ATTACHMENT__2_-_Integrated_Video_Imaging_Sharing_System_(IVISS)_Response_Form_V2.pdf

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INTEGRATED VIDEO IMAGE SHARING SYSTEM (IVISS) VENDOR RESPONSE FORM

Vendor Name:

DIRECTIONS – CHECK ALL THAT APPLY

General Quotation Instructions

Vendor acknowledges that this solicitation will be evaluated as Lowest Price/Technically Acceptable. All requirements specified in this solicitation must be met by the vendor’s proposed solution to be considered. It is the vendor’s responsibility to present their best offer while meeting all the technical requirements. If the proposed solution does not meet all requirements as specified herein, the vendor may be disqualified and no longer considered.

Low Price Technically Acceptable Source Selection Procedures will be used to determine the awardee.

The Government intends to award a contract to a single responsible offeror, found technically acceptable on the overall factor evaluation and has the lowest overall total evaluated price.

The vendor’s proposed solution shall meet the minimum requirements as outlined in the solicitation’s Statement of Work (SOW). The vendor shall provide a detailed explanation of how their system meets each specific minimum requirement in the box provided below each question.

In conducting the evaluation of the proposal submission, the Contracting Officer will use the information provided by the offeror in its proposal. The burden is on the offeror to provide a complete and thorough proposal. Missing proposal information or component(s) identified in the solicitation and/or non-adherence to proposal format instructions will be considered incomplete. As a result, the offeror may be eliminated from further consideration of award.

☐ Yes, the proposed solution meets all the technical requirements specified herein.

☐ No, the proposed solution does not meet all the technical requirements specified herein and all exceptions are identified on page 4 of the solicitation.

1. System Interoperability

Integrated and interoperable systems are required to facilitate the long-term Government health plan to implement a longitudinal healthcare record capable of sharing medical data and images throughout the Department of Defense (DoD) and Veterans Administration (VA) hospitals; and commercial facilities. To

IVISS Response Form Page | 2 support this goal, the contractor shall provide a web-based solution meeting the requirements specified herein.

☐ Yes, the proposed solution is fully integrated, and includes web-based software and all the required hardware. Details and specifications have been provided.

☐ No, the proposed solution is not fully integrated and/or does not include web-based software and all the required hardware.

2. Workflow Description and Transition Plan

The vendor should provide their bandwidth and latency requirements for this capability. IVISS Servers will be physically located in the MTF data center with end user components located in the ENT department. The IVSS components will be logically located in a medical devices De-Militarized Zone (DMZ) portion of each MTF's local area network (see the Visio drawing depicting the BAMC Radiology network; a similar network architecture will be found at each MTF) and must transit a firewall for access to resources in the core network or access to the external data network (Non-classified Internet Protocol (IP) Router Network, abbreviated as NIPRNet). Data traffic between MTFs travels in VPN tunnels thru the NIPRNet. Reference Attachment #9- Workflow and Network Diagrams

☐ Description and Process flow diagram provided

☐ Description and Process flow diagram not provided

3. System Architecture

Note: Scopes and associated endoscopic equipment (cameras, camera controls, light sources, and carts) are not included in this procurement. Endoscopic equipment will be replaced during the normal refresh cycle at each medical facility via other procurement actions.

3.1 The vendor shall quote an integrated system consisting of:

3.1.1. Image capture and management devices for use at the point of care. These capture/management devices will receive input directly from existing camera and scope systems from multiple manufacturers. The devices must output images, video, and other data, to existing monitors and to the local server(s) through the local network. The video capture/management equipment hereby quoted, has the following features, at a minimum:

☐ Capture device is able to record and play video in high definition.

☐ Capture device is able to receive and display pictures in high definition.

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☐ Capture device is able to receive live and recorded video feed from the facilities’ existing endoscopy equipment. Existing equipment includes cameras, scopes, and microscopes, from multiple manufacturers, such as Zeiss, Olympus, Key Pentax, Stryker and Karl Storz.

☐ Capture device has multiple analog and digital video standard ports, to include, at a minimum, S- Video, component, and BNC-F. During deployment of the system, the vendor will provide all cables, wires, connectors, and accessories necessary to make the system fully operational. All these items are included in the pricing provided.

☐ All capture devices must have multiple options for starting and stopping video recording, with a minimum of one method for hands-free operation, such as foot-pedal or voice activation. All the offered capture devices have multiple options for starting and stopping video recording, with a minimum of one method for hands-free operation, such as foot-pedal or voice activation.

☐ Capture device peripherals must be included in quote. Peripherals should include keyboard, hands-free activation devices (i.e. foot pedal, other), and all connections necessary for operation of the device.

☐ Capture device must not be a camera-controlling device designed to work only with a specific model or line of cameras. Capture devices offered are not camera-controlling devices designed to work with a specific model or line of cameras.

☐ Capture device must be FDA approved for use in the medical setting and must comply with NFPA99 rules for electronic/electrical medical devices. Capture device is FDA approved for use in the medical setting and must comply with NFPA99 rules for electronic/electrical medical devices. 510(k) forms have been submitted with this proposal.

☐ Capture device must have the ability to send studies to a local storage server.

☐ Vendor must quote one capture device with its peripherals for each treatment room, as identified in Table 1. Table 2 is shown as a reference of what the government may decide to purchase in the future. Quote includes one capture device (with its peripherals) for each treatment room identified in Table 1 of the solicitation documents. Table 2 is shown as a reference of what the government may decide to purchase in the future.

☐ The proposed solution does not fully meet this requirement.

3.1.2. The proposed solution must include enterprise software for managing, viewing, and editing endoscopic images and accompanying reports. Software must be approved for use in government

IVISS Response Form Page | 4 networks operated by the Department of Defense (DoD) and Veterans Healthcare Administration (VHA).

Enterprise software is defined as software licensed for use in several or all the computers owned by the facility.

☐ The proposed solution includes enterprise software for managing, viewing, and editing endoscopic images and accompanying reports.

☐ Software quoted must allow for an unrestricted number of concurrent users, including ability to initiate, view, manipulate, store and access all data, at no additional or recurring costs to the government. Software quoted allows for an unrestricted number of concurrent users with no additional or recurring costs to the government for licensing.

☐ Software licenses must be a one-time fee. The government must not need to renew the license, subscription or any part of the system to maintain its functionality. Software licenses have been quoted as a one-time fee. The government will not be obligated to pay an annual fee to maintain the system’s functionality.

☐ The proposed solution does not fully meet this requirement.

3.1.3. Application and storage local server(s) with sufficient space and redundancy to store local data for a minimum of five years without interruption. Hard drives must be hot-swappable and must be configured to allow for this feature to be used when needed.

☐ All servers required for the operation of the system are included in the provided quotation. The server(s) has(have) all the capabilities required, to include storage and data management. Hardware and software are included in this proposal.

☐ The data storage solution included in this proposal contains enough memory space for five years’ worth of studies, while maintaining operability and responsiveness. Features and specifications are clearly stated in quotation.

☐ The proposed solution is configured with redundancy, and faulty hard drives may be swapped while the system is in use, without causing disruption (hot swappable). UPS unit(s) is(are) included in this proposal.

☐ The proposed solution does not fully meet this requirement.

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3.1.4. Vendor must include any software and hardware necessary for the installation and seamless integration of the system within the government healthcare facilities and networks in their proposal.

The government must not be required to purchase additional software, hardware, or services, for the proposed solution to be installed and remain operational.

A diagram must be included, showing the system architecture and identifying the system components and their basic functions.

☐ All software and hardware necessary for the installation and seamless integration of the system within the government healthcare facilities and their networks is included in this proposal.

☐ A diagram of the system architecture, depicting physical and virtual components and their role is included in this proposal.

☐ The proposed solution does not fully meet this requirement.

3.2. The vendor shall provide a secure web-based system, for use by authorized personnel, capable of securely transmitting and storing endoscopic video and still images electronically. Explain how this requirement is met.

☐ The offered solution provides a secure web-based system, for use by authorized personnel, capable of securely transmitting and storing endoscopic video and still images electronically.

☐ The proposed solution does not fully meet this requirement.

3.3 System must provide local access to studies within a medical facility for clinical review.

☐ The system provides local access to studies within a medical facility for clinical review.

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3.4 System must have the ability to transmit and receive DICOM and non-DICOM studies and reports through the DoD and VA networks, and use existing vendor neutral archives for long term storage.

☐ The offered solution provides the ability to transmit and receive DICOM and non-DICOM studies and reports through the DoD and VA networks, and can use existing vendor neutral archives for long term storage.

☐ The proposed solution does not fully meet this requirement.

3.5 Vendor shall provide an IPV6 compliant solution or be able to meet the IPV6 timeline for IPV6 implementation according to the schedule set forth in the MHS IPv6 Transition Plan. A copy of the DoD IPv6 document can be found here:

https://www.hpc.mil/images/hpcdocs/ipv6/disr_ipv6_profile_version_6_july_2011.pdf

☐ Vendor has provided documents showing the system has been tested for compliance, and passed, or an implementation plan if applicable.

☐ The offered solution is IPv6 compliant or is able to meet the IPv6 timeline for IPv6 implementation according to the schedule set forth in the MHS IPv6 Transition Plan. The required documents are included in this proposal.

☐ The proposed solution does not fully meet this requirement.

3.6 Vendor shall include all necessary project management and integration costs for the successful installation of all the Phase 1 systems in the provided quote, including the OCONUS site. Indicate which line items in the quote cover this requirement.

☐ The quote includes all necessary project management and integration costs for the successful installation of all the Phase 1 systems in the provided quote, including the OCONUS site.

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4.1. All systems must include the ability to send/retrieve patient study files electronically within the system, securely, and display them on Government computers using web browser (or similar) technology.

☐ The system has the ability to securely send/retrieve patient study files electronically within the system.

☐ The system has the ability to display patient studies on Government computers using web browser (or similar) technology.

☐ The proposed solution does not fully meet this requirement.

4.2. The proposed solution will be required to support electronic file transmission to/from remote sites for all DICOM studies.

☐ The proposed solution supports electronic file transmission to/from remote sites for all DICOM ENT studies.

☐ The proposed solution does not fully meet this requirement.

4.3. The proposed solution is required to support both, DICOM and non-DICOM data from existing devices within a medical facility. The vendor shall receive non-DICOM data and convert the data to DICOM format (i.e. DICOM wrapped) for use in the IVISS, storage into the local and long term archives, and transmission to other medical facilities.

☐ The proposed solution supports both, DICOM and non-DICOM data, from existing devices within a medical facility.

☐ The proposed solution has the ability to receive non-DICOM data and convert the data to a DICOM format (i.e. DICOM wrapped) for use in the IVISS, storage into the local and long term archives, and transmission to other medical facilities.

4. Image Management

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4.4. The system shall include local image storage (image cache) at each MTF, sufficient for a minimum of 5 years of ENT studies based on the information provided in Table 3. Explain how the memory size needed was calculated for what is offered in this proposal. The average video time is 5 minutes. Procedures can last between 10-30 minutes. Based on the original assumption that the average file size is 400 MB, the total five-year storage requirement is GB/yr - 9746; 5 yr = 49 TB, to which at a minimum the vendor must provide. Reference Attachment #8- Storage Requirements.

☐ The system quoted includes local image storage (image cache) at each MTF, sufficient for up to 5 years of ENT studies.

☐ All hardware, software, and services are included in this proposal.

☐ Explanation of memory calculation included.

☐ The proposed solution does not fully meet this requirement.

5. Clinical Interface/Functionality

5.1 Ease of Use/Ability to automate workflow

5.1.1. System must have the capability to register patients.

☐ The system has the ability to register patients.

☐ The proposed solution does not fully meet this requirement.

5.1.2. System must have the capability to create a physician work list (i.e. DICOM modality worklist).

☐ The proposed solution is capable of creating DICOM modality worklists (DMWL)

☐ The proposed solution does not fully meet this requirement.

5.1.3. System must have the capability to retrieve, read, and store all relevant patient reports. Shall be able to find and retrieve all patient reports using system query functionality. Reports may come from local storage, a vendor-neutral archive (VNA), or from another facility.

☐ The proposed solution has the ability to retrieve, display, and store relevant prior studies to/from local storage, vendor neutral archive (VNA), and remote locations.

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5.1.4. System must have the capability to select a patient from the worklist, retrieve all relevant patient information, and include it in the created modality work list (MWL).

☐ The system selects a patient from the worklist and retrieves all relevant patient information and includes it in the created modality work list (MWL).

☐ The proposed solution does not fully meet this requirement.

5.1.5. System must have the ability to add (or attach) PC files (i.e. MS Word documents, PDF, JPEG, etc.) to a patient file or case.

☐ The proposed solution has the ability to attach PC files (i.e. JPG, TIF, PNG, GIF, PPT, Excel, and other MS office programs allowed by current government regulations) to a patient file or case

☐ The proposed solution does not fully meet this requirement.

5.2. Reporting Requirements

5.2.1. System must be able to include a user generated/edited DICOM structured report of the examination stored as part of an image set. Briefly explain or list some of the report types available.

☐ Reports can be generated at the time of the exam or later.

☐ Reports can be generated from the point of care and from a different location in the health care facility.

☐ The system provides the ability to print reports. Color printers are included in the proposal.

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5.2.2. System must provide ad hoc report capabilities;

☐ The system provides the ability to create ad hoc (custom) reports (see Attachment #7- Ad Hoc Sample Report).

☐ The proposed solution does not fully meet this requirement.

5.2.3. System must be capable of querying/retrieving patient studies by demographic data, exam type, diagnosis, age, etc.

☐ The proposed solution provides multiple options for querying/retrieving patient studies from short and long term storage, such as demographic data, exam type, diagnosis, age, etc.

☐ The proposed solution does not fully meet this requirement.

5.2.4. System must be capable of to copy/paste/attach the structured (Microsoft MS) office application files to the patient record within the system.

☐ The system allows the user to copy/paste/attach the structured MS Office applications (such as MS Word, Excel,etc.) to the patient record within the system.

☐ The proposed solution does not fully meet this requirement.

5.2.5. System must be capable of exporting data to common Microsoft (MS) Office applications (such as MS Word, Excel, etc.).

☐ The system allows the user to export data from common Microsoft (MS) Office applications (such as MS Word, Excel, etc.).

5.2.6. System must be capable of saving generated reports.

☐ The proposed solution allows the user to save generated reports.

☐ The proposed solution does not fully meet this requirement.

5.2.7. System must provide the capability to find and save multiple relevant patient files together.

☐ The proposed solution allows the user to save multiple files (for the same patient) together.

☐ The proposed solution does not fully meet this requirement.

5.2.8. System must have the capability to track changes to patient files (i.e. edits and updates).

☐ The quoted system provides the ability to track changes to patient files (i.e. edits and updates).

☐ The proposed solution does not fully meet this requirement.

5.2.9. System must provide the capability of auto populating user specified text fields using drop-down menus, or other equivalent method, when making changes to patient files.

☐ The proposed system has the capability of auto populating user specified text fields using drop-down menus, or other equivalent method, when making changes to patient files.

☐ The proposed solution does not fully meet this requirement.

5.2.10. System must be capable of generating, saving, and retrieving report templates.

☐ The quoted system allows the user to generate, save, and retrieve report templates.

5.2.11. System must be capable of printing user defined reports.

☐ The quoted system is capable of printing user defined reports.

☐ The proposed solution does not fully meet this requirement.

5.2.12. System must provide the capability of printing screen shots of entire display content.

☐ The quoted system provides the capability of printing screen shots of the entire content of the display.

☐ The proposed solution does not fully meet this requirement.

5.2.13. The system must be capable of printing user-selected portions of displayed images.

☐ The quoted system is capable of printing user-selected portions of displayed images.

☐ The proposed solution does not fully meet this requirement.

5.2.14. The system must be capable of printing still images of a video.

☐ The quoted system is capable of printing still images of a video.

☐ The proposed solution does not fully meet this requirement.

5.2.15 System must have the capability to track and provide a report identifying which users have viewed or edited a given patient’s record.

☐ System has the capability to track and provide a report identifying which user have viewed or edited the patient’s record.

5.3. Capture Requirements

5.3.1. The system must have start/stop capabilities for video recording.

☐ The quoted system has start/stop capabilities for video recording.

☐ The proposed solution does not fully meet this requirement.

5.3.2. The system must have mouse activated start/stop capabilities for video recording.

☐ The quoted system has mouse activated start/stop capabilities for video recording.

☐ The proposed solution does not fully meet this requirement.

5.3.3. The system must have keyboard activated start/stop capabilities for video recording.

☐ The quoted solution has keyboard activated start/stop capabilities for video recording.

☐ The proposed solution does not fully meet this requirement.

5.3.4. System must have at least one method available for hands-free activated start/stop capabilities when recording video. This may be achieved by voice activation, foot activated control, or other method that properly serves its purpose. Hands-free activation facilitates patient examination and treatment when both hands are needed to examine or treat the patient. The feature also serves as an infection control measure, by facilitating avoidance of cross-contamination. Hands-free activation must be reliable..

☐ The quoted solution has at least one method available for hands-free activated start/stop capabilities when recording video.

☐ Foot operated control

☐ Voice activated control

☐ Other type of hands free control (specify in comments box, below)

☐ The proposed solution does not fully meet this requirement.

5.3.5. System must have mark-up features and clinician notes.

☐ The quoted system has mark-up features and clinician notes.

☐ The proposed solution does not fully meet this requirement.

5.3.6. The system must the have capability to append to digital video or image files.

☐ The system has the ability to append to digital video or image files.

☐ The proposed solution does not fully meet this requirement.

5.3.7. The system must allow user to record, review what has just been recorded, then add additional recording (if desired) without necessarily having to save the original file and start a new one.

☐ The system allows providers to record, review what has just been recorded, then add additional recording without necessarily having to save the original file and start a new one.

☐ The quoted solution does not fully meet this minimum requirement.

5.4 Clip Management Requirements

5.4.1. System must provide the capability to keyword tag videos.

☐ The system allows user to keyword tag videos.

☐ The quoted solution does not fully meet this requirement.

5.4.2. The system must provide the capability to categorize procedures by keywords and sub-categorize using a structured taxonomy.

☐ The system provides the capability to categorize procedures by keywords and sub-categorize using a structured taxonomy.

☐ The quoted solution does not fully meet this requirement.

5.4.3. System must have capability to edit digital video clips before storage.

☐ The system has the capability to edit digital video clips before storage.

☐ The quoted solution does not fully meet this requirement.

5.4.4. System must have the capability of naming cropped video.

☐ The system has the capability of naming cropped video.

☐ The quoted solution does not fully meet this requirement.

5.4.5. The proposed system must have date and time stamp of video clippings.

☐ The quoted system has date and time stamps of video clippings.

☐ The quoted solution does not fully meet this requirement.

5.4.6. Author (i.e. original user) must have capability to delete video from the capture device (during the initial session only).

☐ The proposed system allows the original user to delete video from the capture device (during the initial session only).

☐ The quoted solution does not fully meet this requirement.

5.4.7. The system must allow users to add image/video captions; captions to images and video.

☐ The system allows the user to add captions to images and video.

☐ The quoted solution does not fully meet this requirement.

5.5 Viewing Requirements

5.5.1. System has the capability to display the selected patient’s prior videos.

☐ The quoted system has the capability to display the selected patient’s prior videos.

☐ The quoted solution does not fully meet this requirement.

5.5.2. System must have the capability to display the selected patient’s prior still photos

☐ The system has the capability to display the selected patient’s prior still photos

☐ The Vendor will not provide training materials that fully meet this minimum requirement.

5.5.3 System must allow for immediate playback of exams.

☐ The quoted system allows for immediate playback of exams.

☐ The quoted system does not fully meet this requirement.

5.5.4. System must provide the capability of viewing of exams remotely.

☐ System provides the capability of viewing of exams remotely.

☐ The quoted system does not fully meet this requirement.

5.5.5 System must provide the capability of viewing video frame by frame.

☐ The system allows users to view videos frame by frame.

☐ The quoted system does not fully meet this requirement.

5.5.6 System must be capable of displaying two exams concurrently side by side.

☐ The quoted system is capable of displaying two exams concurrently side by side.

☐ The quoted system does not fully meet this requirement.

5.5.7 System must be capable of displaying multiple still images concurrently, side by side.

☐ The quoted solution is capable of displaying multiple stills concurrently, side by side.

☐ The quoted solution does not fully comply with this requirement.

5.5.8 System must be capable of displaying multiple video exams concurrently.

☐ The quoted solution is capable of displaying multiple video exams concurrently.

☐ The quoted solution does not fully comply with this requirement.

5.5.9 System must have capability to display videos in the same quality level it was recorded.

☐ The system displays videos in the same quality level it was recorded

☐ The quoted solution does not fully comply with this requirement.

5.5.10 System must provide users the option to play video in lower quality. This requirement refers to videos that have been saved in high definition, but user prefers to view in standard definition.

☐ The system allows users the option to play video in lower quality

☐ The quoted solution does not fully comply with this requirement.

5.5.11 System must have montage capabilities.

☐ The system has montage capabilities.

☐ The quoted solution does not fully comply with this requirement.

5.5.12 System must provide the capability of viewing exams at any point of the video.

☐ The system allows users the option to view exams at any point of the video.

5.5.13 System must provide capability for user to pause video during playback.

☐ The system allows users the option to pause video during playback.

☐ The quoted solution does not fully comply with this requirement.

5.5.14 System must provide ability for user to choose speed of video playback, to include slow motion.

System speed options should include 1x, 2x, 4x, 8x, and slow motion.

☐ The system allows users to choose the speed of video playback.

☐ The quoted solution does not fully comply with this requirement.

5.5.15 System must provide ability to play video in reverse at any speed.

☐ The system allows users to play video in reverse at any speed

☐ The quoted solution does not fully comply with this requirement.

5.5.16 System must provide user with the capability to zoom into stills.

☐ The system allows users to zoom in on still images.

5.5.17 System must provide user with the capability to zoom into videos.

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☐ The system allows users to zoom into videos.

5.5.18 System must provide panning capability. Once zoomed in on a still image or video, the user shall be able to view any portion of the still image or video.

☐ The system allows users the option to pan and scan on still images and video.

5.5.19 System must allow user to manually change contrast of videos and images.

☐ The system allows user to manually change contrast of videos and images displayed.

5.5.20 System must be capable of recording and displaying videos in high-definition.

☐ The system is capable of recording and displaying videos in high-definition.

5.6 Editing Requirements

5.6.1 System must have the capability to tag video recordings (i.e. bookmark segments of a video).

☐ The system has the capability to tag video recordings.

5.6.2 System must have the capability to insert a memo at any tagged location of video recordings.

☐ The system has the capability to insert a memo at any tagged location of video recordings.

☐ The quoted solution does not fully comply with this requirement.

5.6.3 System must have the capability to create stills from raw video.

☐ The system has the ability to create still images from video.

☐ The quoted solution does not fully comply with this requirement.

5.7 Data querying and manipulation

5.7.1 System shall be able to map demographic data from DoD and VA HIS via HL7 when such information is made available by the Government’s Hospital Information System.

☐ The system is able to map demographic data from DoD and VA HIS via HL7 when such information is made accessible by the Government’s Hospital Information System.

☐ The quoted solution does not fully comply with this requirement.

5.7.2 System must be able to retrieve exams that have been stored in a long-term storage vendor neutral archive.

☐ The system has the ability to retrieve exams that have been stored in a vendor neutral archive used as long term storage.

5.8 Search Requirements

5.8.1 System must provide the ability to search records based on various fields of patient demographic and clinical data. It shall allow users to configure customized searches of available data.

☐ The system has the ability to search records based on various fields of patient demographic and clinical data.

☐ The system allows users to configure customized searches of available data.

☐ The quoted solution does not fully comply with this requirement.

5.8.2 System must allow selection of an individual report from a list of retrieved report searches.

☐ The system allows the user to select an individual report from a list of retrieved report searches.

☐ The quoted solution does not fully comply with this requirement.

5.8.3 System must be capable of saving queries, or search history/terms.

☐ The system is capable of saving queries, or search history terms.

5.8.4 System must provide capability of sorting results of a search by fields within demographic data, date of exam, etc.

☐ The system has the ability of sorting results of a search by fields within demographic data, date of exam, etc.

☐ The quoted solution does not fully comply with this requirement.

5.9 Prompts/Alerts Requirements

5.9.1 System must prompt user for any required file storage attributes that may be missing when saving the exam or associated files.

☐ The system prompts user to identify specialty of study at save.

☐ The system prompts user to identify sub-specialty at save.

☐ The system verifies all demographic data prior to save.

☐ The quoted solution does not fully comply with this requirement.

5.9.2 System must provide a system administrator or super user the capability of activating/deactivating prompts.

☐ The system allows a system administrator or super user to activate/deactivate individual prompts.

6. Interoperability

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6.1 The system must be compatible with Windows 7 and above, installed in government computers.

It must be compatible with Windows Server 2008 and above, used in the government networks.

☐ The system is compatible with Windows 7 and above, installed in government computers. It is compatible with Windows Server 2008 and 2012, used in the government networks.

6.2 The system shall support DICOM Store SCU/SCP and DICOM Query and Retrieve.

☐ The system support DICOM Store, Query and Retrieve.

6.3 System must be a vendor neutral application. This means that the system shall provide all required functionality regardless of the vendor, make, or model of the existing endoscopy equipment from which images are obtained at the point of care.

☐ The system is a vendor neutral application.

6.4 Files shall be stored within the system in a non-proprietary format and be retrievable in full diagnostic quality.

☐ Files can be stored in a non-proprietary format and can be retrieved in full diagnostic quality.

6.5 System must comply with industry standards for data transfer technology, for example, but not limited to HL7 and DICOM. Vendor must provide a DICOM conformance statement. with this proposal.

☐ The system complies with industry standards for data transfer technology, for example, but not limited to HL7 and DICOM.

☐ A DICOM conformance statement has been included with this proposal.

☐ The quoted solution does not fully comply with this requirement.

6.6 System must support storage of end user selected portion of studies (end user may select part or all of the study; parts selected may be still images or video with motion) in a DICOM compliant archive, such as PACS vendor neutral archives. All data will be converted to DICOM at the point of acquisition.

☐ The system supports storage of all studies to DICOM compliant archives, such as PACS vendor neutral archives.

☐ The quoted solution does not fully comply with this requirement.

6.7 ☐ A bidirectional interface to the military electronic health record to include the MHS Genesis Military Health System (and/or) the Armed Forces Health Longitudinal Technology Application (AHLTA), Composite Health Care System (CHCS), and to the VA's Veterans Health Information System and Technology Architecture (VISTA) is required. As no system is currently integrated with any of the above systems, vendors may report similar Electronic Health Record (EHR) clients whom their system integrates with currently.

☐ The quoted solution does fully comply with this requirement.

7. Performance

7.1 The system shall maintain a high level of operational availability and responsiveness. This is measured in terms of the percentage of time an end-user is able to access the system, excluding downtime of communications and other customer owned supporting systems. The system shall have an uptime of at least 99%, calculated by: System up-time / (System up-time+ System down-time).

☐ The system is guaranteed to maintain a high level of operational availability and responsiveness, as specified herein.

☐ The quoted solution does not fully comply with this requirement.

7.2 The proposed solution must maintain operability in various operating systems, such as the different iterations of Windows (7, 8, 10, Server 2008, and Server 2012). Updates must be available from the system manufacturer if necessary for system operation and continued performance.

☐ The system is guaranteed to maintain operability/functionality in various operating systems, such as the different iterations of Windows (7, 8, 10, Server 2008, and Server 2012)

☐ Updates will be available whenever necessary for system operation and continued performance

☐ The quoted solution does not fully comply with this requirement.

8. File Management Storage, Disaster Recovery and Administration

8.1 System must have capability to pre-load (i.e. pre-fetch) relevant exams from central server to local server based on DoD, VA HIS appointment list.

☐ The system has the capability to pre-load (i.e. pre-fetch) relevant exams from central server to local server based on DoD, VA HIS appointment list

☐ The quoted solution does not fully comply with this requirement.

8.2 System must provide a prompt to ensure data entered is for the correct patient by confirming the patient demographics.

☐ The system prompts user to ensure data entered is for the correct patient by confirming the patient demographics

☐ The quoted solution does not fully comply with this requirement.

8.3 System must provide administrator privileges to designated Government personnel to correct database entry errors.

☐ The system allows the designated government system administrators to correct database entries through privileged access.

☐ The quoted solution does not fully comply with this requirement.

8.4 System must have a configurable auto-save function to minimize potential loss of data during an exam.

☐ The system has a configurable auto-save function to minimize potential loss of data during an exam.

☐ The quoted solution does not fully comply with this requirement.

8.5 System shall provide for the continuation of a study or exam in the event of connectivity loss from the hospital network. No data shall be lost during an exam, and the system shall save all data to the archive upon restoration of network connectivity.

☐ The system provides for the continuation of a study or exam in the event of connectivity loss from the hospital network.

☐ The quoted solution does not fully comply with this requirement.

8.6 System must be capable of auto-syncing images from local storage to regional storage and central archive.

☐ The system is capable of auto-syncing images from local storage to central archive.

☐ The quoted solution does not fully comply with this requirement.

8.7 System must have capability to export report data to secure external sources. This capability shall not hinder compliance with privacy laws, regulations, and policies.

☐ The system has the have capability to export report data to secure external sources.

☐ The quoted solution does not fully comply with this requirement.

8.8 System must not allow for files to be deleted from the long term archive except by a system administrator.

☐ The system does not allow for files to be deleted from the long term archive except by a system administrator.

☐ The quoted solution does not fully comply with this requirement.

8.9 System must have the capability to save a file to the local drive or server.

☐ The system has the capability to save a file to the local drive or server.

☐ The quoted solution does not fully comply with this requirement.

8.10 System must be capable of creating exam reports in PDF format in addition to DICOM structured reports.

☐ The system can create exam reports in PDF format in addition to DICOM structured reports.

8.11 System must be equipped with an internal backup battery to prevent loss of patient data in the event a study is interrupted by a power outage.

☐ The proposed system is equipped with a backup battery to prevent loss of patient data in the event a study is interrupted by a power outage

☐ The quoted solution does not fully comply with this requirement.

8.12 System must have the capability to compress video studies for storage using a DICOM conformant loss and lossless compression.

☐ The system has the capability to compress video studies for storage using a DICOM conformant loss and lossless compression.

☐ The quoted solution does not fully comply with this requirement.

8.13 System must have the capability to move files to a remote long-term archive from the local storage after a user defined duration (i.e. 3 months) of patient inactivity or as configured by the system administrator.

☐ The system has the capability to archive files from local storage after a user defined duration (i.e. 3 months) of patient inactivity or as configured by the system administrator.

☐ The quoted solution does not fully comply with this requirement.

8.14 System must have a rule-based method to auto-archive files to central server based on available disc space, file age and similar variables.

☐ The system has a rule-based method to auto-archive files to central server based on available disc space, file age and similar variables.

8.15 System must have capability to convert stored files to multiple Audio/Video (A/V) formats.

☐ The system has the capability to convert stored files to multiple A/V formats.

☐ The quoted solution does not fully comply with this requirement.

9. Access Requirements

9.1 System must have role based access.

☐ The system will be configured (when installed) to have role-based access.

☐ The quoted solution does not fully comply with this requirement.

9.2 System must function on all workstations simultaneously. This applies to the government furnished, networked computers, available at the facility where a specific system is installed

☐ The system will function on all workstations simultaneously whenever required.

☐ The quoted solution does not fully comply with this requirement.

9.3 System must be accessible by multiple synchronous users locally and across the enterprise.

☐ The proposed solution will be accessible by multiple synchronous users locally and across the enterprise.

9.4 System must support federal two factor authentication sign-on requirements.

☐ The system supports federal two factor authentication sign-on requirements.

☐ The quoted solution does not fully comply with this requirement.

10. Training Requirements

10.1 Vendor will provide training materials for users on any new updates or upgrades during the life of the system.

☐ Training materials for users on any new updates or upgrades will be provided during the life of the system.

☐ The quoted solution does not fully comply with this requirement.

10.2 System must provide a functional help toolbar.

☐ The system provides a functional help toolbar.

☐ The quoted solution does not fully comply with this requirement.

10.3 Vendor must offer technical training for one individual from each site included in Phase 1. The cost of tuition must be included in the proposal, but travel expenses and lodging must be excluded from the vendor’s pricing. Travel and lodging expenses are to be covered separately, by the facilities.

Technical training must cover, at a minimum, configuration, troubleshooting, and repair techniques for the enterprise software and associated hardware. The technical training offered must prepare the government technician to be a first responder to general technical issues with the system.

☐ Technical training for one individual from each site included in Phase 1 is included in this proposal, and it fully meets this requirement.

☐ The quoted solution does not fully comply with this requirement.

10.4 Vendor must provide initial hands-on, Clinical, On-Site User training as shown in Table 5.

☐ The system will be provided, and is included in this proposal.

☐ The quoted solution does not fully comply with this requirement.

10.5 Vendor must provide follow-up training after the system is in clinical use for an initial period of time (i.e. approximately 2 months). Vendor shall include the price for this follow-up visit in their proposal for each Phase I site.

☐ Follow-up training after the system is in clinical use for an initial period of time (i.e. approximately 2 months) is included in the price for each site in Phase 1.

☐ The quoted solution does not fully comply with this requirement.

10.6 Vendor will provide user guides and manuals for system administrators. These materials must be printed, or on CD/DVD. Training materials must not be submitted in USB or other removable drive format, as these are banned from use on most DoD and VA computers.

☐ User guides and manuals for system administrators will be provided and are included in this proposal. These materials will be printed, or on CD/DVD.

☐ The quoted solution does not fully comply with this requirement.

10.7 The enterprise software must be equipped with an embedded tutorial for users.

☐ The system is equipped with an embedded tutorial for users.

10.8 Vendor must offer Tier 3 helpdesk support based on an industry standard three level, or tier, support structure or equivalent. Tier 1 support provides initial, basic problem solving; tier 2 provides more advanced help when tier 1 persons cannot correct the problem; and tier 3 provides the highest, most advanced level of support. Support must be available at no additional cost to the government for a minimum of 12 months, counted from the date in which the system’s installation receives final acceptance.

☐ Tier 3 helpdesk support will be available at no additional cost to the government for a minimum of 12 months, counted from the date in which the system’s installation receives final acceptance.

☐ Pricing for optional maintenance has been provided, for years 2-6 of system ownership. The government, however, does not guarantee the purchase of this item.

☐ The quoted solution does not fully comply with this requirement.

11. Maintenance Requirements

11.1 Warranty Maintenance. During the first 12 months of the system’s operation, the Contractor shall furnish maintenance service support that includes, as a minimum, preventive and corrective maintenance services for the Integrated Video Imaging Sharing System and all associated hardware, firmware and software, parts, labor, travel, and expenses necessary to perform such services, at no additional cost to the Government. All parts of the system must be covered during this period.

☐ Maintenance will be furnished during the first 12 months of the system’s operation, at no additional cost to the Government. Maintenance service support includes, as a minimum, preventive and corrective maintenance services for the Integrated Video Imaging Sharing System and all associated hardware, firmware and software, parts, labor, travel, and expenses necessary to perform such services.

☐ The quoted solution does not fully comply with this requirement.

11.2 Remote Diagnostics and Maintenance. It is required that the Contractor provide system connectivity, diagnostic software and technical support services which utilize the DoD DISA (for all DoD sites) Business to Business (B2B) gateway for troubleshooting, repairing, and configuring the system.

Maintenance methods shall also include the use of telephone contact with Government site support staff and users. Vendor must be aware that some sites may limit or deny external access to their networks. In this case, the vendor is still responsible for maintaining operability of the system or assisting the local technicians to maintain the system.

☐ System connectivity, diagnostic software and technical support services which utilize the DoD DISA (for all DoD sites) Business to Business (B2B) gateway for troubleshooting, repairing, and configuring the system will be made available by the vendor. Maintenance methods will also include the use of telephone contact with Government site support staff and users.

☐ The vendor acknowledges that connectivity and access may not always be available, and that this shall not be considered cause for not performing service or maintenance on the system.

☐ The quoted solution does not fully comply with this requirement.

11.3 Corrective Maintenance. The Contractor shall provide on-site (and remote) hardware, firmware and software corrective maintenance service for all component and system failures, to include software problem analysis, associated reprogramming and corrected software documentation for the first 12 months of the system’s life.

☐ The Contractor agrees to provide on-site (and remote) hardware, firmware and software corrective maintenance service for all component and system failures, to include software problem analysis, associated reprogramming and corrected software documentation for the first 12 months of the system’s life.

☐ Service reports of all repair services performed will be maintained and turned over to the Government POC at the facility. The Contractor will provide service reports to the Contracting Officer upon request.

☐ The contractor will maintain historical service records on each component of the system, which will be provided to the Government upon request.

11.4 Response Time

11.4.1 Response time is measured from the time the vendor is notified of a need for maintenance or support, until maintenance is started from a remote location or support personnel arrive on-site and begin actively working on the problem.

☐ The vendor acknowledges and agrees to the government’s definition for response time.

☐ The vendor does not agree with the government’s definition for response time.

11.4.2 Maintenance and support response time shall be 4 hours or less during the 0800-1700-time period and 4 hours or less during the remainder of the day. Maintenance may be conducted remotely or onsite, or a combination of the two. Response time is measured from the time the vendor is notified of a need for maintenance or support, until maintenance is started from a remote location or support personnel arrive on-site and begin actively working on the problem. If remote maintenance and support is begun and the problem remains unresolved after the initial 4-hour time period, vendor personnel shall immediately be dispatched to the site and arrive within 4 hours or less. The above response time applies to all CONUS sites. OCONUS response times will be established on a site specific basis.

☐ The vendor acknowledges and agrees to the government’s requirement for response time.

11.4.3 The Contractor is required to provide a reliable POC for service call notification. The Contractor’s maintenance POC shall provide a telephone response of acknowledgment of receipt of an emergency call within 1 hour following notification. Failure of the POC to answer valid attempts of the Government to notify, will result in the start of both downtime and response time.

☐ The vendor acknowledges and agrees to the government’s requirement for a reliable service POC, as specified herein.

☐ The quoted solution does not fully comply with this requirement, or the vendor disagrees with the government’s conditions.

11.5…