J065--FY23: Radiation Oncology System Support

Radiation Oncology Information Systems Support Services

Bay Pines VA Healthcare System

Scope of Work

The Bay Pines VA Healthcare System requires implementation and sustainment support of a virtual infrastructure for its new radiation oncology information systems, to include maintaining both the necessary hardware and software, at the CW Bill Young VA Medical Center. The purpose of this contract is to provide the virtual infrastructure for the radiation oncology information systems, manage and maintain the infrastructure, and update and/or upgrade the hardware and software as necessary to ensure that the virtual environment is kept up-to-date and fully supported.

Performance Schedule

The period of performance (POP) for this contract shall be determined upon award.

Place of Performance

The virtual infrastructure shall be located at the CW Bill Young VA Medical Center, 10000 Bay Pines Blvd., Bay Pines, Florida 33744. The entire system shall be located on VA property with no cloud computing components.

Background

The current radiation oncology planning and treatment system at Bay Pines VA Healthcare System no longer runs on workstations with the current supported operating systems. This presents information security vulnerabilities because the operating systems can no longer receive patches or updates. The client software shall only run on the Microsoft Windows 7 operating system. The current system runs on VA owned servers and workstations that are no longer supported. This requirement is for an all-inclusive radiation oncology planning and treatment medical system. The vendor shall supply the complete planning and treatment system, including all required software and hardware that is an integral part of the medical system. This requirement shall remain the property of the vendor and be kept technologically current.

Requirement Overview

The Contractor shall provide sustainment support of new radiation oncology information systems virtual infrastructure environment to include hardware and software upgrade throughout the contract period of performance (POP). The infrastructure shall need to be able to support hosting at the CW Bill Young VA Medical Center, Bay Pines VA Healthcare System.

Virtual Management (VM) Servers There shall be a defined number of VM servers that shall be able to host the following:

Domain Controller

Treatment Planning Systems (TPS)/Treatment Management Systems (TMS) e.g., Aria and Eclipse

Applications Server for Various Functions e.g., Treatment Management Database for TPS/TMS, Imaging, Interface, DICOM, Test, Backup, and DICOM-RT Archive

Citrix Virtual Desktop Infrastructure (VDI) Environment

Management/Network Servers e.g., Active Directory, Domain Name System (DNS), and Monitoring Services

On-rack backup solution

Hardware The infrastructure hardware shall include the following:

Layer 3 Firewall Appliance (FIPS Certified)

Inter-Rack Switching

N+1 VM Host Servers 5 at Minimum

Storage Array Servers 20 Terabytes at Minimum

42U Server Rack

Software The infrastructure software shall include the following:

Virtual environment application licensing e.g., Hypervisor

VDI/Citrix Environment Application licensing e.g., 10-50 Concurrent Users

Cisco Application Licensing

Licensing for MS Office e.g., 10-50 Concurrent Users

Licensing for Windows Server Operating Systems Up to 25 VM Servers

During the third year of contract POP, the vendor shall perform a thorough end of life assessment of all sites and for all hardware and software included in this contract and shall provide a written assessment to the Bay Pines VA Healthcare System. If hardware or software reach end of life within 24 months after the POP, the vendor shall start planning for replacement or upgrade. Replacement or upgrade must be completed prior to the end of contract POP.

The terms and conditions of operations and maintenance support is detailed in Section 4.

Professional Services

The Contractor shall provide professional services during the deployment of a new infrastructure and during any major system upgrade(s) to it.

Contractor Project Management Plan

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that provides at minimum the following information:

A single point-of-contact between the VA and the Contractor to coordinate all aspects of site survey, site preparation, network integration, modality integration, other information system integration, equipment installation, testing, and customer training

Appropriate timelines that shall satisfy the requirements of a successful system installation

Schedules and timelines

Meeting minutes and action items from scheduled meetings with the VA

Plan for ensuring that all project and VA documentation is completed and delivered to the VA

Schedule for recurring project meetings

The CPMP shall document the Contractor s approach, timeline, and tools to be used in execution of the contract. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks, and resource support.

The Contractor shall update and maintain the VA-approved CPMP throughout the period of deployment.

Onsite Site Assessment

The Contractor is required to provide onsite site assessment at each location to ensure the VA has sufficient infrastructure (i.e., power, data jacks, bandwidth, HVAC, etc.). The Contractor is not required to provide any changes to the infrastructures; however, if accessories like a rack, patch panel, KVM, PDU, or UPS are needed and not available at the site, then the Contractor shall provide these to the VA.

Deployment and Implementation

All schedule down time shall be completed after clinical practice hours, local time.

All deliveries shall be coordinated with the identified VA site point-of-contact.

The Contractor s employees shall adhere to the VA site s physical access policy.

Testing Plan

The Contractor is required to provide a Testing Plan that includes at minimum the following requirements:

Test Plan provides to VA site POC 90 days prior to Go Live

Quality Assurance report of Data Migration

Test the integration from each modality and integration software, coordinated with the Original Equipment Manufacturer (OEM)

Verification of all server infrastructure configuration, including 3rd party software

Verification of user profile and access

Verification of all Cybersecurity patch are up to date, and removal of all unused 3rd party application prior to Go Live.

Verification that VA has access to all on-site backups for off rack storage

Deliverables

Upon award, the Contractor shall provide the following deliverables:

CPMP and Schedule

VA 6550 Form and Manufacturer Disclosure Statement for Medical Device Security (MDS2) of all Medical System Applications

Network Diagram and Design Module

Test Plan and Test Results

Network inventory of all Network Components VA shall provide the inventory template.

Physical Inventory and Delivery Document

Instruction to Vendor Customer Service Helpdesk

Cybersecurity Mitigation Strategy

Operation and Maintenance

Definitions

Component: Components shall be defined as the Contractor provided hardware and software systems outlined in this PWS.

System: System shall be defined as the integrated network of all Contractor provided hardware and software components.

Core System: Core System shall be defined as that subset of the System that includes the following components: database, servers (including Web servers), all intermediate storage and long-term archive devices, network switches (if vendor provided).

Component Failure: Component Failure shall be defined as any component malfunction which renders the component unable to perform its intended function and requires corrective maintenance, alignment, calibration, or replacement. Any component which is comprised of subcomponents (i.e., workstation comprised of monitors, CPU, keyboard, etc.) shall be treated as a single entity. Therefore, failure of any subcomponent (i.e., a monitor) shall constitute failure of the component (i.e., the workstation).

Core System Failure: Core System Failure shall be defined as any emergency in which any one or multiple components comprising the core system requires immediate corrective maintenance. Such a failure may be brought on by failure of a single or multiple core system component such that system performance parameters defined herein are not being met.