space 1 Additional ARIA OIS Disease Management Smart Space 24 Aria OIS Imaging Smart Space 4 Varian Modality Worklist 1 Standard Training: Varian Worklist 1 Portal Dosimetry Review Additional 3 RapidArc Planning Primary 1 RapidArc Planning Additional 2 Interactive IMRT Planning 5 3D BrachyVision 1 Portal dosimetry package 1 Portal Dosimetry Dose Calculation Additional 3 Eclipse Base Integrated with Aria 1 Eclipse planner Desktop 5 Eclipse Physician Desktop 5 SmartSegmentation Knowledge Based Control 1 Scuros External Beam 1 HyperArc Planning 1 Proton Planning Package 1 Smart Segmentation Knowledge based contour 1

1.5.1.1 Equipment in this contract will be maintained to meet the original equipment manufacturer (OEM) specifications.

1.5.1.2 The Contractor shall comply with Federal, State, Local laws, and 21 Code of Federal Regulations as applicable to the performance of this contract.

1.5.1.3 The Contractor shall not accept instructions issued by any person employed by the U.S. Government, other than: the KO, the COR or authorized Medical Maintenance Shop personnel, all acting within the limits of their authority.

1.5.2.1 PREVENTIVE MAINTENANCE INSPECTIONS (PMIs). The Contractor will perform PMIs at least once a year or as necessary to maintain factory specifications.

1.5.2.2 PMIs will include system verification/calibration, alignments, and adjustments and/or parts replacements at no additional cost to the government.

1.5.2.3 INTEROPERABILITY UPGRADES MAINTENANCE. The contractor will maintain the functionality of existing interfaces that were originally created. The contractor will make all modifications and changes to existing and working interfaces that are required due to contractor software update or upgrade.

1.5.3 MANDATORY UPGRADES. The Contractor will perform all mandatory safety and reliability modifications for the equipment covered under this agreement.

1.5.4 SOFTWARE UPGRADE AND ASSOCIATED TRAINING. The Contractor will provide every major software upgrade release by installing the most recent production version of all the application software covered under this agreement.

1.5.4.1 Training required by the software upgrade will be provided in accordance with the Contractor’s Training & Technical Support (TTS) guidelines.

1.5.5 MAINTENANCE RELEASES/SERVICE PACKS AND ASSOCIATED TRAINING. ATAMMC is entitled to receive all maintenance releases (MR) and service packs (SP) release by the contractor for the covered equipment. Any training associated with optional MR/SP is covered under the contractor’s TTS guidelines.

1.5.6 ON-SITE EMERGENCY SUPPORT. The Contractor will provide emergency field service support for issues that cannot be resolve by telephone or through remote support at no additional cost to the government.

1.5.6.1 To qualify as an Emergency Service Event, ATAMMC Radiation Oncology supervisor must declare the equipment as “completely down” and cease all treatment. The equipment must be available to the Contractor for immediate service.

1.5.6.2 SEVERITY LEVELS AND RESPONSE TIMES. Severity Level 1 means an issue which prevents the performance of any mission critical program functions, and which cannot be circumvented or avoided on a temporary basis by customer. Severity Level 2 means an issue significantly impairs the performance of any mission critical program functions, and which cannot be circumvented or avoided on a temporary basis by customer. Severity Level 3 means an issue does not prevent or significantly impair the performance of any critical mission program functions, or where such prevention or impairment can be circumvented or avoided on a temporary basis by customer. Severity Level 4 means a low impact issue or documentation issue. The contractor shall respond to Severity Level 1 and 2 issues within thirty (30) minutes and Severity Level 3 and 4 issues by the next business day.

1.5.7 PARTS AND LABOR. The Contractor will provide all parts and labor necessary to keep the covered equipment functioning normally but excludes consumables and supply items. Refurbished replacement parts must conform to OEM specifications. Labor and travel expense are covered during normal business hours: Monday-Friday, 8:00 AM – 5:00 PM local time excluding Federal holidays.

1.5.8 HELP DESK SUPPORT TECHNICAL (HDST). The Contractor’s help desk specialists will provide technical support for products covered under this agreement. Support will be available by telephone or E-mail during business hours.

1.5.9 HELP DESK SUPPORT CLINICAL (HDSC). The Contractor’s help desk specialists will provide clinical support for products covered under this agreement. Support will be available by telephone or E-mail during business hours.

1.5.10 REMOTE ACCESS. The Contractor will provide remote diagnostics and support during business hours for service of a defect or an error that cannot be resolved by telephone or E-mail.

1.5.11 REFRESHER TRAINING, Eclipse and Aria Systems: Annual refresher training will be provided in any year that a software upgrade is not released. The contractor will provide refresher training via the internet, through multi-media, or on-site, as specified by the contractor.

1.5.12 ECLIPSE COMPUTER HW COMPATABILITY PROTECTION. If the contractor provided Eclipse computer hardware, operating systems, monitors, and network devices do not meet the minimum hardware and operating system specifications required for the pending Eclipse software upgrade, the contractor will upgrade or replace the computer, so it meets the required specifications.

1.5.13 CONTRACTOR REPORTING REQUIREMENTS. During normal business hours, the Contractor will check-in with the hospital’s helpdesk located in Oaks building on the first floor upon arrival at ATAMMC and before departure.

1.5.14 SERVICE EXCLUSIONS. Repairs necessitated by abuse, neglect, vandalism, (by other than contractor personnel) Acts of God, fire or water shall be the subject to separate purchase orders, authorized by the Contracting Officer and will not be performed under this contract.

1.6 PERIOD OF PERFORMANCE. Base Year: 15 Mar 2026 – 14 Mar 2027 Option Year 1: 15 Mar 2027 – 14 Mar 2028 Option Year 2: 15 Mar 2028 – 14 Mar 2029

1.7 PLACE/HOURS OF PERFORMANCE/NORMAL BUSINESS HOURS. The place of performance is located at ATAMMC, 9300 DeWitt Loop, Fort Belvoir, VA 22060. Contract providers shall perform repair and scheduled maintenance services Monday – Friday, between 8:00 AM and 5:00 PM EST, excluding Federal holidays.

1.8 HOLIDAYS. The following Federal holidays are observed by ATAMMC:

New Year’s Day, January 1st Martin Luther King’s Birthday, 3rd Monday in January President’s Day, 3rd Monday in February Memorial Day, Last Monday in May Juneteenth National Independence Day, June 19th Independence Day, July 4th Labor Day, 1st Monday in September Columbus Day, 2nd Monday in October Veteran’s Day, November 11th Thanksgiving Day, 4th Thursday in November Christmas Day, December 25th NOTE: Any of the above holidays falling on a Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday. Any holiday that is declared by Presidential Executive Order shall be observed in the same manner as the holidays listed above. If the area in which a contract employee is scheduled to work is closed due to the holiday and the employee is not required to report in, payment will not be made for those hours. Closures of the installation due to inclement weather or other such acts of God shall be handled in the same manner.

1.9 QUALITY CONTROL. The government shall evaluate the contractor’s performance in accordance with the quality improvement/assessment procedures established by the facility and in accordance with Attachment #1, Performance Requirement Summary. This plan is primarily focused on what the government must do to ensure that the contractor has performed in accordance with performance standards.

1.10 CONTRACTOR PROVIDED SERVICES.

1.10.1 The Contractor shall furnish all personnel and services to comply with the requirements of this contract.

1.10.2 POINT OF CONTACT. Upon award, the Contractor shall designate, in writing, and provide to the COR and Contracting Officer, the name and telephone number of the point of contact for all actions on this requirement.

1.11 INVOICES. The Contractors must submit payment request using Wide Area Workflow-Receipt and Acceptance (WAWF-RA) at https://cac.piee.eb.mil/. All payments must go through WAWF.

2.0 DEFINITIONS/ACRONYMS.

· CONTRACTING OFFICER (KO): A person with the authority to enter, administer, and/or terminate contracts and make related determinations and findings on contracts.

· CONTRACTING OFFICER’S REPRESENTATIVE (COR): A Government employee, appointed in writing and within the limits of authority as delegated by the contracting officer, authorized to act as his representative in monitoring a contract.

· ATAMMC: Hospital where the equipment is located.

· MILITARY TIME is on a 24-hour clock, i.e.

8:00 a.m. 0800 9:10 a.m. 0910 Noon 1200 8:00 p.m. 2000 Midnight 2400 12:01 a.m. 0001

· MILITARY DATES are written by placing the day of the month, followed by the first three letters of the month, followed by the last two digits of the year, i.e., September 2, 2001 - 02 Sep 01 November 10, 2004 - 10 Nov 04 May 1, 2005 - 01 May 05

· MILITARY TREATMENT FACILITIES: A military hospital or clinic.

· QUALITY ASSESSMENT AND IMPROVEMENT (QA&I): An ongoing program designed to objectively and systematically monitor and evaluate the quality and appropriateness of patient care, to pursue opportunities to improve patient care, and to resolve identified problems.

· QUALITY CONTROL: Those actions taken by the Contractor to control and ensure that performance of duties meet the requirements of the contract.

· TRAINING HOLIDAYS. Training holidays are days designated by the hospital director either the workday preceding or following a legal public holiday. The number of training holidays may vary from year to year.

3.0 APPLICABLE TECHNICAL ORDERS, MANUALS, REGULATIONS, DIRECTIVES AND FORMS. All applicable directives and publications {advisory or mandatory}, and supplements or amendments to these directives and publications will be current when furnished to the Contractor. Directives will be available to Contractor upon request.

3.1.1 Publications and forms not on the websites can be obtained from the MTF.

3.1.2 The Contractor is required to follow all mandatory documents to the extent they apply to this contract. Any such changes to mandatory publications that cause a change in the scope of performance will not be implemented by the Contractor until the Contracting Officer issues a modification in writing.

4.0 ATTACHMENTS.

ATTACHMENT 1

PERFORMANCE REQUIREMENT SUMMARY

The Government will measure the Contractor’s performance under the performance objectives listed in the following table by applying the corresponding performance standards and acceptable performance quality levels.

Performance Outcomes PWS Paragraph Acceptable Performance Level Monitoring Method Response Time

1.5.6.2 w/in 30 minutes or by the next business day depending on the severity level Data input from Government and contractor Preventive Maintenance Inspections 1.5.2.1 Once a year Data input from Government and contractor Refresher Training

1.5.11 Once a year Data input from Government and contractor

ATTACHMENT #2 QUALITY ASSURANCE SURVEILLANCE PLAN

1. Performance Standards.

The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL).

Performance Outcomes PWS Paragraph Acceptable Performance Level Monitoring Method REMEDIES Response Time 1.5.6.2 w/in 30 minutes or by the next business day depending on the severity level Data input from Government and contractor Document in CPARS Preventive Maintenance Inspections 1.5.2.1 Once a year Data input from Government and contractor Document in CPARS Refresher Training

1.5.11 Once a year Data input from Government and contractor Document in CPARS

2. PERFORMANCE RATINGS.

The Government will rate past performance using the following performance standards.

Exceptional: Performance significantly exceeds contract requirements to the Government’s benefit.

Satisfactory: Performance meets contractual requirements.

Unsatisfactory: Performance does not meet contractual requirements.

Other performance evaluation factors that will be monitored and documented in the Contractor’s performance records but cannot be quantified by numerical measurements:

Contractor providing personnel exceeding the minimum qualification standards.

Performance above or below the standard, for above factors, will be documented in the Contractor’s Performance Assessment Reporting System (CPARS) for the reporting