Award - GS-07F-187GA 36C10B25F0234.pdf

PAGE 1 OF 57 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

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

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL

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

596-25-3-114-0056

September 5, 2025 36C10B25F0234

Jamie Valentine; jamie.valentine@va.gov 848-377-5091

Department of Veterans Affairs Technology Acquisition Center 23 Christopher Way Eatontown, NJ 07724

513210

$47 Million

X

N/A

X

See Delivery Schedule

GOVERNMENT MARKETING AND PROCUREMENT, LLC

13350 RANCH ROAD 12

WIMBERLEY, TX 78676

E3W3M92ASRQ5

Financial Services Center

PO BOX 149971

Austin, TX 78714-8971

Title: QGenda On-call Scheduling Software-as-a-Service Subscription Licenses

Points of Contact:

Jamie Valentine 848-377-5091 / Jamie.Valentine@va.gov Contract Specialist

Meghan McCloskey 848-377-5151 / Meghan.McCloskey@va.gov Contracting Officer

Bryan Hobson 859-233-4511 / Bryan.Hobson@va.gov Contracting Officer’s Representative Invoice Representative

$85,353.76

596-3650160-114-824100-2555 010024160

Meghan McCloskey, Contracting Officer

GS-07F-187GA

GS-07F-187GA 36C10B25F0234

CONTINUATION PAGE

1. This Delivery Order (DO), 36C10B25F0234, titled, “QGenda On-call Scheduling Software-as-a-Service Subscription Licenses” is issued on a Firm-Fixed Price (FFP) basis, in accordance with the terms and conditions of the General Services Administration (GSA) Multiple Award Schedule (MAS) contract GS-07F-187GA and any modifications thereto.

2. All work shall be performed in accordance with the Product Description (PD), titled, “QGenda On-call Scheduling Software-as-a-Service Subscription Licenses” version 1.2, dated August 4, 2025 as set forth in Section B.5.

3. The DO Period of Performance is as follows:

Base Period: September 5, 2025 through September 4, 2026 Option Period One: September 5, 2026 through September 4, 2027 Option Period Two: September 5, 2027 through September 4, 2028 Option Period Three: September 5, 2028 through September 4, 2029 Option Period Four: September 5, 2029 through September 4, 2030

4. The current completion date for this DO is September 4, 2026. The estimated ultimate completion date is September 4, 2030.

5. The total FFP value of this DO is $347,387.93 and is broken down as follows:

Base Period: (Funded) $ 85,353.76 Option Period One: (Unfunded) $ 60,795.00 Option Period Two: (Unfunded) $ 63,834.75 Option Period Three: (Unfunded) $ 67,026.97 Option Period Four: (Unfunded) $ 70,377.45 Total: $ 347,387.93

6. Funds in the amount of $85,353.76 have been obligated to fully fund the base period of the

DO.

7. IFCAP Purchase Order Number for billing purposes: 596-C50223.

8. The Contracting Officer’s Representative (COR) for this contract is:

Name: Bryan Hobson Email: Bryan.Hobson@va.gov Phone: 859-233-4511

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 GOVERNING LAW

B.2 SOFTWARE LICENSE, MAINTENANCE AND TECHNICAL SUPPORT

B.3 CONTRACT ADMINISTRATION DATA

B.4 PRICE SCHEDULE

B.5 PRODUCT DESCRIPTION

SECTION C - CONTRACT CLAUSES

C.1 FEDERAL SUPPLY SCHEDULE (FSS) REQUEST FOR QUOTE (RFQ)

INTRODUCTORY LANGUAGE

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

C.3 FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR

2000)

C.4 FAR 52.227-19 COMMERCIAL COMPUTER SOFTWARE LICENSE (DEC 2007)

C.5 VAAR 852.204-71 INFORMATION AND INFORMATION SYSTEMS

SECURITY (FEB 2023)

C.6 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.7 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING –

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN

2023) (DEVIATION)

C.8 VAAR 852.239-76 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY (FEB 2023)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 GOVERNING LAW

Federal law and regulations, including the Federal Acquisition Regulations (FAR), shall govern this Contract/Order. Commercial license agreements may be made a part of this Contract/Order but only if both parties expressly make them an addendum hereto, as permitted by FAR 12.212.

If the commercial license agreement is not made an addendum, it shall not apply, govern, be a part of or have any effect whatsoever on the Contract/Order; this includes, but is not limited to, any agreement embedded in the computer software (clickwrap), any agreement that is otherwise delivered with or provided to the Government with the commercial computer software or documentation (shrink-wrap), or any other license agreement otherwise referred to in any document. If a commercial license agreement is made an addendum, only those provisions addressing data rights regarding the Government’s use, duplication and disclosure of data (e.g., restricted computer software) are included and made a part of this Contract/Order, and only to the extent that those provisions are not duplicative or inconsistent with Federal law, Federal regulation, the incorporated FAR clauses and the provisions of this Contract/Order; those provisions in the commercial license agreement that do not address data rights regarding the Government’s use, duplication and disclosure of data shall not be included or made a part of the Contract/Order. Federal law and regulation including, without limitation, the Contract Disputes Act (41 U.S.C. § 7101 et seq.), the Anti-Deficiency Act (31 U.S.C. § 1341 et seq.), the Competition in Contracting Act (41 U.S.C. § 3301 et seq.), the Prompt Payment Act (31 U.S.C. § 3901 et seq.), Contracts for Data Processing or Maintenance (38 USC § 5725), and FAR clauses 52.212-4, 52.227-14, 52.227-19 shall supersede, control, and render ineffective any inconsistent, conflicting, or duplicative provision in any commercial license agreement. In the event of conflict between this clause and any provision in the Contract/Order or the commercial license agreement or elsewhere, the terms of this clause shall prevail. The Contractor shall deliver to the Government all data first produced under this Contract/Order with unlimited rights as defined by FAR 52.227-14. Claims of patent or copyright infringement brought against the Government as a party shall be defended by the U.S. Department of Justice (DOJ) in accordance with 28 U.S.C.

§ 516; at the discretion of DOJ, the Contractor may be allowed reasonable participation in the defense of the litigation. Any additional changes to the Contract/Order must be made by modification (Standard Form 30) and shall only be made by a warranted Contracting Officer.

Nothing in this Contract/Order or any commercial license agreement shall be construed as a waiver of sovereign immunity.

B.2 SOFTWARE LICENSE, MAINTENANCE AND TECHNICAL SUPPORT

(1). Definitions.

a) Licensee. The term “licensee” shall mean the U.S. Department of

Veterans Affairs (“VA”) and is synonymous with “Government.”

b) Licensor. The term “licensor” shall mean the Contractor having the necessary license or ownership rights to deliver license, software maintenance and support of the computer software being acquired. The term “Contractor” is the party identified in Block 17a on the SF1449. If the Contractor is a reseller and not the Licensor, the Contractor remains responsible for performance under this Contract/Order.

c) Software. The term “software” shall mean the licensed computer software product(s) cited in the Schedule of Supplies/Services.

d) Maintenance. The term “maintenance” is the process of enhancing and optimizing software, as well as remedying defects. It shall include all new fixes, patches, releases, updates, versions and upgrades, as further defined below.

e) Technical Support. The term “technical support” refers to the range of services providing assistance for the software via the telephone, email, a website or otherwise.

f) Release or Update. The term “release” or “update” are terms that refer to a revision of software that contains defect corrections, minor enhancements, or improvements of the software’s functionality. This is usually designated by a change in the number to the right of the decimal point (e.g., from Version 5.3 to 5.4). An example of an update is the addition of new hardware.

g) Version or Upgrade. The term “version” or “upgrade” are terms that refer to a revision of software that contains new or improved functionality.

This is usually designated by a change in the number to the left of the decimal point (e.g., from Version 5.4 to 6).

(2). Software License.

a) Unless otherwise stated in the Schedule of Supplies/Services, the Performance Work Statement or Product Description, the software license provided to the Government is a perpetual, nonexclusive license to use the software.

b) The Government may use the software in a networked environment.

c) Any dispute regarding the license grant or usage limitations shall be resolved in accordance with the Disputes Clause incorporated in FAR 52.212-4(d).

d) All limitations of software usage are expressly stated in the Schedule of Supplies/Services and the Performance Work Statement/Product Description.

(3). Software Maintenance and/or Technical Support.

a) If the Government desires to continue software maintenance and support beyond the period of performance identified in this Contract/Order, the Government will issue a separate contract or order for maintenance and support. Conversely, if a contract or order for continuing software maintenance and technical support is not received, the Contractor is neither authorized nor permitted to renew any of the previously furnished services.

b) The Contractor shall provide software support services, which includes periodic updates, enhancements and corrections to the software, and reasonable technical support, all of which are customarily provided by the Contractor to its commercial customers to cause the software to perform according to its specifications, documentation or demonstrated claims.

c) Any telephone support provided by Contractor shall be at no additional cost.

d) The Contractor shall provide all maintenance services in a timely manner in accordance with the Contractor’s customary practice or as defined in the Performance Work Statement or Product Description. However, prolonged delay (exceeding two business days) in resolving software problems will be noted in the Government’s various past performance records on the Contractor (e.g., www.cpars.gov).

e) If the Government allows the maintenance and support to lapse and subsequently wishes to reinstate it, any reinstatement fee charged shall not exceed the amounts that would have been charged if the Government had not allowed the subscription to lapse.

(4). Disabling Software Code.

The Government requires delivery of computer software that does not contain any code that will, upon the occurrence or the nonoccurrence of any event, disable the software. Such code includes but is not limited to a computer virus, restrictive key, node lock, time-out, or other function, whether implemented by electronic, mechanical, or other means, which limits or hinders the use or access to any computer software based on residency on a specific hardware configuration, frequency of duration of use, or other limiting criteria. If any such disabling code is present, the Contractor agrees to indemnify the Government for all damages suffered as a result of a disabling caused by such code, and the contractor agrees to remove such code upon the Government’s request at no extra cost to the Government. Inability of the Contractor to remove the disabling software code will be considered an inexcusable delay and a material breach of contract, and the Government may exercise its right to terminate for cause. In addition, the Government is permitted to remove the code as it deems appropriate and charge the Contractor for consideration for the time and effort expended in removing the code.

(5). Manuals and Publications.

Upon Government request, the Contractor shall furnish the most current version of the user manual and publications for all products/services provided under this Contract/Order at no cost.

B.3 CONTRACT ADMINISTRATION DATA

(Continuation from Standard Form 1449, block 18A)

1. Contract Administration: All contract administration matters will be handled by the following individuals:

CONTRACTOR: Government Marketing & Procurement, LLC 13350 Ranch Road 12 Wimberley, TX 78676 Contractor POC: Cassily Crumley / ccrumley@gmpgov.com

GOVERNMENT: Contracting Officer 36C10B, Meghan McCloskey

Technology Acquisition Center

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

3.INVOICES: Invoices shall be submitted in arrears:

Quarterly ☐

Semi-Annually ☐

Other ☒ Upon Government acceptance of deliverables in accordance with B.4, Price Schedule and in accordance with Section B.5, Product Description

4. GOVERNMENT INVOICE ADDRESS: All invoices from the contractor shall be submitted electronically in accordance with VA Acquisition Regulation (VAAR) Clause 852.232-72 Electronic Submission of Payment Requests.

5. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows: N/A

6. Purchase Order for Billing Purposes: 596-C50223

7. BTT ARM Approval: 195239

☒ 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or

☐ 52.232-36, Payment by Third Party

B.4 PRICE SCHEDULE

All deliverables will be destination inspection, acceptance, and F.O.B.

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

Electronic submission to: VA Project Manager, Contracting Officer, Contracting Officer’s Representative

BASE PERIOD

The Period of Performance shall be September 5, 2025 through September 4, 2026.

LINE

ITEM DESCRIPTION QTY UNIT UNIT

PRICE

TOTAL

PRICE

QGenda On-Call (Per Bed, One-Time Fee)

Part Number: 240-03523

Product Service Code (PSC): DA10

193 EA $100.00 $19,300.00

0001AA

3PAO Security Assessment Report in accordance with (IAW) PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

0001AB

Continuous Monitoring Monthly Scans IAW PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

0001AC

Plan of Action and Milestones Monthly Reports IAW PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

0001AD

Monthly Inventory Report IAW PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

QGenda On-Call (Per Bed, Annual Fee)

Part Number: 905-03523

PSC: DA10

193 EA $300.00 $57,900.00

QGenda Clinical Solutions Consultant in accordance with PD Section 1.2.

Part Number: N/A

PSC: DA10

72 EA $83.33 $5,999.76

Travel & Expenses (Not to Exceed, Billed per FTR)

Part Number: N/A

PSC: DA10

1 LO $2,154.00 $2,154.00

Total Base Period $85,353.76 Option Period One

This option period may be exercised in accordance with FAR 52.217-9, Option to Extend the Term of the Contract. Work shall not commence until, and unless, a formal modification is issued by the

Contracting Officer. If exercised, this option shall commence immediately after the expiration of the Base Period.

LINE

ITEM DESCRIPTION QTY UNIT UNIT

PRICE

TOTAL

PRICE

QGenda On-Call (Per Bed, Annual Fee)

Part Number: 905-03523

PSC: DA10

193 EA $315.00 $60,795.00

1001AA

3PAO Security Assessment Report IAW PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

1001AB

Continuous Monitoring Monthly Scans IAW PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

1001AC

Plan of Action and Milestones Monthly Reports IAW PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

1001AD

Monthly Inventory Report IAW PD Section 1.4.

1 LO NSP NSP

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

Total Option Period One $60,795.00 Option Period Two

This option period may be exercised in accordance with FAR 52.217-9, Option to Extend the Term of the Contract. Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. If exercised, this option shall commence immediately after the expiration of

Option Period One.

LINE

ITEM DESCRIPTION QTY UNIT UNIT

PRICE

TOTAL

PRICE

QGenda On-Call (Per Bed, Annual Fee)

Part Number: 905-03523

PSC: DA10

193 EA $330.75 $63,834.75

2001AA

3PAO Security Assessment Report in accordance IAW PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

2001AB

Continuous Monitoring Monthly Scans IAW PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

2001AC

Plan of Action and Milestones Monthly Reports IAW PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

2001AD

Monthly Inventory Report IAW PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

Total Option Period Two $63,834.75 Option Period Three

This option period may be exercised in accordance with FAR 52.217-9, Option to Extend the Term of the Contract. Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. If exercised, this option shall commence immediately after the expiration of

Option Period Two.

LINE

ITEM DESCRIPTION QTY UNIT UNIT

PRICE

TOTAL

PRICE

QGenda On-Call (Per Bed, Annual Fee)

Part Number: 905-03523

PSC: DA10

193 EA $347.29 $67,026.97

3001AA

3PAO Security Assessment Report IAW PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

3001AB

Continuous Monitoring Monthly Scans IAW PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

3001AC

Plan of Action and Milestones Monthly Reports IAW PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

3001AD

Monthly Inventory Report IAW PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

Total Option Period Three $67,026.97 Option Period Four

This option period may be exercised in accordance with FAR 52.217-9, Option to Extend the Term of the Contract. Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. If exercised, this option shall commence immediately after the expiration of

Option Period Three.

LINE

ITEM DESCRIPTION QTY UNIT UNIT

PRICE

TOTAL

PRICE

QGenda On-Call (Per Bed, Annual Fee)

Part Number: 905-03523

PSC: DA10

193 EA $364.65 $70,377.45

4001AA

3PAO Security Assessment Report IAW PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

4001AB

Continuous Monitoring Monthly Scans IAW PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

4001AC

Plan of Action and Milestones Monthly Reports IAW PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

4001AD

Monthly Inventory Report IAW PD Section 1.4.

Due as outlined by FedRAMP requirements. Updated as required throughout the life of the order.

1 LO NSP NSP

Total Option Period Four $70,377.45 Total Delivery Order $347,387.93

B.5 PRODUCT DESCRIPTION

PRODUCT DESCRIPTION (PD)

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration Lexington VA Health Care System

QGenda On-call Scheduling Software-as-a-Service Subscription Licenses

Date: August 4, 2025

VA-25-00082141

PD Version Number: 1.2

1.0 PRODUCT REQUIREMENTS

The Department of Veterans Affairs (VA) Veterans Health Administration, Veterans Integrated Service Network (VISN) 9 has a requirement for on-call scheduling Software as a Service (SaaS) subscription for brand name QGenda. These subscriptions are required for the 193-bed Lexington VA Health Care System (LVAHCS) and shall provide a comprehensive internet-based scheduling system that will serve the 24/7/365 requirements of staff personnel at the six

(6) medical facilities within VISN 9. A critical requirement for VA is the ability to support extensive scheduling foresight, accommodating monthly, quarterly, and annual planning timeframes. Furthermore, VA requires a scheduling system with automated notifications for significant changes, enabling prompt operational adjustments like electronic health record (EHR) updates for cancellations. A secure clinician scheduling system is required, which must include comprehensive accessibility, long-term planning capabilities, and seamless integration with the existing Vocera communication infrastructure to provide access for online accommodation of diverse scheduling rules and guidelines to create manual and automated schedules, customizable views, online requests, shift trades, work summaries, and productivity.

The Qgenda solution will also permit web-based messages to long-range pager networks and interface with third-party communication systems as needed.

Additionally, design and configuration services for the initial setup of the software shall be included.

The period of performance (PoP) shall be September 5, 2025 through September 4, 2026, with four (4) 12-month option periods.

BASE PERIOD

Item Description Part Number Quantity

1 QGenda On-Call (Per Bed, One-Time fee) 240-03523 193

2 QGenda On-Call (Per Bed, Annual fee) 905-03523 193

3 QGenda Clinical Solutions Consultant N/A 72 hours

4 Travel & Expenses (Not to Exceed, billed per

FTR)

N/A 1

OPTION PERIOD ONE

1 QGenda On-Call (Per Bed, Annual fee) 905-03523 193

OPTION PERIOD TWO

1 QGenda On-Call (Per Bed, Annual fee) 905-03523 193

OPTION PERIOD THREE

1 QGenda On-Call (Per Bed, Annual fee) 905-03523 193

OPTION PERIOD FOUR

1 QGenda On-Call (Per Bed, Annual fee) 905-03523 193

1.1 ACTIVATION

The Contractor shall activate the scheduling system within three (3) months of delivery order award. Activation shall be coordinated with Mr. Bryan Hobson at Bryan Hobson@va.gov.

1.2 QGENDA CLINICAL SOLUTIONS CONSULTANT

The Contractor shall provide design consultation services to facilitate project management, design, implementation, training support, integration support, and initial build of the QGenda application to meet the landing page specifications for the facility and each service as applicable.

The consultant shall also drive implementation of best practices with regards to standards, design, and workflows using the QGenda application. The consultant shall provide training to system administrators on advanced functionality during implementation. The consultant shall ensure that the configuration requirements are complete based on the facility’s needs. The consultant shall provide application support during go-live.

1.3 TRAVEL

The Government anticipates travel under this effort to perform the consultation services. Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.

The total number of trips in support of the consultation services for the implementation is one (1) trip that shall last for three (3) days. The location for the travel shall be to the Troy Bowling Campus located at the following address:

Lexington VA Health Care System 1101 Veterans Drive Lexington, KY 40502

Travel shall be in accordance with the Federal Travel Regulations (FTR) and requires advanced concurrence by the COR. Contractor travel within the local commuting area will not be reimbursed.

1.4 ASSESSMENT, AUTHORIZATION, AND CONTINUOUS MONITORING

1. The information system solution selected by the Contractor shall comply with the Federal

Information Security Management Act (FISMA) and have a current VA authorization.

2. The Contractor shall comply with FedRAMP requirements as mandated by Federal laws and policies, including making available any documentation, physical access, and logical access needed to support this requirement.

3. The FedRAMP Authorization level and existing VA ATO should be no less than the level required for this use case which has been defined as Low.

4. The Contractor shall, where applicable, assist with the VA ATO Sustainment Process to help maintain health and quality of agency authorization of the cloud service or migrated application.

5. The Contractor shall exclusively provide licenses and/or accounts to FedRAMP authorized and VA authorized environments.

6. The Contractor shall afford VA access to the Contractor’s and Cloud Service Provider’s (CSP) facilities, installations, technical capabilities, operations, documentation, records, and databases.

7. If new or unanticipated vulnerabilities are discovered by either VA or the Contractor, or if existing safeguards have ceased to function, the discoverer shall immediately bring the situation to the attention of the other party in accordance with Addendum B, VA Information and Information System Security/Privacy Language. VA Privacy and Security deliverables as directed by the VA System owner.

8. The Contractor shall comply with data management requirements.

9. Successful issuance of a VA ATO will be required before live VA data can be used in the system.

10. The Contractor shall participate in FedRAMP Continuous Monitoring activities as outlined by FedRAMP’s Continuous Monitoring Strategy Guide found on the FedRAMP Website.

11. The Contractor shall participate in monthly Agency and FedRAMP Sustainment meetings following the granting of a VA ATO.

12. The Contractor shall provide a monthly inventory report of VA sites currently utilizing the cloud product post ATO award. The inventory report will include the number of licenses being utilized and the specific VA site.

Deliverables:

A. 3PAO Security Assessment Report (SAR) B. Continuous Monitoring Monthly Scans C. Plan of Action and Milestones Monthly Reports.

D. Monthly Inventory Report

2.0 NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL

INFORMATION AND COMMUNICATION TECHNOLOGY (ICT)

PROCUREMENTS (SECTION 508)

On January 18, 2017, the Access Board issued a final rule that updated accessibility requirements covered by Section 508 and refreshed guidelines for telecommunications equipment subject to Section 255 of the Communications Act. The final rule went into effect on January 18, 2018.

The revisions and updates to the Section 508-based standards and Section 255-based guidelines are intended to ensure that information and communication technology (ICT) covered by the respective statutes is accessible to and usable by individuals with disabilities.

2.1 SECTION 508 – INFORMATION AND COMMUNICATION TECHNOLOGY

(ICT) STANDARDS

The Section 508 standards established by the Access Board are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure ICT. These standards are found in their entirety at: Revised 508 Standards and 255 Guidelines (access-board.gov). A single PDF file version of the Revised Section 508 Standards and 255 Guidelines will be supplied upon request or can be obtained from the Access Board website. Federal agencies must comply with the Rehabilitation Act of 1973, as amended.

The Contractor shall comply with “508 Chapter 2: Scoping Requirements” for all electronic ICT and content delivered under this contract. Specifically, as appropriate for the technology and its functionality, the Contractor shall comply with the technical standards marked here:

☒ E205 Electronic Content – (Accessibility Standard -WCAG 2.0 Level A and AA Guidelines)

☒ E204 Functional Performance Criteria ☒ E206 Hardware Requirements ☒ E207 Software Requirements ☒ E208 Support Documentation and Services Requirements

2.2 COMPATABILITY WITH ASSISTIVE TECHNOLOGY

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

2.3 ACCEPTANCE AND ACCEPTANCE TESTING

Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the Section 508 Chapter 2: Scoping Requirements standards identified above.

The Government reserves the right to test for Section 508 Compliance before delivery. The Contractor shall be able to demonstrate Section 508 Compliance upon delivery.

3.0 INFORMATION TECHNOLOGY USING SUSTAINABLE PRODUCTS AND

SERVICES

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 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, and products and services that meet EPA Recommendations of Specifications, Standards, and Ecolabels in effect as of October 2023 (e.g. Electronic Product Environmental Assessment Tool (EPEAT) registered products) in providing information technology products and/or services. The Green Procurement Compilation (GPC) website available at Green Procurement Compilation - GSA Sustainable Facilities Tool (sftool.gov) provides a comprehensive list of sustainable products and services and sustainable acquisition guidance.

The Contractor shall provide products that meet the definition of sustainable products and services if the products are delivered to the Government; furnished by the Contractor for use by the Government, incorporated into the construction of a public building or public work, or acquired by the Contractor for use in performing services under a Government contract where the cost of the products is a direct cost to a Government contract (versus costs which are normally applied to a contractor's general and administrative expenses or indirect costs).

Specifically, the Contractor shall provide sustainable products under this contract in accordance with FAR 52.223-23. The applicable products with their associated certification, designation, and/or ecolabel (e.g. Energy Star, FEMP, and/or EPEAT) are identified within the product specifications in this PD. The Contractor shall ensure proposed products meet the certification(s) / designation(s) / ecolabel(s) specified at the time of submission of proposals and at the time of award.

4.0 SHIPMENT OF SUBSCRIPTION

Ship To and Mark For: Electronic Delivery

Primary

Name: Bryan Hobson Address: 1101 Veterans Drive Voice: 859-233-4511 x3636 Email: Bryan.Hobson@va.gov

5.0 GENERAL REQUIREMENTS

5.1 VA TECHNICAL REFERENCE MODEL

The Contractor shall comply with the VA OIT Technical Reference Model (VA TRM).

Compliance with the VA TRM is achieved by using only technologies and standards that are listed as approved for use in the VA TRM. The Contractor shall provide all necessary information requested by VA to ensure TRM approval is obtained prior to use on VA’s network.

5.2 ZERO TRUST – VA CRITICAL SECURITY CONTROLS

VA has established minimum mandatory security requirements and requires that any network connected software system or service must meet the VA Critical Security Controls as outlined in the VA Memorandum, “VA Security Controls”, https://www.voa.va.gov/DocumentView.aspx?DocumentID=5010. VA Critical Security Controls identify the minimum mandatory requirements that must be implemented across all VA enterprise infrastructure, cloud computing environments, information systems, networks, and specialized devices (medical devices/systems, special-purpose systems, and research scientific computing devices) that process, store, and/or transmit VA data. Effective July 1, 2025, the Contractor shall implement these VA Critical Security Controls, within any network connected software system or service prior to being authorized for use in the VA. This functional requirement is not negotiable, and Plan of Action & Milestones (POAM) will not be accepted in the event these controls cannot be implemented for new systems. Critical Security Controls are intended to increase VA’s security posture and provide security and privacy risk visibility into the VA network and is not a new requirement. The Contractor’s failure to maintain these VA Critical Controls after implementation will result in VA discontinuing the use of the system.

5.3 SOCIAL SECURITY NUMBER (SSN) REDUCTION

The Contractor solution shall support the Social Security Number (SSN) Fraud Prevention Act (FPA) of 2017 which prohibits the inclusion of SSNs on any document sent by mail. The Contractor support shall also be performed in accordance with Section 240 of the Consolidated Appropriations Act (CAA) 2018, enacted March 23, 2018, which mandates VA to discontinue using SSNs to identify individuals in all VA information systems as the Primary Identifier. The Contractor shall ensure that any new IT solution discontinues the use of SSN as the Primary Identifier to replace the SSN with the Integrated Control Number (ICN) in all VA information systems for all individuals. The Contractor shall ensure that all Contractor delivered applications and systems integrate with the VA Master Person Index (MPI) for identity traits to include the use of the ICN as the Primary Identifier. The Contractor solution may only use a Social Security Number to identify an individual in an information system if and only if the use of such number is required to obtain information VA requires from an information system that is not under the jurisdiction of VA.

5.4 INTERNET PROTOCOL VERSION 6 (IPV6)

The Contractor solution shall support IPv6-Only based upon the memo issued by the Office of Management and Budget (OMB) on November 19, 2020 (https://www.whitehouse.gov/wp-content/uploads/2020/11/M-21-07.pdf). Which defines IPv6-only as the state of an operational system or service when IPv4 protocol functions (addressing, packet forwarding) are not in use.

The NIST USGv6 profile defines technical requirements for a product to be capable of operating in IPv6-Only environments. IPv6-Only technology, in accordance with the USGv6 Program ((https://www.nist.gov/programs-projects/usgv6-program/usgv6-revision-1), NIST Special Publication (SP) 500-267B Revision 1 “USGv6 Profile” (https://doi.org/10.6028/NIST.SP.500- 267Br1), and NIST SP 800-119 “Guidelines for the Secure Deployment of IPv6” (https://doi.org/10.6028/NIST.SP.800-119), compliance shall be included in all IT infrastructures, application designs, application development, operational systems and sub-systems, and their integration. In addition to the above requirements, all devices, applications, and systems shall support all applicable functionality on native IPv6-Only as well as dual stack (IPv6 / IPv4) connectivity without additional memory or other resources being provided by the Government, so that they can function in a mixed environment. All public/external facing servers and services (e.g., web, email, DNS, ISP services, etc.) shall support native IPv6-Only and dual stack (IPv6 / IPv4) users and all internal infrastructure and applications shall support using native IPv6-Only and dual stack (IPv6 / IPv4) for all functionality and operations.

5.5 SOFTWARE AND LICENSING REQUIREMENTS

The Contractor shall be responsible for the provision of all software licenses and any associated licensing maintenance required for any development, delivery, integration, operation, and/or maintenance associated with its proposed application(s), software products, software solution, and/or system including, but not limited to, any and all application(s), software and/or software products that comprise, are a part of, or integrate with the Contractor’s proposed application(s), software products, software solution, and/or system for the life of any resulting contract.

5.6 TRUSTED INTERNET CONNECTION (TIC)

The Contractor solution shall meet the requirements outlined in Office of Management and Budget Memorandum M-19-26, “Update to the Trusted Internet Connections (TIC) Initiative“

(https://www.whitehouse.gov/wp-content/uploads/2019/09/M-19-26.pdf), VA Directive 6513 “Secure External Connections”, and shall comply with the TIC 3.0 Core Guidance Documents, including all Volumes and TIC Use Cases, found at the Cybersecurity & Infrastructure Security Agency (CISA) (https://www.cisa.gov/publication/tic-30-core-guidance-documents.)

6.0 POINTS OF CONTACT

VA Program Manager Name: Bryan Hobson Address: 1101 Veterans Drive, Lexington, KY 40502 Voice: 859-233-4511 x3636 Email: Bryan.Hobson@va.gov

Contracting Officer’s Representative Name: Bryan Hobson Address: 1101 Veterans Drive, Lexington, KY 40502 Voice: 859-233-4511 x3636 Email: Bryan.Hobson@va.gov

Contracting Officer Name: Meghan McCloskey Address: 23 Christopher Way, Eatontown, NJ 07724 Voice: 848-377-5151 Email: Meghan.McCloskey@va.gov

Contract Specialist Name: Jamie Valentine Address: 23 Christopher Way, Eatontown, NJ 07724 Voice: 848-377-5091 Email: Jamie.Valentine@va.gov

7.0 INFORMATION SECURITY CONSIDERATIONS

All VA sensitive information shall be protected at all times in accordance with local security field office System Security Plans (SSP’s) and Authority to Operate (ATO)’s for all systems/LAN’s accessed while performing the tasks detailed in this Product Description.

ADDENDUM B – VA INFORMATION AND INFORMATION SYSTEM SECURITY/

PRIVACY LANGUAGE

NOTE: In the event of a conflict, VAAR Security Clauses take precedence over the language in this Addendum B.

APPLICABLE SECTIONS FROM: VA NOTICE 24-12, APRIL 22, 2024, UPDATE TO VA

HANDBOOK 6500.6, CONTRACT SECURITY, APPENDIX C VA INFORMATION AND

INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE, FOR INCLUSION INTO

CONTRACTS, AS APPROPRIATE

B1. GENERAL

This entire section applies to all acquisitions requiring any Information Security and Privacy language. Contractors, contractor personnel, Subcontractors and subcontractor personnel will be subject to the same federal laws, regulations, standards, VA directives and handbooks, as VA personnel regarding information and information system security and privacy.

B2. VA INFORMATION CUSTODIAL LANGUAGE

a. The Government shall receive unlimited rights to data/intellectual property first produced and delivered in the performance of this contract or order (hereinafter “contract”) unless expressly stated otherwise in this contract. This includes all rights to source code and all documentation created in support thereof. The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General. The primary clause used to define computer software license (not data/intellectual property first produced under this Contractor or order) is FAR 52.227-19, Commercial Computer Software License.

b. Information made available to the Contractor by VA for the performance or administration of this contract will be used only for the purposes specified in the service agreement, SOW, PWS, PD, and/or contract. The Contractor shall not use VA information in any other manner without prior written approval from a VA Contracting Officer (CO). The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General.

c. VA information will not be co-mingled with any other data on the Contractor’s information systems or media storage systems. The Contractor shall ensure compliance with Federal and VA requirements related to data protection, data encryption, physical data segregation, logical data segregation, classification requirements and media sanitization.

d. VA reserves the right to conduct scheduled or unscheduled audits, assessments, or investigations of Contractor Information Technology (IT) resources to ensure information security is compliant with Federal and VA requirements. The Contractor shall provide all necessary access to records (including electronic and documentary materials related to the contracts and subcontracts) and support (including access to Contractor and Subcontractor staff associated with the contract) to VA, VA's Office Inspector General (OIG), and/or Government Accountability Office (GAO) staff during periodic control assessments, audits, or investigations.

e. The Contractor may only use VA information within the terms of the contract and applicable Federal law, regulations, and VA policies. If new Federal information security laws, regulations or VA policies become applicable after execution of the contract, the parties agree to negotiate contract modification and adjustment necessary to implement the new laws, regulations, and/or policies.

f. The Contractor shall not make copies of VA information except as specifically authorized and necessary to perform the terms of the contract. If copies are made for restoration purposes, after the restoration is complete, the copies shall be destroyed in accordance with VA Directive 6500, VA Cybersecurity Program and VA Information Security Knowledge Service.

g. If a Veterans Health Administration (VHA) contract is terminated for default or cause with a business associate, the related local Business Associate Agreement (BAA) shall also be terminated and actions taken in accordance with VHA Directive 1605.05, Business Associate Agreements. If there is an executed national BAA associated with the contract, VA will determine what actions are appropriate and notify the contractor.

h. The Contractor shall store and transmit VA sensitive information in an encrypted form, using VA-approved encryption tools which are, at a minimum, Federal Information Processing Standards (FIPS) 140-2, Security Requirements for Cryptographic Modules (or its successor) validated and in conformance with VA Information Security Knowledge Service requirements. The Contractor shall transmit VA sensitive information using VA approved Transport Layer Security (TLS) configured with FIPS based cipher suites in conformance with National Institute of Standards and Technology (NIST) 800- 52, Guidelines for the Selection, Configuration and Use of Transport Layer Security (TLS) Implementations.

i. The Contractor’s firewall and web services security controls, as applicable, shall meet or exceed VA’s minimum requirements.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the Contractor may use and disclose VA information only in two situations: (i) in response to a qualifying order of a court of competent jurisdiction after notification to VA CO (ii) with written approval from the VA CO. The Contractor shall refer all requests for, demands for production of or inquiries about, VA information and information systems to the VA CO for response.

k. Notwithstanding the provision above, the Contractor shall not release VA records protected by Title 38 U.S.C. § 5705, Confidentiality of medical quality-assurance records and/or Title 38 U.S.C. § 7332, Confidentiality of certain medical records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse or infection with Human Immunodeficiency Virus (HIV). If the Contractor is in receipt of a court order or other requests for the above-mentioned information, the Contractor shall immediately refer such court order or other requests to the VA CO for response.

l. Information made available to the Contractor by VA for the performance or administration of this contract or information developed by the Contractor in performance or administration of the contract will be protected and secured in accordance with VA Directive 6500 and Identity and Access Management (IAM) Security processes specified in the VA Information Security Knowledge Service.

m. Any data destruction done on behalf of VA by a Contractor shall be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management, VA Handbook 6300.1, Records Management Procedures, and applicable VA Records Control Schedules.

n. The Contractor shall provide its plan for destruction of all VA data in its possession according to VA Directive 6500 and NIST 800-88, Guidelines for Media Sanitization prior to termination or completion of this contract. If directed by the COR/CO, the Contractor shall return all Federal Records to VA for disposition.

o. Any media, such as paper, magnetic tape, magnetic disks, solid state devices or optical discs that is used to store, process, or access VA information that cannot be destroyed shall be returned to VA. The Contractor shall hold the appropriate material until otherwise directed by the Contracting Officer’s Representative (COR) or CO. Items shall be returned securely via VA-approved methods. VA sensitive information must be transmitted utilizing VA-approved encryption tools which are validated under FIPS 140-2 (or its successor) and NIST 800-52. If mailed, the Contractor shall send via a trackable method (USPS, UPS, FedEx, etc.) and immediately provide the COR/CO with the tracking information. Self-certification by the Contractor that the data destruction requirements above have been met shall be sent to the COR/CO within 30 business days of termination of the contract.

p. All electronic storage media (hard drives, optical disks, CDs, back-up tapes, etc.) used to store, process or access VA information will not be returned to the Contractor at the end of lease, loan, or trade-in. Exceptions to this paragraph will only be granted with the written approval of the VA CO.

B3. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A Contractor/Subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees and subcontractors only to the extent necessary to perform the services specified in the solicitation or contract. This includes indirect entities, both affiliate of Contractor/Subcontractor and agent of Contractor/Subcontractor.

b. Contractors and subcontractors shall sign the VA Information Security Rule of Behavior

(ROB) before access is provided to VA information and information systems (see Section 4, Training, below). The ROB contains the minimum user compliance requirements and does not supersede any policies of VA facilities or other agency components which provide higher levels of protection to VA’s information or information systems. Users who require privileged access shall complete the VA elevated privilege access request processes before privileged access is granted.

c. All Contractors and Subcontractors working with VA information are subject to the same security investigative and clearance requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors shall be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office of Human Resources and Administration/Operations, Security and Preparedness (HRA/OSP) is responsible for these policies and procedures. Contract personnel who require access to classified information or information systems shall have an appropriate security clearance. Verification of a Security Clearance shall be processed through the Special Security Officer located in HRA/OSP.