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Virtual Reality Headset Software Subscription TAC Number: VA-24-00056099

PRODUCT DESCRIPTION (PD) TEMPLATE

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration (VHA) Gulf Coast Veterans Health Care System (GCVHCS) Innovation Program

Virtual Reality Headset Software Subscription

Date: June 12, 2024

VA-24-00056099

PD Version Number: 1.0

Contents

PRODUCT REQUIREMENTS

The Department of Veterans Affairs (VA), Gulf Coast Veterans Health Care System (GCVHCS) Innovation Program is in the process of procuring virtual reality mental fitness training software, which is uniquely designed for stress reduction and mental fitness among veterans. GCVHCS currently utilizes virtual reality systems for Veterans in our Inpatient Medical Surgical Ward, Intensive Care Unit, Pre and Post Operation, Mental Health, and Physical Rehabilitation Services. Each of these systems are platform dependent.

GCVHCS has 29 Virtual Reality systems that are platform-agnostic to their hardware, Meta Quest 2 (256 GB) Occulus Mfr #:301-00351-02-ACCEN and has a requirement to purchase a clinically validated (supporting documentation or demonstration to the claims via articles, studies, and statistics) virtual reality mental fitness training software application to use on the 29 devices. The addition of the software application for these 29 devices will enable GCVHCS facility to provide adjunct opportunities for Veterans and to decrease stress, anxiety, pain, and depression. The initial software application will be installed onto the headsets by GCVHCS Innovation Specialist using public Wifi.

The period of performance for this effort shall consist of a 12-month subscription period. This acquisition is essential to bolster the existing wellness programs and enhance the mental health services offered to Veterans.

The Contractor shall provide the 29 software subscriptions which shall comply with all requirements detailed in Section 1.1 below. The software shall align with the VA's strategic objectives of mitigating stress and anxiety, fostering calmness and focus, and enabling effective mental fitness training.

Salient Characteristics

1. Functionality for Anxiety and Stress Reduction:

· The software shall provide an experience that addresses in part or all of the following:

A. reduces and manages stress and/or anxiety;

B. increases calm and focus;

C. trains the brain to thrive under pressure.

The above functionalities shall be supported by way of documentation or demonstrated via articles, studies, and/or statistics.

2. Interactive VR Experiences:

· A minimum library of at least 35 virtual reality experiences shall be available.

3. Multiple User Support:

· The software shall support multiple users per subscription license.

4. User-Friendly Interface:

· The software shall be intuitive and easy to use with self-guided sessions at a novice level, within four minutes from initiating use.

5. Technical Support:

· Contact for technical support shall be provided by the Contractor, the updates shall be delivered electronically via the headsets and shall automatically load when received by the headsets.

6. Compatibility:

· Software compatible shall be compatible with Meta Quest 2 (256 GB) Occulus Mfr #:301-00351-02-ACCEN headsets.

1.1.1 Additional Requirements:

1. Adjustable Session Lengths and Varied Content:

To accommodate individual preferences and needs, the software shall offer a variety of session lengths and content.

1.1.2 Software-as-a-Service (SaaS) Solution

The Contractor shall provide a SaaS solution that does not have direct connections or interfaces to VA systems or networks. VA providers shall access the solution in a view-only mode or with limited functionality. The Contractor shall ensure that no data is created, collected, processed, maintained, disseminated, or disposed of on behalf of the VA. The Contractor shall comply with OMB Circular A-130, which defines federal-owned data as information owned or managed by the federal government, including information collected, maintained, and shared for government functions.

a. Data Handling for Veterans Using Devices

· User Consent: Veteran users who use the product shall consent to share their data, which may include Personally Identifiable Information (PII) and Protected Health Information (PHI), directly with the SaaS provider.

· Published Terms: The SaaS provider shall have published terms and conditions for user consent.

· Data Ownership: All data processed by the SaaS provider shall be owned by the SaaS provider or the Veteran user.

· Revocation: Veteran users shall have the ability to revoke data sharing with the SaaS provider at any point.

b. Data Sharing Revocation

· For systems classified as "No VA Data," the Veteran is entering directly into a relationship with the SaaS provider and has granted their VA medical team one-way, view-only access to read the data.

· The medical team may then pull information into the Veteran's/patient’s medical record.

· The Veteran/patient may at any time revoke sharing with the SaaS provider and/or their medical care team.

· In the event that data sharing is revoked, the medical provider will retain data already shared but will immediately stop collecting additional data from the SaaS provider and veteran.

· VA shall make the Veteran, Caregiver or Veteran Representative aware of the disclosure of data to the third party and their ownership of the data.

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.

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:

COMPATABILITY WITH ASSISTIVE TECHNOLOGY

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.

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 delivery.

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.

EPEAT

EPEAT product compliance is not required in this acquisition.

ENERGY STAR

Energy Star compliance is not required in this acquisition.

FEMP

FEMP or FEMP low standby power product compliance is not required in this acquisition.

SHIPMENT OF SOFTWARE

Delivery of software shall be in electronic form, Email to Elizabeth.Williams6@va.gov within 30 days of award.

Inspection: Destination Acceptance: Destination Free on Board (FOB): Destination

Ship To and Mark For:

Primary

Alternate

GENERAL REQUIREMENTS

VA TECHNICAL REFERENCE MODEL

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

SOCIAL SECURITY NUMBER (SSN) REDUCTION

The Contractor solution shall support the Social Security Number (SSN) Fraud Prevention Act (FPA) of 2017 which prohibits the inclusion of SSNs on any document sent by mail. The Contractor support shall also be performed in accordance with Section 240 of the Consolidated Appropriations Act (CAA) 2018, enacted March 23, 2018, which mandates VA to discontinue using SSNs to identify individuals in all VA information systems as the Primary Identifier. The Contractor shall ensure that any new IT solution discontinues the use of SSN as the Primary Identifier to replace the SSN with the Integrated Control Number (ICN) in all VA information systems for all individuals. The Contractor shall ensure that all Contractor delivered applications and systems integrate with the VA Master Person Index (MPI) for identity traits to include the use of the ICN as the Primary Identifier. The Contractor solution may only use a Social Security Number to identify an individual in an information system if and only if the use of such number is required to obtain information VA requires from an information system that is not under the jurisdiction of VA.

INTERNET PROTOCOL VERSION 6 (IPV6)

The Contractor solution shall support Internet Protocol Version 6 (IPv6) based upon the memo issued by the Office of Management and Budget (OMB) on November 19, 2020 (https://www.whitehouse.gov/wp-content/uploads/2020/11/M-21-07.pdf). IPv6 technology, in accordance with the USGv6 Program (https://www.nist.gov/programs-projects/usgv6-program/usgv6-revision-1), NIST Special Publication (SP) 500-267B Revision 1 “USGv6 Profile” (https://doi.org/10.6028/NIST.SP.500-267Br1), and NIST SP 800-119 “Guidelines for the Secure Deployment of IPv6” (https://doi.org/10.6028/NIST.SP.800-119), compliance shall be included in all IT infrastructures, application designs, application development, operational systems and sub-systems, and their integration. In addition to the above requirements, all devices shall support native IPv6 and dual stack (IPv6 / IPv4) connectivity without additional memory or other resources being provided by the Government, so that they can function in a mixed environment. All public/external facing servers and services (e.g., web, email, DNS, ISP services, etc.) shall support native IPv6 and dual stack (IPv6 / IPv4) users and all internal infrastructure and applications shall communicate using native IPv6 and dual stack (IPv6 / IPv4) operations.

SOFTWARE AND LICENSING REQUIREMENTS

The Contractor shall be responsible for the provision of all software licenses and any associated licensing maintenance required for any development, delivery, integration, operation, and/or maintenance associated with its proposed application(s), software products, software solution, and/or system including, but not limited to, any and all application(s), software and/or software products that comprise, are a part of, or integrate with the Contractor’s proposed application(s), software products, software solution, and/or system for the life of any resulting contract.

POSITION/TASK RISK DESIGNATION LEVEL(S)

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.

POINTS OF CONTACT

VA Program Manager:

Contracting Officer:

Name: Patrick Hamilton

Contract Specialist:

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. 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).

b. 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

d. 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.

e. 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.

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