PWS Sources Sought 36C25022Q2270 05-02-2022.pdf

B.3 PERFORMANCE WORK STATEMENT dated 2 May 2022

PERFORMANCE WORK STATEMENT (PWS)

Digital Signage and Interactive Screen System with Multi-Media Medical Library for Dayton VAMC and CBOCs

2 May 2022

1. GENERAL. This is a non-personnel services contract in which the contractor shall provide a digital signage and interactive screen system with multi-media medical library for Dayton VA Medical Center (VAMC) and Community Based Outpatient Clinic (CBOCs) in Ohio and Indiana. This system shall be provided with a wireless local area network (LAN) internet capability for all screens that can be programmed to the needs of the government requiring office at Dayton VAMC by the contractor. The government shall not exercise any supervision or control over the contract service providers performing the services herein.

Veterans Experience Office (VEO) is committed to advancing Veterans’ health education though the dissemination of information to our patients. The VEO is an extension of the Public Affairs Office (PAO) which seeks to continually improve compliance with several VHA initiatives to include whole health and patient centered care.

The contactor shall provide a digital signage and interactive screen system with multi-media medical library for the locations specified in paragraph 1.1 below. The VEO requires the establishment of a leased system that will replace the DAMSL system currently in place at the locations specified below. The digital screens shall be located in waiting rooms and exam rooms throughout Dayton VAMC and CBOCs. The interactive digital screens shall be accessible to both VHA patients and staff members. The contractor shall ensure that the system is fully operational and compliant with the system equipment and services uptime rates specified in the performance requirements summary (PRS) in paragraph 6.1 below.

1.1 SCOPE SUMMARY. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to provide digital signage and interactive screen system with multi-media medical library for Dayton VAMC and CBOCs as established in this Performance Work Statement (PWS) and in accordance with terms and conditions established in the contract for the following location:

Department of Veterans Affairs Dayton VA Medical Center 4100 West Third Street Dayton, Ohio 45428-0004

Lima CBOC 750 West High Street, Suite 350 Lima, OH 45801-2967

Middletown CBOC 4337 North Union Road Middletown, OH 45005-5211

Richmond CBOC 1010 North J Street Richmond, IN 47374-6052

Springfield CBOC

1620 North Limestone Street Springfield, OH 45503-2624

1.2 PERIOD OF PEFORMANCE. The performance period(s) for shall not exceed one year for this contract summarized as follows:

Base Year: 15 June 2022 to 14 June 2023 o NOTE: The contractor shall complete installation of the digital sign system within 60 days of the performance start date of the base year.

Option Year One (1): 15 June 2023 to 14 June 2024

Option Year Two (2): 15 June 2024 to 14 June 2025

Option Year Three (3): 15 June 2025 to 14 June 2026

Option Year Four (4): 15 June 2026 to 14 June 2027

1.3 GENERAL REQUIREMENTS

1.3.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall identify and define the management concept for ensuring compliance with all contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor will have an on-going quality assurance and /or quality improvement program designed to objectively and systematically measure, assess, and improve performance to enhance patient care and all patient care services. The contractor’s quality control program is the means by which the contractor assures that all work complies with the requirement of the contract. The contractor shall provide a copy of the QCP with their offeror as specified by the Contracting Officer and upon request thereafter. After acceptance of the quality control plan, the contractor shall immediately notify the contracting officer of any proposed changes to their quality control program and submit a change request in writing to the contracting officer. The contractor shall furnish copies of these records if requested by the Contracting Officer, GOVERNMENT PM or individual(s) designated by the GOVERNMENT PM and/or CO in writing. The contractor’s quality control program shall include the following:

1.3.2 Quality Assurance. The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s):

1.3.3 Federally Recognized Holidays. The contractor is not anticipated but may be required to provide service on Federally recognized holidays in accordance with the terms and conditions established in this PWS to include but not limited to the following:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

1.3.4 Hours of Operation. The business hours of operation for Dayton VAMC is Monday through Friday from 0800-EST to 1630-EST, except on Federally recognized holidays. The contractor shall ensure that the help desk for this service is available during these business hours.

1.3.5 Place of Performance. The contractor shall furnish provide services in accordance with the terms and conditions of this contract as requested by the authorized government representative(s) designated in writing by the GOVERNMENT PM and/or CO in accordance with the procedures specified within this PWS for the following location:

Department of Veterans Affairs Dayton VA Medical Center 4100 West Third Street Dayton, Ohio 45428-0004

Lima CBOC 750 West High Street, Suite 350 Lima, OH 45801-2967

Middletown CBOC 4337 North Union Road Middletown, OH 45005-5211

Richmond CBOC 1010 North J Street Richmond, IN 47374-6052

Springfield CBOC 1620 North Limestone Street Springfield, OH 45503-2624

1.3.6 Type of Contract. The government intends to award a single-award firm-fixed price (FFP) contract for the effort specified herein. The base and option periods (if any) specified in the PRICE/COST SCHEDULE shall be exercised at the discretion of the government. The authority that will be utilized to award this effort is FAR Part

13.5 (Simplified Procedures for Certain Commercial Items).

1.3.7 Security Requirements and Background Checks. All contractor employees shall comply with the security and background check requirements required by Federal, State, Local and the Department of Veterans Affairs to perform service in support of this VA medical facility in the state of Ohio. The contractor shall perform the services in compliance with the terms and conditions of this contract at the contractor’s facility unless a meeting and/or site visit is required which shall be coordinated with the government program manager.

1.4.12.1 VAMC/VAACC Identification Badges: The contractor shall ensure that all personnel obtain VAMC/VAACC identification badges from the each VAMC/VAACC security personnel office as appropriate in compliance with all federal and local VAMC/VAACC facility policies in coordination with the government program manager if required.

1.4.12.2 PHYSICAL Security: Not Applicable.

1.4.12.3 Key Control: Not Applicable.

1.4.12.4 Lock Combinations: Not Applicable.

1.3.9 Post Award Conference/Periodic Progress Meetings. The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, government program manager, and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.3.10 Government Program Manager (Government PM). The government PM will be identified by the cognizant government Contracting Officer in writing. The PM monitors all technical aspects of the contract and assists in contract administration. The PM is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract: maintain written and oral communications with the contractor concerning technical aspects of the contract that are within scope: monitor contractor's performance and notifies both the contracting officer and contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of contractor personnel. The PM shall be specified in writing by the CO and is not authorized to change any of the terms and conditions of the resulting contract.

1.3.11 Key Personnel. The following personnel are considered key personnel by the government: Project Manager/Alternate Project Manager and Officer in Charge. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.3.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.3.13 Contractor Travel: Not Applicable

1.3.14 Other Direct Costs: Not Applicable

1.3.15 Data Rights: Not Applicable

1.3.16 Organizational Conflict of Interest: Not Applicable

1.3.17 Phase-In /Phase-Out Period: Not Applicable

2. DEFINITIONS AND ACRONYMS

2.1. DEFINITIONS

BENEFICIARY. Veterans and other members determined to be eligible for benefits by the VA.

COMMUNITY LIVING CENTER (CLC). The Community Living Centers (CLCs) are inpatient units for

VAMC nursing homes.

CONTRACT TASK ORDERS. Award of a funded contract task order for the appropriate period of performance is required prior to the commencement of any/all work in accordance with FAR part 16.506 as specified herein.

CONTRACTOR. A vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime contractor and its employees. The contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times.

CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

GOVERNMENT PROGRAM MANAGER (PM): An individual specified by the contracting officer in writing to provide technical guidance for work within the scope of this contract. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications.

KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

NOT TO EXCEED (NTE). The price and/or quantity that the contract or purchase order shall not exceed.

PATIENT BUSINESS SERVICES. An administrative department which processes patients’ medical records, appointments, etc.

PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

QUALITY ASSURANCE. Those actions taken by the Government to assure services meet the requirements of this contract.

QUALITY ASSURANCE EVALUATOR(S): Government personnel responsible for surveillance of contractor performance.

QUALITY ASSURANCE SURVEILLENCE PLAN (QASP). An organized written document specifying the surveillance methodology to be utilized by the government for surveillance of contractor performance.

QUALITY CONTROL PLAN (QCP): The QCP is the contractor's management plan for executing the contract which shall be provided to the government upon request and whenever updated by the contractor. The contractor QCP describes the way in which the contractor will produce the deliverables, and the step-by-step approach that will be taken to ensure the quality of service provided to the government.

SUBCONTRACTOR(S). A subcontractor is one who enters into a contract with a contractor (or prime contractor). The contractor (or prime contractor) may choose to subcontract a nominal amount of patient transports during periods of increased demand to comply with the terms and conditions of this contract. The prime contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times. In addition, the prime contractor shall ensure that their subcontractor(s) clearly identify themselves as the subcontractor for the prime contractor in all written correspondence (i.e. log books, patient transport sheets, etc.) and verbal exchanges with government representatives for all patient transportation runs.

THE JOINT COMMISSION (TJC). A national not-for-profit organization dedicated to administering accreditation programs that improve the care, safety and treatment of patients in a health care facility and environment.

UNIVERSAL PRECAUTIONS. The standard precautions which shall be taken by the contractor when it is anticipated that an individual may encounter blood or body fluid while performing normal duties which require the use of personal protective equipment (e.g., gloves).

VETERANS TRANSPORTATION DEPARTMENT (VTD). This department is under Patient Business Service (PBS) and coordinates Veteran transportation and eligibility issues. This section works under the authority of the Contracting Officer and is responsible for placing orders for service and certification of invoices under the terms and conditions of this contract.

VETERANS TRANSPORTATION MANAGER (VTM). The manager/supervisor of the VA section under PBS that is responsible for coordinating Veteran transportation and eligibility issues.

2.2. ACRONYMS:

AQL Access Control List CBOC Community Based Outpatient Clinic CFR Code of Federal Regulations CLC Community Living Centers CO Contracting Officer CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 NHCU Nursing Home Care Unit NTE Not to Exceed OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OAC Ohio Administrative Code ORC Ohio Revised Code PBS Patient Business Services PIPO Phase In/Phase Out PACS Physical Access Control System POC Point of Contact

PM Program Manager PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Plan QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SaaS Software as a Service SMS Security Management System SSA Site Support Agreement TE Technical Exhibit VAAR Veteran’s Administration Acquisition Regulation VAPS VA Police System VISTA Veteran’s Health Information Systems and Technology Architecture VSC VHA Service Center VAACC Veteran’s Administration Ambulatory Care Clinic VAMC Veteran’s Administration Medical Center VHA Veteran’s Health Administration VHA PM Veteran’s Health Administration Procurement Manual

3. GOVERNMENT FURNISHED ITEMS AND SERVICES: No government furnished equipment (GFE) will be provided for this requirement.

3.1. Services: Not applicable

3.2 Facilities: Not applicable.

3.3 Utilities: Not applicable.

3.4 Equipment: Not applicable.

3.5 Materials: Not applicable.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform all services under this contract as defined in this PWS and in accordance with the terms and conditions of this contract.

4.2. Materials, Supplies and Equipment: The contractor shall provide the supplies as specified in this PWS.

5. REQUIREMENTS – SPECIFIC TASKS:

5.1 GENERAL: The specific tasks specified in this section are requirements that the contractor shall comply with in accordance with the terms and conditions of the contract. The contractor shall provide a leased digital sign and interactive screen system which includes all required equipment hardware and software with unlimited government access to an online multi-media medical library and other VA required content that is customizable. This digital sign and interactive screen capability shall be commercial off the shelf technology. In other words, the government is not looking to develop a system. Additionally, the system will include unlimited access to a comprehensive communications hub which will deliver custom content broadly or to a specific targeted screen. It also includes exam room screens and content that targets specific patient education needs with comprehensive content that can be sent directly to the patient and/or reviewed in the exam room with the provider. The system shall be wireless and does not require facility server access and therefore no involvement by VHA OI&T. All hardware, software and equipment shall be leased; therefore, the vendor is responsible for all required upkeep in compliance with the performance requirements summary (PRS) in paragraph 6.1 of this PWS. The contractor shall maintain an extensive content library of VA-related messages already created and an extensive patient health multi-media medical library that shall include content sharing and custom content creation. The contractor shall ensure that all monitors are capable of operating independently of each other on a case-by-case basis for each individual screen location.

Furthermore, the contractor shall repurpose best practices from other facilities in coordination with the government requiring activity to provide continual improvement of the multi-media medical library and other content. Please note that the system shall have the capability to be expandable if needed to provide for additional capability which shall only be authorized by a warranted government contracting officer. The contractor may utilize the current power infrastructure from the existing DAMSL system in coordination with the government requiring activity to provide power to the equipment for this requirement.

5.1.1 SPECIFIC TASK 1 (EQUIPMENT): The contractor shall provide and install the following equipment in waiting and exam rooms throughout the Dayton VAMC and CBOCs as required by the government technical representative authorized by the government contracting officer in writing which shall be able operate on a turn-key basis summarized as follows:

Quantity Product Description

60 Sixty (60) patient facing digital screens/signage that are flat mounted for high traffic areas such as waiting rooms and lobbies that shall be 44.5 x 26.1 x 3.4 inch with specifications summarized as follows: 120V; 157.3W Max consumption; 1 Optical Audio Out; 1 AV in share with component; HDMI In 2 (2.0); LCD Resolution = 3840x2160 (UHD); Brightness = 400 nits; and VESA = 200 x 200.

48 Forty‐Eight (48) digital interactive screens for exam rooms (21h x 13w x 3”) to include wall mounting hardware with specifications summarized as follows: Power supply = +12V/24V@2A‐5A; Audio out = 3.5mm digital analog; Ethernet = 1000BASE‐T, SD/microSD = 4 in put transfers; UHS‐1 up to DDR50; USB 2.0 = 1x high speed USB 2.0, LCD Resolution = 1920 x 1080; Brightness = 300 nits; and Viewing Angle = >85.

5 Five (5) staff facing digital interactive screens that are flat mounted that shall be 44.5 x 26.1 x 3.4 inches with specifications summarized as follows: 120V; estimated 157.3W Max consumption; 1 Optical Audio Out; 1 AV in share with component; HDMI In 2 (2.0); LCD Resolution = 3840x2160 (UHD); Brightness = 400 nits and VESA = 200 x 200

71 Seventy‐One (71) Estimated Wireless LAN Hardware Devices NOTE: All wireless LAN hardware devices shall be programmable and required to share a connection with screens in close proximity to each other in exam rooms and waiting areas which is estimated at 71 LAN hardware devices for 113 total screens. The actual number required shall be determined during installation as some rooms may be close enough to share a connection.

0 LED 49”and 22” screens NOTE: The offeror shall be required to provide unit pricing for LED 49”and 22” screens at a quantity of 0 that will serve as pre‐established pricing for the potential future renovation of the main lobby which is expected to require a patient facing video wall or walls.

5.1.2. SPECIFIC TASK 2 (INTERACTIVE SCREEN CAPABILITY): The contractor shall provide interactive exam room touchscreen monitors that offer education to patients by healthcare providers through multimedia functions that includes built in 3D interactive anatomical model touchscreens from an anatomy library that can be drawn on or written on to highlight certain areas of the anatomy. For this requirement, the term “multi-media” refers to communication that combine different content forms such as audio, images animations and video. The built in 3D models in the anatomy library shall be provided within the interactive touchscreen of the online patient health care library with touch screen preferred (and keyboard acceptable but not keyboard only). This same online patient health care content, which shall be accessible with interactive touchscreen, shall contain medical articles for managing health issues that can be emailed to Veterans or their family members email address. Furthermore, the system should be capable of asking Veterans and their families to conduct patient survey’s or access their My HealtheVet account. This shall all be able to be accomplished within the exam or inpatient room that the Veteran is located in. The contractor shall ensure that all interactive screens are wireless and shall include all hardware and software necessary to operate independently from each other. The interactive screens shall default to a medical library screen which is indicative of the area the screen is placed. For example, an interactive monitor in a cardiology exam room will default to a cardiology related “landing screen”. The same for GI, Dermatology, Surgery, Orthopedics etc. The non-interactive monitors will run continuous content of Medical Center information and employee information.

The screen monitors in the exam rooms will be wall mounted at approximately at eye level for touch screen access.

The informational screens maybe mounted higher up on the wall for better visibility in waiting areas and common employee areas (break rooms etc.). The product specifications for the digital interactive screens are summarized as follows:

Commercial-Off-The-Shelf Wireless cellular LAN devices shall have strong enough signal to be able to communicate with hardware components located in waiting and exam rooms.

Each digital screen shall be capable of operating independently from one another.

System shall be leased and the contractor responsible for providing uninterrupted service as specified herein.

System shall be able to display a 3D interactive anatomical model System/monitor that can be drawn on or written on to highlight certain areas of the anatomy System shall be capable of displaying medical articles and email those articles to patient or family member.

System shall be capable of display medical videos and email those video links to patient or family member.

System shall be cable of assigning QR codes to medical articles and videos for the patient to scan and access.

System shall be capable of allowing patient to conduct survey’s or access their MyHealthyVet account from the interactive screen monitor.

System hardware shall be compatible and able to interface with the pairing software licenses provided within this requirement.

System shall be able to operate its display in two modes: Passive and Active

Passive mode shall feature customizable VA messaging while patients wait in the exam room without touching the device.

Active mode shall allow the government the ability to immediately flash urgent messages via header or footer banners on individual screens, some screens or all screens as required.

The contractor shall custom program and maintain each individual digital screen and the overall system as required by the government PM within the scope of this PWS at no additional cost to the government.

The digital screens and associated wireless LAN equipment shall be priced individually to allow for a limited in-scope expansion of capability in the future to include but not limited to the upcoming main lobby renovation construction project. All changes to the scope of this contract to include any additional quantities of screens and/or capabilities shall be executed via bilaterally signed modification which shall be signed by a warranted government contracting officer in compliance with Federal law as prescribed in the Federal Acquisition Regulation (FAR).

The system shall be capability to be configured as digital wall with multiple screens interlaced to operate in unison to produce single viewable video image to create a vertical and/or horizontal wall. Please note that the future main lobby renovation project specified in the aforementioned paragraph is anticipated to include a vertical wall of multiple screens interlaced to produce a single viewable video image.

Please note that all prospective offers may be required to provide an on-line demonstration of their proposed system capability to meet the requirements of this PWS if so specified in the evaluation criteria of the solicitation.

5.1.3 SPECIFIC TASK 3 (INTERNET CAPABILITY): The contractor shall provide wireless LAN internet service for all digital screens specified herein 24/7 which shall operate at a minimum speed 2 MPS. The internet service for all interactive screens shall be provided under a contract line-item number (CLIN) that is separate from equipment procurement and installation. This is Software as a Service (SaaS) and requires the contractor to host the capability on an external server. The contractor shall provide their own internet connection via wireless cellular hardware and connect with their own individual devices via Wi-Fi / cloud managed wireless networking equipment combining cloud-delivered software, with hardware and training. The platform should combine cloud, software defined networking and network function virtualization technologies. Cellular hardware or similar technology will be necessary for functioning of each monitor per the description in 5.1.2 unless more than one monitor can be maintained off one hardware connector. In that case cellular connectivity and associated hardware will be decided and implemented per the capabilities of the vendor. Some exam rooms may be close enough to each other that some monitors may be able to share a connection. This will be coordinated prior to installation. The VA will provide power and electrical outlets for all monitor installations.

5.1.4 SPECIFIC TASK 4 (TRAINING, CUSTOMER SUPPORT AND HELP DESK): The contractor shall provide training by an onsite certified technician as required by the government on the use of the multi-media medical library, applications and other capabilities during normal business hours. The contractor shall provide authorized representative(s) to offer specific instructional training for class size of up to 20 people on the operation of the system and individual digital screens to include content creation, upload, portal access and user interface. The government may request the contractor assistance in creating custom content on the system and/or individual digital screens as required by the government PM within the scope of this PWS at no additional cost to the government.

Lastly, the contractor shall provide help desk service that is available 24/7 to answer questions and trouble shoot problems.

5.1.5 SPECIFIC TASK 5 (EQUIPMENT WARRANTY): The contractor shall provide full warranty for all equipment specified herein in accordance with industry standards which shall provide coverage for the entire duration of the contract to include the base year and four (4) option years if exercised by the government. The contractor shall resolve all equipment issues within 48 hours of request by the government PM and/or government contracting officer.

5.1.6 SPECIFIC TASK 6 (EQUIPMENT MAINTENANCE): The contractor shall provide all required maintenance for this turn-key digital sign and interactive screen system with multi-media medical library necessary to maintain the system at full operational capability in accordance with the performance requirements summary (PRS) as specified in paragraph 6.1 of this PWS for the performance period of this contract which includes the base year and four (4) option years if exercised by the government. The contractor shall have the ability to provide continuous remote monitoring of system status and maintain an online work-order portal website that accessible by the customer to submit work-orders for equipment or system issues. In addition, the contractor shall provide dedicated remote customer service representative(s) to provide assistance as necessary with any equipment or system issues in compliance with this PWS and the terms and conditions established in the contract.

5.1.7 DELIVERABLES. The contractor shall treat all deliverables under the contract as the property of the U.S.

government for which the government agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

5.1.8 RECORDS. The contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

5.1.8 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 by the Freedom of Information Act.

5.1.9 The contractor shall not create or maintain any records containing any government agency records that are not specifically tied to or authorized by the contract.

5.1.10 The government agency owns the rights to all data/records produced as part of this contract.

5.1.11 The government agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient documentation with all deliverables to permit the agency use.

5.1.12 The contractor agrees to comply with Federal and agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

5.1.13 No disposition of documents will be allowed without the prior written consent of the Contracting Officer.

The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

5.1.14 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 this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

5.2 VA INFORMATION CUSTODIAL LANGUAGE.

5.2.1 Information made available to the prime contractor or their subcontractors through the prime contractor by VA for the performance or administration of this contract or information developed by the contractor and their subcontractors 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).

5.2.2 The prime contractor and their subcontractor(s) shall store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

5.3 SECURITY INCIDENT INVESTIGATION

5.3.1 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. The contractor/subcontractor shall immediately notify the GOVERNMENT PM and simultaneously, the designated ISO and Privacy Officer for the contract 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.

5.3.2 To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

5.4 INVOICING PROCEDURES, BILLING RATES AND MANDATORY REPORTS. The contractor shall comply with the terms and conditions established in this contract for invoicing procedures, billing rates and mandatory reports which shall include the following:

5.4.1 Invoicing Procedures. The contractor shall submit invoices only upon completion of work authorized by a government representative designated by the contracting officer in writing. The contractor shall only invoice for authorized work completed not-to-exceed (NTE) the amounts established in the SCHEDULE OF SERVICES – PRICE/COST SCHEDULE for this contract. The contractor shall ensure all invoices reference the following information to be considered for payment by the government:

Contract Number and Task Order Number Purchase Order (PO) Number Actual quantity of authorized work completed by Contract Line Item Number (CLIN) Other information requested by the CO or authorized government representative(s) designated in writing by the CO.

5.4.2 Billing Rates. The contractor shall submit all invoices in accordance with the terms and conditions of this contract at the rates specified in the– PRICE/COST SCHEDULE which shall be priced as all-inclusive of all costs required to perform services under this contract summarized as follows:

5.4.2.1 All Inclusive Pricing | Fully Burdened. All patient transport rates established in the PRICE/COST SCHEDULE shall be priced by the contractor as fully burdened (or fully inclusive) of all costs required to perform services under this contract such as overhead, general and administrative (G&A) costs, indirect costs, and other direct costs (ODCs) to include all ferry, bridge, tunnel or road toll charges.

5.4.2.2 No Long-Distance Phone Charges Authorized. If the contractor’s place of business is located beyond the local telephone call zone of the VA Medical Center, the contractor ensure that a toll-free number is available at all time for accepting the VA phone calls and faxes.

5.4.2.3 No Hotel Charges Authorized. Reimbursement for contractor employees that stay in a hotel will not be authorized.

5.4.2.4 No Toll Charges. Although there are currently no toll charges in the state of Ohio, it is agreed and understood that the prices quoted in the PRICE/COST SCHEDULE do not include any ferry, bridge, tunnel or road toll charges.

5.4.3 Mandatory Reports | Ad Hoc Reports and Data Calls. The contractor shall provide ad hoc reports and respond to data calls on an as needed basis as requested by either the GOVERNMENT PM or CO.

5.5 EMPLOYEE STANDARDS AND CERTIFICATION REQUIREMENTS. All services performed by contractor employees under this contract shall comply with all applicable Federal, State, Local and Department of Veterans Affairs requirements.

5.6 DISASTER PLANS. In case of a disaster, natural or man-made, the contractor shall utilize maximum available resources to assist in providing services to government.

5.7 WAGE RATES AND SERVICES CONTRACT ACT.

5.7.1 Wage Rates. The contractor shall provide services which comply with the Department of Labor wage rate determinations as applicable in the county in which the services are provided.

5.7.2 Services Contract Act. The contractor shall ensure full compliance with all requirements of the Services Contract Act (SCA) during the performance of the resultant contract (if any) to include any task orders issued under the resultant contract.

5.8 APPLICABLE PUBLICATIONS, CERTIFICATIONS AND OTHER REQUIREMENTS. The contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures to include Federal, State, Local and Department of Veterans Affairs policies.

5.9 TRAINING. All contractor employees shall comply with the training requirements required by Federal, State, Local and Department of Veterans Affairs policies and procedures.

5.10 CONTRACTOR PERFORMANCE ASSESSMENT RATING SYSTEM (CPARS). The contractor is required to register in the Contractor Performance Assessment Rating System (CPARS). As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed the dollar threshold specified in the FAR and may share those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database. The CPARS database information is shared with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal Agencies.

5.10.2.1 Each contractor whose contract award is estimated to exceed the dollar threshold specified in the FAR shall be required to register with the Contractor Performance Assessment Rating System (CPARS) database at the following https://www.cpars.gov/ or by calling (207) 438-1690. Registration should occur no later than thirty days after contract award and must be kept current should there be any change to the contractor’s registered representative.

5.10.2.2 For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer.

5.10.2.3 For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer.

6. Performance Requirements:

6.1 Performance Requirements Summary: The performance requirements are the thresholds of minimum acceptable levels of service critical to successful performance of this contract which are summarized as follows:

PERFORMANCE REQUIREMENTS SUMMARY

Performance Objectives

Performance Standard Acceptable Quality

Level (AQL)

Method of Monitoring

1) Equipment All contractor furnished equipment shall be provided by the contractor in accordance with the PWS and the terms and conditions of the contract.

If equipment does not comply with contract requirements, the government may require the contractor to provide equipment that is fully functioning in compliance with the contract requirements at no additional cost to the government, if necessary. Failure to perform may result in a contract termination IAW FAR 52.212‐ 4(m).

100% Compliance

The PM, COR and/or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

2) Services All services shall be provided by the contractor in accordance with the PWS and the terms and conditions of the contract. The contractor shall provide a POC that is available by telephone 24/7 and shall be able to respond to service calls within 24 hours of request by the government. If services do not conform to contract requirements, the government may require the contractor to perform the services again in conformity with contracts requirements at no additional cost to the government, if necessary. The contractor shall provide a corrective solution to any system equipment and services failures within 48 hours of any given request by the government program manager (PM) and/or government contracting officer (CO) Failure to perform may result in a contract termination IAW FAR 52.212‐4(m).

98% Compliance

The PM, COR and/or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

3) System Uptime Rate

The contractor shall maintain a 98% uptime rate for all interactive digital screens and signage to include multi‐media medical library and wireless LAN capability. The uptime rate shall be calculated by subtracting (‐) the number of inoperable digital screen by the total number of digital screens for all locations which shall be divided (/) by total number of screens to determine the compliance percentage rate for this performance metric.

Failure to perform may result in a contract termination IAW FAR 52.212‐4(m).

98% Compliance

The PM, COR and/or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

4) Ad Hoc Reports

The contractor shall provide ad hoc status reports as requested by the government as specified in accordance with the terms and conditions established in the contract.

95% On‐Time

The PM, COR and/or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

5) Invoicing Accuracy, Timeliness and Billing Errors

The contractor shall submit invoices in a timely manner for work performed on a monthly basis in the arrears not later than 2 weeks after performance in accordance with the PRICE/COST SCHEDULE, the PWS and the overall terms and conditions established in the contract.

98% Compliance

The PM, COR, and/or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

6) Compliance with English Language Requirement

The contractor shall ensure that all employees are fully proficient in the English language at a level sufficient to seamlessly perform all services required in accordance with the terms and conditions of this contract.

100% Compliance

The PM, COR, an/ or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

7) Compliance with FAR 52.219‐14 Limitations on Subcontracting Requirements

The contractor shall submit confirmation of compliance with the FAR 52.219‐14 ‐‐ Limitations on Subcontracting requirement that “at least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern” as specified by the Contracting Officer (CO) in writing within four (4) hours of request.

100% Compliance

The Contracting Officer (CO) will conduct random compliance checks with the contractor as necessary.

8) Compliance with DOL Wage Determination Labor Rate Requirement

The contractor shall submit confirmation of compliance with the current Department of Labor (DOL) wage determination (WD) hourly rate if requested by the Contracting Officer (CO) in writing within four (4) hours of request which may include an itemized list of the hourly rate being paid for all employees performing services under this contract.

100% Compliance

The Contracting Officer (CO) will conduct random compliance checks with the contractor as necessary.

NOTE: The performance of these requirements by contractor will be documented by the government in the CPARS system based on the contractor’s ability to comply with the terms and conditions established in the contract.

B.4 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and

Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS).