DRAFT Vue PACS MSC PWS V1.3a.docx

Vue PACS Managed Services

(VA-23-00058696) (VA-23-00067705)

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

VISN 16 Clinical Systems Program Office

Vue PACS Managed Services Contract

Date: 06/15/2023

(VA-23-00058696) (VA-23-00067705)

PWS Version Number: 1.3

Contents

BACKGROUND

Veterans Integrated Service Network (VISN) 16 employs a proprietary networked brand name Philips Vue Picture Archiving Communication System (PACS) across all eight of its VA Medical Centers (VAMCs) located in Alexandria, LA; Biloxi, MS; Fayetteville, AR; Houston, TX; Jackson, MS; Little Rock, AR; New Orleans, LA; and Shreveport, LA. In addition, the overall VISN 16 PACS configuration includes the Joint Ambulatory Care Center (JACC) in Pensacola, FL; primary and secondary PACS data centers and storage archives located in North Little Rock, AR and Houston, TX, respectively; and the VISN 16 Teleradiology Reading Center, which is supported through the Little Rock Vue PACS but is geographically located in various places throughout the continental United States. The overarching VISN 16 Vue PACS arrangement also includes a structured reporting and dictation system (Vue Reporting), an enterprise-wide read-only application for use by non-Imaging personnel (Vue Motion), an orthopedic templating system used at certain sites (Orthoview), and an imaging informatics & analytics application (Vue Beyond).

The system employs physical infrastructure at each VAMC, plus the JACC and two data centers. The existing brand name Philips Vue PACS interfaces at each VAMC with VistA and with the compass router; a Digital Imaging and Communications in Medicine (DICOM) router than receives images from the modalities and sends them to VistA Imaging and Vue PACS simultaneously. In rare instances, the PACS may temporarily interface with an imaging modality directly. Images are hosted on local PACS servers at each facility, accessed through PACS client applications installed on VA provided workstations, and stored in local PACS storage at each site. In addition, a copy of each study is sent to the two data centers for long-term archiving and rapid retrieval for reading at a different VISN 16 facility than where the image was acquired.

The VA requires VISN 16 the Radiology PACS to be operational 24x7 to enable Radiologists to view images and complete reports for routine and emergent exams. This includes Radiologists reading for any VISN 16 site from the VISN 16 Teleradiology Reading Center (TRC) via the Little Rock PACS. Delays in access to images and the reporting infrastructure may cause adverse impact on patient care, particularly for patients in the Emergency Room. Radiologists must be able dictate reports via interface with either the existing brand name Philips Vue Reporting or other brand name solution, and send the resulting report back to the site’s VistA system.

The Vue PACS currently operates in a physical infrastructure environment, however long-term plans and upgrades hosted in a virtualized environment is desirable. Attachment A provides an inventory of the current servers and storage equipment.

APPLICABLE DOCUMENTS

In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following:

1. 44 U.S.C. § 3541-3549, “Federal Information Security Management Act (FISMA) of 2002”

2. “Federal Information Security Modernization Act of 2014”

3. Federal Information Processing Standards (FIPS) Publication 140-2, “Security Requirements for Cryptographic Modules”

4. FIPS Pub 199. “Standards for Security Categorization of Federal Information and Information Systems,” February 2004

5. FIPS Pub 200, “Minimum Security Requirements for Federal Information and Information Systems,” March 2006

6. FIPS Pub 201-2, “Personal Identity Verification of Federal Employees and Contractors,” August 2013

7. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

8. Public Law 109-461, Veterans Benefits, Health Care, and Information Technology Act of 2006, Title IX, Information Security Matters

9. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”

10. VA Directive 0710, “Personnel Security and Suitability Program,” June 4, 2010, https://www.va.gov/vapubs/index.cfm

11. VA Handbook 0710, “Personnel Security and Suitability Program,” May 2, 2016, https://www.va.gov/vapubs/index.cfm

12. VA Directive and Handbook 6102, “Internet/Intranet Services,” August 5, 2019

13. 36 C.F.R. Part 1194 “Information and Communication Technology Standards and Guidelines,” January 18, 2017

14. Office of Management and Budget (OMB) Circular A-130, “Managing Federal Information as a Strategic Resource,” July 28, 2016

15. NIST SP 800-66 Rev. 1, “An Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule,” October 2008

16. VA Directive 6500, “VA Cybersecurity Program,” February 24, 2021

17. VA Handbook 6500, “Risk Management Framework for VA Information Systems VA Information Security Program,” February 24, 2021

18. VA Handbook 6500.2, “Management of Breaches Involving Sensitive Personal Information (SPI),” March 12, 2019

19. VA Handbook 6500.5, “Incorporating Security and Privacy into the System Development Lifecycle,” March 22, 2010

20. VA Handbook 6500.6, “Contract Security,” March 12, 2010

21. VA Handbook 6500.8, “Information System Contingency Planning,” April 6, 2011

22. VA Handbook 6500.11, “VA Firewall Configuration,” August 22, 2017

23. OIT Process Asset Library (PAL), https://www.va.gov/process/ . Reference Process Maps at https://www.va.gov/process/maps.asp and Artifact templates at https://www.va.gov/process/artifacts.asp

24. One-VA Technical Reference Model (TRM) (reference at https://www.va.gov/trm/TRMHomePage.aspx)

25. VA Directive 6508, “Implementation of Privacy Threshold Analysis and Privacy Impact Assessment,” October 15, 2014

26. VA Handbook 6508.1, “Procedures for Privacy Threshold Analysis and Privacy Impact Assessment,” July 30, 2015

27. VA Handbook 6510, “VA Identity and Access Management,” January 15, 2016

28. VA Directive and Handbook 6513, “Secure External Connections,” October 12, 2017

29. VA Directive 6300, “Records and Information Management,” September 21, 2018

30. VA Handbook, 6300.1, “Records Management Procedures,“ March 24, 2010

31. NIST SP 800-37 Rev 2, “Risk Management Framework for Information Systems and Organizations: A System Life Cycle Approach for Security and Privacy,” December 2018

32. NIST SP 800-53 Rev. 5, “Security and Privacy Controls for Federal Information Systems and Organizations,” September 23, 2020 (includes updates as of 12/10/2020)

33. VA Directive 0735, “Homeland Security Presidential Directive 12 (HSPD-12) Program,” October 26, 2015

34. VA Handbook 0735, “Homeland Security Presidential Directive 12 (HSPD-12) Program,” March 24, 2014

35. OMB Memorandum 05-24, “Implementation of Homeland Security Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors,” August 5, 2005

36. OMB Memorandum M-19-17, “Enabling Mission Delivery Through Improved Identity, Credential, and Access Management,” May 21, 2019

37. OMB Memorandum, “Guidance for Homeland Security Presidential Directive (HSPD) 12 Implementation,” May 23, 2008

38. NIST SP 800-116 Rev 1, “Guidelines for the Use of Personal Identity Verification (PIV) Credentials in Facility Access,“ June 2018

39. NIST SP 800-63-3, 800-63A, 800-63B, 800-63C, “Digital Identity Guidelines,” updated March 02, 2020

40. NIST SP 800-157, “Guidelines for Derived PIV Credentials,” December 2014

41. VA Memorandum, VAIQ #7100147, “Continued Implementation of Homeland Security Presidential Directive 12 (HSPD-12),” April 29, 2011 (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

42. IAM Identity Management Business Requirements Guidance document, May 2013, (reference Enterprise Architecture Section, PIV/IAM (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

43. VA Memorandum “Personal Identity Verification (PIV) Logical Access Policy Clarification,” July 17, 2019, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896

44. Trusted Internet Connections (TIC) 3.0 Core Guidance Documents, https://www.cisa.gov/publication/tic-30-core-guidance-documents

45. OMB Memorandum M-19-26, “Update to the Trusted Internet Connections (TIC) Initiative,” September 12, 2019

46. OMB Memorandum M-08-23, “Securing the Federal Government’s Domain Name System Infrastructure,” August 22, 2008

47. Office of Information Security (OIS) VAIQ #7424808 Memorandum, “Remote Access,” January 15, 2014, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

48. “Veteran Focused Integration Process (VIP) Guide 4.0,” January 2021, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371

49. NIST SP 500-267B Revision 1, “USGv6 Profile,” November 2020

50. OMB Memorandum M-21-07, “Completing the Transition to Internet Protocol Version 6 (IPv6),” November 19, 2020

SCOPE OF WORK

The Contractor shall provide managed services support that shall provide full system support, server and storage hardware maintenance and repair, software licensing, maintenance, and upgrades of the current environment to meet SLA specs, and security patching for the complete brand name Philips Vue PACS system currently in use by the VISN 16 South Central VA Healthcare Network; thereby ensuring Radiology Imaging services are available for patient care with minimal service interruption and prompt corrective action to restore those services in the event of unavoidable interruptions.

Support shall also include furnishing and maintaining all necessary server & storage hardware, software licensing & upgrades, and professional & installation services required to maintain the complete VISN 16 PACS at > 99.99% uptime. The currently installed VISN 16 Vue PACS system includes:

PERFORMANCE DETAILS

PERFORMANCE PERIOD

The Period of Performance shall be for one 12-month period base year, with four additional option years, as follows:

Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, five are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

PLACE OF PERFORMANCE

The tasks under this PWS shall be performed in VA facilities located in Table 1 below and at the contractor’s remote site as needed. Routine service support & maintenance, troubleshooting, remote upgrades & patching may be done remotely. Any installation, upgrade, or repair of physical hardware applicable to this contract shall be performed on site by the contractor or contractor’s representative in coordination with local VISN 16 Biomedical Engineering personnel.

TRAVEL

The Government anticipates travel under this effort to perform the tasks associated with the effort, as well as to attend program-related meetings or conferences throughout the PoP. Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government. All travel shall be in accordance with the Federal Travel Regulations.

The total estimated number of trips in support of the program related meetings for this effort is undetermined, but anticipated to include a minimum of three trips of three days duration each to each location listed in Table 1 of PWS Section 5.2.2.

SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following:

PROJECT MANAGEMENT

CONTRACTOR PROJECT MANAGEMENT PLAN

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

Deliverable:

A. Contractor Project Management Plan

REPORTING REQUIREMENTS

The Contractor shall provide the COR with Monthly Progress Reports in electronic form in Microsoft Word and Project formats. The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding Month.

The Monthly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. The report shall also include an itemized list of all Information and Communication Technology (ICT) deliverables and their current Section 508 conformance status. The Contractor shall monitor performance against the CPMP and report any deviations. It is expected that the Contractor will keep in continuous communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues.

Deliverable:

A. Monthly Progress Report

KICKOFF MEETING

A technical kickoff meeting shall be held within 30 days after TO award. The Contractor shall coordinate the date, time, and location (can be virtual) with the Contracting Officer (CO), as the Post-Award Conference Chairperson, the VA PM, as the Co-Chairperson, the Contract Specialist (CS), and the COR. The Contractor shall provide a draft agenda to the CO and VA PM at least five (5) days prior to the meeting. Upon Government approval of a final agenda, the Contractor shall distribute to all meeting attendees. During the kickoff-meeting, the Contractor shall present, for review and approval by the Government, the details of the intended approach, work plan, and project schedule for each effort via a Microsoft Office PowerPoint presentation. At the conclusion of the meeting, the Contractor shall update the presentation with a final slide entitled “Summary Report” which shall include notes on any major issues, agreements, or disagreements discussed during the kickoff meeting and the following statement “As the Post-Award Conference Chairperson, I have reviewed the entirety of this presentation and assert that it is an accurate representation and summary of the discussions held during the Technical Kickoff Meeting for the VISN 16 Vue PACS Managed Services Contract.” The Contractor shall submit the final updated presentation to the CO for review and signature within three (3) days after the meeting. The Contractor shall also work with the CS, the Government’s designated note taker, to prepare and distribute the meeting minutes of the kickoff meeting to the CO, COR and all attendees within three (3) days after the meeting. The Contractor shall obtain concurrence from the CS on the content of the meeting minutes prior to distribution of the document.

PRODUCT CHARACTERISTICS AND REQUIREMENTS

The Current environment consists of the following:

The below notations identify where the current software is hosted and its function. VA may, at its own discretion, elect to remove software in accordance with its bona fide need. Any changes shall be notated via a bilateral modification.

VUE PACS SOFTWARE

VUE PACS is an advanced radiology diagnostic application that provides a comprehensive, full-resolution diagnostic presentation of current and prior procedures and associated clinical information. Contractor shall provide unlimited viewing licenses for Diagnostic Radiology Client application. VA owns perpetual licenses for the following brand name products:

· Vue PACS Server version 12.2

· Vue PACS Client version 12.2

· Vue PACS Enterprise version 12.2

· Global Vue Motion version 12.2

· Vue Reporting version 12.2

· Voice recognition portion of Vue Rporting Version 12.2 is not unlimited. Contractor shall provide 275 transferrable voice recognition licenses; which limits number of discrete individuals who can dictate studies & create structured reports at any given time.

· Orthoview version 7.0

· Vue Beyond version 12.2

· CD Direct version 12.2

VUE PACS LOCAL SERVERS & STORAGE

The Contractor shall maintain all servers and storage installed in the Biomed server room at all nine locations listed in Table 1. Includes on-line local storage (e.g. on-premise server) sufficient to maintain 5 years of storage volume for each VAMC in both primary and backup. Study volumes for each facility are listed in Table 2. The Contractor shall replace any hardware that can no longer viably support the required SLA specifications as noted in (SLA specs)

Table 1 – Facility Locations

The below notations identify where the current software is hosted and its function. VA may, at its own discretion, elect to remove software in accordance with its bona fide need. Any changes shall be notated via a bilateral modification.

Vue Enterprise PACS- A VISN-level PACS application that backs up & supports local PACS and provides the Global Worklist. Hosted by the Vue PACS data center servers located in North Little Rock (Primary) and Houston (Backup).

Vue PACS Vendor Neutral Archive (VNA) - An always-online digital medical image storage system that supports millions of studies per year and thousands of concurrent Enterprise-wide viewer and Diagnostic Radiology clients across multiple sites. Contractor shall provide an unlimited number of modality connections to the Contractor provided VNA. In the vast majority of cases, this will be accomplished using the Compass Router at each facility, however the Contractor shall facilitate direct modality connections when extenuating circumstances require it.

Global Vue Motion- An Enterprise-wide viewer that is a browser-based medical image and information management system that provides one click to offer full resolution, diagnostic-quality images on demand, directly to the point of patient care to all standard Personal Computers (PCs) anywhere across the healthcare enterprise. Contractor must provide unlimited viewing licenses for Enterprise-wide viewer application.

Vue Reporting- A Radiologic image dictation and structured reporting (SR) system maintained in the Vue PACS data centers. Uses Speech Magic licensing to enable Radiologist SR creation and sends reports to VistA, the VA’s patient Electronic Medical Record.

Orthoview- An integrated, network based orthopedic planning and templating system that enables surgeons to perform preoperative planning and templating using digital images. Installed in the Vue PACS Data Centers for up to 16 concurrent users VISN-wide.

Vue Beyond- An imaging informatics & analytics tool that enables PACS Administrators to track study volume, follow up tracker, checklist, and productivity. Installed in the North Little Rock data center for VISN-wide use.

Projected Annual Study Volume- Based on historical volumes generated by VISN 16 facilities, Table 1 below projects Radiology studies for fiscal years 2024 through 2028. This projects a 5% growth in Radiology exams.

Table 2 – Historical & Projected Exam Volume by Site

DESCrIPTION OF SERVICES The Contractor shall provide managed services to include maintenance of the hardware, software and firmware. The Contractor shall present VA with a proposed plan to establish the system uptime to meet the required Service Level Agreement of 99.99% uptime. This plan shall include all relevant data such as milestones, critical path, and potential risks. Upon approval of VA, the Contractor shall implement this plan and commence modifying the environment to meet the required SLA specification. The Contractor shall provide maintenance of all hardware, software and firmware to ensure the system maintains a 99.99% system uptime monthly.

Deliverable:

A. Plan for Establishment of 99.99% Uptime.

HL7 INTEGRATION

All “Health Level 7” (HL7) Radiological Information System (RIS) shall be integrated with VistA at each VISN 16 facility. HL7 interfaces shall include processing orders from VistA and resulting messages sent back to VistA, and a Technologist Worklist that provides reconciliation of metadata by technologists on PCs.

WEB DISTRIBUTION AND REMOTE VIEWING

Contractor shall:

1. Provide Web distribution through the Vue enterprise viewer (chronological timeline with reports, status, and presentation states available from standard PCs)

2. Provide Unlimited view rate for all studies with Vue Motion or Vue PACS

3. Provide for Unlimited concurrent users on Vue Motion with full fidelity (no loss compressed or key images)

4. Provide CD Burning capabilities at both the main facilities and their designated Community Based Outpatient Clinics (CBOCs) for patient studies for Release of Information (studies, reports, presentation states, help menu, and viewing software). Attachment B lists the quantities & capacities of CD Burners covered under this contract.

INTEGRATION AND CUSTOMIZATION

The Contractor shall provide Application Program Integration (API) toolkit for integrating third-party applications as needed. Provide Integration to the VISN 16 secure DICOM image exchange system for bi-directional sharing of image studies & SR between VISN 16 and community care providers.

SUPPORT SERVICES

The contractor shall maintain all hardware, software for the applications noted under 5.2. The contractor shall provide onsite maintenance for the hardware. Contractor shall be responsible to monitor and manage operating system patching and anti-virus updates on all PACS servers. Operating system patches, when at the recommendation of Philips and approved by the VA, shall be installed as made available from third party vendors on a monthly schedule unless deemed to be a critical security vulnerability. Anti-virus shall be executed nightly and updated to include any new virus definitions and product specific updates when available. Systems will be set up to sync with the VA national time server to ensure that all systems have a common time reference. Contractor will proactively monitor system health with real-time server status monitoring and will take corrective/preventive action when system performance is outside of normal operating limits.

Further, the Contractor shall ensure meeting of the below:

1. Conformance Standards:

The Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, The Joint Commission (TJC), National Electric Code (NEC), Federal and VA information security specifications and requirements as applicable.

a. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM’s technical specifications.

b. The Contractor shall ensure that all hardware & software upgrades meet applicable VA information and network security requirements for placement on the VA network. Specifically, but not all-encompassing, the Contractor shall maintain current Enterprise Risk Analysis (ERA) and Technical Resource Manual (TRM) approval for all products covered by this contract. Contractor shall coordinate with the COR and VISN 16 Biomedical Engineering personnel for completing & obtaining approval documentation.

2. Performance and Uptime Guarantee:

1st image display of ≤ 6 seconds for all imaging studies for study object data in the system.

The Contractor shall guarantee > 99.99% monthly uptime with financial penalties for failing to meet this standard. In the event that the Contractor is unable to meet the specified uptime performance guarantee in a particular month, the Contractor shall discount that month’s Service Fee as follows:

The Government defines performance failure as the Contractor failing to meet < 96.0% reliability.

The Contractor shall measure uptime performance each month using the following formula: One minus the total number of unscheduled downtime minutes in that month, divided by total number of minutes in that month, times 100%. ((1- unscheduled downtime minutes/total minutes) x 100%)).

The Contractor shall submit uptime data in conjunction with the invoice, so the COR can determine if a discount should be applied.

3. System Monitoring and Help Desk

Contractor shall provide Active system monitoring with in-house support desk 24x7x365. 4-hour onsite guarantee for hardware repair/replacement. All service/updates will be performed during normal hours of coverage unless requested or approved by Facility POC designee.

Hours for Support shall be:

· For Clinical Application Support and Education: 24 hours a day, 7 days a week and 365 days a year (24x7x365).

· Technical Support: Contractor shall provide technical support 24 hours a day, 7 days a week, 365 days a year. Contractor shall provide dedicated help desk for VISN 16 (or all VA as a minimum).

· Response Time: Contractor must respond to a phone call within 4 hours for any call. For emergency technical support issues, Contractor must provide immediate technical support.

DISASTER RECOVERY

The Contractor shall utilize the existing local PACS and dual data center with VNA model for future support and disaster recovery or shall develop, propose, & maintain an alternate offsite Disaster Recovery System at a dedicated VA disaster recovery site. No additional funds will be provided by VISN 16, above what is included for maintenance, support, & upgrades for the existing data centers/VNAs. Any alternate system developed shall be acceptable to VISN 16 and approved by VA OIT and shall include real-time backup of image files, ensure continuous log files are updated, ensure an incremental database backup at least twice daily, and ensure weekly full database backups are completed. Contractor will provide a process for rapid recovery of the production environment in the event of catastrophic failure or destruction of the production environment.

HARDWARE, STORAGE, AND REPAIR PARTS

Contractor shall provide all parts for maintenance, repair, and sustainment of the PACS. The Contractor shall have ready access to all OEM parts, including unique and/or high mortality replacement parts. All parts supplied shall be new from the OEM as required under VAAR 852.212-71. All parts shall perform identically to the OEM specifications and not invalidate the Food and Drug Administration (FDA) certification.

Service Manuals:

The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation, (such as: operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves will be provided to the COR upon request.

TRAINING

The contractor shall provide Original Equipment Manufacturer (OEM) approved and validated training to the clinical staff on all components of the PACS and VNA systems and software. All educators shall have current certification from the OEM. Education shall be provided for any major software release and be scheduled at the request of the clinical or PACS administration staff. Training shall ensure that clinical end users and PACS Administrators at each facility are capable of fully using and supporting the PACS efficiently and effectively. Expected minimum training requirements are listed below:

PACS Administration Training:

· One session with a minimum of three days on-site per facility, to be conducted at the time of PACS upgrade for up to six individuals per site.

· Training Materials shall contain “how to” guides, trouble shooting checklists, etc.

PACS Application Support Training:

· One session with a minimum of three days on-site for two individuals, to be conducted at the time of PACS upgrade, for an indefinite number of clinical end users (imaging technologists, residents, and radiologists). Training shall be individual, over-the-shoulder training unless a formal structured training is agreed to by the facility’s imaging service leadership and approved by the COR.

· Training Materials shall contain “how to” guides, trouble shooting checklists, etc.

Deliverables

A. PACS Administration Training MaterialB. PACS Application Support Training Material

REPORTING REQUIREMENTS

The contractor shall report to Biomedical Engineering to "check-in" upon arrival and prior to performance of work at any location covered under this contract. This check-in is mandatory and can be accomplished in person or by phone contact. When the service(s) is/are completed, the Field Service Engineer (FSE) shall document the services rendered on a legible Engineering Service Report (ESR). The FSE shall check out with the Biomedical Engineering Department (location to be specified at time of contract award) and submit the ESR(s) to the COR. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR or designee for an "authorization signature." If the COR or designee is unavailable, a signed accepted copy of the ESR will be sent to the COR within 5 business days of work completion.

OPTION PERIOD ONE

If exercised, the Contractor shall provide all services listed under PWS Sections 5.1 through 5.8 upon completion of the Base Period.

OPTION PERIOD TWO

If exercised, the Contractor shall provide all services listed under PWS Sections 5.1 through 5.8 upon completion of the Option Period One.

OPTION PERIOD THREE

If exercised, the Contractor shall provide all services listed under PWS Sections 5.1 through 5.8 upon completion of the Option Period Two.

OPTION PERIOD FOUR

If exercised, the Contractor shall provide all services listed under PWS Sections 5.1 through 5.8 upon completion of the Option Period Three.

OPTIONAL TASK: INTEGRATE TO OTHER VOICE RECOGNITION AND STRUCTURE REPORTING

VA is currently reviewing other voice recognition and structure reporting tools for use. In the event that VA procures a new tool, the Contractor shall integrate the system to include the new voice recognition and structure reporting.

OPTIONAL TASK: PACS Administration Training

If exercised, the Contractor shall provide one optional session with a minimum of three days on-site per facility, to be conducted upon request of the site, at any time within the contract period of performance, for up to six individuals per site. This optional task is intended to account for personnel changes and/or refresh lesser used skills.

Deliverables

A. PACS Administration Training Material

OPTIONAL TASK: PACS Application Support Training

If exercised, the Contractor shall provide optional session(s) with a minimum of three days on-site for one or two individuals. This task may be exercised multiple times, as either one session with two individuals at the same time or two sessions with one individual at two different times; subject to local needs and approval of the COR. These session(s) shall be conducted upon request of the site at any time within the contract period of performance, for an indefinite number of clinical end users (imaging technologists, residents, and radiologists). Training shall be individual, over-the-shoulder training unless a formal structured training is agreed to by the facility’s imaging service leadership and approved by the VISN 16 COR. Option is intended to account for personnel changes, resident rotations, and/or refresh lesser used skills.

Deliverables

A. PACS Application Support Training Material

ENTERPRISE AND IT FRAMEWORK

VA TECHNICAL REFERENCE MODEL

The Contractor shall support the VA enterprise management framework. In association with the framework, the Contractor shall comply with OIT Technical Reference Model (VA TRM). The VA TRM is one component within the overall Enterprise Architecture (EA) that establishes a common vocabulary and structure for describing the information technology used to develop, operate, and maintain enterprise applications. Moreover, the VA TRM, which includes the Standards Profile and Product List, serves as a technology roadmap and tool for supporting OIT. Architecture & Engineering Services (AES) has overall responsibility for the VA TRM.

FEDERAL IDENTITY, CREDENTIAL, AND ACCESS MANAGEMENT (FICAM)

The Contractor shall ensure Commercial Off-The-Shelf (COTS) product(s), software configuration and customization, and/or new software are Personal Identity Verification (PIV) card-enabled by accepting HSPD-12 PIV credentials using VA Enterprise Technical Architecture (ETA), https://www.ea.oit.va.gov/EAOIT/VA_EA/Enterprise_Technical_Architecture.asp, and VA Identity and Access Management (IAM) approved enterprise design and integration patterns, https://www.oit.va.gov/library/recurring/edp/index.cfm. The Contractor shall ensure all Contractor delivered applications and systems comply with the VA Identity, Credential, and Access Management policies and guidelines set forth in VA Handbook 6510 VA Identity and Access Management, VA Handbook 0735 Homeland Security Presidential Directive 12 (HSPD-12) Program, and align with the Federal Identity, Credential, and Access Management Roadmap and Implementation Guidance v2.0.

The Contractor shall ensure all Contractor delivered applications and systems provide user authentication services compliant with the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-63-3, VA Handbook 6500 Appendix F, “VA System Security Controls”, and VA IAM enterprise requirements for direct, assertion based authentication, and/or trust based authentication, as determined by the design and integration patterns. Direct authentication at a minimum must include Public Key Infrastructure (PKI) based authentication supportive of PIV card and/or Common Access Card (CAC), as determined by the business need.

The Contractor shall ensure all Contractor delivered applications and systems conform to the specific Identity and Access Management PIV requirements set forth in the Office of Management and Budget (OMB) Memoranda M-05-24, M-19-17, and NIST Federal Information Processing Standard (FIPS) 201-2. OMB Memoranda M-05-24 and M-19-17 can be found at: https://www.whitehouse.gov/sites/whitehouse.gov/files/omb/memoranda/2005/m05-24.pdf, and https://www.whitehouse.gov/wp-content/uploads/2019/05/M-19-17.pdf respectively. Contractor delivered applications and systems shall be on the FIPS 201-2 Approved Product List (APL). If the Contractor delivered application and system is not on the APL, the Contractor shall be responsible for taking the application and system through the FIPS 201 Evaluation Program.

The Contractor shall ensure all Contractor delivered applications and systems support:

1. Automated provisioning and are able to use enterprise provisioning service.

2. Interfacing with VA’s Master Person Index (MPI) to provision identity attributes, if the solution relies on VA user identities. MPI is the authoritative source for VA user identity data.

3. The VA defined unique identity (Secure Identifier [SEC ID] / Integrated Control Number [ICN]).

4. Multiple authenticators for a given identity and authenticators at every Authenticator Assurance Level (AAL) appropriate for the solution.

5. Identity proofing for each Identity Assurance Level (IAL) appropriate for the solution.

6. Federation for each Federation Assurance Level (FAL) appropriate for the solution, if applicable.

7. Two-factor authentication (2FA) through an applicable design pattern as outlined in VA Enterprise Design Patterns.

8. A Security Assertion Markup Language (SAML) implementation if the solution relies on assertion-based authentication. Additional assertion implementations, besides the required SAML assertion, may be provided as long as they are compliant with NIST SP 800-63-3 guidelines.

9. Authentication/account binding based on trusted Hypertext Transfer Protocol (HTTP) headers if the solution relies on Trust based authentication.

10. Role Based Access Control.

11. Auditing and reporting capabilities.

12. Compliance with VIEWS 00155984, PIV Logical Access Policy Clarification https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896.

The required Assurance Levels for this specific effort are Identity Assurance Level 3, Authenticator Assurance Level 3, and Federation Assurance Level 3.

INTERNET PROTOCOL VERSION 6 (IPV6)

The Contractor solution shall support Internet Protocol Version 6 (IPv6) 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). IPv6 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 shall support native IPv6 and 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 and dual stack (IPv6 / IPv4) users and all internal infrastructure and applications shall communicate using native IPv6 and dual stack (IPv6 / IPv4) operations.

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). Any deviations must be approved by the VA TIC 3.0 Working Group at vaoisesatic30team@va.gov.

STANDARD COMPUTER CONFIGURATION

The Contractor IT end user solution that is developed for use on standard VA computers shall be compatible with and be supported on the standard VA operating system, currently Windows 10 (64bit), Edge (Chromium based), and 365 Apps for enterprise. Applications delivered to VA and intended to be deployed to Windows 10 workstations shall be delivered as a signed .msi package with switches for silent and unattended installation and updates shall be delivered in signed .msp file formats for easy deployment using Microsoft Endpoint Configuration Manager (CM) VA’s current desktop application deployment tool. Signing of the software code shall be through a vendor provided certificate that is trusted by VA using a code signing authority such as Verizon/Cybertrust or Symantec/VeriSign. The Contractor shall also ensure and certify that their solution functions as expected when used from a standard VA computer, with non-admin, standard user rights that have been configured using the United States Government Configuration Baseline (USGCB) and Defense Information Systems Agency (DISA) Secure Technical Implementation Guide (STIG) specific to the particular client operating system being used.

VETERAN FOCUSED INTEGRATION PROCESS (VIP) AND PRODUCT LINE MANAGEMENT (PLM)

The Contractor shall support VA efforts IAW the updated Veteran Focused Integration Process (VIP) and Product Line Management (PLM). The major focus of the new VIP is on Governance and Reporting and is less prescriptive, with a focus on outcomes and continuous delivery of value. Product Line Management (PLM) is a framework that focuses on delivering functional products that provide the highest priority work to customers while delivering simplified, reliable, and practical solutions to the business, medical staff, and our Veterans. The VIP Guide is a companion guide to the PLM Playbook and can be found at: https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371 and the PLM Playbook can be found at https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946. The PLM Playbook pivots from project-centric to product-centric delivery and contains descriptive practices that focuses on outcomes. The PLM Playbook contains a set of “plays” that implement Development, Security, and Operations (DevSecOps) principles and processes such as automated development, continuous integration/continuous delivery, and release on demand. The PLM Playbook details how product lines implement Lean-Agile principles, methods, practices, and techniques through levels of maturity. VIP and PLM are the authoritative processes that IT projects must follow to ensure development and delivery of IT products.

PROCESS ASSET LIBRARY (PAL)

The Contractor shall perform their duties consistent with the processes defined in the OIT Process Asset Library (PAL). The PAL scope includes the full spectrum of OIT functions and activities, such as VIP project management, operations, service delivery, communications, acquisition, and resource management. PAL serves as an authoritative and informative repository of searchable processes, activities or tasks, roles, artifacts, tools and applicable standards and guides to assist the OIT workforce, Government and Contractor personnel. The Contractor shall follow the PAL processes to ensure compliance with policies and regulations and to meet VA quality standards. The PAL includes the contractor onboarding process consistent with Section 6.2.2 and can be found at https://www.va.gov/PROCESS/artifacts/maps/process_CONB_ext.pdf. The main PAL can be accessed at www.va.gov/process.

AUTHORITATIVE DATA SOURCES

The VA Enterprise Architecture Repository (VEAR) is one component within the overall EA that establishes the common framework for data taxonomy for describing the data architecture used to develop, operate, and maintain enterprise applications. The Contractor shall comply with the department’s Authoritative Data Source (ADS) requirement that VA systems, services, and processes throughout the enterprise shall access VA data solely through official VA ADSs where applicable, see below. The Information Classes which compose each ADS are located in the VEAR, in the Data & Information domain. The Contractor shall ensure that all delivered applications and system solutions support:

1. Interfacing with VA’s Master Person Index (MPI) (formerly the Master Veteran Index (MVI)) to provision identity attributes, if the solution relies on VA user identities. MPI is the authoritative source for VA user identity data.

2. Interfacing with Capital Asset Inventory (CAI) to conduct real property record management actions, if the solution relies on real property records data. CAI is the authoritative source for VA real property record management data.

3. Interfacing with electronic Contract Management System (eCMS) for access to contract, contract line item, purchase requisition, offering vendor and vendor, and solicitation information above the micro-purchase threshold, if the solution relies on procurement data. ECMS is the authoritative source for VA procurement actions data.

4. Interfacing with HRSmart Human Resources Information System to conduct personnel action processing, on-boarding, benefits management, and compensation management, if the solution relies on personnel data. HRSmart is the authoritative source for VA personnel information data.

5. Interfacing with Vet360 to access personal contact information, if the solution relies on VA Veteran personal contact information data. Vet360 is the authoritative source for VA Veteran Personal Contact Data.

6. Interfacing with VA/Department of Defense (DoD) Identity Repository (VADIR) for determining eligibility for VA benefits under Title 38, if the solution relies on qualifying active duty military service data. VADIR is the authoritative source for Qualifying Active Duty military service in VA.

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 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.

SOFTWARE AND LICENSING REQUIREMENTS

The Contractor shall be responsible for the provision of all software licenses and any…