RFI SOW DRAFT 36C26226Q0788 VANM MagView Licenses and Software Support B 4OYs.pdf

STATEMENT OF WORK (DRAFT)

1. Background:

Magview software is used in Mammography. It provides reporting, patient workflow, risk assessments and helps us meet MQSA compliance. The New Mexico VA Health Care System (NMVAHCS) requires:

licenses to use the software, regular updates, and technical support in case any issues come up which render the software nonfunctional.

2. Scope of Work:

A. The Contractor shall be responsible for maintaining the software in accordance with the manufacturer’s recommendations.

B. The Contractor shall be responsible for upgrades, updates, enhancements, and installations.

C. The Contractor shall verify that the equipment that was serviced is fully functional before closing a ticket.

D. The Contractor shall deliver an electronic copy of a Field Service Report that delineates the service performed and confirms quality assurance tests results to Agency, see section 5.

E. Service technicians shall be certified to perform services on the enclosed specified equipment. Contractor shall provide documentation/copy of certification with proposal submittals and upon award.

F. Noncontract Charges: The contractor shall not perform any services that shall result in additional charges without prior approval from the Contracting Officer.

G. Payment: Payment shall be made in arrears, and upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number. The invoice shall include the correct payment address.

3. Over and Above Repairs/Emergency Maintenance:

A. The contractor shall provide unlimited telephone technical support and onsite service calls.

These service calls shall be used for any maintenance or repair service as determined by Biomedical Engineering.

B. Telephone Response Time: The contractor's field service engineers (FSE) or Technical Support must respond by phone to Biomedical Engineering within four (4) hours after receipt of telephone notification between the hours of 7:00 am to 4:00 pm Mountain Time, Monday through Friday.

C. For the enclosed equipment listing emergency services, repairs and maintenance that are above the Statement of Work, if quote pricing is within the Contracting Officer’s Representative’s (PROGRAM POINT OF CONTACT) Government Purchase Card (GPC) threshold, the PROGRAM POINT OF CONTACT will authorize payment. For emergencies over the PROGRAM POINT OF CONTACT’s GPC threshold, only the Contracting Officer (CO) is authorized to approve contract modifications.

D. Additional services shall be approved by the CO prior to the contractor initiating any work.

E. The contractor shall provide an on-schedule quote to both the CO and PROGRAM POINT OF

CONTACT for review and consideration. Additional funding will be provided by the facility as needed for payment.

Commented [DK1]: Can be removed

F. Once an emergency modification has been issued to the contractor, the FSE shall be on site within 48 hours of modification emergency notification.

4. Field Service Reports:

Field Service Reports shall be provided to the Biomedical Engineering department of The New Mexico VA Health Care System for all service activities including software support and bug fixes. It shall contain the following information:

A. Date(s) and period of service.

B. Name of Technician who performed service.

C. Complete description of equipment serviced including model number and serial number.

D. A statement of the complaint that initiated the service call.

E. Complete description of equipment services performed including upgrades, updates and software changes made.

F. If applicable, a complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable.

G. Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair.

All field service reports for equipment located at the New Mexico VA Health Care System shall be emailed to ABQBIOMED@va.gov. Failure to carry out the above procedures shall be considered as a failure to document the service visit and shall constitute a failure to perform.

5. Security:

A. Security Requirements for Unclassified Information: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

B. Services provided under this contract do not require the connection of one or more contractor-owned IT devices (such as a laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public) network. Therefore, Certification and Accreditation (C & A) requirements do not apply and a security accreditation is not required for this contract.

C. The contractor is required to obtain the Contracting Officer’s approval prior to engaging in any contractual relationship in support of this contract requiring the disclosure of information, documentary material, and/or records generated under or relating to this contract. The contractor is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

6. Salient Characteristics:

6.1 Comprehensive breast imaging workflow management that supports patient tracking, reporting, and follow‑up across the full continuum of care.

6.2 Capability to generate structured breast‑imaging reports, including standardized assessment categories, recommendations, density classification, and lesion‑level documentation.

mailto:ABQBIOMED@va.gov

6.3 Tools for technologists to manage patient intake, verify information, update exam status, and communicate efficiently with radiologists from workstations or mobile devices.

6.4 Patient history collection via electronic forms or tablet-based interfaces to improve data accuracy and streamline intake processes.

6.5 Ability to deliver patient letters, reminders, exam results, and follow‑up notifications through electronic, portal-based, or mailed communication methods in compliance with regulatory requirements.

6.6 Built‑in features to support regulatory compliance, including audit tools, quality assurance reporting, and documentation capabilities aligned with applicable imaging standards.

6.7 Integration of breast cancer risk assessment tools that support industry‑recognized models and automate identification of patients requiring enhanced screening.

6.8 Outcome tracking and analytics modules that provide performance metrics such as recall rates, follow‑up timeliness, cancer detection indicators, operational throughput, and other quality benchmarks.

6.9 Interoperability with commonly used healthcare information systems, including electronic health records (EHR), radiology information systems (RIS), picture archiving and communication systems (PACS), and other imaging or reporting platforms, using standard protocols such as HL7, DICOM, or FHIR.

6.10 Ability to extract structured data from radiologist reports, including assessment categories, density, recommendations, and risk scores, to support downstream workflows and reporting.

6.11 Patient-facing tools such as portals or mobile-friendly access points that allow patients to view results, update demographic or clinical information, and receive communications securely.

6.12 Diagramming or annotation tools for breast imaging documentation that allow technologists and clinicians to record findings efficiently and consistently.

6.13 Configurable workflow automation that reduces manual data entry, supports exam prioritization, and streamlines operational processes for both staff and clinicians.

7. Warranty:

The contractor shall guarantee workmanship and all parts (if any) furnished by the contractor for a period of not less than 90 days.

8. Places of Performance:

Delivery of services shall be coordinated through Biomedical Engineering located at:

New Mexico VA Health Care System 1501 San Pedro Dr. SE Albuquerque, NM 87108

Program Point of Contact: David Flores Email: david.flores4@va.gov

9. Hours of Coverage:

A. Normal hours of coverage are Monday through Friday from 7:00 am to 4:00 pm local time. All service/repairs shall be performed during normal hours of coverage unless requested or approved by the Program Point of Contact.

B. Work performed outside the normal hours of coverage shall be approved by the Contracting Officer. Funding for services that are outside the normal coverage hours or on holidays shall have approved modification prior to any service being allowed. If services are conducted outside of normal hours of coverage are requested for the sole convenience of the contractor, no additional cost to the Government shall be allowed and must be coordinated with the Program Point of Contact.

NOTE: All hardware/software modifications, upgrades, updates, enhancements, installations et, for the enclosed inventory listing shall be scheduled and performed during normal hours of coverage at no additional charge to the government.

C. Federal Holidays observed are located at the following link:

https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/

10. Period of Performance:

One base year plus four one year options.

11. Acronyms:

A. BAA - Business Associate Agreement B. CO - Contracting Officer. The Federal employee who is warranted by the Government to enter into contracts on behalf of the Government and is the only person authorized to make changes to those contracts

C. PROGRAM POINT OF CONTACT - Contracting Officer's Representative. Individual designated by the CO to place orders, furnish technical guidance, advice, certify invoices, and provide general supervision of the work performed under the executed contract

D. FSE - Field Service Engineer E. GMP - Good Manufacturing Practice F. HIPAA - Health Insurance Portability and Accountability Act of 1996 G. IPRM - Information Protection Risk Management H. ISA - Interconnection Agreement I. ISO - International Standards Organization J. MOU - Memorandum of Understanding K. NMVAHCS – New Mexico Veterans Affairs Healthcare System L. OEM - Original Equipment Manufacturer M. PM - Preventive Maintenance N. SOW – Statement of Work O. SME - Subject Matter Expert P. VAMC-Department of Veterans Affairs Medical Center https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/