NEW Disco CD Writer SOW Updated Version 4.docx

El Paso Veterans Affairs Health Care System (ELPVAHCS) DISCO CD-Writer Statement of Work (SOW)

1. GENERAL

The El Paso VA Health Care System requires a vendor‑neutral, fully integrated Rimage Catalyst Hardware and Sorna and Disco software to support Health Information Management Service (HIMS) Medical Records operations involving the creation, importation, and distribution of diagnostic imaging studies. The system will be used to burn patient imaging studies and reports to CD/DVD media, import legacy or external media, and ensure compatibility with VA imaging systems including Vista Imaging, Radiology PACS, and Cerner.

1.1. The Contractor shall furnish all labor, equipment, materials, hardware, software, installation, configuration, training, and warranty support to deliver a fully functional DICOM Disc Burning System. The system shall support multi‑user environments, DICOM imports, disc production workflows, embedded DICOM viewers, and integration with VA enterprise imaging systems.

2. GENERAL REQUIREMENTS

2.1. Medical Records staff frequently provide imaging discs to patients, outside providers, and other VA facilities. Current processes involve manual disc burning, external viewer limitations, and interoperability issues. A modern, automated DICOM disc production solution is needed to improve workflow efficiency, quality of service, and compliance with VA imaging standards.

2.2 Industry‑standard automated disc burners provide multi‑bin operation, DICOM worklist/query, high‑resolution disc printing, and embedded viewing solutions. VA VISN 15 has previously defined extensive DICOM disc burner functional requirements, which inform this SOW.

3. EQUIPMENT REQUIREMENTS AND SALIEN CHARACTERISTICS

3.1. Salient Characteristics System Functional Requirements

The system shall:

1. Support DICOM archive and modality worklist queries for reconciling patient studies.

2. Support multiple simultaneous users and unlimited importing licenses.

3. Allow users to preview images prior to import.

4. Auto‑route imported studies to predefined DICOM destinations, before or after reconciliation.

5. Support including or excluding structured reports and presentation states.

6. Accept and incorporate HL7 diagnostic reports into disc content.

4. Media Burning Requirements The system shall:

1. Burn studies to CD/DVD and automatically select appropriate media based on study size.

2. Auto‑span multi‑disc sets when required due to data volume.

3. Provide high‑resolution printed labels using inkjet or thermal transfer printing technology. Required printed fields:

· Patient Name

· Study List and Descriptions

· Study Dates

· Modality Types

· Facility Name/Logo

· Disc Creation Date

· Optional User Notes

· Indicator when additional studies exceed label space 1Allow labels to be disabled for unprinted disc output.

4. Allow removal of completed discs without interrupting active burns.

5. Hardware Requirements Hardware devices shall meet or exceed:

Medium‑Volume Model Requirements:

· ≥3 input bins, 50 discs each

· Output: 50‑disc internal and 50‑disc external bins

· High‑resolution thermal transfer printing Entry‑Level Requirements:

· ≥2 input bins, 50 discs each

· Output: 10‑disc drawer + 50‑disc bin

· High‑resolution inkjet printing A dedicated PC compliant with VA ERA requirements shall be provided. The OS must remain supported for ≥2 years or be upgraded within 1 year.

6. User Interface Requirements The system’s web‑based interface shall:

1. Allow concurrent multi‑user operations.

2. Sort query results by patient last name.

3. Provide usage statistics per user.

4. Display job queue categories: Scheduled, Pending, Running, Completed (24h), Failed (24h).

5. Allow modifying job priority and sending urgent jobs to priority DICOM nodes.

6. Display job details including patient info, accession, study description, study date, image count, completion time.

7. Embedded DICOM Viewer Requirements Each disc shall contain a viewer supporting:

· Window/Level

· Zoom/Pan

· Scroll navigation

· Cine for multi‑frame images

· Measurement tools

· Annotation with DICOM tags

· Laterality and spatial cross‑referencing

· Option to substitute VA-approved viewer

8. Interoperability Requirements The system must support:

· DICOM Study Root Query: 1.2.840.10008.5.1.4.1.2.2.1

· DICOM Study Root Retrieve: 1.2.840.10008.5.1.4.1.2.2.2 And be compatible with:

· VistA Imaging

· Radiology PACS

· Cerner

9. Security Requirements The Contractor shall ensure compliance with:

· VA Enterprise Risk Assessment (ERA)

· FIPS 140‑2 encryption in data handling workflows (supported by typical industry systems)

· Section 508 accessibility requirements All replaced hard drives must remain in VA custody.

10. INSTALLATION

The Contractor shall:

· Deliver all components within 60 days of award unless coordinated otherwise.

· Install, configure, and test all hardware and software at designated Medical Records locations.

· Complete installation without disrupting patient care operations.

11. TRAINING

Training shall be conducted virtually and provided to:

· Approx. 8 end‑users

· 2 biomedical engineering representatives Training shall include:

· System operation

· Troubleshooting

· Preventive maintenance

· Administrative functions Biomedical staff shall receive technical-level training and service manuals.

12. WARRANTY & SUPPORT

Contractor shall provide:

· 12-month warranty including technical support and software updates

· Overnight replacement for defective hardware units

· Configuration transfer utilities for replacement devices

13. Deliverables

· Fully functional DICOM Disc Burning System

· Hardware and software components

· Configuration documentation

· Training documentation and completion records

· Administrative and biomedical service manuals

· Warranty and support documentation

· ERA compliance documentation

14. Equipment shall be delivered to the ELPVAHCS Warehouse:

ELP VA Warehouse 6 Founders Blvd.

Suite B El Paso, TX 79906

14.1. The contractor shall provide Delivery, installation, start-up assistance, operator instructions, and training on the use of the system for Health Information Management (HIMS) personnel.

14.2. Installation shall be completed within SIXTY (60) calendar days after date of award.

14.4. The contractor shall provide ONE (1) hard-copy (paper) and ONE (1) Operator’s Manuals. One for HIMS department and one for biomed staff.

15. WORK HOURS:

15.1. Normal Work Hours: The service schedule shall be developed between the contractor and Contractor’s Representative (COR) prior to any service being performed.

15.2. The following is a list of U.S. Government holidays. If the holiday falls on a Saturday, the proceeding Friday is observed as the holiday; if the holiday falls on a Sunday, the following Monday is observed as the holiday and any other day specifically declared by the President of the United States to be a national holiday.

16. PERSONNEL

16.1. The contractor shall provide in writing the name and phone number of personnel within (10) ten calendar days of the award of the contract. The personnel shall be a qualified and experienced to oversee the personnel assigned to perform the installation. The contractor shall correspond with the COR on a regular basis to discuss any problems that the contractor or contractor’s personnel may be experiencing during the performance of this contract. Unresolved problems shall be referred to the Contracting Officer for resolution.

16.2. Government point of contact (POC). The COR shall be the Government’s POC. If required, the COR shall be designated in writing to the Contractor and the scope of authority shall be set forth therein. Contractor shall respond only to calls from COR or a designated representative from the Medical Center.

16.3. SECURITY STATEMENT: The Vendor shall not transfer any VA information to a location outside the VA and only to VA locations determined by the VA System Administrator. The information in these systems may be covered by the Privacy Act 1974 which contains criminal penalties of abuse of information.

The Vendor and all VA employees are required to immediately report any security violations to the Information Security Officer. No other security statements are required.

17. ACRONYMS AND DEFINITIONS

17.1. Contracting Officer (CO). A person duly appointed with the authority to enter into and administer contracts on behalf of the U.S. Government.

17.2. Contracting Officer’s Representative (COR). An individual designated in writing by the Contracting Officer to act as an authorized representative of the Contracting Officer to perform specific contract administrative functions within the scope and limitations as defined by the Contracting Officer.

18. EQUIPMENT OWNERSHIP.

18.1. Title to equipment shall remain with the contractor until installed and established. After completion, a satisfactory inventory and inspection is completed by Contractor. Upon approved inspection, title, equipment, accessories and ownership shall be released to EL Paso Veterans Affairs Health Care System (ELPVAHCS).

the first invoice under this agreement. The contractor shall provide a minimum of one (1) year warranty. The warranty shall begin upon date of installation.

19. NARA Records Management Language for Contracts

19.1 Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

19.2 In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

19.3 In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

19.4 El Paso Veteran Affairs Health Care System (EPVAHCS) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of EPVAHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to EPVAHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

19.5 The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to EPVAHCS control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

19.6 The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and EPVAHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

19.7 The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with EPVAHCS policy.

19.8 The Contractor shall not create or maintain any records containing any non-public EPVAHCS information that are not specifically tied to or authorized by the contract.

19.9 The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

19.10 The EPVAHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which EPVAHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

20. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.