P09 PD Draft.pdf

PRODUCT DESCRIPTION (PD)

DEPARTMENT OF VETERANS AFFAIRS

Office of Information & Technology Medical Research, Education, and Population Health

Sophic-CoV2 Software and Support

Date: August 5, 2022

VA-22-00095783

PD Version Number: 1.0 https://btt.dva.va.gov/ppsServlet/spring/listing/processListing?templateId=50&filter_planningUID=VA-22-00095783&noCache=noCache

Contents

1.0 PRODUCT REQUIREMENTS

2.0 NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL

INFORMATION AND COMMUNICATION TECHNOLOGY (ICT)

PROCUREMENTS (SECTION 508)

2.1 SECTION 508 – INFORMATION AND COMMUNICATION TECHNOLOGY

(ICT) STANDARDS

2.2 COMPATABILITY WITH ASSISTIVE TECHNOLOGY

2.3 ACCEPTANCE AND ACCEPTANCE TESTING

3.0 INFORMATION TECHNOLOGY USING ENERGY-EFFICIENT PRODUCTS

4.0 GENERAL REQUIREMENTS

4.1 VA TECHNICAL REFERENCE MODEL

4.2 POSITION/TASK RISK DESIGNATION LEVEL(S)

Control Number: FORCE VA-22-00095783

1.0 PRODUCT REQUIREMENTS

Department of Veterans Affairs (VA), Office of Information and Technology, Enterprise Program Management Office, Medical Research, Education, and Population Health has a requirement for software maintenance and professional services for brand name Sophic Perpetual Licenses. The Sophic License will annotate and report COVID viral strains or variants and its pathogenicity in VA and send to the Center for Disease Control (CDC). Additional professional services and perpetual licenses may be required if the Optional Tasks are exercised by VA in accordance with the table below.

Software maintenance is required for enhancing and optimizing Sophic software solutions.

PERIOD OF PERFORMANCE: 12 months, with two 12-month option periods

BASE PERIOD: September 15, 2022 – September 14, 2023 Item No. Description Part No. Quantity

(QTY) Unit

0001 Sophic – SDS 360 Maintenance and Support (7 licenses)

-Maintenance includes fixes, patches, updates, versions, and upgrades to the software.

The contractor shall respond to inquiries within 24 hours after receipt of request.

P-NRS 12 Months

(MO)

0002 Access to On-Demand Video Library

Not Separately

Price

(NSP)

NSP

0003 Sophic – SDS 360 Professional Services for Implementation as needed.

Implementation services shall include the Virtual or Remote support for the following:

-Installation of Sophic -Configuration of Sophic -Assistance with system readiness -Troubleshooting after initial installation

PROF

SVCS

Not to exceed

Hours

(HRS)

https://btt.dva.va.gov/ppsServlet/spring/listing/processListing?templateId=50&filter_planningUID=VA-22-00095783&noCache=noCache

The contractor shall coordinate with the COR regarding use of hours.

Invoices will be certified after COR verification.

OPTION PERIOD 1: September 15, 2023 – September 14, 2024 Item No. Description Part No. QTY UofM

1001 Sophic – SDS 360 Maintenance and Support (7 licenses)

-Maintenance includes fixes, patches, updates, versions, and upgrades to the software.

The contractor shall respond to inquiries within 24 hours after receipt of request.

P-NRS 12 MO

1002 Access to On-Demand Video Library

Not Separately

Price

(NSP)

NSP

OPTION PERIOD 1 OPTIONAL CLINs 1003 Sophic – SDS 360 Professional

Services for Implementation as needed.

Implementation services shall include the Virtual or Remote support for the following:

-Installation of Sophic -Configuration of Sophic -Assistance with system readiness -Troubleshooting after initial installation

The contractor shall coordinate with the COR regarding use of hours.

Invoices will be certified after COR verification.

Not to exceed 80

Hours

(HRS)

1004 Sophic – SDS 360 INSIGHTS

(PERPETUAL)

SDS-360 1 EA

OPTION PERIOD 2: September 15, 2024 – September 14, 2025 Item No. Description Part No. QTY UofM

2001 Sophic – SDS 360 Maintenance and Support (7 licenses)

P-NRS 12 MO

-Maintenance includes fixes, patches, updates, versions, and upgrades to the software.

The contractor shall respond to inquiries within 24 hours after receipt of request.

2002 Access to On-Demand Video Library

NSP NSP

OPTION PERIOD 2 OPTIONAL CLINs 2003 Sophic – SDS 360 Professional

Services for Implementation as needed.

Implementation services shall include the Virtual or Remote support for the following:

-Installation of Sophic -Configuration of Sophic -Assistance with system readiness -Troubleshooting after initial installation

The contractor shall coordinate with the COR regarding use of hours.

Invoices will be certified after COR verification.

Not to exceed 80

Hours

(HRS)

2004 Sophic – SDS 360 INSIGHTS

(PERPETUAL)

SDS-360 1 EA

2005 Sophic – SDS 360 Maintenance and Support (1 license)

-Maintenance includes fixes, patches, updates, versions, and upgrades to the software.

The contractor shall respond to inquiries within 24 hours after receipt of request.

P-NRS 12 MO

https://btt.dva.va.gov/ppsServlet/spring/listing/processListing?templateId=50&filter_planningUID=VA-22-00095783&noCache=noCache

2.0 NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL

INFORMATION AND COMMUNICATION TECHNOLOGY (ICT)

PROCUREMENTS (SECTION 508)

On January 18, 2017, the Architectural and Transportation Barriers Compliance Board (Access Board) revised and updated, in a single rulemaking, standards for electronic and information technology developed, procured, maintained, or used by Federal agencies covered by Section 508 of the Rehabilitation Act of 1973, as well as our guidelines for telecommunications equipment and customer premises equipment covered by Section 255 of the Communications Act of 1934. The revisions and updates to the Section 508-based standards and Section 255-based guidelines are intended to ensure that information and communication technology (ICT) covered by the respective statutes is accessible to and usable by individuals with disabilities.

2.1 SECTION 508 – INFORMATION AND COMMUNICATION TECHNOLOGY (ICT)

STANDARDS

The Section 508 standards established by the Access Board are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure ICT.

These standards are found in their entirety at: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines. A printed copy of the standards will be supplied upon request.

Federal agencies must comply with the updated Section 508 Standards beginning on January 18, 2018. The Final Rule as published in the Federal Register is available from the Access Board: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule.

The Contractor shall comply with “508 Chapter 2: Scoping Requirements” for all electronic ICT and content delivered under this contract. Specifically, as appropriate for the technology and its functionality, the Contractor shall comply with the technical standards marked here:

E205 Electronic Content – (Accessibility Standard -WCAG 2.0 Level A and AA Guidelines)

E204 Functional Performance Criteria E206 Hardware Requirements E207 Software Requirements E208 Support Documentation and Services Requirements

2.2 COMPATABILITY WITH ASSISTIVE TECHNOLOGY

https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule

The standards do not require installation of specific accessibility-related software or attachment of an assistive technology device. Section 508 requires that ICT be compatible with such software and devices so that ICT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software.

2.3 ACCEPTANCE AND ACCEPTANCE TESTING

Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the Section 508 Chapter 2: Scoping Requirements standards identified above.

The Government reserves the right to test for Section 508 Compliance before delivery.

The Contractor shall be able to demonstrate Section 508 Compliance upon Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the Section 508 Chapter 2: Scoping Requirements standards identified above.

The Government reserves the right to test for Section 508 Compliance before delivery.

The Contractor shall be able to demonstrate Section 508 Compliance upon delivery.

3.0 INFORMATION TECHNOLOGY USING ENERGY-EFFICIENT PRODUCTS

The Contractor shall comply with Sections 524 and Sections 525 of the Energy Independence and Security Act of 2007; Section 104 of the Energy Policy Act of 2005;

Executive Order 13834, “Efficient Federal Operations”, dated May 17, 2018; Executive Order 13221, “Energy-Efficient Standby Power Devices,” dated August 2, 2001; and the Federal Acquisition Regulation (FAR) to provide ENERGY STAR®, Federal Energy Management Program (FEMP) designated, low standby power, and Electronic Product Environmental Assessment Tool (EPEAT) registered products in providing information technology products and/or services.

The Contractor shall ensure that information technology products are procured and/or services are performed with products that meet and/or exceed ENERGY STAR, FEMP designated, low standby power, and EPEAT guidelines. The Contractor shall provide/use products that earn the ENERGY STAR label and meet the ENERGY STAR specifications for energy efficiency. Specifically, the Contractor shall:

1. Provide/use ENERGY STAR products, as specified at www.energystar.gov/products (contains complete product specifications and updated lists of qualifying products).

2. Provide/use the purchasing specifications listed for FEMP designated products at https://www4.eere.energy.gov/femp/requirements/laws_and_requirements/energ y_star_and_femp_designated_products_procurement_requirements . The Contractor shall use the low standby power products specified at http://energy.gov/eere/femp/low-standby-power-products.

https://btt.dva.va.gov/ppsServlet/spring/listing/processListing?templateId=50&filter_planningUID=VA-22-00095783&noCache=noCache http://www.energystar.gov/products https://www4.eere.energy.gov/femp/requirements/laws_and_requirements/energy_star_and_femp_designated_products_procurement_requirements https://www4.eere.energy.gov/femp/requirements/laws_and_requirements/energy_star_and_femp_designated_products_procurement_requirements http://energy.gov/eere/femp/low-standby-power-products

3. Provide/use EPEAT registered products as specified at www.epeat.net. At a minimum, the Contractor shall acquire EPEAT® Bronze registered products.

EPEAT registered products are required to meet the technical specifications of ENERGY STAR but are not automatically on the ENERGY STAR qualified product lists. The Contractor shall ensure that applicable products are on both the EPEAT Registry and ENERGY STAR Qualified Product Lists.

The following is a list of information technology products for which ENERGY STAR, FEMP designated, low standby power, and EPEAT registered products are available:

1. Computer Desktops, Laptops, Notebooks, Displays, Monitors, Integrated Desktop Computers, Workstation Desktops, Thin Clients, Disk Drives

2. Imaging Equipment (Printers, Copiers, Multi-Function Devices, Scanners, Fax Machines, Digital Duplicators, Mailing Machines)

3. Televisions, Multimedia Projectors

This list is continually evolving, and as a result is not all-inclusive.

4.0 GENERAL REQUIREMENTS

4.1 VA TECHNICAL REFERENCE MODEL

The Contractor shall support the VA enterprise management framework. In association with the framework, the Contractor shall comply with OI&T 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 OI&T. Architecture & Engineering Services (AES) has overall responsibility for the VA TRM.

4.2 POSITION/TASK RISK DESIGNATION LEVEL(S)

Not Applicable

POINTS OF CONTACT

To be provided at award.

ADDITIONAL ITEMS

SPECIAL INSTRUCTIONS/REMARKS

http://www.epeat.net/

Response Instructions: Offerors shall provide with its quote/proposal a letter from the OEM for any and all proposed products certifying that the Offeror or the Offeror’s teaming partner, if acquiring the product through a teaming partner, is authorized to sell and provide the proposed product(s) as of the date of the submission of the quote/proposal. The OEM letter shall be provided on the OEM’s letterhead and signed by an authorized representative of the OEM. Additionally, the Offeror’s quote/proposal shall explicitly self-certify that that it will not provide Gray Market Goods and/or Counterfeit Electronic Parts, and that it has the level of certification/specialization, as required by the OEM(s), to support authorized product sale and pricing for the products proposed. Failure to include the requisite OEM letter(s) and Offeror self-certification may render the Offeror’s quote Unacceptable and thus, ineligible for award.

https://btt.dva.va.gov/ppsServlet/spring/listing/processListing?templateId=50&filter_planningUID=VA-22-00095783&noCache=noCache

INFORMATION SECURITY CONSIDERATIONS:

The Assessment and Authorization (A&A) requirements do not apply, and a Security Accreditation Package is not required

All VA sensitive information shall be protected at all times in accordance with local security field office System Security Plans (SSP’s) and Authority to Operate (ATO)’s for all systems/LAN’s accessed while performing the tasks detailed in this Product Description.

A prohibition on unauthorized disclosure: “Information made available to the Contractor or Subcontractor by VA for the performance or administration of this contract or information developed by the Contractor/Subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA.” This clause expressly limits the Contractor/Subcontractor’s rights to use data as described in Rights in Data – General, FAR 52.227-14(d).(1).

A requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the Contractor/Subcontractor has access, the Contractor/Subcontractor shall immediately notify the COR and simultaneously, the designated ISO, and Privacy Officer for the contract. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6, Appendix C, paragraph 6.a.

A requirement to pay liquidated damages in the event of a data breach: “In the event of a data breach or privacy incident involving SPI the contractor processes or maintains under this contract, the contractor shall be liable to VA for liquidated damages for a specified amount per affected individual to cover the cost of providing credit protection services to those individuals.” However, it is the policy of VA to forgo collection of liquidated damages in the event the Contractor provides payment of actual damages in an amount determined to be adequate by the agency.

Based on the determinations of the independent risk analysis, the Contractor shall be responsible for paying to VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

1) Notification;

2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports;

3) Data breach analysis;

4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;

5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and

6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs

A requirement for annual security/privacy awareness training: “Before being granted access to VA information or information systems, all Contractor employees and Subcontractor employees requiring such access shall complete on an annual basis either: (i) the VA security/privacy awareness training (contains VA security/privacy requirements) within 1 week of the initiation of the contract, or (ii) security awareness training provided or arranged by the contractor that conforms to VA’s security/privacy requirements as delineated in the hard copy of the VA security awareness training provided to the Contractor. If the Contractor provides their own training that conforms to VA’s requirements, they will provide the COR or CO, a yearly report (due annually on the date of the contract initiation) stating that all applicable employees involved in VA’s contract have received their annual security/privacy training that meets VA’s requirements and the total number of employees trained. See VA Handbook 6500.6, Appendix C, paragraph 9.

A requirement to sign VA’s Rules of Behavior: “Before being granted access to VA information or information systems, all Contractor employees and Subcontractor employees requiring such access shall sign on annual basis an acknowledgement that they have read, understand, and agree to abide by VA’s Contractor Rules of Behavior which is attached to this contract.” See VA Handbook 6500.6, Appendix C, paragraph 9, and Appendix D. Note: If a medical device vendor anticipates that the services under the contract will be performed by 10 or more individuals, the Contractor Rules of Behavior may be signed by the vendor’s designated representative. The contract must reflect by signing the Rules of Behavior on behalf of the vendor that the designated representative agrees to ensure that all such individuals review and understand the Contractor Rules of Behavior when accessing VA’s information and information systems.

https://btt.dva.va.gov/ppsServlet/spring/listing/processListing?templateId=50&filter_planningUID=VA-22-00095783&noCache=noCache