Attach 01 SOW MiPACS.docx

Statement of Work

Corporal Michael J. Crescenz VA Philadelphia Medical Center (PHIVAMC)

SCOPE OF WORK AND GENERAL SPECIFICATIONS FOR DENTAL MIPACS SOFTWARE AND HARDWARE UPGRADE

1. Background The Dental Picture Archiving Communication System (PACS) used at the VA Philadelphia Medical Center securely stores and digitally transmits electronic images and clinically relevant reports. This server-based system acts as a repository for 2D intraoral and 3D panoramic images. The use of PACS eliminates manual filing, storage, retrieving and sending of Personal Health Information (PHI). The current Medicor MiPACS server and viewing stations are beyond hardware End of Life (EOL) and operating system End of Support (EOS). Per DUSHOM memo published February 2020, VA Medical Centers are required to upgrade any medical systems running EOS operating systems to supported versions to protect veteran health information.

2. Project Scope

This procurement covers both a hardware and software upgrade of the currently utilized MiPACS system. Contractor is responsible for the installation, verification, configuration and any data migration for this system to function in accordance with Original Equipment Manufacturer (OEM) requirements. Additionally, all labor, shipping and necessary training are included. This covers the following current system components:

1. Dell Power Edge Server T420

2. 5 Dell T1700-MT Computers

a. Compatibility

The requirements stated herein are brand specific due to the currently utilized system being Medicor MiPACS. All the necessary interfaces and licenses exist for full system functionality and all existing intraoral and panoramic modalities are compatible with this brand. Clinical staff are already well-versed on the current configuration; therefore, this future software update will have minimal workflow impacts. Additionally, the MiPACS Dental Enterprise Viewing software is TRM approved for installation on already existing OI&T maintained workstations. While the inclusion of workstations is required hardware, these workstations are required for 3D viewing only, any standard workstation can support 2D viewing capabilities which are utilized throughout Dental.

b. Technical Specifications

· (1) PowerEdge R350 Dell or better for all the specifications listed below:

· Processor: Intel Xeon E-2236 3.4 GHz, 12M cache, 6C/12T, turbo (80W)

· RAM: (2) 16GB UDIMM, 3200MT/s, ECC

· RAID/Internal Storage Controller: PERC H330

· Storage: (5) 1.2TB 10K RPM SAS 12Gbps 512n 2.5in Hot-plug Hard Drive

· Optical Drive: DVD-ROM

· Power Supply: Redundant 350W

· Operating System: Windows Server 2019 Standard Edition (product key included)

· SQL 2019 Standard Edition (2 core license) included

· Includes all other necessary server accessories for system functionality.

· MiPACS Storage Server Manager software version 3.0 or better (newest and approved version must be provided)

· (10) 3D PACS Workstations Dell OptiPlex 7090 Small Form Factor (all requirements below must meet or exceed)

· Processor: 10th Generation Intel Core i5

· RAM: 16 GB, 1x16GB, DDR4 non-ECC Memory

· Storage: M.2 256GB PCIe NVMe Class 35 Solid State Drive

· Graphics: NVIDIA GeForce GT730, 2GB, LP(DP/DP)

· Optical Drive: 8x DVD+/-RW9.5mm Optical Disk Drive

· Operating System: Windows 10 Pro 64-bit English (upgradable product key)

· Monitor: Dell UltraSharp 24 Monitor – U2419H

· Includes all other necessary computer accessories for workstation to function (i.e., mouse, keyboard).

· MiPACS Enterprise Viewer software version 4.3 or better (must be current TRM approved software version)

2. Installation Requirements Installation, configuration, testing, data migration, training (both clinical and IT) and Go-Live will be completed by the Contractor. Upon contract award, the Contractor must provide a project manager point of contact for contract kick-off to the Contracting Officer Representative. The Contractor will work with Biomedical Engineering staff to provide any additional documentation required and coordinate the necessary tasks for deployment of the new hardware. Install staff providing labor required for on-site installation shall be included under the terms and conditions of this contract and must be OEM trained.

3. Labor All necessary labor must be included which includes both during business hours or after to minimize patient impact and delivery of care. Scheduling will be discussed with the Biomedical Engineering representative and coordinated with the Clinical end users.

4. Warranty

All equipment procured under this contract will have a minimum three-year warranty for all parts and associated fees (i.e., labor and shipping). Contractor may provide optional add-ons for extended coverage as desired.

5. Delivery Location Attn: Biomed – Nicole Salerno VA Philadelphia Medical Center 3900 Woodland Ave Philadelphia, PA 19104

Prior to delivery, Contractor shall verify shipment with the designated Contracting Officer Representative. Once confirmed, tracking information, quantity and estimated arrival shall be provided.

The Contractor must comply and provide all necessary verification and information to the VAMC. Otherwise, the delivery may be refused and require redelivery at no additional cost to the government.

6. Delivery Coordination

Normal business hours for acceptance of deliveries are 8:00am-3:30pm, Monday thru Friday excluding Federal Holidays. Deliveries must be coordinated in advance with COR once a ship date is established. The COR, Biomedical Engineering and/or Logistics Representative shall be the only VA entity signing for freight received on this requirement. The VA-issued purchase order number must be included in the packing slip. All items included in the requirement shall be shipped and delivered to site at same time. If deliveries must be broken into several shipments due to size, this must be coordinated in advance with the COR. Failure the coordinate shipment with COR, may result in failure to deliver on site and cause re-scheduling of delivery/freight at no charge to the government. The packing slip must include the VA-issued purchase order number

7. Additional Charges

There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts or installation.

8. Packaging Waste Management

Contractor shall remove packaging materials and all shipping debris from site and dispose of at appropriate recycling facilities. Contractor shall collect and separate for disposal all paper, plastic, polystyrene, corrugated cardboard, packaging material in appropriate bins for recycling on site if available. Contract shall fold metal and plastic banding, flatten and place in designated areas for trash.

9. Influenza Vaccination

VA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Health care personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. This requirement is extended to all Contractor personnel with potential to come into minimal contact (passing in the corridor) with any patients, visitors, or staff members at VHAPHI.

Those individuals unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center.

It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation:

Documentation of vaccination, e.g., signed record of immunization from a health care provider or pharmacy, or a copy of medical records documenting the vaccination.

Completed Health Care Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine.

The contractor is required to submit annual certification in the form of a memorandum to the Contracting Officer’s Representative (COR) that all contract staff performing services at VA facilities is in compliance with VHA Directive 1192.

10. Tuberculosis Prevention

Standard Personnel Testing (PPD, etc.): Contractor shall provide proof of the following tests for personnel within five (5) calendar days after contract award and prior to the first duty shift to the COR and Contracting Officer. Tests shall be current within the past year.

TUBERCULOSIS TESTING: Contractor shall provide proof of a negative reaction to PPD testing for all contract personnel. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results. The PPD test shall be repeated annually.

RUBELLA TESTING: Contractor shall provide proof of immunization for all contract personnel for measles, mumps, rubella or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization shall be administered with follow-up documentation to the COR.

Please provide a signed memo stating that:

(number of assigned Key Personnel) assigned to VA Contract #___________ have tested negative for tuberculosis within the past 365 days.

(number of assigned Key Personnel) assigned to VA Contract #___________ have been immunized for measles, mumps, rubella or a rubella titer of 1.8 or greater.

11. COVID-19: Coronavirus Disease Vaccination Program:

VHA Directive 1193 requires all health care personnel (HCP) to participate in the coronavirus disease vaccination program and outlines the key implementation steps. Healthcare personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. Those HCP unable or unwilling to be vaccinated are required to wear a face mask. Masks are available at entrances throughout the medical center.

It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1193. The contractor shall maintain the following documentation:

Documentation of vaccination, e.g., signed record of immunization from a healthcare provider or pharmacy, or a copy of medical records documenting the vaccination.

Completed VA Form 10-263 if unwilling or unable to receive the vaccine.

The contractor is required to submit annual certification to the Contracting Officer’s Representative (COR) or designee that all contract staff performing services at VA facilities are in compliance with the VHA Directive 1193.

12. Confidentiality and Nondisclosure

It is agreed that:

1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

13. Identification, Parking, Smoking, Cellular Phone Use and VA Regulations

1. The contractor's FSE shall wear visible identification at all times while on the premises of VAPHI. Identification shall include, as a minimum, the employee’s name, position, and the contractor’s trade name.

2. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. VAPHI will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

3. Smoking is prohibited inside any buildings and on premise at VAPHI. This covers all smoking and tobacco products, including but not limited to:

a. Cigarettes

b. Cigars

c. Pipes

d. Any other combustion of tobacco

e. Electronic nicotine delivery systems (ENDS), including but not limited to electronic or e-cigarettes, vape pens, or e-cigars.

f. Chewing tobacco

4. Cellular phones and two-way radios are not to be used within six feet of any medical equipment.

5. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.

14. Contractor Personnel Security Requirements

Contractor may not have access to the VA network or any VA sensitive information under this contract.

Contractor owned computer equipment including laptops are not permitted to be connected to the VA network. Any removable storage device used in medical equipment must be scanned by Biomed or OIT.

The following language from VA Handbook 6500.6 is required in this contract:

1. Appendix C: Paragraphs #3a, #5h, #6a, #7a, #7d, #9(all)

All Contractors must receive Privacy training annually using one of the following methods:

1. Complete “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information” training by using VA’s TMS system (https://www.tms.va.gov/). Contractors may use the TMS Managed Self Enrollment method to complete the training in TMS. The COR must ensure that all contractors are validated in the PIH domain.

2. Complete the hard copy version of “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information”. Signed training documents must be submitted to the COR.