Solicitation - NX EQ GI EIS - 36C10G20Q0050 - FINAL.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DAE 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. DUNS: DUNS+4:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C10G20Q0050 01-25-2021

Kevin Pendleton / kevin.pendleton@va.gov 202-302-9718 02-15-2021

12PM(NOON)EST

36C10G U.S. Department of Veterans Affairs OPAL | Strategic Acquisition Center

10300 Spotsylvania Ave | STE 400 Fredericksburg VA 22408-2697 x

511210

$41.5 Million

N/A

X

See individual orders for details.

36C10G

U.S. Department of Veterans Affairs OPAL | Strategic Acquisition Center

10300 Spotsylvania Ave | STE 400 Fredericksburg VA 22408-2697

VAFSC

U.S. Department of Veterans Affairs Financial Services Center

PO BOX 149971

(see Section B.3 invoicing/payment) Austin TX 78714-8917

1 (877) 489-6135

See CONTINUATION Page

This request for proposals (RFP) is to solicit offers for an Indefinite Delivery-Indefinite Quantity (IDIQ) Brand Name or Equal contract for an Endoscopy Information System (EIS). See COST/PRICE schedule for specific details.

See CONTINUATION Page

X X

X One(1)

Sharon Redman

VA-OAO-2017-49625765

36C10G20Q0050

Table of Contents

SECTION B - CONTRACT ADMINISTRATION / INVOICE INSTRUCTIONS

B.4 TERMS AND CONDITIONS:

B.5 PRODUCT DESCRIPTION (PD)

B.6 PRICE/COST SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT

2018)

C.2 52.204-25 PROHIBITION ON CONTRACTING FOR CERTAIN

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT

(AUG 2019)

C.3 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (NOV 2020)

C.4 52.216-18 ORDERING (OCT 1995)

C.5 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.6 52.216-21 REQUIREMENTS (OCT 1995)

C.7 52.217-6 OPTION FOR INCREASED QUANTITY (MAR 1989)

C.8 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.9 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...59

C.10 52.232-35 DESIGNATION OF OFFICE FOR GOVERNMENT RECEIPT OF

ELECTRONIC FUNDS TRANSFER INFORMATION (JUL 2013)

C.11 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.12 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.13 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND

COMPLIANCE (JUL 2018)

C.14 VAAR 852.219-76 SUBCONTRACTING PLANS MONITORING AND

COMPLIANCE (JUL 2018)

C.15 VAAR 852.219-71 VA MENTOR-PROTÉGÉ PROGRAM (DEC 2009)

C.16 VAAR 852.247-71 DELIVERY LOCATION (OCT 2018)

C.17 VAAR 852.247-73 PACKING FOR DOMESTIC SHIPMENT (OCT 2018)

C.18 MANDATORY WRITTEN DISCLOSURES

C.19 IT CONTRACT SECURITY_VA INFORMATION AND INFORMATION SYSTEM

SECURITY/PRIVACY LANGUARE FOR INCLUSION INTO CONTRACTS, AS

APPROPRIATE

C.20 VAAR 852. 212-72 GRAY MARKET AND COUNTERFEIT ITEMS (MAR 2020) .76

C.21 SAC 16-01 SAC SERVICE LEVEL AGREEMENT FEE AND SUBMISSION OF

QUARTERLY SALES REPORTS; OPEN MARKET (JANUARY 2016)s

C.22 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

Attachment 1 - Past Performance Questionnaire Attachment 2 - Contractor Discrepancy Report Attachment 3 - Cost/Price Schedule

Attachment 4 - Business Associate Agreement Template Attachment 5 - Questions Submission Format Attachment 6 - Pay.gov Vendor Submittal Instructions Attachment 7 - Monthly/Quarterly Sales Report Attachment 8 - Contractor Rules of Behavior Attachment 9 - VA Directive 6550 v3 – Appendix A Attachment 10 - VA 241-13-R-0367-004 Attachment 11 – IT Requirement F2F

SECTION E - SOLICITATION PROVISIONS

E.1 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (DEC 2019)

E.2 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.3 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (OCT 2018)

E.4 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

ITEMS

BASIS OF AWARD

GENERAL INSTRUCTIONS

QUESTIONS

PROPOSAL SUBMISSION INSTRUCTIONS

E.5 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.6 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (JUN 2020)

E.7 52.216-1 TYPE OF CONTRACT (APR 1984)

E.8 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.9 VAAR 852.211-72 TECHNICAL INDUSTRY STANDARDS

E.10 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

(FEB 1998)

SECTION B - CONTRACT ADMINISTRATION / INVOICE INSTRUCTIONS

B.1 CONTRACT ADMINISTRATION DATA

1.1 CONTRACT ADMINISTRATION

The Strategic Acquisition Center (SAC) Contracting Officer (CO) is responsible for providing overall scope oversight, maintaining communication between contractors and the United States Department of Veterans Affairs (VA), ensuring contract compliance, administering base contract and modifications, and ensuring that annual performance evaluations are completed at the base contract level. Nevertheless, any CO assigned to the Strategic Acquisition Center and acting within his/her warrant authority may take formal action on this contract when a contract action needs to be taken and the primary CO is unavailable. The CO reserves the right to designate a Contracting Officer’s Representative (COR) at the IDIQ contract. The CO will issue a designation letter to the COR and the contractor to ensure that all parties understand the limited authority of the COR.

1.1.2 The requirement may only be modified by written modification, executed by a Strategic Acquisition Center (SAC) warranted CO. The contractor shall not provide products that are not expressly stated in the contract or order. A COR does not have the authority or means to obligate the Government or change the terms and conditions of the IDIQ contract.

All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

b. GOVERNMENT: U.S. Department of Veterans Affairs Strategic Acquisition Center 10300 Spotsylvania Ave., Suite 400 Fredericksburg, VA 22408

Contracting Officer 36C10G Sharon Redman sharon.redman@va.gov

Contracting Specialist Kevin Pendleton kevin.pendleton@va.gov

Program Office POC

Charles Herring charles.herring@va.gov

2. CONTRACTOR REMITTANCE ADDRESS:

All payments by the Government to the Contractor will be made in accordance with 52.232-33, Payment by Electronic Funds Transfer—System for Award Management.

3. INVOICES:

Payments shall be made monthly in arrears upon receipt of a properly prepared receipt.

mailto:s mailto:kevin.pendleton@va.gov mailto:charles.herring@va.gov

Invoices shall be submitted monthly in arrears based upon delivery and acceptance:

a. Quarterly []

b. Semi-Annually []

c. Other [x] (As specified per order)

4. GOVERNMENT INVOICE ADDRESS:

All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Request.

5. FSC MANDATORY ELECTRONIC INVOICE SUBMISSION:

Contractors are required to submit payment requests in electronic form in accordance with the submission instructions below.

TUNGSTEN ELECTRONIC INVOICE SUBMISSION

FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

Contracting POC: Kevin Pendleton (kevin.pendleton@va.gov) COR (Contracting Officer’s Representative): Charles Herring (charles.herring@va.gov) Contract/Task Order Number: TBD Purchase Order Number: TBD

a. Vendor Electronic Invoice Submission Methods:

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below.

1. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission.

Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org)

b. Vendor e-invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center in Austin, TX for payment processing. If you have questions about the payment status of a properly submitted invoice, the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below.

1. Tungsten e-Invoice Setup Information: 1-877-489-6135

2. Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

3. FSC e-Invoice Contact Information: 1-877-353-9791

4. FSC e-invoice email: vafsccshd@va.gov

5. VA Tungsten Number: AAA544240062 http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.x12.org/ mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov

See https://www.fsc.va.gov/einvoice.asp for more information.

CONTRACTOR PERFORMANCE

Contractor Discrepancy Report (CDR) (Attachment 2) may be issued by a CO or COR to document less than acceptable performance by the contractor at any point during the period of performance. It should be noted that issuance of a CDR should not be the first form of communication or plan of resolution unless the seriousness of the situation warrants such formal documentation from onset. The CO, COR and contractor shall maintain open and effective communications to avoid the issuance of CDRs to the maximum extent practicable. All parties acknowledge that a finalized CDR will become part of the official file and will be used to report on annual performance under the IDIQ.

If use of a CDR is warranted, the CO/COR shall complete the CDR, citing the IDIQ and/or delivery order (DO) number and the specific IDIQ and/or DO section or clause related to the performance issue. The CO/COR shall provide a detailed and descriptive narrative of the background and issue. Upon receipt of the CDR, the contractor shall provide a timely and detailed response by the contractor. The contractor’s response shall include any important or relevant information or justification for the performance issue and a proposed resolution. The CO/COR will review the response from the contractor and the CO will issue a final recommendation or plan of action. The CO, COR and contractor will maintain communication to ensure the recommendation or plan of action is carried out.

The contractor’s performance on the IDIQ will be reported to the Contractor Performance Assessment Reporting System (CPARS) on an annual basis. The CO and COR will make use of information from CDRs, as well as any additional knowledge and information available to them with respect to the contractor’s performance, to complete the CPARS. Contractors shall familiarize themselves with the CPARS process and be prepared to respond to reports entered by the CO and COR.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the solicitation numbered and dated as follows:

AMENDMENT No DATE

B.4 TERMS AND CONDITIONS:

a. By establishing a contract, the Vendor agrees to supply established items(s) to satisfy the Government’s requirement when an order is place under the contract during the effective period of performance. If, however, the Vendor determines to terminate production of the selected item and contemplates replacement with an alternative item, the Government reserves the right to evaluate the potential replacement item(s). There is no guarantee that the Government will evaluate any replacement item(s) favorably. If the Government determines the replacement item(s) as unacceptable, the individual item(s) or the entire contract may be canceled.

b. The Government is obligated only to the extent of authorized purchases actually made under the resultant contract. The terms and conditions included in this contract apply to all https://www.fsc.va.gov/einvoice.asp purchases made pursuant to it. In the event of an inconsistency between the provisions of this contract and the Contractors invoice, the provisions of this contract will take precedence.

c. Purchase/Ordering Limitation:

Orders placed against this contract are limited to FAR Clause 52.216-19 Order Limitations, as noted in the contract. The estimated total quantities are listed on ATTACHMENT 3 – COST/PRICE SCHEDULE – NX EQ ENDOSCOPY INFORMATION SYSTEM. The quantities provided are estimates only, and VA makes no guarantee regarding the actual quantities that may be purchased.

d. Individuals Authorized to Purchase Under the Contract:

e. This is a Strategic Acquisition Center (SAC) decentralized contract. Orders may be placed only by designated VA Ordering Officers for each facility with prior approval from the program manager and/or the project manager/COR. Ordering officers are responsible for issuing and administering orders placed under this contract. Ordering officers have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the Contracting Officer responsible for this contract.

Orders placed by Ordering Officers will be accompanied by a funded purchase request and will be approved by the program manager and/or project manager/COR prior to submission to the Contractor. The Contractor shall accept orders against this contract only from the Contracting Officer or from Ordering Officers when the order form is accompanied by the review and approval of the project manager/COR for this contract. Fulfilling orders from persons other than the Contracting Officer or an Ordering Officer may result in loss or delay in payment for supplies/services provided under such orders.

f. Delivery Tickets:

The following provisions apply to all shipments:

Inspection: Destination Acceptance: Destination Shipping: Free on Board (FOB) – Destination Ship To and Mark For: Deliveries shall be marked and shipped to various VHA locations identified in each order placed against the contract.

All shipments, either single or multiple container deliveries, shall bear and contain on the delivery tickets or sales slips (external shipping labels and associated manifests or packing lists) the following at a minimum:

(i) Name of supplier

(ii) Contract/Delivery Order/Task Order number

(iii) Date of purchase

(iv) Contract number

(v) Itemized list of supplies or services furnished

(vi) Quantity, unit price, and extension of each item, less applicable discounts (unit prices and extensions need not be shown when incompatible with the use of automated systems, provided the invoice is itemized to show this information).

(vii) Date of delivery or shipment In the case of multiple container deliveries, a statement readable near the VA Order number will indicate total number of containers for the complete shipment (ex. “Package 1 of 2”), clearly legible on manifests and external shipping labels.

Packing Slips/Labels and Lists shall include the following:

IFCAP PO # ____________ (i.e., 166-E11234)

Total number of Containers: Package ___ of ___. (i.e., Package 1 of 3)

g. Reports:

Monthly Report: In order for the contracting office to submit the required financial reporting on FPDS-NG the contractor needs to submit ATTACHMENT 7 – REPORTING TOOL - ENDOSCOPY INFORMATION SYSTEM on a monthly basis to the Contract Specialist and Contracting Officer Representative. The report is due by the 5th of each month.

Quarterly Report: In addition to the monthly submission, the same ATTACHMENT 7 – REPORTING TOOL - ENDOSCOPY INFORMATION SYSTEM needs to be submitted quarterly as outlined below.

In order to track compliance, VA requires the contractor to submit the quarterly report of sales in the approved format listed in ATTACHMENT 7 – REPORTING TOOL - ENDOSCOPY INFORMATION SYSTEM based on the Governments fiscal calendar year.

See below.

QUARTER PERIOD OF SALES SUBMISSION DUE DATE

1st October – December Due last day in February 2nd January – March May 31st 3nd April – June August 31st 4th July – September November 30th

The contractor agrees that they shall adhere to this requirement. The contractor shall provide a quarterly report, no later than 60 calendar days after the end of each fiscal quarter ending December, March, June, and September. Reports shall be sent electronically to the SAC Government points of contact until the contractor is notified, in writing, of a different point of contact.

1. Gov’t Project Mgr: Charles Herring (charles.herring@va.gov)

2. VA PAS: TBD

3. Contracting Officer: Sharon Redman (sharon.redman@va.gov)

4. Contract Specialist: Kevin Pendleton (kevin.pendleton@va.gov)

5. Financial Management Analyst at SACPAY@va.gov

6. VA PAS at VA003B1DEmp@va.gov

6.8 CONTRACT MODIFICATIONS AND PRICE ADJUSTMENTS

The CO is the only person authorized to modify the contract. Any changes to the terms and conditions of the contract shall be accomplished via bilateral modification.

mailto:Walter.McCoy2@va.gov mailto:sharon.redman@va.gov mailto:kevin.pendleton@va.gov mailto:SACPAY@va.gov mailto:VA003B1DEmp@va.gov

B.5 PRODUCT DESCRIPTION (PD)

Product Description (PD) for Veteran’s Health Administration (VHA) Non-Expendable Equipment (NX EQ) Endoscopy Information System (EIS)

1.0 BACKGROUND

The Veterans Health Administration (VHA) Equipment Life Cycle Management (ELCM) Program has identified Information System: Data Management: Endoscopy here after referred to as Endoscopy Information Systems (EIS) as a candidate for VA-wide (otherwise referred to as “national”) contract award. EIS are designed to manage GI and Pulmonary endoscopy clinical (documentation and embedded images) and administrative data (e.g., finances, reimbursement, materials management) within in a healthcare facility. EIS consist of hardware, including servers for image acquisition and storage, computer workstations for data entry and viewing and peripheral devices (e.g., printers) that are connected to the VA network behind a medical device virtual local area network (VLAN), as well as software, including an EIS electronic medical record (EMR) application, operating systems, a database management system, interfaces and other application programs. EIS are dedicated systems intended to collect, store, analyze, retrieve, display, and print information related to GI and Pulmonary endoscopy procedures. EIS exchange information with endoscopic video systems usually following DICOM (Digital Imaging and Communications in Medicine), a standard in the field of medical informatics that ensures interoperability. EIS allows digital image transmission to any networked part of the hospital, direct access to stored images, simultaneous access to images for several different physicians (e.g., surgeons and emergency room personnel), and centralized consultation for comparisons.

The VA intends to post the solicitation on FebBizOpps website using TIERED EVALUATIONS

TO INCLUDE LARGE BUSINESS CONCERNS.

2.0 SCOPE OF WORK

The Offeror shall deliver to the Government a commercially available, off the shelf software (COTS) in accordance with specific tasks orders under this contract. The brand name or equal (e.g., Provation, Pentx EndoPro, Utech EndoSoft) or equal endoscopy information system (EIS) is comprised of software and related hardware (system) that will produce endoscopy clinical procedure documentation and meets or exceeds the following salient characteristics

(SC):

CLIN’s 0001- 0021 apply to the following SCs:

Table 1.

SC#

Salient Characteristics (SC)

Method of Evaluation

SC 1 Must support Gastroenterology (GI) and Pulmonary endoscopy specialties workflow including procedure documentation, information, data and endoscopy procedure reports.

1. Literature

2. Oral

Presentation

3. Live Hands-On

Demonstration

SC 2 Must provide image capture and management of images from various GI and pulmonary endoscopes and capsule camera vendors (vendor neutral, independent, agnostic).

SC 3 Must provide reports.

SC 4 Must provide interfaces including, at a minimum HL7, ADT, pathology requisitions, Electronic Medical Record (EMR)/Electronic Health Record (EHR) (Veterans Health Information Systems and Technology Architecture (VistA) Computerized Patient Record System (CPRS), VistA Imaging, and Cerner).

SC 5 Must be customizable.

SC 6 Must include data migration.

SC 7 Must support coding (e.g., International Classification of Diseases (ICD), Current Procedural Terminology (CPT).

SC 8 Must be capable of setting data fields so that data entry is required for specific field(s).

The Contractor shall provide all personnel, software, hardware, software upgrades, software maintenance and support, transportation, tools, material and supervision necessary to deliver the products and perform the services for the EIS in both the Test and Production environments within the Department of Veterans Affairs (VA) Medical Centers in accordance with each specific task order placed under this contract.

The upgrades, maintenance, and support shall include all scheduled software updates, technical support, unscheduled repairs/corrective maintenance, database administration support, and training services described in this PD.

The EIS shall utilize the existing Government owned and operated IT network(s).

The EIS shall utilize either the hardware (servers, workstations, printers, etc.) that is provided by the Contractor under the contract task order or the hardware that is provided by the Government as determined by the VA facility.

The Contractor shall identify minimum specifications for VA networks and hardware that allows the EIS system software to operate.

3.0 PERFORMANCE DETAILS

3.1 ORDERING PROCESS AND USE OF ORDERING OFFICERS

The contract ordering process is decentralized and will use Ordering Officers. An Ordering Guide will be provided.

3.2 PERFORMANCE PERIOD

The period of performance (POP) shall be a twelve (12) month base period, with four (4) consecutive option periods of (12) months each. Any VA Medical Center (VAMC) that adopts this contract after the beginning of the base year or any option shall only be entitled to the benefit of the period remaining in the base year or option period, as applicable.

3.3 HOURS OF OPERATION

The Contractor shall provide support 24 hours per day, seven days per week, 365 days per year. However, normal hours of work are defined as Monday through Friday from 7:00 a.m. to 6:00 p.m. Central Standard Time, excluding Federal holidays or as otherwise arranged with the Contracting Officer’s Representative (COR) VAMC Point of Contact (POC). The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PD.

3.3.1 RECOGNIZED HOLIDAYS

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

3.4 PLACE OF PERFORMANCE

Tasks under this PD shall be performed at VHA facilities throughout the United States and all of its territories. Delivery requirements and specific locations shall be specified under each individual order. Tasks under this PD shall be performed at VAMC or may be performed remotely at Contractor facilities. Work may be performed at remote locations other than Contractor facilities with prior approval of the COR.

3.5 TRAVEL

The Government anticipates Contractor travel under this contract in accordance with each task order. The Contractor is responsible for all travel. All travel shall be incorporated into the overall firm fixed price for the contract. No travel costs will be reimbursed by VA. The Government acknowledges the use of remote access for installation, implementation and support purposes, within the constraints of all applicable VA Information Security Requirements.

3.6 OPTION TO EXTEND THE TERM OF THE CONTRACT

In accordance with FAR Clause 52.217-9, Option to Extend the Term of the Contract, and FAR 52.217-8, Option to Extend Services, the contract may be extended, at the Government’s sole discretion, for a period of up to four (4) years, exercisable in increments of twelve (12) months. If the contract contains an unexercised option period, the Government may elect to exercise the option pursuant to FAR Clause 52.217-9, Option to Extend the Term of the Contract or FAR 52.217-8, Option to Extend Services.

4.0 REQUIREMENTS

The Contractor shall perform the following:

4.1 PROJECT MANAGEMENT

The Contractor shall provide a Project Manager (PM) 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 PM is absent shall be designated in writing to the Contracting Officer (CO).

The PM or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The PM shall be responsible for the project management of the EIS task orders. Specifically, the PM shall work with the Contractor team to coordinate, schedule and oversee the services provided to accomplish the technical, administrative and managerial aspects of this effort. The PM shall be responsible for required status reports, documentation and updates that need to be provided to the VAMC POC and COR. The PM shall review and approve project documents. The PM shall coordinate project changes with the VAMC POC, COR and CO.

4.1.1 CONTRACTOR FACILITY LEVEL PROJECT MANAGEMENT PLAN

The Contractor shall prepare and deliver a Facility Level Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline, tools and quality controls to be used in execution of the PD. The CPMP shall address the schedules, milestones, risks and resources.

The schedule must identify detailed tasks and subtasks, including task duration, milestone dates, task dependencies, resource requirements and planned dates for initial deliverables. The CPMP shall clearly state how the Contractor will coordinate and execute the deliverables for each task order. The initial baseline CPMP shall be concurred upon and updated monthly thereafter until the project has been completed at the facility level. The Contractor shall update and maintain the approved CPMP throughout the period of performance.

4.1.2 MEETING

The Contractor shall not commence performance on the tasks in this PD until the Contracting Officer has conducted a contract award kick off meeting.

Following the Contracting Officer’s kick off meeting, the Contractor shall conduct project kick-off meetings with the COR, VAMC POCs and other Government representatives within ten (10) calendar days after issuance of a deliver/task order by a VAMC. The facility project kickoff meetings will be conducted by conference call and coordinated by the Contractor after each task order is placed. The Contractor shall present its facility level CPMP, contact information and identification of key risk points and mitigation plans. Working collaboratively with the Government, the Contractor shall finalize all planning and submit final plans to the COR and VAMC POC following the meeting.

The Contractor shall attend various recurring facility, VISN and national level project and user group meetings or conference calls scheduled by the COR to address areas of concern, exchange information to ensure consistent high levels of professional services and to leverage EIS consistency and learning across VHA.

The Contractor shall be responsible for all costs associated with attending meetings and/or conference calls.

4.1.3 PROJECT ACTIVITY REPORTS

The Contractor shall provide monthly project activity reports and other information as required by the VAMC POC or COR. The Contractor shall utilize project metrics to track, manage, and analyze task progress and communicate findings to the VAMC POC and COR to ensure appropriate focus on critical attention areas.

4.2 INSTALLATION, CONFIGURATION, CUSTOMIZATION AND IMPLEMENTATION

The Contractor shall provide all services and supplies required to install, configure, customize and implement the EIS at each location defined in each task order, including all EIS system configuration and programming required to achieve integration of the EIS across the VAMC, Veteran Integrated Service Network (VISN) and VHA, in accordance with the facility specific task order. Installation and implementation shall not be considered complete until the Government and Contractor have mutually verified and agreed that the EIS is fully functional and available for use trained VA staff at locations defined in each task order.

The Contractor shall provide a list to the COR of all EIS products being shipped to VAMCs under this contract. Prior to delivery and installation, the Contractor is required to contact the VAMC POC to schedule the installation during a time that will result in the least amount of disruption of services. The Contractor shall track all orders which provides line item information including part numbers, serial numbers, model numbers, tracking numbers and who signed for the order at each VAMC.

Upon delivery of all components, the Contractor will supply a detailed packing list with model numbers and serial numbers so that the components can be entered in the local inventory by the VA facility warehouse without unboxing the shipment. The Contractor shall obtain packing slips and proof of deliveries for each VAMC and provide them to the COR as requested. The Contractor will verify receipt of all necessary components. The Contractor shall assist EIS VAMCs in receipt of new equipment to initiate a request for local Biomedical Engineering to have the new equipment inspected in accordance with VAMCs policy and procedures. The Contractor will uncrate and unpack any hardware included in the specific facility task order and rack network servers in VA supplied racks and verify operation of the servers. The Contractor will unpack and setup workstations and verify hardware operation. Once inspection and receipt of the components are complete, the Contractor shall deliver the components to the endoscopy point of care locations. All packing materials are the responsibility of the Contractor to remove from the facility.

The Contractor will install the EIS system software on the servers and workstations and configure interfaces and connectivity with VAMC supervision. Installation, training and maintenance will be conducted under VA staff supervision, but the contractor directly responsible for supervising their employees.

The Contactor must supply all tools and instruments needed to complete the installation. No VA tools or instruments will be provided.

4.3 LEGACY DATA MIGRATION SERVICES

The Contractor will migrate four years of prior exams from legacy Olympus EndoWorks system to the new EIS at each corresponding VAMCs in accordance with the specific task order within a 6-month period from the start of clinical usage (Go-Live date). A minimum of the most recent two years of exams must be migrated prior to go-live. Migration work times are not restricted but shall be accomplished without affecting clinical operations. The use of onsite contract personnel for migration must be coordinated with VAMC POC to ensure personnel availability. The Contractor shall agree to provide final migration reports to the VAMC and COR upon completion of each migration that clearly demonstrates validation of successful migration and details how many exams existed for the migration period in each legacy system, which images were migrated, and which images were not migrated, including technical explanations why they could not be migrated. The report should also disclose a list of all exams that could not be validated as being archived.

4.4 TRAINING AND GO-LIVE SUPPORT

4.4.1 CLINICAL TRAINING

The Contractor shall provide on-site training to users of the EIS that covers how to use the software safely and effectively. The Contractor shall offer onsite training that provides Endoscopists, Nurses, other clinical users and administrative personnel the knowledge to fully utilize the system. The Contractor must provide training documentation back to the facility POC at time of acceptance testing detailing the training date and names of attendees.

4.4.2 TECHNICAL TRAINING

The Contractor shall provide on-site technical training that covers system administration and technical aspects of the EIS including how to manage the EIS. The Contractor shall offer technical training for at least two VA System Administrators for each installed system in accordance with the specific task order. Technical training must cover all application tools and functions, unique commands and functions, all third-party applications, troubleshooting techniques, software update process, backup process and other servicing and maintenance tasks associated with the EIS.

4.4.3 ON-SITE GO LIVE SUPPORT

The Contractor shall provide on-site go-live support that includes a planning checklist to aid VA facility staff in planning for EIS implementation, the go-live event and to identify any issues that need to be addressed beforehand. The Contractor shall use this checklist to validate that everything on the list has been performed. The Contractor shall coordinate a rehearsal of the go-live day using a test environment to perform each of the application’s functions. The Contractor shall plan and coordinate the go-live date with the VAMC POCs. The Contractor must affirm go-live readiness by reviewing evidence of achievement of goals pertaining to training, testing, hardware, software and interfaces. One day prior to go-live the Contractor shall speak with key clinical and technical personnel to verify readiness including user access, network speed, interfaces, printers and review the escalation procedures to follow in the event of a problem. The Contractor shall provide clinical and technical on-site go-live support staff to accompany initial users at each facility for the first three days of use at each VAMC in accordance with the specific task order. The Contractor shall attend a mid-day “huddle” to evaluate progress and to address any concerns and an end-of-shift debriefing for VA staff to identify and address any issues. The Contractor shall ensure support staff will be available to make critical system changes during the go-live event.

4.4.4 SOFTWARE UPDATES TRAINING

The Contractor shall provide software updates training in the form or release notes, manual updates and clinical and technical information associated with any software updates that affect the use of the system. The Contractor shall complete a VA Form 6550 Pre-Procurement Assessment of Networked Medical Systems initially and must update the 6550 anytime a software update will change any factor associated with the current 6550. In addition to such documentation, the Contractor shall make available qualified personnel remotely for consulting with the VAMC EIS users about a new release containing changes to the software usability.

4.5 ON-GOING MAINTENANCE AND SUPPORT

The Contractor shall maintain and support all software associated with the specific task order including all software updates, software version changes, patches, enhancements, corrections, new releases and support in the deployment of software updates for the EIS within the VAMC.

The service under this task includes all labor, tools, test equipment, diagnostic software, supplies, parts, shipping, and Contractor staff supervision necessary to perform remote and/or on-site services. The Contractor shall provide express delivery of any replacement parts when needed to maintain full performance of the software. There shall be no additional cost to the Government for shipping replacement parts.

The software updates, maintenance, and support shall include remote and/or on-site maintenance, unscheduled repairs/corrective maintenance, technical support and database administration support. The Contractor shall provide necessary support services so that the EIS operates in accordance with the manufacturer’s specifications. The Contractor shall coordinate maintenance and support with the COR and VAMC POCs as designated on each order.

4.5.1 TELEPHONE, ON-LINE SUPPORT AND TECHNICAL CONSULTATION

The Contractor shall provide VA with toll free corporate office telephone numbers, and email addresses for the Contractor’s key staff for both normal hours and after hours. The Contractor shall provide telephone and online remote support 24 hours per day, 7 days per week, and 365 days per year for both maintenance and technical support.

4.5.2 SOFTWARE, SOFTWARE LICENSES, SOFTWARE MAINTENANCE AND SUPPORT

The Contractor is required to provide software, software license, software maintenance services and technical support for the EIS. Distribution of maintenance copies shall be accomplished by using an appropriate media. As further defined below, software maintenance includes enhancements, periodic updates, corrections to the software, and technical support to facility POCs deploying updates. The EIS and associated software licenses provided to the Government must be perpetual, nonexclusive licenses to use the software.

Software, including commercial Operating Systems, must not be self-canceling, which is interpreted to mean the function of the software will not be stopped due to elapsing time or other conditions not identified with original equipment purchase. If the licensed software or hardware requires a password (or license key) to be operational, it shall be delivered with the software media and hardware and have no expiration date. The Government requires delivery of computer software that does not contain any code that will, upon the occurrence or the nonoccurrence of any event, disable the software. Such code includes but is not limited to a computer virus, restrictive key, node lock, time-out or other function, whether implemented by electronic, mechanical, or other means, which limits or hinders the use or access to any computer software based on residency on a specific hardware configuration, frequency of duration of use, or other limiting criteria. If any such code is present, the Contractor agrees to indemnify the Government for all damages suffered because of a disabling caused by such code, and the Contractor agrees to remove such code upon the Government’s request at no extra cost to the Government.

4.5.2.1 SCHEDULED MAINTENANCE - SOFTWARE UPDATES

The Contractor shall provide EIS software updates. EIS software updates and new versions refer to software releases or updates containing patches, bug fixes and modifications, enhancements or improvements to existing applications. Software updates can be 1) initiated by the Contractor to improve functionality of the EIS, 2) in response to changes in VA/VISN enterprise needs, 3) to maintain the EIS as compliant with VA data standards, and/or regulatory requirements, 4) to maintain compatibility with other systems, 5) to maintain VA standards regarding security updates and patching.

It is estimated that updates will occur at least annually. Regardless of the reason for the update, the Contractor shall plan and schedule updates through coordination with the VAMC POC and COR as designated on each task order. The Contractor shall provide an initial planned release schedule including major as well as enhancement releases and provide updates to the planned release schedule immediately when any change is made to the schedule (same day). The Contractor shall provide complete descriptions of all system updates and upgrades including dates within the calendar year prior to initial system installation. All software and supporting release notes, user and technical literature shall be updated and provided to the VAMC POC and COR as software updates are implemented. The Contractor shall ensure that updates do not negatively impact the systems. The Contractor shall distribute software updates or releases by using an appropriate electronic or printed media to the VAMC POC. Alternatively, the Contractor may offer access to maintenance copies through its company website for deployment.

4.5.2.2 UNSCHEDULED MAINTENANCE

The Contractor shall provide an unlimited number of unscheduled maintenance and technical support incidents during the performance period. Support includes both remote and, when a problem cannot be resolved remotely, on-site support. The Contractor shall perform all unscheduled corrective maintenance during the performance period of each order. The Contractor shall troubleshoot, repair and/or resolve, on request by the VAMC POC or COR, all EIS equipment and software identified in each task order. All software repaired by the Contractor shall be restored to manufacturer’s specifications.

For technical problems, functional incidents or for questions during business hours, the Contractor shall provide the following communication options: call the Contractor Help Desk, create a field service request online or email the incident or question. For each request, the Contractor shall communicate the following via email or telephone to VAMC POC or make available online, in response to each event communicated by VA to the Contractor:

a. Incident reference number

b. Brief Description of the problem

c. What version or software is being affected

d. What equipment or component is being affected

e. If this issue affects patient safety

f. Workaround (if any) and expected release date of patch, upgrade or update.

g. Status and estimated completion date/time

The Contractor shall communicate known material software issues to the COR and facility POCs weekly via email or by telephone. The Contractor shall respond to a request for unscheduled corrective maintenance for a software issues, malfunctions or failures, by a fully qualified representative, in accordance with response time requirements defined in Table 1 of Section 5.13.

4.5.3 INTERFACE SUPPORT

The Contractor shall provide EIS side software interface support for any interfaces that are included in the facility task order. The Contractor shall coordinate with VA POCs as well as other Vendors and/or Contractors when necessary to accomplish this task.

4.5.3.1 VISTA/CPRS, VISTA IMAGING, CERNER INTERFACE SUPPORT

The integration of EIS with VistA, CPRS and Cerner shall be maintained by the Contractor to ensure that the EIS side of the interface provides for transfer of clinical and administrative data and images between the EIS and the VistA and Cerner systems at each VAMC under the specific task order. The Contractor must communicate with facility POCs regarding interface testing as updates are released to verify that the EIS retains full interface functionality.

4.5.3.2 ANALYTICS INTERFACE SUPPORT

The Contractor shall maintain data integrations with EIS analytics database(s). The Contractor shall ensure that data is inclusive of all administrative and clinical data contained within the EIS.

The Contractor shall ensure that the EIS provide the data extracts to the analytics database(s) in the proper format. The Contractor shall coordinate with analytics Contractor(s), VA data warehouse staff, VAMC POC and the COR to validate the data being transmitted by the EIS.

4.6 THIRD PARTY SOFTWARE SUPPORT

The Contractor shall provide an initial list of all third-party software components included in the EIS and update this list whenever any third-party components are added, deleted or modified.

The Contractor will work with third-party vendors that VISNs or VAMCs contract with to interface with the 3rd party software at no additional charge. (For example: current Picture Archive and Communication Systems (PACS) that are on contract with a VISN or VAMC).

4.7 SOFTWARE ENHANCEMENT SERVICES

The Contractor shall perform EIS software enhancement services as part of software maintenance. The Contractor will maintain a formal process for receiving, recording and assessing software feature requests from VA facility POCs and for deciding what features to include in its future EIS software releases. Any enhancement request made by a VAMC that may have national implications will first be submitted, on a uniform basis, to the VA EIS User Group before final submission to the Contractor. Upon concurrence by the VA EIS User Group, the Contractor shall consider including the enhancement in a future software update.

5.0 SYSTEM TESTING

The Contractor will perform quality assurance testing after the initial installation of EIS and associated software, prior to go-live, including coordinating with facility POCS for testing of connectivity with medical devices, VA networks, servers, work stations, VistA/CPRS, CERNER, data marts and data extractions for VA and/or commercial analytics systems. Contractor shall certify that all system software is rigorously tested and proven to be stable prior to installation and implementation. The Contractor shall not install and/or implement any custom, alpha or beta developmental software versions, modules, plug-ins, etc. beyond the version(s) specified within the original proposal without written CO, COR and facility POC approval prior to installation of the same. Upon completion of any EIS repairs, updates, upgrades and installations, the Contractor shall communicate with facility POCs regarding system testing to ensure the system is fully functional in accordance with the manufacturer specifications.

6.0 SYSTEM DIAGRAM

The Contractor shall provide a graphic depiction of the initial planned system network and dataflow design, the final installed system design and update the graphic whenever the design changes through the life of the contract in accordance with each task order.

7.0 REPORT TEMPLATE SHARING

All EIS report templates produced using data aggregation, analytics, stored procedures, extractions, reporting services, business intelligence tools, or any other method, for information gathering and expressing (in any format) including but not limited to statistical analysis, compliance measures, performance measures, audits, quality improvement, usage trends, etc., that are made available by the Contractor for any VAMC or a VISN, must be made available to all other VAMCs and VISNs having a task order under the national contract at no additional cost to VA.

8.0 MANDATORY CHECK IN/OUT AND REMOVABLE MEDIA SCANNING

For any services performed on-site the Contractor shall, upon arrival at the VAMC, report to the VAMC POC to check in before proceeding to the any department and before performing any services. Prior to leaving the medical center, the Contractor shall check out with the POC. This check in and check out is mandatory. Upon checking in with the VAMC POC and before performing any services, the Contractor shall ensure that any removable media is scanned by the Biomedical Engineering Section prior to connecting to any VA network, device or system.

The Contractor shall provide any removable media to Biomedical Engineering staff. Biomedical Engineering staff will perform a malware/virus scan of the Contractor’s removable media. If “nothing found” is displayed, the Contractor may proceed and use the removable media. If “nothing found” is not displayed and/or the number of detections is greater than zero, the removable media shall be presumed infected with malware and shall not be allowed to be used.

The media shall be returned to the Contractor for virus removal. The Government will not perform any virus or malware removal on the Contractor’s removable media. Biomedical Engineering will report any detection to the VA ISO. Failure by the Contractor to check in, check out, provide removable media for scanning, or use of any infected media is a breach of security and shall be acted upon in accordance with the terms and conditions of this agreement and any subsequent orders. (b) Any fixed hard drive on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation.