Amendment 0001.pdf

0011650295

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to :

1. Provide responses to questions received.

2. Revise the Performance Work Statment (PWS) and Addendum to 52.212-1.

3. Extend the closing date from 8 September 2021 at 1000 am local time to 10 September 2021 at 1000 am local time.

All other terms and conditions remain unchanged.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 15

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 02-Sep-2021

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W81K0221Q0227

X 9B. DATED (SEE ITEM 11)

31-Aug-2021

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

02-Sep-2021

CODE

W40M REGIONAL HEALTH CONTRACTING OF

REGIONAL HEALTH CONTR OFC PACIFIC

BLDG 339 CLARK ROAD

FT SHAFTER HI 96858-5098

W81K02 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

W81K0221Q0227

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been added by full text:

SECTION SF 30 BLOCK 14 CONTINU

QUESTIONS & RESPONSES

1. Whether companies from Outside USA can apply for this? (like,from India or Canada)

RESPONSE: There are no specific restrictions on a company outside of the US from submitting a quote for this requirement. The offeror’s quote would need to meet the requirements identified within the solicitation.

2. Whether we need to come over there for meetings?

RESPONSE: There is no requirement within the solicitation that requires onsite meetings.

3. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)

RESPONSE: No, the solicitation PWS requires the Library Services Platform (LSP) be authorized by the Federal Risk and Authorization Management Program (FedRAMP) and hosted by a FedRAMP authorized cloud service provider. FedRAMP authorized cloud hosting systems are based in the US.

4. Can we submit the proposals via email?

RESPONSE: Yes.

5. What is the number of library staff members that will need access to the Library Services Platform for purposes of cataloging, circulation acquisition, ERM etc.?

RESPONSE: 5 staff members.

The PWS was revised at Section 5.2 System Requirements to include: “The system must be sized to allow at least five staff users simultaneous access, and it must support a research population of approximately 2000.”

Addendum to 52.212-1, Volume II – Technical, Factor 1, Subfactor 1 System Requirements has been revised to include: “The system must be sized to allow at least five staff users simultaneous access, and it must support a research population of approximately 2000.”

6. We want to confirm that your expectation is to receive a written response to the technical requirements stated in Subfactors 1-9 beginning on page 48, not the Performance Work Statement beginning on page 38, is that correct?

RESPONSE: Yes, quoter’s are to submit in accordance with 52.212-1. For Volume II – TECHNICAL, quoter’s will address Factor 1, Subfactors 1-9.

7. DFARS 252.204-7012 and 252.204-7008 are both included in the RFQ; however, our solution is a COTS system. Therefore, pursuant to DFARS 204.7304(a) and (c), these clauses are not applicable to the purchase of COTS items. Therefore, we would like to take exception to these clauses. However, Subfactor 2 on page 48 requires the quoter to submit a security plan in compliance with DFARS 252.204-7012. As stated above, this clause does not appear applicable.

Are we understanding this correctly?

RESPONSE: DFARs 252.204-7012 and DFARs 252.204-7008 are included in the solicitation and are applicable to this solicitation. This solicitation is not solely for the acquisition of COTS items; therefore the exceptions identified in DFARS 204.7304 (a) and

(c) do not apply to this solicitation.

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 08-Sep-2021 10:00 AM to 10-Sep-2021 12:00 AM.

The following have been modified:

ADDENDUM TO 52.212-1

Replace Paragraph 52.212-1(b) with the following:

INSTRUCTIONS FOR PREPARATION OF QUOTES:

Quoters shall submit signed and dated quotes to the office indicated in Block 9 of the Standard Form (SF) 1449, Solicitation/Contract/order for commercial Items, to arrive no later than the date and time specified in Block 8 of the SF 1449. The quoter shall have a title page identifying the quoter, the full address, phone/fax number, contacts (POCs) with email addresses, the solicitation number and its contents.

Acceptable Quote Submission:

Quotes shall be submitted via E-mail to: joy.t.fujioka.civ@mail.mil

All submissions must clearly identify this notice and the name of the contract specialist on the first page or subject line. Submitters bear the burden of ensuring that the quote reached the designated contracting office on time and should allow reasonable time for transmission to be completed. Large e-mail files may not transmit properly so it is advised to send large attachments in several separate e-mails. All pages of the transmission and attachments must reach the office before the deadline specified. The submitter bears the risk of non-receipt of quotes and should confirm by telephone that the quote was received. The point of contact for this requirement is (Joy Fujioka, 808-438-5134).

WRITTEN DOCUMENTATION. Quotes shall be prepared in separate volumes as follows:

VOLUME I – ADMINISTRATIVE

VOLUME II – TECHNICAL

VOLUME III – PRICE

The quoter shall submit 1 copy of its entire quote. The submission of an incomplete quote may render the quote unacceptable and will not be considered. (NOTE: quotes submitted through FBO are unacceptable)

All quotes shall be submitted in English. Pricing shall be submitted in U.S. Dollars.

WRITTEN DOCUMENTATION, shall include the following:

VOLUME I – ADMINISTRATIVE

a. Request for Quotation. A copy of the Solicitation (SF 1449) with signatures of a corporate officer authorized to negotiate for the company. Include name of the company, phone, fax numbers, and email address(es).

b. Acknowledged and signed copies of amendment(s) if applicable. The number of copies required will be shown on the SF 30.

c. Completed copy of the Representations and Certifications at FAR 52.212-3 (Alternate I). The quoter shall complete only paragraph (b) of this provision if the quoter has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the quoter has not completed the annual representations and certifications electronically, the quoter shall complete only paragraphs (c) through (u)) of this provision.

Additional fill-in clauses and provisions to be filled in include FAR 204-24, FAR 204-26, FAR 52.209-2, FAR 209-11, and FAR 52.219-28.

d. The quoter shall provide points of contact for administration of the contract during the quoter’s normal business hours and after normal business hours. The POC for other than normal business hours will be contacted only in the event of emergencies. Accordingly, the named individual(s) should possess sufficient corporate authority to effectively deal with emergency situations and the telephone number provided should be functioning at all times other than normal business hours. If there are different POCs for different conditions, such as weekdays, weekends, holidays, etc., please furnish and explain:

(1) Quoter’s normal business hours/days:

(2) POC(s) during normal business hours:

(3) POC(s) for other than normal business hours:

VOLUME II – TECHNICAL

This part of the quote shall be addressed in sufficient written detail for the Government to determine if quoters understand this aspect of the Government’s requirement. Quoters shall provide sufficient narrative and supporting data.

FACTOR 1: Technical Capability – Provide sufficient narrative and supporting data to address how the quoter will meet the following requirements identified in the Performance Work Statement:

Subfactor 1 System Requirements At a minimum, the base system must be commercial off-the-shelf software. It must be a managed, turnkey system in use in other Federal Government medical libraries. It must be capable of managing all types of library resources, e.g., print, digital, online, audio, visual, and other types. For future growth and networking, it must allow linking with other systems, sharing records, and/or creating consortium-like groupings of other Federal Government medical libraries. The system must be sized to allow at least five staff users simultaneous access, and it must support a research population of approximately 2000. More specific required functionality follows.

Subfactor 2 Information System Security The Contractor shall provide a completed system security plan (or extract thereof) and any associated plan of actions developed to satisfy the security requirements of the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-171, “Processing Controlled Unclassified Information in Nonfederal Systems and Organizations,” in accordance with DFARS clause 252.204-7012 to describe the Contractor’s unclassified information system(s) and network(s) where DoD controlled unclassified information associated with the performance of this contract is processed, stored, developed, or transmitted.

The Contractor shall, upon request, provide the Government with access to the system security plan(s) (or extracts thereof) and any associated plans of action for each of its subcontractors that processes, stores, develops, or transmits DoD controlled unclassified information associated with the performance of this contract.

The contractor shall ensure to meet the cloud computing requirements for non-IT Services as prescribed in DFARS clause 252.204-7012 (b)(2)(ii)(D).

The Contractor shall identify and verify marking requirements for all DoD controlled unclassified information associated with the performance of this contract as prescribed by DoDI 5200.48 and DoDI 5230.24.

The Contractor shall identify, track, and safeguard all DoD controlled unclassified information associated with the performance of this contract.

The Contractor shall document, maintain, and provide to the Government, a record of any subcontractor that receives or develops DoD controlled unclassified information, as defined in DFARS clause 252.204-7012, and associated with the performance of this contract.

The Contractor shall restrict unnecessary sharing and flow-down of DoD controlled unclassified information associated with the performance of this contract, in accordance with any marking and dissemination requirements specified elsewhere in the contract and based on a need-to-know to perform the requirement of this contract.

Subfactor 3 Circulation The proposed LSP must support basic circulation functions: checkout, checkin, renewal, in-house usage, holds, hold reports, and at least seven configurable borrower notices to be sent on a configurable schedule/calendar. It must support a calendar function that allows staff to set closed days that will prevent due dates falling on them. It must allow at a minimum the creation of complex circulation rules based on borrower type and status; item type and status; collection type; and material type. The proposed LSP must accept current barcode symbology (Codabar with check digit) and allow migration to RFID circulation.

Subfactor 4 Cataloging At a minimum, the proposed LSP must be able to import records in a variety of formats from a variety of sources, e.g., OCLC, Library of Congress, National Library of Medicine, MARC, XML, Dublin Core, OAI, BIBFRAME, BISAC, MODS/MADS, RDF, ONIX, and others. The proposed LSP must allow local improvements and customization of bibliographic and item records, e.g., custom 59X, 65X, and 9XX fields in MARC bibliographic records, copy-level and item-level messages in non-bibliographic records.

Subfactor 5 Acquisitions The proposed LSP must allow staff to order print and online resources. It must allow at least 100 locally-customizable funds and vendor records. It must allow multiple payment types. It must be able to transmit online orders to vendors and to receive vendor confirmation reports. The proposed LSP must track the order life-cycle:

initial request, approval, fund assignment, encumbrance, order, order report, receipt, confirmation, payment, borrower notification, and withdrawal from the collection. It must track all fund deposits (including refunds), encumbrances, and expenditures. It must be able to calculate vendor discounts. It must be able to assign/allocate shipping costs between multiple funds. It must track vendor performance in terms of order-to-delivery time, stated

vs. actual discounts received, and number of orders filled/unfilled.

Subfactor 6 Digital Right Management/Electronic Rights Management (DRM/ERM) The proposed LSP must track vendor license agreements, including start- and end-dates, allowable uses, disallowed uses, payment due dates, payment history, authentication methods, and administrator interfaces/logins/passwords.

Subfactor 7 Customized Usage Reports The proposed LSP must provide customizable, granular data for analysis of borrower use, collection use, e-resource use, vendor performance, and fund performance. Reports must be configurable by the user, e.g., library wide-collection-by-collection, item-by-item, item-status-by-item status, borrower-category-by-borrower-category, borrower-status-by-borrower-status, borrower-by-borrower, vendor-by-vendor, fund-by-fund, time-of-day-by-time-of-day, day-of-week, and other factors/parameters/combinations. It must provide a “dashboard” for quick-and-easy summary statistics to monitor on-going use, at the least updated to the day, preferably updated to the minute. It must be capable of at least outputting the data in .csv or .tsv files for analysis in Excel.

Subfactor 8 Links to Other Vendors’ Online Resources The proposed LSP must provide links to outside systems via APIs. At the least, it must adhere to the ANSI/NISO Z39.88 OpenURL protocol. It must connect to a link-resolver and a knowledge base to provide robust article-level linking capabilities.

Subfactor 9 Discovery Layer for End Users The proposed LSP must provide a modern discovery layer for end users. The discovery layer must permit users to conduct a single search across all library holdings and subscriptions, and it must return a single integrated list of search results. It must integrate with the Medical Library’s online subscriptions and the local catalog of physical books to return a unified list of book, journal, and online resources to end users. The result set must allow sorting and filtering at least by: full text, physical availability, whether or not it is peer-reviewed, whether or not it is open access, format, topic, author, publication date, language, and subject headings (Library of Congress and Medical Subject Headings). Result sets must be exportable or save-able to bibliographies. Citations must be exportable in at least the .ris format.

VOLUME III – PRICE

a. Schedule Pricing for Requirements. The quoter shall submit proposed pricing for all Line Item Numbers identified in the Request for Quote, unless otherwise noted. The quoter shall submit pricing for the base period and each option period. In the event that only one quote is received, other than certified cost or pricing data may be requested.

c. Contractor Manpower Reporting (CMR), CLIN(s) 0002, 1002, 2002, 3002, 4002. Quoters shall not provide separate pricing for annual CMR requirements. CMR shall appear as Not Separately Priced “NSP” in the Schedule of Supplies/ Services.

(m) Protests received at a level higher than the contracting officer will be referred to the contracting officer.

Protestor may request a review by the contracting officer or an independent review at a level higher than the contracting officer. Requests for appeals or independent review will be addressed to the contracting officer for referral to the review authority. Questions on this process will be referred to the cognizant contracting officer identified in the solicitation.

(n) The non-FAR Part 12 discretionary FAR, DFARS, AFARS, and MEDCOM provisions included herein are incorporated into this solicitation either by reference or in full text. If incorporated by reference, see provision 52.252-1 for locations where full text can be obtained.

(End of Addendum to 52.212-1)

PWS

PERFORMANCE WORK STATEMENT

LIBRARY SERVICE PLATFORM

MADIGAN ARMY MEDICAL CENTER, WA

TABLE OF CONTENTS

SECTION TITLE

1.0 INTRODUCTION

2.0 BACKGROUND

3.0 SCOPE OF WORK

4.0 QUALITY ASSURANCE

5.0 REQUIRED SERVICES

6.0 APPLICABLE TECHNICAL ORDERS, SPECS, REGULATIONS, AND MANUALS

7.0 ACRONYMS AND DEFINITIONS

1.0. INTRODUCTION.

1.1. The contractor shall provide the non-personal services of a Library Services Platform (LSP) for Madigan Army Medical Center’s Medical Library. The Library Services Platform (LSP) shall be authorized by the Federal Risk and Authorization Management Program (FedRAMP) and hosted by a FedRAMP authorized cloud service provider.. The LSP shall enable Medical Library staff to conduct customary day-to-day business in a medical research library: circulation, cataloging, acquisitions, serials control, digital rights management/electronic rights management, customized usage reports, links to other vendors’ online resources, and a discovery layer for end users to conduct research. The contractor shall maintain administrative, physical, and software security of the LSP. The contractor shall have a user group or some other mechanism to receive customer feedback on software and services.

The contractor shall continue to improve the software with bug fixes, enhancements, and security fixes. The contractor shall install new releases on a predictable, announced schedule. The contractor shall back up all customer data continuously so that in the event of a catastrophic system failure, no data older than one minute will be lost.

1.2. All services shall be provided in accordance with established standards, principles and ethics of the profession and applicable professional specialty organizations, the Medical Library Association, the American Library Association, The Joint Commission (JC) standards, applicable Department of Defense (DoD) and Army specific regulations, directives, and policies, and military treatment facilities (MTF) specific policies, procedures, and job descriptions.

1.3. This contract is a non-personal services contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees.

2.0 BACKGROUND.

2.1. The mission of the military healthcare system (MHS) is to ensure the nation has available at all times a healthy military force supported by a combat ready healthcare system. Health care services for eligible MHS beneficiaries are provided at military treatment facilities (MTFs) located on or near military installations or posts. The military treatment facility may be a clinic, Hospital, or Medical Center. Clinics are outpatient facilities offering primary care or simple specialty care (routine exams, tests, treatments). The Clinic may be a stand-alone site or a satellite of a larger Clinic, Hospital, or Medical Center. Army Community Hospitals (ACH) offer more complex, resource-intensive secondary care (e.g. inpatient care, surgery under anesthesia) and primary care at outpatient clinics inside and outside the hospital. Army Medical Centers (MEDCENs) offer tertiary (sophisticated diagnosis/treatment of any ailment), secondary, and primary care, hospital services, preventive services, blood bank, and other services. In addition, all MEDCENs offer graduate medical education programs for physicians.

2.2. Madigan Army Medical Center (MAMC) is one of the largest of the U.S. Army’s seven Medical Centers. In addition to serving the Military Family and Veterans as a hospital, it is home to 30+ residency and fellowship programs, and two research centers of national prominence: Madigan’s Department of Clinical Investigation (DCI) and the Center for Nursing Science & Clinical Inquiry (CNSCI). The Medical Library supports three information-intensive missions: Patient Care & Safety, Graduate Medical Education, and Research. Although the numbers are always in flux, the Medical Library’s active user base hovers around 2,000 MAMC employees. The book and e-book collections total around 20,000 volumes. The e-journal collection totals around 22,000 subscriptions through various aggregators. The library subscribes to 80 plus databases from dozens of vendors. The new LSP will centrally connect all of this information.

3.0 SCOPE OF WORK.

3.1 The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to maintain and develop the LSP as defined in the Performance Work Statement. The contractor shall perform to the standards in this contract.

3.2 Administrative.

3.2.1. Contractor Representative. The Contractor shall designate, in writing, a primary point of contact for contract coordination and implementation not later than five business days after receiving notice of contract award. Changes in the primary point of contact (POC), at any time, shall require the Contractor to notify the Contracting Officer (KO) of the new representative at least five working days prior to the change. This notification shall be in writing and shall state the name and contact information for the new point of contact.

3.2.2. The Government’s Representative will be the KO’s authorized representative in administering the contract at the MTF level. The Contractor’s representative shall be available to discuss any problems that the Contractor’s personnel may be experiencing during the performance of this contract. Problems experienced by the Government with the Contractor’s performance will be discussed and resolved. Unresolved problems will be referred to the KO for resolution.

3.3. Sexual Harassment/Assault Response and Prevention (SHARP). The contractor shall ensure all HCPs receive Sexual Harassment/Assault Response and Prevention (SHARP) training not later than 60 calendar days after the HCP begin performance under this contract. Training can be obtained either online or in person as offered at the installation where services are being provided. If the employee has an AKO account, they can access online the Team Bound Self Study course through Army Learning Management System (ALMS) at http://www.atsc.army.mil/tadlp/delivery/alms.asp

3.3.1. Policy for Reporting Incidents of Sexual Assault and Sexual Harassment Under Sexual Assault Prevention And Response Program (SHARP).

3.3.1.1. The contractor shall comply with OTSG/MEDCOM Policy Memo 19-019, Sexual Harassment/Assault Response and Prevention (SHARP) Program, dated 21 March 2019. The SHARP reporting requirements apply only to knowledge obtained by contractor personnel while performing services under this contract.

3.3.1.2. The contractor shall require all HCPs with knowledge of an incident of sexual assault occurring on a Government facility, to include a Government leased facility, where the contractor is providing services under this contract, to report the incident to the contractor who shall immediately (within 24 hours) report the incident in writing to the Government’s Representative. All incidents shall be reported whether they involve contractor personnel or Government personnel, or other individuals.

3.3.1.3. The contractor shall require all HCPs with knowledge of an incident of sexual harassment occurring on a Government facility, to include a Government leased facility, where the contractor is providing services under this contract, to report the incident to the contractor who shall immediately (within 24 hours) report the incident in http://www.atsc.army.mil/tadlp/delivery/alms.asp writing to the Government’s Representative. All incidents shall be reported whether they involve contractor personnel or Government personnel, or other individuals.

3.4. AT/OPSEC REQUIREMENTS – None.

3.5. ACCOUNTING FOR CONTRACTOR SUPPORT: The contractor shall report ALL contractor labor hours (inclusive of subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. Reporting shall be accomplished online by going to web address: http://www.SAM.gov/, and then clicking on the “Service Contract Report” section of SAM. The reporting period is the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. The contractor shall notify the Contracting Officer’s Representative (COR) by the 5th working day of November whether or not they have completed this report. If the COR is unavailable, the contractor will notify the Contracting Officer.

3.6. QUALITY MANAGEMENT

3.6.1 The Contractor shall have a planned and systematic quality management process for monitoring and analyzing its contract performance.

3.6.2. The Contractor shall ensure that all contract employees comply with the MTF quality management/process improvement activities.

4.0 QUALITY ASSURANCE:

4.1. Inspection. The inspection and acceptance point for all services rendered under this contract will be the Government’s Representative. The performance by the contract personnel, the quality of services rendered, and any documentation or written material in support of same, shall be subject to continuous inspection, surveillance and review for acceptance by the KO or Government’s Representative. Any services rendered by the contract personnel to patients or interaction with military/civilian personnel deemed unprofessional, threatening, or dangerous by the KO will be grounds for immediate termination for default or cause. Quality Assurance procedures established by the MTF shall be used for continuous monitoring. Other performance evaluation factors will be monitored that are not quantified by numerical measurements which include: Contractor providing services not meeting the minimum qualification standards; Contractor relationship with hospital staff/Government contracting personnel; compliance with hospital healthcare policies and procedures.

5.0 REQUIRED SERVICES: Library Service Platform

5.1. Reports to: The Government’s Representative

5.2 System Requirements

At a minimum, the base system must be commercial off-the-shelf software. It must be a managed, turnkey system in use in other Federal Government medical libraries. It must be capable of managing all types of library resources, e.g., print, digital, online, audio, visual, and other types. For future growth and networking, it must allow linking with other systems, sharing records, and/or creating consortium-like groupings of other Federal Government medical libraries. The system must be sized to allow at least five staff users simultaneous access, and it must support a research population of approximately 2000. More specific required functionality follows.

5.2.1 Information System Security

5.2.1.1 The Contractor shall provide a completed system security plan (or extract thereof) and any associated plan of actions developed to satisfy the security requirements of the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-171, “Processing Controlled Unclassified Information in Nonfederal Systems and Organizations,” in accordance with DFARS clause 252.204-7012 to describe the Contractor’s unclassified information system(s) and network(s) where DoD controlled unclassified information associated with the performance of this contract is processed, stored, developed, or transmitted.

http://www.sam.gov/

5.2.1.2 The Contractor shall, upon request, provide the Government with access to the system security plan(s) (or extracts thereof) and any associated plans of action for each of its subcontractors that processes, stores, develops, or transmits DoD controlled unclassified information associated with the performance of this contract.

5.2.1.3 The contractor shall ensure to meet the cloud computing requirements for non-IT Services as prescribed in DFARS clause 252.204-7012 (b)(2)(ii)(D).

5.2.1.4 The Contractor shall identify and verify marking requirements for all DoD controlled unclassified information associated with the performance of this contract as prescribed by DoDI 5200.48 and DoDI 5230.24.

5.2.1.5 The Contractor shall identify, track, and safeguard all DoD controlled unclassified information associated with the performance of this contract.

5.2.1.6 The Contractor shall document, maintain, and provide to the Government, a record of any subcontractor that receives or develops DoD controlled unclassified information, as defined in DFARS clause 252.204-7012, and associated with the performance of this contract.

5.2.1.7 The Contractor shall restrict unnecessary sharing and flow-down of DoD controlled unclassified information associated with the performance of this contract, in accordance with any marking and dissemination requirements specified elsewhere in the contract and based on a need-to-know to perform the requirement of this contract.

5.2.2 Circulation

The proposed LSP must support basic circulation functions: checkout, checkin, renewal, in-house usage, holds, hold reports, and at least seven configurable borrower notices to be sent on a configurable schedule/calendar. It must support a calendar function that allows staff to set closed days that will prevent due dates falling on them. It must allow at a minimum the creation of complex circulation rules based on borrower type and status; item type and status; collection type; and material type. The proposed LSP must accept current barcode symbology (Codabar with check digit) and allow migration to RFID circulation.

5.2.3 Cataloging

At a minimum, the proposed LSP must be able to import records in a variety of formats from a variety of sources, e.g., OCLC, Library of Congress, National Library of Medicine, MARC, XML, Dublin Core, OAI, BIBFRAME, BISAC, MODS/MADS, RDF, ONIX, and others. The proposed LSP must allow local improvements and customization of bibliographic and item records, e.g., custom 59X, 65X, and 9XX fields in MARC bibliographic records, copy-level and item-level messages in non-bibliographic records.

5.2.4 Acquisitions

The proposed LSP must allow staff to order print and online resources. It must allow at least 100 locally-customizable funds and vendor records. It must allow multiple payment types. It must be able to transmit online orders to vendors and to receive vendor confirmation reports. The proposed LSP must track the order life-cycle:

initial request, approval, fund assignment, encumbrance, order, order report, receipt, confirmation, payment, borrower notification, and withdrawal from the collection. It must track all fund deposits (including refunds), encumbrances, and expenditures. It must be able to calculate vendor discounts. It must be able to assign/allocate shipping costs between multiple funds. It must track vendor performance in terms of order-to-delivery time, stated

vs. actual discounts received, and number of orders filled/unfilled.

5.2.5 Digital Right Management/Electronic Rights Management (DRM/ERM) The proposed LSP must track vendor license agreements, including start- and end-dates, allowable uses, disallowed uses, payment due dates, payment history, authentication methods, and administrator interfaces/logins/passwords.

5.2.6 Customized Usage Reports

The proposed LSP must provide customizable, granular data for analysis of borrower use, collection use, e-resource use, vendor performance, and fund performance. Reports must be configurable by the user, e.g., library wide-collection-by-collection, item-by-item, item-status-by-item status, borrower-category-by-borrower-category, borrower-status-by-borrower-status, borrower-by-borrower, vendor-by-vendor, fund-by-fund, time-of-day-by-time-of-day, day-of-week, and other factors/parameters/combinations. It must provide a “dashboard” for quick-and-easy summary statistics to monitor on-going use, at the least updated to the day, preferably updated to the minute. It must be capable of at least outputting the data in .csv or .tsv files for analysis in Excel.

5.2.7 Links to Other Vendors’ Online Resources

The proposed LSP must provide links to outside systems via APIs. At the least, it must adhere to the ANSI/NISO Z39.88 OpenURL protocol. It must connect to a link-resolver and a knowledge base to provide robust article-level linking capabilities.

5.2.8 Discovery Layer for End Users

The proposed LSP must provide a modern discovery layer for end users. The discovery layer must permit users to conduct a single search across all library holdings and subscriptions, and it must return a single integrated list of search results. It must integrate with the Medical Library’s online subscriptions and the local catalog of physical books to return a unified list of book, journal, and online resources to end users. The result set must allow sorting and filtering at least by: full text, physical availability, whether or not it is peer-reviewed, whether or not it is open access, format, topic, author, publication date, language, and subject headings (Library of Congress and Medical Subject Headings). Result sets must be exportable or save-able to bibliographies. Citations must be exportable in at least the .ris format.

5.3 Specific Duties and Tasks

5.3.1 Data migration

The contractor must import and map customer’s data from legacy Integrated Library System, including borrower records, bibliographic records, item records, transaction data, and accumulated statistical data to the appropriate records, fields, and subfields in the new LSP such that no data will be lost. This includes local customizations of borrower records, e.g., titles such as Ms./Dr./COL, circulation status flags/messages; MARC bibliographic records, in particular 0XX, 5XX, 6XX, and 9XX fields; local customization of item records, e.g., item-level call numbers, item-level collections, item-level replacement costs.

Data must be indexed so that public information is searchable in staff and borrower mode, and so that Personally Identifiable Information is only searchable in staff mode.

5.3.2 Training

The contractor must provide consulting and training services so that Medical Library staff can set up system parameters according to local needs and operate the system to its fullest potential. At the least, live online training and recorded video training must be available for all requirements listed in this PWS.

5.3.3 Ongoing support

The contractor must take responsibility for software and hardware support. This includes updates to functionality, bug fixes, and security improvements. The goal is that the contractor provide 24/7/356 uptime by providing software, hardware, and network redundancy. Anticipated interruptions in service (e.g., hardware/software/network upgrades) will not count against the uptime requirement.

The contractor must fully protect the Medical Library’s data: security, integrity, redundancy (e.g., through backups), and accessibility. At all times, the Medical Library retains ownership of its data, and the vendor will fully output all of the customer’s data on demand.

5.3.3.1 Technical end-user support

The contractor must provide technical support to Medical Library staff, at a minimum by telephone and a customer support portal. Medical Library staff must be able to track open and closed cases online, including problem, status of the issue, assignment of the issue, ongoing notes/comments/uploaded documents, and resolution of the issue.

Resolved cases must be available and their solutions searchable. The contractor must have a policy that allows escalation of issues that are more urgent or that have been ongoing for too long.

5.3.3.2 Software development support

The contractor must commit to maintaining and improving the software. It is expected that the software functionality will be continuously improved, both based on the contractor’s internal “development roadmap” and also based on customer input and demand.

As bugs are discovered, the contractor must communicate them to staff users, document them, and place them on a prioritized fix-list. As bug fixes are implemented, the contractor must communicate them to staff users, and staff users must be allowed a reasonable period of time to confirm that the bug fixes worked and did not cause other unforeseen problems.

As security issues are discovered, either by the contractor’s internal QA/validation process or as reported by customers, the contractor must communicate them to staff users, document them, and place them at the top of the prioritized fix list. As security fixes are implemented, the contractor must communicate them to staff users, and staff users must be allowed a reasonable period of time to confirm that the security fixes worked and did not cause other unforeseen problems.

5.3.3.3 Hardware support (hosting and networking)

The contractor must present a plan for hardware testing, expansion, and replacement. Hardware performance must be monitored on a continuous basis. Diminution in performance must automatically trigger a thorough testing process, and, if warranted, hardware replacement. As bigger, better, and more robust hardware becomes available, the contractor will build a regular replacement/expansion cycle into hardware development and support. The contractor will communicate this plan staff users.

5.4 User feedback requirements

The contractor is a partner in the Medical Library’s success. As such, the contractor must have a mechanism in place for collecting solicited and unsolicited feedback about the contractor’s performance in all areas.

5.4.1 User groups

The contractor must have an official, organized user group. Users must be able to find and communicate with other users. The user group must meet at least annually, in person or online, to allow for discussion and the free exchange of ideas. Regional or specialty user groups are preferable. The contractor must have a defined relationship with its user group, e.g., a charter, officers, liaisons, a communication plan, a method of taking in feedback, and a method of reporting back to the membership about requests, fixes, and a plan for software/hardware development.

5.4.2 Customer feedback

The contractor must accept feedback from individual customers. Customers must be able to provide solicited and unsolicited feedback to the contractor, online, by phone, or by video conference. Preferably, the contract will schedule regular meetings with the customer.

5.4. Requirements for all positions.

5.4.1. The Contractor shall ensure that all contract personnel providing services under this contract shall be able to read, write, and speak English well enough to effectively communicate with all parties and other health care providers. In addition, if the position requires the use of computers, the contract personnel shall be computer literate.

5.4.2 The contract personnel shall have the required education, training, experience and documented current competence in the required specialty position description.

5.5 Deliverables

The contractor must submit as a deliverable the following:

System Security Plan with Plans of Action within 30 calendar days after contract award System Security Plan with Plans of Action 30 calendar days prior to the end of each option period

FedRAMP Certification issued by the FedRAMP PMO JAB documenting FedRAMP Moderate authorization within 30 calendar days after contract award and upon request by the Government

6.0. APPLICABLE TECHNICAL ORDERS, SPECIFICATIONS, REGULATIONS, AND MANUALS.

Following is a list of basic publications applicable to this performance based statement of work. Additional publications may be listed by call. The Contractor is obligated to follow these publications. Current issues of Army publications and links to other service publications can be accessed at http://www.apd.army.mil/. Army publications not on the internet or MTF policies and procedures can be obtained from the MTF. Department of Defense publications can be found at www.defenselink.mil/pubs or www.dtic.mil/whs/directives.

The Publications have been coded as mandatory or advisory. The Contractor is obligated to follow those coded as mandatory only to the extent that they apply to this contract. Supplements, amendments, or changes to these mandatory publications may be issued during the life of the contract. Advisory publications may be used for information and guidance but are not binding for compliance.

Mandatory Publications:

Public Law 91-596 29 Dec 70 Occupational Safety and Health Administration Public Law 104-191 21 Aug 96 Health Insurance Portability and Accountability Act of 1996

Current Edition Joint Commission for Accreditation of Healthcare Organizations (JCAHO) Manual

AR 25-2 Information Assurance AR 40-1 Composition, Mission, and Functions of the Army Medical Department AR 40-3 Medical Services: Medical, Dental, and Veterinary Care AR 40-4 Army Medical Department Facilities/Activities AR 40-5 Preventive Medicine AR 40-66 Medical Records Administration and Health Care Documentation AR 40-330 Rates Codes, Expense and Performance Reporting Systems, Centralized, Billing, and

Medical Service Accounts AR 40-400 Patient Administration AR 40-407 Nursing Records and Reports AR 40-501 Standards of Medical Fitness AR 40-562 Immunizations and Chemoprophylaxis AR 340-21 The Army Privacy Program AR 380-5 Department of Army Information Security Program AR 380-53 Information Systems Security Monitoring AR 380-67 The Department of the Army Personnel Security Program AR 385-40 Accident Reporting and Records and HSC Supplements AR 608-18 Army Family Advocacy Program AR 600-85 Alcohol & Drug Abuse Prevention and Control Program MEDCOM Pam 25-31 Index of Command Administrative Publications DA PAM 40-11 Preventive Medicine DHA-PM 6025.13 Clinical Quality Management in the Military Health System DoD 6055.5-M Occupational Medical Surveillance Manual TG 149 Guidelines for Controlling Occupational Exposure to Hazardous Drugs TG 190 Guide to Managing Exposure to Bloodborne Pathogens TB MED 510 Guidelines for the Recognition Evaluation, and Control of Occupational Exposure to

Waste Anesthetic Gases Advisory Publications.

AMA CPT Physician’s Current Procedural Terminology, updated annually See https://catalog.ama.assn.org TB Med 2 Sterilizing Medical, Surgical, Dental, and Veterinary Material AR 40-501 Medical Examinations AR 190-13 The Army Physical Security Program AR 608-1 Army Community Service Program

DA Pam 25-51 The Army Privacy Program: System Notices and Exemptions Rule DoD 1341.2-M DEERS Program Manual DoD 5200.2 DoD Personal Security DoD 6010.8-R Civilian Health and Medical Program of the Uniformed Services CHAMPUS, Ch 9, 1

Jul 1991 FM 3-19.30 Physical Security PL 89-614 Chapter 55, 10 U.S.C. (1071-1088) Title 29, CFR Occupational Safety and Health Standards

OTSG/MEDCOM

Policy Memo 16-033 Sexual Assault Prevention and Response Program (SHARP)

Current issues of many forms can be accessed at http://www.usapa.army.mil/forms

7.0. ACRONYMS AND DEFINITIONS.

ADM - Ambulatory Data Module ADS - Ambulatory Data System AHA - American Hospital Association AHLTA - Armed Forces Health Longitudinal Technology Application AKO - Army Knowledge Online AMA - American Medical Association AOD - Administrative Officer of the Day AR - Army Regulation CAC - Common Access Card CAMH - Comprehensive Accreditation Manual for Hospitals CFR - Code of Federal Regulations CHCS - Composite Health Care System CLIN - Contract Line Item Number COR - Contracting Officer's Representative COTR - Contracting Officer’s Technical Representative CPT - Current Physicians Terminology DA - Department of the Army DoD - Department of Defense DODI - Department of Defense Instruction EFT - Electronic Funds Transfer FAR - Federal Acquisition Regulation FSO - Facility Security Officer FTE - Full Time Equivalent HCP - Healthcare Provider HIPAA - Health Insurance Portability & Accountability Act of 1996 HRP - Health Readiness Platform, i.e. Military Treatment Facility JC - The Joint Commission KO - Contracting Officer LADS - Labor and Delivery Statistics System MEDCENs - Army Medical Centers MEDCOM - Medical Command MHS - Military Healthcare System MTF - Military Treatment Facility OIC - Officer in Charge OSHA - Occupational Safety and Health Administration PAM - Pamphlet PAR - Performance Assessment Report POC - Point of Contact PWS - Performance Work Statement PL - Public Law

QASP - Quality Assurance Surveillance Plan QC - Quality Control RVU - Relative Value Units SF - Standard Form SHARP - Sexual Harassment / Assault Response and Prevention TA - Trusted Agent TAMC - Tripler Army Medical Center TASS - Trusted Associated Sponsorship System UCAPERS - Uniform Charts of Accounts Personnel Syste

END OF PERFORMANCE WORK STATEMENT

(End of Summary of Changes)