SOW.pdf

STATEMENT OF WORK (SOW)

Charlie Norwood VA Medical Center (CNVAMC)

Aspen/Mammography Reporting System Maintenance Contract For the Base Period of Jan 1, 2022 through Dec 31, 2023.

1. Contracting Officer’s Representative (COR):

Section: Biomedical Engineering Address: 1 Freedom Way, Augusta, GA 30904 Phone Number: 706-733-0188 x 3342 Fax Number: N/A Mail Address: 1 Freedom Way, Augusta, GA 30904

2. Contract Title: Enhancement and Support Contract for Aspen/Mammography Reporting System

3. Period of Performance:

i. Base Year Timeframe: Jan 1, 2022 through Dec 31, 2022

ii. Option Year 1: 01/1/23 – 12/31/23

iii. Option Year 2: 01/1/24 – 12/31/24

iv. Option Year 3: 01/1/25 – 12/31/25

v. Option Year 4: 01/1/26 – 12/31/26

4. Contract Overview: This service and maintenance contract is to cover all existing

Aspen/Mammography Reporting Systems (MRS) owned by CNVAMC. The Mammography Reporting System is a computer tracking system utilized for patient tracking, scheduling, and result notification for all Mammograph procedures. The contract shall include all software system upgrades, licenses, and annual enhancement and support services. The contractor shall provide all personnel, equipment, tools, materials, parts, supervision, transportation, and other items and services necessary to properly maintain all equipment for the Aspen/MRS System. Services to be performed include all unscheduled routine service calls, all emergency service visits, and all scheduled service visits as required for all line items. All parts provided by the contractor shall be covered by the terms and conditions of this contract. All work shall be performed in a professional manner by an authorized service representative. If any deficiencies are found due to negligence of the service representative, the contractor will be required to correct the deficiency to a fully operational status in accordance with manufacturer specifications at no additional cost to the Veteran Affairs (VA). The specific terms and CNVAMC requirements for the enhancement and support services are detailed in this SOW and shall be met by the Contractor.

5. Personnel:

The Contractor shall be able to read, write, speak, and understand English. All contractor’s representatives will be sufficiently fluent in the English language to effectively communicate with Charlie Norwood VA Medical Center’s representatives.

The Contractor shall present a neat appearance commensurate with that required of a professional

VA civilian employees shall not be employed to perform services under this contract

The organizational entity, within the contractor organization, that will be performing the work required by the SOW shall have been assessed at CMMI Level 2 or higher by an external assessment team led by a Software Engineering Institute (SEI) certified Lead Assessor. The Level 2 Key Process Areas of the S- CMMI are:

*Requirements Management, *Software Project Planning, *Software Project Tracking and Oversight, *Software Subcontract Management, *Software Quality Assurance, and *Software Configuration Management

6. Conduct

Contractor personnel shall comply with medical treatment facility policies regarding personal appearance and conduct

a) Impaired personnel

i. At any time during the performance of this contract, the Contracting Officer, COR, or Director of the medical treatment facility may direct the contractor to immediately remove any contractor employee whose actions or impaired state raises reasonable suspicion that is a clear and present danger of physical harm exists to a patient, medical treatment facility personnel and equipment, or to the impaired individual. This provision will be used in emergency situations only and not for the purpose of bringing performance issues or non-urgent concerns to the attention of the contractor

b) Smoking is prohibited within Charlie Norwood VA Medical Center, its clinics, and within 15 meters (~50 feet) of any building

c) Prior to performing work, a contractor’s representative will report to, and get a Visitor’s Badge, from the Biomedical Engineering Section, (Room 1B162). The badge must be returned to the Biomedical Engineering Section prior to departing Charlie Norwood VA Medical Center.

d) The use of cellular phones and 2-way radios:

i. The use of cellular phones and 2-way radios is expressly forbidden in certain areas of

Medical Treatment Facilities and Health Clinics. The contractor will not use cellular phones or radios in these area (i.e. direct patient care areas, etc.)

7. Specific Mandatory Tasks and Associated Deliverables

a) The contractor will ensure the patient lay letters will be added to the CPRS the Official Patient chart to allow the ordering physician to view the report in a timely manner.

b) The contractor will ensure Aspen/MRS will connect electronically (DICOM to the new Philips Vue PACS system being installed at CNVAMC.

c) The contractor will initiate work with the VA and CLIN3 team to facilitate that all documents Aspen/MRS produces will transmit to Philips Vue and then cross to CPRS the VA final repository of data.

d) The contractor shall provide a detailed PMP and briefing for the VBA project team, which presents the contractor's plan for completing the task order. The contractor's plan shall be responsive to this SOW and describe, in further detail, the approach to be used for each aspect of the task order as defined in the technical proposal. At a minimum, the PMP shall include the risk, quality and technical management approach, work breakdown structure (WBS), detailed schedule, cost requirements, and proposed personnel. The contractor shall keep the PMP up to date throughout the period of performance. The contractor shall provide proof that the Aspen/MRS report and lay letters are in Philips Vue and pass through to VA CPRS the final archive for primary care physician review.

8. Description of Services:

The Aspen/MRS System is located at 1 Freedom Way, Augusta GA 30904-6258 Suite 1A-218

Contractor shall provide Mammography Reporting System upgrades, licenses, and annual software enhancement and support services to the Charlie Norwood VA Medical Center (CNVAMC) in Augusta, GA. Services to be provided by the contractor as a part of Annual Support shall include the following:

a) Unlimited toll-free telephone support Monday – Friday between the hours of 8:00am to 4:30pm Eastern Standard Time (EST).

b) Free point release upgrades released during the period for the same version, edition, and options as licensed are held by CNVAMC.

c) Documentation for the CNVAMC MRS system configuration as licensed

d) Discount on Product upgrades that MRS commercially releases for the same edition and options as licensed.

e) Options purchased to an existing system are supported thru the end of the current supported period

f) Access to support material and helpful reference guides

g) The contractor is responsible to keep the Aspen / MRS system fully operation when purchased except for the enhancements being delivered by the vendor.

h) The contractor will provide VA tested service packs to repair system glitches and failures located across the Global network of Volpara Solutions.

i) All written deliverables will be phrased in layperson language

j) Statistical and other technical terminology will not be used without providing a glossary of terms.

k) Where a written milestone deliverable is required in draft form, the VBA will complete their review of the draft deliverable within 15-calendar days from date of receipt. The contractor shall have 30-calendar days to deliver the final deliverable from date of receipt of the government’s comments.

The contractor shall provide the Task Order Project Manager (TOPM) with monthly and annual written progress reports. These are due to the TOPM by the second workday following the end of each calendar month throughout the project's duration.

The progress report will cover all work completed during the preceding month and will present the work to be accomplished during the subsequent month. This report will also identify any problems that arose and a statement explaining how the problem was resolved. This report will also identify any problems that have arisen but have not been completely resolved with an explanation.

The contractor shall notify the POC (Point of Contact) of the exact date and time within ten (10) days prior to scheduled preventative maintenance services. (See Attachment 1 for list of authorized POCs)

The contractor shall respond to unscheduled repair service calls from the POC within one (1) working day, Monday through Friday between the hours of 8:00 am to 4:30 pm, excluding national holidays.

Unscheduled repair service calls shall be accepted only from authorized POCs (Attachment 1)

9. Software Upgrade and Maintenance:

Contractor shall furnish all necessary services, onsite training, including software, parts and labor (remote and/or on-site as needed) to upgrade and maintain the MRS System in working condition for the base year and all exercised option years. The contractor shall respond to all service calls. This contract shall include but not be limited to the following:

a) The contractor’s qualified service technician shall perform periodic software maintenance updates to the software investment

b) Installation and configuration assistance for the software maintenance updates.

c) Upon request, software diagnostics and trouble-shooting.

d) Software application consultation to ensure full utilization of the system

e) On-going operational assistance via 800# telephone support for trained key personnel.

(800# telephone support is provided Monday through Friday, 8:00am – 4:30 pm EST).

f) The contractor will provide unlimited routine/emergency service during normal workdays;

Monday through Friday, between the hours of 8:00am to 4:30pm, excluding holidays.

Unscheduled repair service calls shall be accepted only from the authorized biomed POCs listed in Attachment 1 of this SOW

The contractor is required to provide Biomedical Engineering Department with any service representative's name, address, and phone number so the VA Medical Center can obtain emergency maintenance service after normal VA working hours. The contractor is responsible for notifying Biomedical Engineering Department within 24 hours of any changes in the emergency response information.

The contractor’s qualified service technician shall be on site to provide unlimited emergency services (services requiring immediate repair) within 48 hours. The equipment shall be repaired and operational within 48 hours after initial response by the contractor. If the equipment is out of service for longer than 48 hours (from the time of the service technician’s arrival on site), the contractor shall notify Biomedical Engineering, verbally and in writing, as to the reason(s) (i.e. parts non-availability, etc).

The contractor shall complete a continuation sheet indicating manufacturer, model number, serial number, date of calibration expiration for all test, measurement, and diagnostic equipment items used to perform calibration

All correspondence, service reports, and invoicing shall be in English and clearly legible.

10. Coverage Hours:

Service coverage will be eight (8) hours a day, five (5) days a week, from 8:00am to 4:30pm EST, not including holidays. Any service not covered under this contract must have prior approval of the Contracting Officer before any work is performed (otherwise the Contractor is liable for any unapproved work costs). Thirty (30) minute response time by phone and 24-hour response time remotely and/or on station as needed is required. Response time is defined as time vendor is first notified until time vendor responds.

Federal Holiday’s observed by CNVAMC are:

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

11. Response Time: On-site response by a factory trained Field Service Engineer / Technician is required within 48 hours of emergency maintenance / corrective maintenance request.

12. Telephone Support: Technical Support via phone shall be available 24 hours per day, 7 days a week.

13. The U.S. government will make the equipment available to the contractor for servicing at such time and duration necessary to perform needed repairs

14. Requirements for Remote Access

The contractor will be allowed remote access to the CNVAMC computer systems in the performance of the contract. CNVAMC has stringent policies and procedures covering remote computer access.

Therefore, the following responsibilities are outlined below.

CNVAMC Responsibilities:

i. CNVAMC shall provide secure and reliable remote access to systems, applications, and information on the VA network to the contractor

ii. CNVAMC shall provide firewall and antiviral software with updates to the contractor

iii. CNVAMC shall provide security training to contractor’s current employees and new employees as needed

iv. After contract award, CNVAMC reserves the right to inspect contractor’s facilities, installations, operations, documentation, and computers

Contractor Responsibilities:

1. The contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and contract terms and conditions.

2. Contractor shall report any security violations, attempted violations, any unanticipated threats, or hazards immediately to the COR.

3. Contractor shall house their computers in such a way that reduces the risks form environmental threats and hazards. Contractor shall protect their computers form unauthorized access, use, or removal. Contractor’s computers shall be configured to provide protection from malicious code and unauthorized access.

4. Upon termination or expiration of contract, contractor shall sanitize all computer equipment used in performance of this contract according to CNVAMC standards and guidelines. Contractor equipment will also be sanitized when transferred or disposed of. Sanitization will ensure that all confidential information is rendered totally unrecoverable.

5. Contractor shall notify the COR immediately when their employee(s) no longer require access to CNVAMC computer systems.

6. Contractor shall not publish or disclose, in any manner, details of any safeguards either designed or developed by the Contractor and/or subcontractors under this contract or otherwise provided by the CNVAMC without prior written approval by the Contracting Officer.

7. The Contractor shall require that employees sign CNVAMC Computer Access Agreements, follow CNVAMC guidelines to create strong passwords, do not divulge access codes or passwords safeguard all sensitive information, and follow all privacy requirements.

8. The Contractor shall notify the Contracting Officer in writing of any subcontractors performing work under this contract that will require remote access to CNVAMC computer systems. Contractors will be held responsible for their subcontractors. All the security and privacy provisions of this contract will extend to any subcontractors.

9. The Contractor shall adhere to the remote access requirements and ensure that systems are properly configured, and appropriate security mechanisms and monitoring devices are up to date with best practices and technical standards.

10. CNVAMC information including identifiable health information may not reside on contractor’s systems or devices unless specifically designated and approved as appropriate under the terms of the contract.

15. Security Contractor is required to report to the Biomedical Engineering Section Office, Bldg. 801, Room 1B162.

Telephone (706) 733-0188 x3342, and sign-in to obtain an ID badge for repairs or services required during/after normal working hours

a) Services will be performed in the mammography suite, located at 1 Freedom Way, Bldg.

110, Room 1A218.

b) Any mobile media brought by vendor shall be given to designated Biomed personnel to be scanned through scanning station (USBs, DVDs)

Security Training

All contractor employees and subcontractors under this contract or order are required to complete the VA's on-line Security Awareness Training Course and the Privacy Awareness Training Course annually. Contractors must provide signed certifications of completion to the CO during each year of the contract. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s).

Contractor Personnel Security

All contractor employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security and Investigations Center (07C). The level of background security investigation will be in accordance with VA Directive 0710 dated September 10, 2004 and is available at:

http://www.va.gov/pubs/asp/edsdirec.asp (VA Handbook 0710, Appendix A, Tables 1 - 3).

Appropriate Background Investigation (BI) forms will be provided upon contract (or task order) award, and are to be completed and returned to the VA Security and Investigations Center (07C) within 30 days for processing. Contractors will be notified by 07C when the BI has been completed and adjudicated. These requirements are applicable to all subcontractor personnel requiring the same access. If the security clearance investigation is not completed prior to the start date of the contract, the employee may work on the contract while the security clearance is being processed, but the contractor will be responsible for the actions of those individuals they provide to perform work for the VA. In the event that damage arises from work performed by contractor personnel, under the auspices of the contract, the contractor will be responsible for resources necessary to remedy the incident.

The investigative history for contractor personnel working under this contract must be maintained in the databases of either the Office of Personnel Management (OPM) or the Defense Industrial Security Clearance Organization (DISCO). Should the contractor use a vendor other than OPM or Defense Security Service (DSS) to conduct investigations, the investigative company must be certified by OPM/DSS to conduct contractor investigations.

1. Background Investigation

The position sensitivity impact for this effort has been designated as [LIMITED, MODERATE, SUBSTANTIAL, or MAJOR] Risk and the level of background investigation is [NACI, MBI, or BI].

2. Contractor Responsibilities

a. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the contractor shall reimburse the VA within 30 days.

b. Background investigations from investigating agencies other than OPM are permitted if the agencies possess an OPM and Defense Security Service certification. The Vendor Cage Code number must be provided to the Security and Investigations Center (07C), which will verify the information and advise the contracting officer whether access to the computer systems can be authorized.

c. The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language.

d. After contract award and prior to contract performance, the contractor shall provide the following information, using Attachment B, to the CO:

(1) List of names of contractor personnel.

(2) Social Security Number of contractor personnel.

(3) Home address of contractor personnel or the contractor's address.

e. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

f. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default.

g. Further, the contractor will be responsible for the actions of all individuals provided to work for the VA under this contract. In the event that damages arise from work performed by contractor provided personnel, under the auspices of this contract, the contractor will be responsible for all resources necessary to remedy the incident.”

3. Government Responsibilities

a. The VA Security and Investigations Center (07C) will provide the necessary forms to the contractor or to the contractor's employees after receiving a list of names and addresses.

b. Upon receipt, the VA Security and Investigations Center (07C) will review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation.

c. The VA facility will pay for investigations conducted by the OPM in advance. In these instances, the contractor will reimburse the VA facility within 30 days.

d. The VA Security and Investigations Center (07C) will notify the contracting officer and contractor after adjudicating the results of the background investigations received from OPM.

e. The contracting officer will ensure that the contractor provides evidence that investigations have been completed or are in the process of being requested. Due to increased emphasis on privacy and information security, the contractor will be required to complete the following:

Privacy Training Rules of Behavior for Automated Information Systems Cyber Security Awareness Training

As CNVAMC routinely reviews and updates policies and procedures covering contractor computer access, security requirements may change during the term of this contract and new policies and procedures may be implemented unilaterally during the term of this agreement

16. Commercial License Agreements

Any commercial license agreement shall not apply, govern, be a part of, or have any effect whatsoever on this Contract; this includes, but is not limited to, any agreement embedded in the computer software or any agreement that is otherwise delivered with or provided to the Government with the commercial computer software or documentation.

In the event of any patent or copyright infringement claim brought against the Government relating to this purchase, the U.S. Department of Justice (DOJ) shall defend the claim as required by 28 U.S.C.

§516; at the discretion of DOJ, the Contractor may be allowed reasonable participation in the defense of litigation.

MRS grants a nonexclusive, nontransferable license: (a) to install and use one Software database on a single computer or network file server; and (b) to install and run the Software executable program that addresses the Software database (and to copy it as needed to do those things) from either the file server or on one or more workstations. Each additional Software database installed requires an additional Software license. On multi-user systems, the number of workstations that may access the Software database simultaneously is limited to the number of concurrent user licenses that you have acquired from MRS. You may transfer the Software database from one computer or file server to another if it is deleted from the original computer or file server after the transfer is complete.

However, a second copy of the Software database may be installed for use as a “test system” for evaluating new releases and configurations prior to implementation in the production environment, and for staff training. Such test systems may not be used for production purposes.

17. Notice of the Federal Accessibility Law Affecting All Electronic and Information Technology Procurements (Section 508)

On August 7, 1998, Section 508 of the Rehabilitation Act of 1973 was amended to require that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology, that they shall ensure it allows Federal employees with disavilities to have access to and use of information and data that is comparable to the access to and use of information and data by other Federal employees.

Section 508 required the Architectural and Transportation Barriers Compliance Board (Access Board) to publish standards setting forth a definition of electronic and information technology and the technical and functional criteria for such technology to comply with Section 508. These standards that have been developed were published with an effective date of December 21, 2000. Federal departments and agencies must develop all Electronic and Information Technology requirements to comply with the standards found in 36 CFR 1194.

SECTION 508

The contractor shall comply with Section 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998.

In December 2000, the Architectural and Transportation Barriers Compliance Board (Access Board), pursuant to Section 508(2)(A) of the Rehabilitation Act Amendments of 1998, established Information Technology accessibility standards for the Federal Government. Section 508(a)(1) requires that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology (EIT), they shall ensure that the EIT allows Federal employees with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by other Federal employees. The Section 508 requirement also applies to members of the public seeking information or services from a Federal department or agency.

Section 508 text is available at:

http://www.opm.gov/HTML/508-textOfLaw.htm http://www.section508.gov/index.cfm?FuseAction=Content&ID=14

18. CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which have been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

2. The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the CO for response.

http://www.opm.gov/HTML/508-textOfLaw.htm http://www.section508.gov/index.cfm?FuseAction=Content&ID=14

3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

(Attachment 1)

POINTS OF CONTACT

1. The following persons are authorized to call the contractor for unscheduled repair and maintenance

Name Telephone Number

Mr. Alan Uhl 706-733-188 ext 33345

Mr. Michael Pierce 706-733-0188 ext 33852

Mr. Charles Jackson 706-733-0188 ext 32030

Mr. Scott Saghy 706-733-0188 ext 33345

Mr. Larry Young 706-733-0188 ext 33344

Mr. Eric Fields 706-733-0188 ext 33342

Mr. Bill Schaffer 706-733-0188 ext 33342

Mr. Gary Littlefield (Biomed IT) 706-733-0188 ext 32166

Mr. Jeremie Andrews (Biomed IT) 706-733-0188 ext 32018

Mr. Donnell Johnson (Biomed IT) 706-733-0188 ext 32026

Ms. Marina McGruder (Biomedical Engineer) 706-733-0188 ext 33349

Mr. Nate Edenfield (BESS Supervisor) 706-733-0188 ext 33347

**Biomedical Engineering Shop General Telephone Number: 706-733-0188 ext 33342

2. The contractor is not to accept calls from anyone not listed above. In addition, only the individuals listed above can accept or receive services on behalf of the government under this order.

3. If there are any additions, deletions, or changes to the above, notification will be made in writing by the Contracting Officer or his/her representative

“End of Attachment (1)”