Attach2_PACS__PWS_20160126.doc

ATTACHMENT #2

PERFORMANCE-BASED WORK STATEMENT (PWS)

FOR

HOSPITAL PICTURE ARCHIVING & COMMUNICATION SYSTEMS (PACS) RADIOLOGY

AT

Joint Base Elmendorf-Richardson, ALASKA 26 January 2016

TABLE OF CONTENTS

SECTION 1

DESCRIPTION OF SERVICES

1. Scope: Contractor shall provide personnel (def. A1.1.8) capable of performing Systems Engineering and Program Management to inspect, report, service, provide preventive maintenance and repairs necessary to keep the 673d Medical Group’s PACS and component systems functioning in a safe and reliable condition. The Government will not provide repair parts and/or office supplies.

1.1. Contractor will be directly responsible for the daily operation of the following systems and devices:

· Image Processing Workstations

· Digital Imaging Plate / Cassette Readers

· Laser Film Printers

· CD Production Equipment

· Film Digitizers

· Regional Archive

· Mammography Reporting System

· Voice Dictation System

· Picture Archive and Communication System (PACS)

1.2. The contractor shall operate, administrate and network manage all PACS related servers and workstations which includes the following functions and activities:

1.2.1. Daily system monitoring of:

· Scheduled jobs using monitoring tools

· Scheduled backup/archival software to include Mammography Reporting System

· Storage level capacities and assuring that storage levels of all Redundant Array of Independent Disks (RAID) partitions and Library are controlled appropriately

· Server Event Log and resolution of unknown errors as appropriate

· Server Hardware, including monitoring RAID

· Open work orders. Notify the Medical Equipment Repair Center (MERC) of any problems and work collaboratively with the equipment/maintenance vendor(s) to solve problems

1.2.2. User Management:

· Add/Change/Delete users on PACS and related systems, including adding new users, putting new users into appropriate user groups, granting appropriate privileges, changing user profiles, deleting/inactivating users, and maintaining all other PACS and Voice Dictation System user management functions.

1.2.3. Network Management:

· Name Resolution, including IP address management and compliance with the Active Directory (ADX) naming convention

· Network trouble-shooting and problem solving, including factors related to network connection, data transfer performance, etc…

· 1.2.4. Study Monitoring and Patient Information Management:

· Monitor unmatched studies

· Correct studies using drag-drop operation, when images are in the wrong study, when study is in the wrong patient or when patient merge, study re-allocation, or image re-allocation is required

· Correct information using Database Management Tool, when patient information is wrong; and for creating new patients, changing patient information

1.2.5. Transfer of external patient exams to PACS:

· Receive patient CDs from other facilities and transfer exams from the CD to PACS

· Confirm that the patient data is correct and available for review

1.2.6. Management of Asbestos exams:

· Review patient procedures for Asbestos exams quarterly

· Create a CD containing Asbestos exams to transfer to external facility for B-reading

· File returned Asbestos reports to be stored permanently

1.2.7. Training:

· Provide User Training, including planning and coordinating training (personnel, site, equipment, materials) with vendor personnel, upon System purchase and during software upgrades

· Train additional new users and providing refresher training for all users as needed

· Participate in System Administrator and QC training provided by vendor; remain current in new versions and techniques

· Review and become familiar with supplemental training material provided by the 673d Medical Group

1.2.8. System Configuration Changes and Modifications:

· Notify and coordinate installations with vendor personnel when adding new devices (purchased workstations, servers, archives, etc... supplied by vendor), move or remove vendor supplied hardware, add workstation licenses, database license, DICOM (Digital Imaging and Communication in Medicine) licenses, RIS (Radiology Information System) interface licenses, etc…

· Install and set up workstation hardware supplied by the organization, including physicians' computers to be able to use PACS viewing software Diagnostic/Review Desktop workstation license

· Notify, plan, and coordinate installation with vendor personnel to add modality connections, including interfaces to new modalities

· Notify and coordinate with vendor personnel when moves/changes to modalities' DICOM storage locations are required

· Plan and coordinate software upgrades with vendor personnel. Coordinate the installation and maintenance of other information software (e.g., MS office, e-mail, etc…) to workstations

· Coordinate the installation and maintenance of other software programs (e.g., MS office, e-mail, etc...) to workstations

· Track and notify Vendor personnel when modality software upgrades, RIS/HIS system software upgrades, or other related information system upgrades are required

1.2.9. Trouble-shooting and Problem Solving:

· Notify vendor when problems associated with vendor supplied hardware requires involvement of vendor personnel for resolution

· Analyze and solve problems related to hardware and software supplied by the Air Force. Work with vendor and Information Services personnel to resolve problems, e.g., images cannot be sent or viewed, backup or storage management does not work correctly, reports do not go into the correct folders, etc…

· Restore data from backup

· Work with Vendor personnel to analyze and resolve software communication problems, including modality communication problems, RIS communication problems, etc…

1.2.10. Manage Voice Dictation System:

· Monitor reports for errors and completion, consulting with radiologists and clinical staff when required to resolve issues

· Maintain RIS connections to ensure communication of orders and reports between systems

· Manage database in compliance with vendor specifications. This includes, trained words, short cuts, speech profiles, audio files, and reports

· Train new users in basic use of the Voice Dictation System and manage user/admin accounts and profiles

1.3. TELEPHONE SERVICE HOURS: Contractor, shall provide 24/7 response. In the event of a malfunction, the contractor shall be notified by the end-user. The contractor shall respond via telephone to the end-user as soon as is reasonable, but not later than 2-hours after receipt of telephone notification. If required, the contractor shall be on-site as soon as is reasonable, but not later than 4-hours after system malfunction.

1.4. WORK LOCATION: Contractor shall report to the Diagnostic Imaging Flight and be available 0800 to 1630, Monday through Friday, excluding Federal Holidays and designated Family Days or down days. The Contractor shall be furnished a workspace/office and phone.

1.5 REQUIRED SERVICES. Contractor shall provide service support maintenance including, but not limited to, the following:

1.5.1. Perform daily operational checks of all systems and correct any deficiencies noted. "Systems" means the combination of Equipment and related Software, licensed or acquired by the Government, which comprise the PACS.

1.5.2. Verify that the system's internal and external calibrations are within manufacture's specifications. Verification shall include reviewing operating system software diagnostics.

1.5.3. Visually inspect exterior of all systems for damage and cleanliness, and report any discrepancies to the PACS Maintenance Contract Monitor.

1.5.4. Make mechanical adjustments to insure proper operation.

1.5.5. Consult with the PACS Maintenance Contract Monitor regarding equipment performance.

1.6. Unscheduled Maintenance: The contractor shall provide on-site repair support to correct all malfunctions that may occur.

1.7. The Contractor shall not remove any USAF-owned equipment from the 673d Medical Group without the written consent of the PACS Maintenance Contract monitor, or issuing authority.

1.8. Operational and Technical Documents: The contractor shall obtain, keep on file, and make available all operational and technical documentation necessary to keep the equipment at operational status.

1.9. Travel Expenses: All travel and related expenses are the responsibility of the contractor.

1.10. Equipment Location:

673d Medical Group

5955 Zeamer Avenue

JBER, AK 99506

Diagnostic Imaging Flight

SECTION 2

SERVICE SUMMARY

2.1. Overview. This Service Summary implements AFI 63-138, Acquisition of Services, and identifies critical success factors for the contract and subsequent revisions. It identifies both the performance objectives for those factors and the performance threshold required for each performance objective. The Government reserves the right to survey all services called for in the contract to determine whether or not the performance objectives and goals were met. This Service Summary lists the performance objectives and performance thresholds for the required service that the Government will survey.

2.2. Performance Evaluation. Performance of a service will be evaluated to determine whether or not it meets the performance threshold. If performance criteria are not met, re-performance is the preferred method of correction. A determination of how recurrence of the cause will be prevented in the future must also be provided.

100% compliance within 72 hours Periodic (Quarterly) Inspection Assessment

100% compliance within 7 days

Periodic (Quarterly) Inspection Assessment

100% compliance within 7 days Periodic (Quarterly) Inspection Assessment

SECTION 3

GENERAL INFORMATION

3.1. Contractor Personnel

3.1.2. Contract Employees: The contractor shall not employ persons for work on this contract if such employees are identified to the contractor by the Contracting Officer (CO) or the Contracting Office Representative (COR) as a potential threat to the health, safety, security, general wellbeing, or operational mission of the installation and its population.

3.1.3. Contractor personnel shall present a neat and professional appearance and display their hospital ID badge while on duty in the facility.

3.2. Hours of Operation:

3.2.1. Normal Hours of Operation. The contractor shall perform the services required under this contract during the following hours:

Contractor shall report to the Diagnostic Imaging Flight and be available from 0800 to 1630, Monday through Friday, excluding Federal Holidays, designated Family Days and down days.

3.2.2. Holiday: The contractor is not required to provide onsite service, but will provide on call support on the following Federal Holidays:

New Year’s Day

Martin Luther King, Jr. Birthday

President’s Day

Memorial Day

Independence Day

Labor Day

Columbus Day

Veteran’s Day

Thanksgiving Day

Christmas Day

3.3. Quality Assurance

3.3.1. The government will evaluate the contractor’s performance by appointing a representative of the contracting officer to ensure that services are received. The representative will evaluate the contractor’s performance through on-site inspections.

3.4. Freedom of Information Act Program (FOIA). All official government records affected by this contract are subject to the provisions of FOIA (5U.S.C. 552/DoD 5400.7-R/AF Supplement). Any requests received by the contractor for access/release of information from these records to the public (including government/contractor employees acting as private citizens), whether oral or in writing, shall be immediately brought to the attention of the CO for forwarding to the Base FOIA Manager, 3 CS/SCBR, to ensure proper processing and compliance with the Act.

3.5. Common Access Card (CAC). The contractor shall be provided a CAC for all employees who require access to DoD computer networks and systems or perform work on JBER regularly.

3.6. Past Performance Information (PPI). The government will formally assess and report on the contractor’s performance annually. The contractor will be provided a copy of their annual assessment at the end of each performance period. The contractor shall have 30 days to review and submit comments for the evaluation activity’s consideration before the assessment is made final. The government will maintain each annual assessment report for a period of three (3) years. PPI assessment reports will be protected by all parties and treated by government personnel as “FOR OFFICIAL USE ONLY” OR “SOURCE SELECTION INFORMATION”.

3.7. Records, Files, Documents and Work Papers. All official records (regardless of media) as defined in 44 U.S.C. Part 3301/AFI 33-322, paragraph 2 or required by provisions of a mandatory directive listed in Appendix 4, Applicable Publications and Forms (that are the responsibility of the contractor) are the property of the U.S. Government and shall remain so upon termination or completion of this contract. The contractor shall comply with AFI 33-322, Air Force Records Management Program, by using the automated Air Force Records Information Management System (AFRIMS), provided by the Air Force per AFMAN 37-123, to develop a file plan to systematically catalogue, identify and otherwise manage all official records it has responsibility for, including those inherited/transferred from the owning Air Force/Government organization. All official records shall be maintained for the retention periods specified by the applicable records disposition authority/table and rule from AFMAN 37-138m Air Force Records Disposition Schedule. A Records Manager (RM) shall be appointed in writing to, and shall receive required training by 3 CS/SCBR, within three months of the effective date of the contract. The contractor shall provide the CO, on request, copies of any records created and/or maintained as a result of this contract. These copies shall be provided within five (5) working days of receiving the request.

3.8. Accreditation of Systems. Accreditation of systems shall be accomplished using JBER Computer Security Plans (CSP) and AFSSI 5024 Volumes I-IV. Accreditation data shall be maintained. To ensure system survivability commensurate with criticality, the contractor shall develop contingency plans, and shall include these plans with the basic CSP.

3.8.1. Contractor shall submit accreditation documents pursuant to directives outlined above. When a request for approval to operate is submitted, the system specific information shall be attached to the request.

3.9. Information Awareness. Contractor shall comply with the established C4 Systems, Information Awareness Program to integrate security education, training, and awareness covering the COMSEC, COMPUSEC, and EMSEC disciplines.

3.9.1. Appropriate Contractor personnel will be provided Information Awareness and Training Education and COMSEC training annually.

3.10. Fire and Safety Requirements. The contractor and contractor representative shall comply with all federal, state, and base fire and safety regulations. These include, but are not limited to:

3.10.1. Wearing of seatbelts/shoulder harnesses, observing maximum speed limits at all times and not driving without a hands free cell phone on JBER.

3.10.2. Contractor personnel shall remove watches, rings, and jewelry prior to servicing electrical circuits.

3.10.3. If a unit is left in a non-operational state, it shall be tagged DO NOT OPERATE. The tag shall also include the name of the representative placing the tag on the equipment. Training for this function is available through the Medical Equipment Repair Center (MERC)

3.10.4. Comply with the no smoking policy within the 673d Medical Group facilities.

3.10.5. Comply with all fire regulations at the 673d Medical Center.

3.10.6. Report to the PACS Maintenance Contract monitor any problems with building utilities such as blown circuit breakers and defective/broken electrical receptacles.

3.11. Trafficking In Persons - FAR 22.1703 - The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Additional information about trafficking in persons may be found at the website for the Department of State's Office to Monitor and Combat Trafficking in Persons at http://www.state.gov/g/tip.Government contracts shall--(a) Prohibit contractors, contractor employees, subcontractors, and subcontractor employees from-(1) Engaging in severe forms of trafficking in persons during the period of performance of the contract; (2) Procuring commercial sex acts during the period of performance of the contract; or (3) Using forced labor in the performance of the contract; (b) Require contractors and subcontractors to notify employees of the prohibited activities described in paragraph (a) of this section and the actions that may be taken against them for violations; and (c) Impose suitable remedies, including termination, on contractors that fail to comply with the requirements of paragraphs (a) and (b) of this section.

SECTION 4

EXPERIENCE PREFERENCES, TRAINING AND CERTIFICATIONS

4.1. Experience Preferences

4.1.1. Contractor personnel must have a general Information Technology (IT) background, including familiarity with Transmission Control Protocol / Internet Protocol (TCP/IP).

4.1.2. Experience in network administration, network infrastructure, command prompt, and IP reality is highly desired.

4.1.3 Experience working as a PACS administrator is preferred.

4.2. Training Requirements

4.2.1. Contractor must send new PACS administrators to the Level I – Basic – Synapse System Administration Course, or corresponding vendor specific PACS Administrator Course, within the first 6 months of employment, but not before they have had the chance to become familiar with the requirements of the position.

4.2.2 The Synapse System Administration Course is a 5 day accredited class, held in the continental United States, which teaches students the basics of PACS administration on a FUJI Synapse PACS. Other vendor classes may have different lengths, locations, and criteria.

4.2.3 The cost of the class registration fees, along with any related travel expenses, will be the sole responsibility of the contractor. If free class registration is provided as part of a new system purchase, or upgrade, contracted personnel may attend without paying a registration fee.

4.2.4 If contracted personnel have not attended a vendor sponsored admin class in an 18 month period the contractor will arrange attendance of an Advanced PACS Admin Course, or Voice Dictation Admin Course as available and appropriate.

4.2.5 Full course descriptions and syllabi are available from the COR.

4.3. Certification Requirements

4.3.1. Compliance with DoD 8570 is mandatory. There is no class necessary to achieve this certification.

4.3.1.1. Contractor personnel must accomplish their CompTIA Security+ Certification within 60 days of gaining network access.

4.3.1.2. Personnel meet this requirement if they already possess one of the higher level certifications listed in DoD8570 .

4.3.2. Compliance with DFARS 239.7102-3, Information Assurance Contractor Training and Certification, is mandatory. For acquisitions that include information assurance functional services for DoD information systems, or that require any appropriately cleared contractor personnel to access a DoD information system to perform contract duties, the requiring activity is responsible for providing to the contracting officer— (1) A list of information assurance functional responsibilities for DoD information systems by category (e.g., technical or management) and level (e.g., computing environment, network environment, or enclave); and (2) The information assurance training, certification, certification maintenance, and continuing education or sustainment training required for the information assurance functional responsibilities. (b) After contract award, the requiring activity is responsible for ensuring that the certifications and certification status of all contractor personnel performing information assurance functions as described in DoD 8570.01-M, Information Assurance Workforce Improvement Program, are in compliance with the manual and are identified, documented, and tracked. (c) The responsibilities specified in paragraphs (a) and (b) of this section apply to all DoD information assurance duties supported by a contractor, whether performed full-time or part-time as additional or embedded duties, and when using a DoD contract, or a contract or agreement administered by another agency (e.g., under an interagency agreement). (d) See PGI 239.7102-3 for guidance on documenting and tracking certification status of contractor personnel, and for additional information regarding the requirements of DoD 8570.01-M.

DFARS 252.239-7001 is incorporated into the soliciation and will be incorporated into the contract award.

4.3.3. All certifications must be maintained throughout the term of employment.

4.4. Security Requirements

4.4.1. Contractor personnel must be able to pass a NAC background check throughout the term of their employment.

APPENDIX 1

DEFINITIONS/ACRONYMS

A1.1. Standard Definitions:

A1.1.1. Daily – Monday through Friday

A1.1.2. Defective Service – A service output that does not meet the standard of performance specified in the contract for that service.

A1.1.3. Performance Requirements – The point that divides acceptable and unacceptable performance of a task according to the performance requirement summary. Any service below acceptable levels will require the government to affect the price computation system.

A1.1.4. Service Summary (SS) – A listing of the service outputs under the contract that are to be evaluated by the COR on a regular basis the surveillance methods to be used for these outputs, and the performance requirement of the listed outputs.

A1.1.5. Quality Assurance (QA) – A planned and systematic pattern of all actions necessary to provide confidence that adequate technical requirements are established; products and services conform to established technical requirements; and satisfactory performance is achieved. For purposes of this manual, quality assurance refers to actions by the government.

A1.1.6. Contracting Officer Representative (COR) – A functionally qualified person who performs quality assurance functions for a contracted service.

A1.1.7. Quality Control (QC) – Those actions taken by a contractor to control the production of outputs to ensure that they conform to the contract requirements.

A1.1.8. Personnel – As stated in the scope at the beginning of section 1 “personnel” is defined as one or more people who can perform all required tasks. At least one person must be on site daily and on call at all times, but the position can be filled by one person, two people job sharing, one on site and one remote, or any combination of two or more people.

A1.1.9. Picture Archiving and Communication Systems (PACS) – All systems necessary to: accept, store, query, retrieve, send, and display images and related study information. JBER is a regional archive site; storing images from all Pacific Air Force bases and communicating with other regional archives.

A1.1.10 Voice Dictation System – All components and connections necessary for radiologists to enter reports on procedures into the Radiology Information System.

A1.2. Technical Definitions Peculiar to this Performance Work Statement:

A1.2.1. Authenticate – Signature, initials, or affixing an official seal.

A1.2.2. Minor Maintenance – Preventative maintenance or repair that can be accomplished without special tools or skilled, technical expertise.

APPENDIX 2

REFERENCE PUBLICATIONS AND FORMS

A2.1. Publications:

A2.1.1. Publications that apply to the PWS are listed below. The following publications have been coded as mandatory and the contractor shall comply with all of them when performing work in that particular area. The Government at the start of the contract provides all publications listed below. Supplements or amendments to the listed publications from any organizational level may be issued during the life of the contract. It is the contractor’s responsibility to ensure that all mandatory publications are posted and up-to-date. Upon completion of the contract, the contractor shall return to the Government all issued publications.

A2.2. Government Supplied Publications, Manual and Forms:

A2.2.1. Government Supplied Publications, Regulations, and Form (most current copy):

PUBLICATION

NO/CHAPTER/PARAGRAPH

ADVISORY (A)