RFI NOISS TrackingSystem.docx

NOTICE OF INTENT TO SOLE SOURCE

ExtraView Tracking System

Veterans’ Health Affairs, Network Contracting Office 5, is issuing this Notice of Intent to Sole Source in order to identify any potential sources that have the resources and capabilities to provide license and technical support services at the VA Capitol Health Care Network (VISN 5) The government is contemplating a Base plus 4-12 month ordering periods Firm Fixed Price contract to satisfy this requirement and meet the needs of the VA Capitol Health Care Network (VISN 5). As ExtraView system has proprietary rights to their software that operates the services listed below.

Any contractor that feels they can complete the required work listed below must supply mark.smith25@va.gov an authorized distributor letter with their response to this notice of intent to sole source. If the authorized letter is not sent the response will be discarded.

Responses must be submitted by 3:00 PM (EDT) Tuesday, December 27, 2022. Responses to the information requested above may be submitted via email to mark.smith25@va.gov. No telephone calls will be accepted.

VA Capitol Health Care Network (VISN 5) Tracking System Statement of Work

1. Background: VISN 5 has utilized an ExtraView system platform for 14 years. This system has become an integral part of quality management process. The ExtraView system is utilized to request and track informational responses used for future VISN projects and/or compliance verifications. The current tracking system is aging and requires component upgrades to maintain function.

2. Scope: VISN 5 requires system upgrades to the current tracking system along with annual service and maintenance. Annual license renewals are to be included with this base plus 4 requirement to support VISN 5 operations.

3. Key Features: In the interest of cost effectiveness, VISN 5 wishes to only upgrade outdated components of the currently in-use tracking system. Once upgraded, the tracking system must have the following features:

a. Web-based - Standard web browser access with no client software to install. Unlimited number of role-based layouts, views, queries and options

b. Configuration - Multiple forms or departmental business areas within a single database. Add an unlimited number of custom fields and an unlimited number of user roles

c. Workflow Management - Workflow may be defined for each role, form and project. Simple workflow administration allows for the validation of data and processes

d. Reporting – Create and save public or personal reports. Report types include: Column reports, Summary reports, Matrix reports, Dashboard reports, Aging reports, Container reports, Planning reports and Custom reports. Reports may also be output to the browser, to Microsoft Word, to Microsoft Excel, Adobe PDF, or text formats

e. Audit Trails – Changes to any field on a form are part of a full, visible audit trail. Each change is time stamped and annotated with the name of the person. All changes to the underlying system metadata as well as all user access are also recorded in an audit trail

f. Notifications - Automatic and rule based notifications. Alerts and updates can be sent and received through email. Reports can be scheduled and sent by email on a periodic basis

g. Security - All fields are controlled with field-level security permissions for each role: read/write access, read-only access, no access. All key data collection functions are protected by a role-based security key. Definable password policies and expiration procedures. Electronic signatures may be defined for any step in the workflow. There is extensive control over all the application to prevent unauthorized usage.

4. Implementation: The vendor will be responsible for configuring the upgraded tracking system to the specification of the end users in VISN 5. Information housed in the current tracking system must be migrated and available to VISN 5 once the upgraded system is implemented. This work must begin within 30 days of contractor PIV access. The vendor will provide training to end users upon implementation of the upgraded system.

5. Remote Access: Vendor shall provide remote support. VA will sponsor contractors to ensure remote access capabilities. Vendor will complete all necessary paperwork and training required by VA for remote access.

6. Service/Annual Maintenance: VISN 5 requires service and annual maintenance from the tracking system vendor to maintain optimal function of the upgraded tracking system. The vendor must provide the following support to VISN 5:

a. Security Updates to Software – On a monthly basis, ExtraView Corporation will remotely log onto the application server and apply needed security patches for all software needed for operations: Apache web server, Apache Tomcat application server, Java. This may take the form of upgrading to the most current version of that software, making the recommended configuration changes, or some other mechanism to resolve a reported security issue. Vendor will coordinate any downtime with the VA COR.

b. Updates and Upgrades to ExtraView Software - ExtraView Corporation will provide system updates and upgrades as needed by remotely logging onto the application server. Vendor to provide backup requirements and VA OIT will provide appropriate storage and backup as requested.

c. Ad Hoc Troubleshooting - Upon request by VA staff who are reporting an issue with the ExtraView application, ExtraView Corporation will remotely log onto the application server in order to perform troubleshooting efforts and to resolve all reported issues (e.g. review the ExtraView log files, stopping/restarting Tomcat services, etc.). Once an issue is reported, response time will be within 60 minutes of initial notification. VISN 5 operating hours are from 7am – 5pm Monday-Friday EST.

d. Two-Factor Authentication: System must support PIV Authentication (SSOi integration/IAM requirements) to meet 2 factor authentication requirements as outlined in the While House Office of Management and Budget Memorandum M-11-11, Continued Implementation of Homeland Security Presidential Directive 12 Policy for Common Identification Standard.

e. Application Modification Support: ExtraView will support VISN 5 with all application modification that may be required to support operations and tracking through the life of the contract.

7. Annual License Renewal: All licenses (application-specific and any third party licenses such as SQL) to operate the tracking system software is to be included in this base plus 4 requirement to streamline acquisitions required to maintain functionality and operation of the tracking system. VA can provide enterprise Microsoft operating and SQL licensing.

8. Place of Performance: This requirement will support VISN 5 operations and need for tracking system updates, maintenance, and software license located at the VISN office location:

VA Capitol Health Care Network (VISN 5) 849 International Drive Linthicum, MD 21090