7H20--DynaCAD 5 Software Connections & License

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STATEMENT OF NEED

TITLE: DYNACAD SOFTWARE SUPPORT AND ADDITIONAL USER.

1. GENERAL:

1.1. The Department of Veterans Affairs, James A. Haley Veterans Hospital (JAHVA), 13000 Bruce B. Downs Blvd, Tampa, Florida 33612, requires the procurement of 3 connections to the current systems located at the Radiology Department.

2. BACKGROUND:

2.1. JAHVA has increased its MRI exam capacity with the addition of scanners and would like to offer a complete menu of MRI breast and prostate, to its veterans to consolidate, streamline, and assure their continuity of care all within VA. The software currently exists on JAHVA server hardware and is functionally integrated within the existing JAHVA medical LAN of imaging scanners (unlimited), and Philips Intellispace (PACS).

2.2. Due to the expansion of the hospital and new outlying clinics, the need to procure additional DynaCAD 5 software is needed to accommodate the increase of patients being treated at the hospital and its clinic.

3. PURPOSE:

3.1. DynaCAD 5 Breast and Prostate software implementation within Radiology will allow JAHVA to provide comprehensive and complete breast and prostate and significantly reduce the volume of patients that must be referred to community care unnecessarily, and at great cost to VA.

4. SCOPE:

4.1. The Contractor shall provide the brand-name-only products and services listed below, manufactured by Philips to James A. Haley Veterans Hospital, New Port Richey VA Clinic, Lakeland VA Clinic, and South Hillsborough VA Clinic.

Product and Description

Quantity

FCS0367

DCAD5 Addn l Concurrent User

1

FCS0368

DynaCAD 5 Addn l Breast Conn

3

FCS0369

DynaCAD 5 Addn l Prostate Conn

3

4.2. The Contractor shall provide software that integrates into the existing JAHVA medical LAN of imaging scanners (unlimited), and Philips Intellispace (PACS).

4.3. The Contractor shall provide the JAHVH access to regular product updates and upgrades.

4.4. The Contractor shall provide three (3) additional connections for Breast and Prostate and one concurrent user license.

4.5. The Contractor shall provide a software package for post-MRI acquisition image processing to aid Radiologists in the evaluation/interpretation of breast, prostate, and neurological MRI imaging, and for use in the guidance of breast and prostate, MRI Guided, percutaneous biopsies.

4.6. The Contractor shall provide customer service and technical support within 24 hours of notification via phone or if necessary, in person at no charge to the government.

4.7. The Contractor shall have provided a current copy of a Business Associates Agreement (BAA).

5. SOFTWARE FUNCTIONAL AND PERFORMANCE CHARACTERISTICS:

5.1. DynaCAD 5 Breast & Prostate

a. Fully automated post-acquisition image processing

b. User-customizable hanging protocols

c. Automated transfer of images, statistical data, and Prostate PI-RADS® reports to PACS

d. Ability for concurrent/simultaneous users of breast and prostate modules.

6. SPECIFIC FUNCTIONAL NEEDS/SALIENT CHARACTERISTICS

6.1. Software must be compatible with ALL existing MRI imaging devices

6.2. Software must be compatible with existing Philips Intellispace PACS network

6.3. All MRI image post-processing must be fully automated requiring no end user prompts.

6.4. DynaCAD 5 Breast & Prostate module must allow for concurrent/simultaneous use by at least 1 interpreting radiologist i.e. a 'breast interpreter', a 'prostate interpreter', and one other user

6.5. DynaCAD 5 Breast & Prostate module must allow for customizable hanging protocols to accommodate all JAHVA Mammography interpreting Physicians.

6.6. DynaCAD 5 software package must be able to 'run' concurrently.

6.7. All Analysis reports, statistical data and Prostate PI-RADS reports must be auto-generated, displayed with the appropriate images at the time of study interpretation, and with the ability to be sent to PACS as and when desired by the interpreting radiologist.

7. TRAINING:

7.1. Training for end users to include live (at the point of product installation/integration) and online training for fast onboarding and product adoption. Ongoing training for the software modules purchased is to be available via the software publisher's education portal (with the establishment of individual user accounts) for as long as the purchased products are in use at JAHVA and supported by the publisher.

8. SOFTWARE LICENSE:

8.1. The arrangement between James A. Haley VA and the vendor for access to DynaCAD 5 Breast and Prostate referenced above is a continuance of a perpetual license with a purchased annual service plan.

9.1. DELIVERY SCHEDULE: All work will be completed Monday-Friday, 8 am-4:30 pm, except on Federal Holidays unless otherwise directed by the Contracting Officer. All deliveries must be scheduled 48-72 hours in advance. All items are to be delivered 30 days after receipt of the order (ARO).

10. PLACE OF DELIVERY AND PERFORMANCE: Products and services shall be delivered to the listed locations below.

10.1. New Port Richey VA Clinic

7900 Little Rd

New Port Richey, FL 34654

Room 1RA018-817

10.2. Lakeland VA Clinic

2080 Meadowland Park Blvd.

Lakeland, FL 33803

Room 1326-820

10.3. South Hillsborough VA Clinic

12920 Summerfield Crossing Blvd

Riverview, FL 33579

Room 338-815

NARA Records Management Language for Contracts:

1. Contractor shall comply with all applicable records management laws and

regulations, as well as National Archives and Records Administration (NARA)

records policies, including but not limited to the Federal Records Act (44 U.S.C.

chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and

those policies associated with the safeguarding of records covered by the Privacy

Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records,

regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and

delivered to, or falling under the legal control of, the Government are Federal

records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the

Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy

Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for

disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records

created for Government use or created in the course of performing the contract

and/or delivered to, or under the legal control of the Government and must be

managed in accordance with Federal law. Electronic records and associated

metadata must be accompanied by sufficient technical documentation to permit

understanding and use of the records and data.

4. James A Haley Veterans Hospital and Clinics and its contractors are

responsible for preventing the alienation or unauthorized destruction of records,

including all forms of mutilation. Records may not be removed from the legal

custody of James A. Haley Veterans Hospital and Clinics or destroyed except for

in accordance with the provisions of the agency records schedules and with the

written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and

penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or

destruction of records, Contractor must report to James A. Haley Veterans

Hospital and Clinics. The agency must report promptly to NARA in accordance

with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer

upon discovery of any inadvertent or unauthorized disclosures of information, data,

documentary materials, records or equipment. Disclosure of non-public

information is limited to authorized personnel with a need-to-know as described in

the [contract vehicle]. The Contractor shall ensure that the appropriate personnel,

administrative, technical, and physical safeguards are established to ensure the

security and confidentiality of this information, data, documentary material,

records and/or equipment is properly protected. The Contractor shall not remove

material from Government facilities or systems, or facilities or systems operated or

maintained on the Government s behalf, without the express written permission of

the Head of the Contracting Activity. When information, data, documentary

material, records and/or equipment is no longer required, it shall be returned to

James A. Haley Veterans Hospital and Clinics control or the Contractor must hold

it until otherwise directed. Items returned to the Government shall be hand carried,

mailed, emailed, or securely electronically transmitted to the Contracting Officer

or address prescribed in the [contract vehicle]. Destruction of records is

EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to

engaging in any contractual relationship (sub-contractor) in support of this contract

requiring the disclosure of information, documentary material and/or records

generated under, or relating to, contracts. The Contractor (and any sub-contractor)

is required to abide by Government and James A. Haley Veterans Hospital and

Clinics guidance for protecting sensitive, proprietary information, classified, and

controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes

specifically tied to or authorized by the contract and in accordance with James A.

Haley Veterans Hospital and Clinics policy.

8. The Contractor shall not create or maintain any records containing any nonpublic James A. Haley Veterans Hospital and Clinics information that are not

specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any

deliverable that contains information covered by the Privacy Act of 1974 or that

which is generally protected from public disclosure by an exemption to the

Freedom of Information Act.

10. The James A. Haley Veterans Hospital and Clinics owns the rights to all data

and records produced as part of this contract. All deliverables under the contract

are the property of the U.S. Government for which James A Haley Veterans

Hospital and Clinics shall have unlimited rights to use, dispose of, or disclose such

data contained therein as it determines to be in the public interest. Any Contractor

rights in the data or deliverables must be identified as required by FAR 52.227-11

through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create,

work with, or otherwise handle records are required to take VHA-provided records

management training, Talent Management System (TMS) Item #4192704, Records

Management for Everyone. The Contractor is responsible for confirming training

has been completed according to agency policies, including initial training and any

annual or refresher training.

[Note: To the extent an agency requires contractors to complete records

management training, the agency must provide the training to the contractor.]

D. Flowdown of requirements to Subcontractors.

1. The Contractor shall incorporate the substance of this clause, its terms and

requirements including this paragraph, in all subcontracts under this [contract

vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be

attributed to the Contractor.