99--VISN 8 medical system software
Department of Veterans Affairs, VA Bay Pines Health Care System | Published June 24, 2015
This is a combined synopsis/solicitation for a commercial supply and/or service prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will NOT be issued. This is a Request for Quote (RFQ) and the solicitation number is VA248-15-Q-1545. This is a Service Disabled Veteran Owned Small Business Set Aside. The C.W. Bill Young, VAHC Contracting Office, Bay Pines, Florida, requires the following:
DESCRIPTION OF REQUIREMENT: Bayer Radimetrics Software Solution for 166,000 CT and IR: 450,000 CR/DR: and 20,000 Mammography Annual Licenses (OR EQUAL) across seven VISN 8 facilities to include Miami, West Palm Beach, Orlando, Gainesville, Tampa, Bay Pines and San Juan.
PERIOD OF PERFORMANCE: Base Plus 4 Option Years to begin within 30 days of receipt of order.
(1 LOT) BASE YEAR Radiation Dose Management for VISN 8 IAW SOW $_________________
(1 LOT) OPTION YEAR 1 Radiation Dose Management for VISN 8 IAW SOW $_________________
(1 LOT) OPTION YEAR 2 Radiation Dose Management for VISN 8 IAW SOW $_________________
(1 LOT) OPTION YEAR 3 Radiation Dose Management for VISN 8 IAW SOW $_________________
(1 LOT) OPTION YEAR 4 Radiation Dose Management for VISN 8 IAW SOW $_________________
AGGREGATE TOTAL: $ _________________
STATEMENT OF WORK
Radiation Dose Management
A. GENERAL INFORMATION
1. Title of Project.: Radiation Dose Management
2. Scope of Work: Install a Dose Management System at VISN 8 as follows:
Licensing: Licensing of Bayer Radimetrics Software 166,000 CT and IR: 450,000 CR/DR: and 20,000 mammography annual licenses (OR EQUAL) across seven VISN 8 facilities to include Miami, West Palm Beach, Orlando, Gainesville, Tampa, Bay Pines and San Juan.
Option Years Recurring Maintenance: Provide four (4) option years for annual software support to include updates/upgrades.
Local Facility Server: VISN 8 will provide Virtual Servers per specifications set forth by the dose vendor. A DICOM Processing Server shall be installed at each facility to process local DICOM exams and extract dose data to be sent to centralized server located at Orlando, Fl. Note: Each facility at VISN 8 deploys a Laurel Bridge Compass Route. All modalities send to this bridge and the bridge forwards exams as programmed. Therefore, the Laurel Bridge will send all Exams to the local Dose Processing Server where does data is extracted and passed to the centralized enterprise server.
Centralized Enterprise Server: VISN 8 will provide Virtual Servers per specifications set forth by the dose vendor. This server will collect dose data from each Local Facility Dose Processing Server to be managed as an enterprise system.
Interface. The dose management system shall include licensing to interface with existing VISN PowerScribe 360 system to allow dose data to auto populate Radiologist dictations.
- Web Based Training: Two (2) hour remote web based applications training prior to onsite training.
- On-Site Training. Fourteen (14) hours of onsite training per facility to establish "Super Users" of the system.
3. Background: VISN 8, the largest VISN in the Veterans Administration, produces approximately 850,000 Radiology exams per year from all modalities (e.g. CT, MRI, General Xray, Fluro, Pet CT, Mammo, etc). New Joint Commission requirements for Dose Management, effective July 2015, states; "The [critical access] hospital documents in the patient's record the radiation dose index (CTDI vol, DLP, or size-specific dose estimate [SSDE]) on every study produced during a diagnostic computed tomography (CT) examination. The radiation dose index must be exam specific, summarized by series or anatomic area, and documented in a retrievable format." To achieve this new mandate, a Dose Management program must be implemented at VISN 8 and must integrate with existing Nuance PowerScribe 360 Radiologist dictation system.
4. Product Information: The dose management system shall have the following minimum specifications:
- Centralized server located at Orlando, Florida to process DICOM from the VISN Philips iSite PACS via iSite iExport The vendor shall install the Server, Operating system and all associated software. Vendor will be responsible for 24/7 support of server.
- Interactive dosimetry with the ability to perform "what if" scenarios for different parts of the body concerning radiation dose
- Organ specific dosing, including fetal dose
- Predictive Dose - Ability to calculate how much dose a patient will receive for a CT before they have the CT…and it adds to cumulative dose
- Ability to upload all protocols from the CT scanner directly into the Dose Management program to manage all protocols electronically
- Ability to capture contrast dose details
- Ability to look at referrals by department, and physician
- Ability to set Dose Reference Levels (DRL's) by each protocol as well as the master protocol
- Provides patient scorecard
- Automatically creates & saves incidents reports if to much dose is delivered.
- Uses angulation mapping for fluoro dose
- License and integration with Nuance PowerScribe 360
4. Performance Period: The period of performance is a base contract is 1 year with four (4) option years for ongoing support including software updates and upgrades. Work at the government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).
5. Type of Contract: Firm-Fixed-Price
B. CONTRACT AWARD MEETING
The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick off meeting or has advised the contractor that a kick off meeting is waived.
C. GENERAL REQUIREMENTS
The contractor shall comply with Section D and all work will be coordinated with the Contracting Officer Technical Representative (COTR). Prior to payment issuance, the COTR will be required to validate satisfactory completion of each line item.
VISN 8 COTR
D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES
Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this SOW
Task One: Installation of Dose Management Software on VISN supplied Virtual Machine at Orlando Florida.
Deliverable One: Software License to support 166,000 CT and IR: 450,000 CR/DR: and 20,000 mammography annual licenses across seven VISN 8 facilities to include Miami, West Palm Beach, Orlando, Gainesville, Tampa, Bay Pines and San Juan.
Task Two: Provide two (2) days (16 hours) onsite training for Radiation Safety Officers (RSOs), PACS Administrators and super users.
Deliverable Two: Provide training material prior to arrival.
E. SCHEDULE FOR DELIVERABLES
1. The contractor shall complete the Delivery within 12 months after receipt of purchase order.
2. Unless otherwise specified, the number of draft copies and the number of final copies shall be the same.
3. If for any reason the scheduled time for a deliverable cannot be met, the contractor is required to explain why (include the original deliverable due date) in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response in accordance with applicable regulations.
F. CHANGES TO STATEMENT OF WORK
Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.
G. REPORTING REQUIREMENTS
1. The contractor shall provide the Task Order Project Manager (TOPM) with weekly written progress reports. These are due to the TOPM by end of each week throughout the project's duration.
2. The progress report will cover all work completed during the preceding week and will present the work to be accomplished during the subsequent week. This report will also identify any problems that arose and a statement explaining how the problem was resolved. This report will also identify any problems that have arisen but have not been completely resolved with an explanation.
H. Travel is not required for this contract. Remote support is the normal method for assistance and installation of upgrades.
I. GOVERNMENT RESPONSIBILITIES
The Government will provide Live Meeting access, supervised by VA OI&T personnel, for remote assistance as needed.
J. CONTRACTOR EXPERIENCE REQUIREMENTS - KEY PERSONNEL
Skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract and subsequent task orders and option. These are defined as key personnel and are those persons whose resumes were submitted. The contractor agrees that the key personnel shall not be removed, diverted, or replaced from work without approval of the CO and TOPM.
Any personnel the contractor offers as substitutes shall have the ability and qualifications equal to or better than the key personnel are being replaced. Requests to substitute personnel shall be approved by the TOPM and the CO. All requests for approval of substitutions in personnel shall be submitted to the TOPM and the CO within 30 calendar days prior to making any change in key personnel. The request shall be written and provide a detailed explanation of the circumstances necessitating the proposed substitution. The contractor shall submit a complete resume for the proposed substitute, any changes to the rate specified in the order (as applicable) and any other information requested by the CO needed to approve or disapprove the proposed substitution. The CO will evaluate such requests and promptly notify the contractor of approval or disapproval thereof in writing.
K. CAPABILITY MATURITY MODEL FOR SOFTWARE INTEGRATION
[Not Applicable - this is a hardware only purchase]
L. ARCHITECTURAL GUIDELINES
The contractor shall adhere to all VA policies, standards and tools for managing systems development artifacts. Specifically, these tools will include utilization of the local Change Management Policy, applicable Configuration Management tools, Serena, as well as any other tool required by the VA. The contractor may not replace these tools.
Information System Security
The contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard contract language, conditions laws, and regulations. All government data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA project manager and Information Security Officer as soon as possible. The contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification accreditation.
The Veterans Affair Acquisition Regulation (VAAR) security clause (cited below) must be included in all contracts:
VAAR- 852.273-75 "SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES"
(a) The contractor and their personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA personnel, regarding information and information system security. These include, but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce's National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST's Web site at:
(b) To ensure that appropriate security controls are in place, Contractors must follow the procedures set forth in "VA Information and Information System Security/Privacy Requirements for IT Contracts" located at the following Web site: http://www.iprm.oit.va.gov."
All contractor employees and subcontractors under this contract or order are required to complete the VA's on-line Security Awareness Training Course and the Privacy Awareness Training Course annually. Contractors must provide signed certifications of completion to the CO during each year of the contract. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s).
Contractor Personnel Security
All contractor employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security and Investigations Center (07C). The level of background security investigation will be in accordance with VA Directive 0710 dated September 10, 2004 and is available at: http://www.va.gov/pubs/asp/edsdirec.asp (VA Handbook 0710, Appendix A, and Tables 1 - 3). Appropriate Background Investigation (BI) forms will be provided upon contract (or task order) award, and are to be completed and returned to the VA Security and Investigations Center (07C) within 30 days for processing. Contractors will be notified by 07C when the BI has been completed and adjudicated. These requirements are applicable to all subcontractor personnel requiring the same access. If the security clearance investigation is not completed prior to the start date of the contract, the employee may work on the contract while the security clearance is being processed, but the contractor will be responsible for the actions of those individuals they provide to perform work for the VA. In the event that damage arises from work performed by contractor personnel, under the auspices of the contract, the contractor will be responsible for resources necessary to remedy the incident.
The investigative history for contractor personnel working under this contract must be maintained in the databases of either the Office of Personnel Management (OPM) or the Defense Industrial Security Clearance Organization (DISCO). Should the contractor use a vendor other than OPM or Defense Security Service (DSS) to conduct investigations, the investigative company must be certified by OPM/DSS to conduct contractor investigations.
1. Background Investigation
The position sensitivity impact for this effort has been designated as [LIMITED] Risk and the level of background investigation is [NACI].
2. Contractor Responsibilities
a. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the contractor shall reimburse the VA within 30 days.
b. Background investigations from investigating agencies other than OPM are permitted if the agencies possess an OPM and Defense Security Service certification. The Vendor Cage Code number must be provided to the Security and Investigations Center (07C), which will verify the information and advise the contracting officer whether access to the computer systems can be authorized.
c. The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language.
d. After contract award and prior to contract performance, the contractor shall provide the following information, using Attachment B, to the CO:
(1) List of names of contractor personnel.
(2) Social Security Number of contractor personnel.
(3) Home address of contractor personnel or the contractor's address.
e. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.
f. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default.
g. Further, the contractor will be responsible for the actions of all individuals provided to work for the VA under this contract. In the event that damages arise from work performed by contractor provided personnel, under the auspices of this contract, the contractor will be responsible for all resources necessary to remedy the incident."
3. Government Responsibilities
a. The VA Security and Investigations Center (07C) will provide the necessary forms to the contractor or to the contractor's employees after receiving a list of names and addresses.
b. Upon receipt, the VA Security and Investigations Center (07C) will review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation.
c. The VA facility will pay for investigations conducted by the OPM in advance. In these instances, the contractor will reimburse the VA facility within 30 days.
d. The VA Security and Investigations Center (07C) will notify the contracting officer and contractor after adjudicating the results of the background investigations received from OPM.
e. The contracting officer will ensure that the contractor provides evidence that investigations have been completed or are in the process of being requested.
N. ELECTRONIC AND INFORMATION TECHNOLOGY STANDARDS
The contractor shall comply with Department of Veterans Affairs (VA) Directive 6102 and VA Handbook 6102 (Internet/Intranet Services).
VA Directive 6102 sets forth policies and responsibilities for the planning, design, maintenance support, and any other functions related to the administration of a VA Internet/Intranet Service Site or related service (hereinafter referred to as Internet). This directive applies to all organizational elements in the Department. This policy applies to all individuals designing and/or maintaining VA Internet Service Sites; including but not limited to full time and part time employees, contractors, interns, and volunteers. This policy applies to all VA Internet/Intranet domains and servers that utilize VA resources. This includes but is not limited to va.gov and other extensions such as, ".com, .edu, .mil, .net, .org," and personal Internet service pages managed from individual workstations.
VA Handbook 6102 establishes Department-wide procedures for managing, maintaining, establishing, and presenting VA Internet/Intranet Service Sites or related services (hereafter referred to as "Internet"). The handbook implements the policies contained in VA Directive 6102, Internet/Intranet Services. This includes, but is not limited to, File Transfer Protocol (FTP), Hypertext Markup Language (HTML), Simple Mail Transfer Protocol (SMTP), Web pages, Active Server Pages (ASP), e-mail forums, and list servers.
VA Directive 6102 and VA Handbook 6102 are available at:
Internet/Intranet Services Directive 6102
Internet/Intranet Services Handbook 6102
Internet/Intranet Services Handbook 6102 Change 1 - updates VA's cookie use policy, Section 508 guidelines, guidance on posting of Hot Topics, approved warning notices, and minor editorial errors.
In addition, any technologies that enable a Network Delivered Application (NDA) to access or modify resources of the local machine that are outside of the browser's "sand box" are strictly prohibited. Specifically, this prohibition includes signed-applets or any ActiveX controls delivered through a browser's session. ActiveX is expressly forbidden within the VA while .NET is allowed only when granted a waiver by the VA CIO *PRIOR* to use.
The contractor shall comply with Section 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998.
In December 2000, the Architectural and Transportation Barriers Compliance Board (Access Board), pursuant to Section 508(2)(A) of the Rehabilitation Act Amendments of 1998, established Information Technology accessibility standards for the Federal Government. Section 508(a)(1) requires that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology (EIT), they shall ensure that the EIT allows Federal employees with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by other Federal employees. The Section 508 requirement also applies to members of the public seeking information or services from a Federal department or agency.
Section 508 text is available at:
O. CONFIDENTIALITY AND NONDISCLOSURE
It is agreed that:
1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which has been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.
2. The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the CO for response.
3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.
BACKGROUND INVESTIGATION INFORMATION
(Submit after award and prior to contract performance)
Complete this form after contract award if contractor employee does not possess a NACI clearance. The completed form must be sent directly to the Contracting Officer within ten days of award.
Vendor Name: ______________________ Cage Code No.______________
City, State, and Zip Code: ______________________________
1. Was the employee prescreened? _____ yes or _____ no
2. Is the employee a U.S. Citizen? _____ yes or _____ no
3. Can the employee read, write, speak and understand English language?
_____ yes or _____no
Information from Employee Requiring a Clearance
Name Social Security No.
City State Zip Code
The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-80 effective 02 Mar 2015. The North American Industry Classification System code (NAICS) is 423450, Medical, Dental, and Hospital Equipment and Supplies. The Standard Industrial Classification (SIC) is 5047 Prepackaged Software. A firm fixed price contract will be awarded. All interested parties must bid on all items.
This is a Brand Name or Equal requirement. Any Or Equal proposal received will be sent to the technical advisor for compatibility or functionality. Award will be made to the quotation which offers the Lowest Price Technically Acceptable. The Government also reserves the right to make no award at all.
DELIVERY ADDRESS: These licenses and upgrades are procured on behalf of the C.W. Bill Young VAHCS, 10000 Bay Pines Blvd, Bay Pines, FL 33744. PROVISIONS/CLAUSES: The following Federal Acquisition Regulation (FAR), provisions and clauses apply to this solicitation and are incorporated by reference (provisions and clauses may be obtained via the internet: http://farsite.hill.af.mil, http://www.arnet.gov/far/, or http://safaq.hq.af.mil/contracting): FAR 52.204-7, Central Contractor Registration; FAR 52.204-13, System for Award Management Maintenance; FAR 52.211-6, Brand Name or Equal; FAR 52.212-1, Instructions to Offerors-Commercial Items; FAR 52.212-4, Contract Terms and Conditions; FAR 52.213-2, Invoices; FAR 52.217-5 Evaluation of Options; FAR 52.219-1, Small Business Program Representations; FAR 52.225-13, Restrictions on Certain Foreign Purchases; FAR 52.225-55, Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran-Representation and Certifications; FAR 52.232-40, Providing Accelerated Payments to Small Business Subcontractors; FAR 52.247-34, F.O.B. Destination; FAR 52.252-1, Solicitation Provisions Incorporated by Reference. The following FAR clauses apply to this solicitation and are incorporated in full text: FAR 52.212-3, Offeror Representation and Certifications-Commercial Items (Offeror must submit a completed copy of this prevision with its proposal for the proposal to be considered. See https://orca.bpn.gov/ for online submittal); FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes Or Executive Orders-Commercial Items, within FAR 52.212-5, the following clauses apply: FAR 52.204-10, Reporting Executive Compensation First-Tier Subcontract Awards; FAR 52.219-6, Notice of Total Small Business Set-Aside; FAR 52.219-28, Post Award Small Business Program Representation; FAR 52.222-3, Convict Labor; FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies; FAR 52.222-21, Prohibition of Segregated Facilities; FAR 52.222-26, Equal Opportunity; FAR 52.222-36, Affirmative Action for Workers with Disabilities; FAR 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving; FAR 52.225-13, Restrictions on Certain Foreign Purchases; FAR 52.232-33, Payment By Electronic Funds Transfer-Central Contractor Registration; FAR 52.217-9, Option to Extend the Term of the Contract; FAR 52.252-2, Clauses Incorporated by Reference.
Also your quote must list your DUNS number, CAGE code, and Federal TIN with Company name, POC, and phone number. If you need to obtain or renew a DUNS number or CAGE code, please visit www.sam.gov. Lack of registration in the SAM database will make an offeror ineligible for award.
DEADLINE: Offers are due on Tuesday, 30 June 2015, by 3:00 p.m. EST. Submit offers or questions to the attention of Thomas Allman, by email to firstname.lastname@example.org. No phone calls will be accepted.