P01 SOW Ephesoft Transact Software and Services -GLA 1.docx

STATEMENT OF WORK (SOW)

Ephesoft Transact Software and Services VA Greater Los Angeles Health Care System Care in the Community (CITC) Background:

We are requesting the initiation of a new contract to maintain and enhance the implementation of Robotic Process Automation (RPA) Ephesoft Advanced Capture Software, and to introduce Nintex Workflow for further automation of Community Care (CC) tasks. This automation is critical to our ability to better focus on patient care demands. The contract is paramount to the operation of CC Service, particularly given staff constraints, and enable staff to meet clinical and patient care requirements efficiently.

Ephesoft Transact Software is an Advanced Capture Software Solution that will automate the processing of incoming medical patients record online faxes. Incoming faxes will be automatically identified, key patient and health service specialty information will be extracted, and the file will be properly identified and placed in the correct electronic patient health record. Rather than humans typing in data and routing the medical patient record faxes via paper or email, Ephesoft captures and digitizes the medical patients record, initiating the digital transformation process ensuring no human error and increasing efficiency and accuracy of all electronic patient health records.

The process significantly accelerates time-to-value for business processes and workflows, including medical records, appointment letters, requests for additional care and claims information. Ephesoft’s Artificial Intelligence powered platform improves accuracy, increases productivity, and dramatically reduces costs. By leveraging content capture to enrich digital processes, Ephesoft positions customers for better outcomes with usable data.

Nintex RPA is software technology that allows for the automation of various routine and repetitive computer tasks or computer-based business processes. RPA provides the tools to streamline both complex and simple processes. RPA is principally designed to automate repetitive and routine analytical tasks and processes. This is accomplished by programming a desktop RPA interface that you can “teach” to mimic clicks and keystrokes to replicate a human typing information into various fields, access systems, compile information in spreadsheets, or transfer data between disparate systems.

RPA can be applied to high-volume, business rules-driven, repetitive processes across your organization. RPA is meant to function 24 hours per day/7 days per week.

Scope:

The contractor will assist as a subject matter expert in both Advance Capture (Ephesoft) and the Robotic Process Automation Solution (RPA). The contracting vendor will continue to maintain, design, train, and support the Advance Capture Solution as it will deliver operational efficiency, time savings, and substantial cost reduction quickly.

Primary focus of the requirement will be the following:

· Ability to obtain Optical Character Recognition (OCR) documents from an import folder (from RightFax)

· Ability to OCR paper documents scanned into a shared folder.

· Ability to classify documents.

· Extract metadata if available on the documents

· Ability for the operator at the VA to easily enter any missing metadata.

· Implementation, configuration with on-going support

· Export documents and associated metadata to a folder for Nintex RPA to upload.

· Technically Supported Solution

Tasks and Associated Deliverables:

Software Delivery – Brand Name or Equal Requirement The Contractor shall deliver Ephesoft Transact Software or equal with accompanying software to meet the following salient characteristics. Products offered as “equal” must demonstrate full compliance with these requirements and ensure interoperability with VA’s existing RPA Software License (5EAAL-44LPZ-5JY7R-DNT33X5WEK) and VA network standards.

Salient Characteristics:

· Perform Optical Character Recognition (OCR) on documents from:

· Import folders generated by RightFax.

· Paper documents scanned into shared folders.

· Automatically classify multiple document types for efficient processing.

· Extract metadata from documents and provide an intuitive interface for manual metadata entry when necessary.

· Export processed documents and associated metadata to designated folders for Nintex RPA integration.

· Automate retrieval and naming of files associated with incoming faxes from Community Care Providers.

· Remove fax cover sheets and Export Extensible Markup Language (XML) & Portable Document Format (PDF) files to folders based on document type.

· Support VA Technical Reference Model (TRM) compliance; if not currently approved, Contractor shall assist in obtaining approval.

· Provide implementation and configuration services for the Advanced Capture solution.

· Deliver Visio workflow diagrams for current and future stated processes.

· Ensure ongoing technical support, updates, troubleshooting, and repairs to maintain 24x7 operational capability.

Installation and Support:

· Installation must be performed by a Certified Partner of the brand name or equal solution.

· Contractor shall provide training for VA personnel and ensure configuration aligns with identified workflows.

Evaluation of “Equal” Products: Products proposed as “equal” will be evaluated based on their ability to meet all salient characteristics listed above.

The contractor shall continue to perform all professional services required to address the identified current deficiencies in the VA Greater Los Angeles Community Care workflow. These workflow deficiencies are dramatically impacting patient care and need to be remedied immediately. Renewing this immediate workflow automation is mandatory because increased workload cannot be addressed with existing manpower in a timely manner.

Contractor must be a Certified Partner for the installed software to be utilized AND have the ability to access/activate licenses.

Due to time constraints and the urgency of this project, Contractor will need to provide detailed Visio Workflow diagrams of the current and future state of the VA Greater Los Angeles Community Care workflow.

All hardware and software presented to the VACC must be Technical Reference Model (TRM) approved. TRM is the VA Enterprise Architecture component that establishes a common vocabulary and structure for describing the information technology used to develop, operate, and maintain enterprise applications.

Advanced Capture will automate the retrieval and name the files associated with incoming faxes to the VACC from Community Care Providers:

· Automate the retrieval and workflow associated with incoming faxes to the VACC from Community Care Providers.

· All incoming faxes will be sent to file folders based on the existing Fax Server Capabilities. Advanced Capture will monitor the associated fax folder(s).

· Advanced Capture will recognize all documents using OCR and advanced processing capabilities automatically various document types.

· Automatically extract all clinical and patient fields from each document.

· Remove fax cover sheets.

· Export Extensible Markup Language (XML) & Portable Document Format (PDF) file to folders depending on document type.

The Technical Account Support Specialist (TASS) provides administrative level support for the applications as described below. The TASS is only to provide support and administration for the identified applications and tasks set forth in this document.

Security: Software license is owned by the VA. Information will not leave the local VA Greater Los Angeles firewall.

Contractors will need remote access to VA systems with PIV card and will not require access to local on-site VA Greater Los Angeles facilities.

Government-Furnished Property/Equipment/Information (GFP/GFE/GFI): Need will be reviewed for availability to the nearest VA to selected Contractor.

Place of Performance: Remote Access via PIV card.

Period of Performance: Base year (1) with possible additional four (4) option years (to renew if funds are available and approved).

Performance and Quality Standards:

The Base Year shall be 12 months after the award, with four 12-month option periods.

Option Year 1 - 12 months Option Year 2 - 12 months Option Year 3 - 12 months Option Year 4 - 12 months

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

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:

All services will be delivered remotely by the contractor unless otherwise noted in this SOW. If while delivering the services, the VA determines that onsite installation or delivery is required additional charges may apply which will be accomplished by a modification.

Services provided by the contractor will be provided during normal business hours (07:30 am to 16:00 pm) Monday through Friday excluding recognized federal holidays. Required Services provided outside of these hours are not included in the costs.

Reporting:

The contractor must provide Weekly Progress Reports in electronic form (Microsoft Word, Excel, or PDF). These reports should:

a) Cover all work completed during the reporting period and planned work for the next period.

b) Identify any problems encountered, resolutions, or plans for unresolved issues.

c) Include an itemized list of:

(i) all electronic files completed

(ii) files unreadable

(iii) faxes completed

(iv) faxes that do not apply, incomplete files

(v) files that require action from VA staff

(vi) Request for Services (RFS) files

(vii) Prescription files

(viii) Medication refill files

(ix) Glasses (Optometry) Prescriptions

(x) Dental Claims

(xi) Mammography Files

(xii) Files pertaining to non-San Francisco VA patients

d) Monitor performance and report deviations.

e) These reports will be submitted on Mondays each week to ensure timely tracking and accountability.

(i) Reports will be emailed to the Customer Relations and Outreach section of the Office of Community Care at email address: VHAWLACITCAdmin@VA.GOV

1. Enterprise and IT Framework: The contractor must comply with VA’s Technical Reference Model (TRM) and other enterprise standards:

a) Use only technologies approved in the VA TRM.

b) Implement Zero Trust security controls and meet VA Critical Security Controls.

c) Ensure compliance with Federal Identity, Credential, and Access Management (FICAM), including PIV card enablement and authentication standards.

2. SOFTWARE AND LICENSING REQUIREMENTS: The contractor is responsible for:

a) Providing all software licenses and associated maintenance for any development, delivery, integration, operation, and/or maintenance of the proposed solution.

b) Ensuring licenses cover the entire life of the contract.

c) Supporting compliance with VA security and privacy requirements, including encryption standards (FIPS 140-2 or successor) and patching governance.

d) Delivering software free of malware and providing updates for vulnerabilities within specified timeframes.

RECORDS MANAGEMENT OBLIGATIONS:

B. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

C. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes VHA records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their VHA contract.

4. may include deliverables and documentation associated with deliverables.

D. Requirements

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.

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.

3. In accordance with 36 CFR 1222.32, the 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.

4. VHA 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 VHA or destroyed 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, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

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 Privacy and Information Technology training courses. 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 VHA 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).

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 VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

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

8. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

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.

10. The VHA 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 VHA 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.

11. 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. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] E. Flow down of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.