Updated SOW.docx

Statement of Work for Dental Viewer Software Licenses (Software As A Service)

1. General Overview-Background

- Dental Clinics in Oklahoma City, Norman CBOC, North CBOC, South CBOC, Lawton North CBOC, Yukon CBOC

MiPACS Dental Enterprise – Viewer is a requirement for the day to day work tasks for Dental Staff to be able to capture and view necessary images to manage the oral health of our Veteran population. The current licenses have run out in OKC and are needed for the New Norman Activation. This MiPACS system is currently being used in all Oklahoma VA dental clinics. It is an approved system already managed by the facilities Biomed team and IT system. We cannot afford to use any other company of equal or lesser values as we are using this system currently and have been using MiPACS for years in Dental Service now. Biomed will install for Dental Service.

2. Definitions and Acronyms

MiPACS – Medicor Imaging Picture Archiving and Communications System

3. Place of Performance VA Oklahoma City Dental Clinic, 921 NE 13th St., Oklahoma City, OK 73104;

VA Norman Community Based Dental Clinic, 3860 Journey Parkway Norman, OK 73072; VA Yukon Community Based Dental Clinic address (TBD); VA South Dental Community Based Dental Clinic 7919 Mid-America Blvd Oklahoma City, OK 73135; VA North OKC Dental Community Based Dental Clinic 14400 Bogert PKWY Suite 100 Oklahoma City, OK 73134. VA Lawton Dental Clinic 2640 Miner RD. Fort Sill, OK 73503. These licenses may be used at any of these locations as needed.

4. Period of Performance and Schedule Contract period of performance dates:

Base Period: 9/1/2026-8/31/2027

a. Viewer installations will be done by VA staff. Maintenance and Support activities will be coordinated between the vendor and the Dental Clinic personnel to occur on dates/times to be agreed upon by the parties. Maintenance and Support actions, when possible may be completed through internet connection, but will be scheduled to prevent interruption in patient treatment.

b. Maintenance and support activities are to be performed annually, or sooner if software updates or technical issues cause a work interruption for the dental personnel.

c. Unless it is an automated update via internet, no work will take place on Federal Holidays.

5. Project Scope Dental Service requires biomed MiPACS Dental Viewer and Licenses to operate equipment for patient care. This equipment will allow us to utilize software systems and products needed for everyday use in the dental clinic for patient care.

The MiPACS software is the only software application needed to capture images from nearly any device currently on the market. This includes digital panoramic/cephalometric devices, intraoral sensors and cameras, phosphor plate scanners, flat-bed scanners, and digital cameras. This system is required for the Dental clinic for Norman Activation. it is necessary to have the same software transferred over and additional licenses acquired to maintain the integrity of the patients that we serve using this system.

The deliverables which will be produced as a result of the successful installation of this software system are: A tested and operational software tool free of errors and meeting the specifications described in the Project Scope Description, a complete and thorough user’s manual which provides step by step instructions on how to use the MiPACS tool for users of all permission levels, and a complete and thorough troubleshooting guide which provides corrective steps to users of all permission levels for all anticipated problems.

6. Specifications

Comprehensive Image Support—the MiPACS Dental Enterprise Viewer, built upon a foundation of the LEADTOOLS Imaging SDK, supports virtually any image bit-depth and has many compression options. MiPACS supports 8-bit grayscale, 12-bit grayscale, 16-bit grayscale, monochrome 1, monochrome 2, 24-bit color, YCBR, RGB, signed, pixel by color, and pixel by plane images. MiPACS also supports JPEG Lossy, JPEG Lossless, JPEG 2000 Lossy, and JPEG 2000 Lossless compression.

7. Contractor Requirements

a. Deliver permanent MIPACS dental imaging licenses to the Oklahoma City VA Health Care System

i. Provide annual software support and maintenance services, including phone based technical support or appropriate communication tool as historically utilized by Biomed Engineering

ii. Update and maintain the licensed software to ensure compatibility with VA systems and continued functionality

iii. Troubleshoot system issues and resolve software defects reported by Biomedical Engineering

iv. Document all service activities and submit required reports to Biomedical Engineering and COR

b. Government minimum needs and anticipated tasks

i. Permanent MIPACS imaging license is sufficient to support existing OKC dental clinic devices (South, North, Lawton) and new operatories in Norman and Yukon.

ii. Contractor must perform annual support and maintenance for all active licensed systems, including licensed systems including previously purchased licenses now out of maintenance at all dental clinics

iii. Expected tasks include software update, troubleshooting, documentation, and vendor communication

c. Scope

i. Contractor will provide phone/remote software support and maintenance activities

ii. Contractor effort includes full support coverage for all licensed workstations at all dental clinics (OKC, Norman, South, North, Lawton, Yukon)

iii. Biomedical Engineering will continue installing licenses locally while the vendor performs software support

d. Frequency of Services

i. Annual support and maintenance coverage shall be valid for one year per license renewable under option years

ii. Contractor shall provide technical support on an as needed basis via phone/email/remote during vendor’s business hours

iii. Software updates/patches shall be released upon vendor publication or at least annually

e. Travel Requirements

i. Travel is usually not required

f. Ensure consistency between deliverables, travel requirements, meetings, and specific tasks.

g. End Result

i. Ensure that all MIPACS dental imaging software licenses both newly purchased licenses and expanded OKC coverage, are fully delivered, activated, supported and functioning on VA approved systems.

ii. Annual support and maintenance services must be active and documented with the vendor providing clear description of what support and maintenance cover

iii. Any required updates, patches, or system level troubleshooting must be completed and recorded, ensuring error-free operation across all dental clinics

iv. Government must receive required reports and completion documentation to validate serve fulfillment

8. Reporting Requirements

a. Contractors generate and produce for VA

i. Service and maintenance activity reports

1. Description of all annal maintenance actions performed

2. Summary of all support interactions

ii. System failure and Incident reports

1. Documentation of system outages, errors, or failures

2. Corrective actions

iii. Compliance and Security reports

1. Contractor statements that support/maintenance activities comply with VA requirements

b. Format of Reports (i.e. hardcopy, electronic, etc.)

i. PDF or Word document delivered via secure VA email

ii. Hardcopy may be provided when requested

c. Required Detail

i. Each report must include enough detail for the government to independently verify work completion

d. Final Report

i. Comprehensive summary of all support and maintenance activities performed throughout the period of performance

ii. Statement of full completion and system status

iii. Documentation of any unresolved issues

9. Applicable Documents

a. In performing the tasks associated with this contract the Contractor shall comply with all applicable Federal, VA, and industry requirements

10. General Requirements

a. It shall be understood that, throughout performance of the contract, the Contractor’s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property.

b. Among all other requirements, the VA Health Care System and its property is now entirely smoke-free.

11. Security Requirements (as applicable, remove if not)

a. What security requirements are needed?

b. Does the Contractor and contractor personnel need to complete any security training?

c. Will contractor personnel be required to obtain a PIV badge?

d. Background investigations and special agreement checks: All contractor personnel are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the statement of work is: _N/A__________ (enter the information found on PDAT summary report). This requirement is applicable to all subcontractor personnel requiring the same access.

e. Following contract award, the Contracting Officer will provide the Contractor with forms to complete and guidance regarding the background process.

f. This contract involves the use of Personal Health Information (PHI), and therefore a Business Associate Agreement (BAA) shall be required between VA and the Contractor. The BAA, attached in Section D below, must be signed by the Contractor at time of contract award or no later than five business days after award.

End of Statement of Work