P01 - SOW_Moodle-Hosting-Support.docx

STATEMENT OF WORK

Moodle Hosting and Support 2022

1. Type of Order: Firm Fixed Price

2. Place of Performance: Contractor’s facility

3. Period of Performance: 12-month base plus four one-year options

4. Background: The Informatics Workforce Stewardship (IWS) Team within the Clinical Informatics Data Management Office (CIDMO) is concerned with increasing the health informatics and data analytics literacy in the VA workforce. This procurement supports workforce development efforts to deploy national training programs to Veterans Affairs (VA), Department of Defense (DoD) and Indian Health Services (IHS) and other affiliated staff. The training programs are designed to feature interaction and collaborative learning, including content creation, and uploading, grading; discussion forums; messaging tools; assignments; quizzes, assessments and surveys and monitoring of users' online activity not available through the existing Talent Management System (TMS). This coursework is deployed via an online open-source platform called Moodle (Modular Object-Oriented Dynamic Learning Environment), in a hosted environment. We currently have two URL’s with over 21,000 registered users and over 8,000 active users in 2021.

5. Scope: The contractor shall provide an Enterprise level web hosting service known as Software as a Service (SaaS) and professional services to include consulting, support, implementation, and training services; Moodle course conversion services; and/or Moodle customization services for the learning management system, as detailed further below.

Vendor will provide designated Department of Veterans Affairs (Customer) support staff and End Users with access during the Term to the latest supported version of the SaaS via the Internet from a hosting facility and be responsible for implementing core changes to the SaaS generally, including free platform/version upgrades, routine maintenance and back-up, patches and/or fixes and/or changes to remedy any technical failures. Vendor shall assign employees and subcontractors with qualifications suitable for the work described herein.

Ongoing courses and any new courses planned for release must continue without disruption, requiring that any transfer of materials and functionality be completed and fully operational by the beginning of the period of performance, July 1, 2022. Since courses have already been developed and are in progress using Moodle, continued use of Moodle is required. Note that any alternative software proposed to replace the Moodle Learning Management System (LMS), must be included on the One-VA Technical Reference Model approved technologies and standards at the VA Technical Reference Model Platform must meet rigorous VA accessibility standards based on Section 508.

An officially designated Moodle partner and/or demonstrated expertise in hosting, configuring, and supporting a Moodle LMS with a minimum of 12,000 unique active user accounts, including version 3.11 up to the latest stable version of Moodle (with verified upgrades as available), is also required.

Service Provider represents and warrants that its collection, access, use, storage, disposal, and disclosure of Personally Identifiable Information (PII) does and will comply with all applicable federal privacy and data protection laws, as well as all other applicable regulations and directives. Service Provider will not use any data obtained from agency or end users in connection with the provision of SaaS and support for any purposes other than supporting and improving the SaaS.

Vendor agrees and covenants that it shall:

a. Keep and maintain all PII in strict confidence, using such degree of care as is appropriate to avoid unauthorized access, use or disclosure.

b. Use and disclose PII solely and exclusively for the purposes for which the PII, or access to it, is provided pursuant to the terms and conditions of this Agreement, and not use, sell, rent, transfer, distribute, or otherwise disclose or make available PII for Service Provider’s own purposes or for the benefit of anyone other than Customer, in each case, without Customer’s prior written consent; and not, directly or indirectly, disclose PII to any person other than its Authorized Employees/Authorized Persons, including any, subcontractors or other agents without express written consent from Customer;

c. Be responsible for and remain liable to Customer for the actions and omissions of an Unauthorized Third Party concerning the treatment of such PII as if they were Service Provider’s own actions and omissions; and require the Unauthorized Third Party that has access to PII to execute a written agreement agreeing to comply with the terms and conditions of this Agreement relating to the treatment of PII. Learning Management System Hosting Supplies and services required include Moodle with the following features:

i. Kaltura Video & Media Plugin

ii. Support and capacity for a minimum of 12,000 unique active user accounts at standard usage with incremental increases based on demand

iii. 24/7 support and platform availability

iv. Multiple domain hosting, minimum of 2, bridgeable/transitional from existing URLs with optional task to procure additional URL’s

v. Unlimited storage

vi. Hourly backups during the day retained for a minimum of 24 hours

vii. Nightly disaster backups of all sites taken to a secure location and maintained for a minimum of 30 days

viii. At least 3 Administrator Help Desk accounts with the option to increase as needed

ix. Moodle modules, default plugins and verified, stable plugins including, but not limited to, activity modules, blocks, interactive discussion forums, certificate generation, tracking and admin tools, grading, lessons, assignments, books, questionnaire, survey, badges, SCORM packages, text editors, question types, mNet servers, formats, enrollments, authentication, filters, antivirus, web services, messaging, reports, and text editors along with Kaltura video plugin.

x. Training for Moodle administrators, course builders, and basic Moodle users for 12 staff with the option to include additional staff as needed.

xi. Secure Sockets Layer (SSL) Certificate or Transport Layer Security (TLS) Certificate

xii. Lightweight Directory Access Protocol (LDAP) capability

xiii. Integration Point (software to manage enrollment, add users, and create courses in batch mode format) capability

xiv. Custom Code Risk Management Solution (CCRMS) as required

xv. Quarterly review of current system performance

i. Professional services to include Learning Administrator Services, consulting, installation, support, theme design, training, courseware creation, instructional design, and strategic planning

6. Required Tasks/Deliverables:

The contractor shall perform the tasks and complete the associated deliverables as follows by the scheduled dates within the overall period of performance.

Task 1 – Hosting Service for Moodle 3.11 and higher/Learning Management System, Enterprise Level for 12,000 unique active users Schedule of Deliverables:

Task 1 Hosting Service

7. Formal Acceptance or Rejects of Deliverables:

The Contractor shall demonstrate functionality of Deliverables 1.1, 1.2, 1.3 and 1.4, and maintain 99% uptime without interruption of existing coursework and throughout the Period of Performance. Deliverable 1.5 will be considered completed upon completion of the courses by enrolled VA participants. The COR and PM will review performance within five (5) days of the end of each month of delivered service prior to acceptance or providing documented reasons for non-acceptance. Should the Government fail to complete the review within the review period the deliverable will become acceptable by default, unless prior to the expiration of the five (5) workdays the Government notifies the Contractor in writing to the contrary. The final submission should be deemed approved if the Government has not rejected it in 30 days.

The CO will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the award. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor shall have two (2) workdays to correct the rejected deliverable and return it per delivery instructions.

8. Government and Contractor Responsibilities: The contractor shall provide all hardware, software and operating supplies for their personnel that are requested/required to perform the work on Government sites as well as contractor sites. Hardware and software must be compatible with Microsoft Office software applications and Adobe products, Veterans Health Information Systems; the COR will resolve any questions. Hardware shall include interface devices required to interact with Government systems/networks. Software applications shall include standard applications as used by the Government to provide for interaction between the Government and the contractor personnel and systems.