DH10--Intent to Sole Source - VISN PLMS Document Control System

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STATEMENT OF WORK MEDIALAB DOCUMENT CONTROL SYSTEM

SCOPE OF THE PROCUREMENT:

The contractor shall provide a cloud-based document control system that includes modules for continuing education, inspection and accreditation management, and competency assessment for the following facilities:

Clement J. Zablocki VA Medical Center

Oscar G. Johnson VA Medical Center

William S. Middleton Memorial Veterans Hospital

Tomah VA Medical Center

Edward Hines, Jr. VA Hospital

Jesse Brown VA Medical Center

Capt. James A. Lovell Federal Health Care Center

VA Illiana Health Care System

John H. Bradley Community Based Outpatient Clinic

Milo C. Huempfner VA Community Based Outpatient Clinic

Rockford VA Clinic Community Based Outpatient Clinic

Adam Benjamin, Jr. VA Outpatient Clinic

GENERAL REQUIREMENTS:

Software shall have Federal Risk and Authorization Management Program (FedRAMP) authorization.

Software shall be available 24 hours a day, 7 days per week, 365 days per year.

Contractor shall include subscriptions with access for 500 users to the following:

Document control

Compliance and CE

Compass

Contractor shall include 15 site licenses for InspectionProof.

OPERATIONAL AND TECHNICAL FEATURES:

Software shall be compatible with VHA browsers.

Software shall be operational 99% of the time.

Contractor shall have a backup solution including an off-site, live fail-over server which can be activated immediately in case of catastrophic failure.

Contractor shall provide a comprehensive backup at any time requested by the Government.

Software shall allow multiple users at multiple site access to the software simultaneously.

Software shall be cloud based.

Software shall have the ability to connect to the VA active directory and access to software shall require a Personal Identity Verification (PIV) card with 2 factor authentication.

DOCUMENT CONTROL:

The document control software shall:

Handle over 5000 documents.

Have customizable templates which may include headers, footer, and numbering.

Allow various types of documents to be used within the system, such as, but not limited to Word, PDF, Excel, and PowerPoint.

Allow multiple approvers on a single document.

Allow documents to be linked to other documents within the system.

Have a document editing option contained within the software package.

Allow documents to be tagged to multiple departments and/or locations.

Have a mechanism for users to request changes to live documents.

Have a bank of available reports to monitor user compliance.

Allow reassignment of documents, ownership transfer, and approval of documents.

Have the option to delay document release after approval.

Have a minimum of 3 permission levels:

Level 1 (Administrator) Complete ability to configure the system.

Level 2 (Owner) Ability to create, edit, and perform all other functions needed for document lifecycle.

Level 3 (General Users) Ability to access and read documents

Allow documents to be printed based on permissions.

Allow multiple document approvers to approve in any order.

INSPECTION AND ACCREDITATION MANAGEMENT (INSPECTIONPROOF):

The InspectionProof module shall:

Be compatible with multiple regulatory and accreditation agencies, such as CAP, JC, and AABB.

Allow inspection checklists to be uploaded.

Allow users to link internal documents, external documents, and website links to checklists.

Allow users to free text responses to checklist standards.

Allow completed audits to be downloaded and printed.

COMPETENCY ASSESSMENT (COMPASS):

The Compass module shall:

Allow customization of employee competency profiles based on their job duties.

Allow ability to track supervisory and employee electronic signatures.

Have customized levels of permissions and allow multiple system administrators.

Document compliance with the following Clinical Laboratory Improvements Amendments (CLIA) elements semiannually for new employees and annually thereafter:

Direct observation of test performance

Monitoring and recording of test results

Review of test results

Direct observation of instrument maintenance

Assessment of test performance

Evaluation of problem-solving skills

Manage remediation of a failed element.

Automatically grade each element.

CONTINUING EDUCATION (COMPLIANCE & CE):

The Compliance & CE module shall have:

The ability to build customized courses.

Preloaded P.A.C.E. credit courses that include all major laboratory disciplines.

The ability to track continuing education by employee.

The ability to print certificates of completion or transcripts on demand.

SUPPORT FEATURES:

Contractor shall provide unlimited technical support during routine business hours.

Contractor shall provide software upgrades at no cost to the Government.

Contractor shall perform system maintenance remotely.

Contractor shall provide training upon request.

PERIOD OF PERFORMANCE:

Base Year: March 1, 2023 February 28, 2024

Option Year 1: March 1, 2024 February 28, 2025

Option Year 2: March 1, 2025 February 28, 2026

Option Year 3: March 1, 2026 February 28, 2027

Option Year 4: March 1, 2027 February 28, 2028