Page 1 of Page 1 of THIS IS NOT A SOLICITATION. This is a Request for Information (RFI) only and is issued to conduct market research and gain knowledge of current market capabilities. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This notice is issued solely for information and planning purposes and does not constitute a solicitation or a guarantee to issue a solicitation in the future. This notice does not commit the Government to contract for any supply or service. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Not responding to this notice does not preclude participation in any future solicitation, if issued. This announcement is based on the best information available at this time and is subject to future amendment. The Department of Veterans Affairs, Network Contracting Office 4, is conducting a market survey to solicit vendor feedback. Request for Vendor Feedback: Companies with experience providing interactive patient care systems are invited to submit suggested changes, identify ambiguities, and provide additional technical information related to the draft performance work statement below to assist the government in developing the requirement in accordance with industry standards. Please submit RFI responses via email to
[email protected] no later than 3:00 PM EDT, 08/27/2021, with RFI number 36C24421Q1125 in the subject line. Telephone responses will not be accepted. The government will not provide feedback in response to vendor questions about the requirement at this time. Please contact the contract specialist if the government does not confirm receipt of the RFI response within 2 business days. The draft description of the requirement follows: DRAFT PERFORMANCE WORK STATEMENT (PWS) INTERACTIVE PATIENT CARE SERVICES BACKGROUND: The Department of Veterans Affairs (VA), Veterans Integrated Service Network - 4 (VISN 4) has a requirement for Interactive Patient Care (IPC) to improve Veterans experience, patient satisfaction, education, and access to information about individual healthcare and services in its nine (9) VA Health Care Systems (VAHCS). Contractor must have the ability to use existing IPC equipment and resources and ensure that any new equipment is compatible with existing IPC systems to provide the same level of current operational functionality. Each VISN 4 Medical Center will continue to provide cable television programming through their local service providers for the IPC system. The general description of these services for the IPC Program include but is not limited to; a Veteran/patient care centered system that provides patient engagement, patient integrated entertainment (such as movies on demand), video based patient health and safety education with automated documentation in CPRS, patient satisfaction measurement, staff service recovery notifications, inpatient rounding capability. This includes but is not limited to additional equipment and software such as touchscreen and swing arm televisions, IPC licenses/software, and mobile devices to support the IPC system in Community Living Center (CLC), acute inpatient, Emergency Department, ICU, Dialysis, infusion, chemo, oncology and other healthcare areas. The successful contractor must have the ability to use existing IPC equipment and resources, with existing IPC systems to provide the same or better level of current operational functionality. DEFINITIONS, ACRONYMS, AND INITIALISMS: Acronyms and Initialisms: Following are acronyms which may be used in place of full text throughout this Performance Work Statement: AQL Acceptable Quality Level CAP Corrective Action Plan CLIN Contract Line Item Number CO Contracting Officer COR Contracting Officers Representative CPARS Contractor Performance Assessment Reporting System DOT Department of Transportation CPR Contract Performance Report EMS Environmental Management Services EPA Environmental Protection Agency FAR Federal Acquisition Regulation FCOR Facility Contracting Officers Representative GEMS Green Environmental Management Systems GFM Government Furnished Materials GFP Government Furnished Property GFS Government Furnished Services GSA Government Services Administration IDIQ Indefinite Delivery Indefinite Quantity JCAHO Joint Commission on Accreditation of Health Organization OSHA Occupational Safety and Health Administration POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QASP Quality Assurance Surveillance Plan QCP Quality Control Plan SDS Safety Data Sheet TO Task Order TSO Temporary Storage and Disposal Site UN United Nation VA Department of Veterans Affairs VAMC Veterans Administration Medical Center VCOR VISN04 Contracting Officer Representative VHA Veterans Health Administration VISN Veterans Integrated Service Network Definitions: Following are definitions for words or phrases used throughout this PWS: Calendar Days. Every consecutive day on the calendar, including holidays and weekends. Contractor. A supplier or vendor having a contract to provide specific supplies or service to the Government. The term used in this PWS refers to the prime Contractor Contracting Officer. A person with authority to enter into, administer, and terminate contracts and make related determinations and findings on behalf of the Government. The only individual legally authorized to bind the Government. FCOR. An employee of the U.S. Government to assist with contract administration at the facility level and to liaison between Contractor, CO, and VCOR. Each facility will have an appointed FCOR. This individual is a subject matter expert and has authority to provide direction to Contractor within scope of the contract. This individual does not have authority to change the terms and conditions of the contract. Quality Assurance. The Government procedures to verify provided Contractor services are performed according to acceptable standards. Quality Control. All measures taken by the Contractor to assure the quality of services provided meets contract requirements. QASP. A written document specifying the methodology to be used to surveil Contractor performance. VISN 4 FACILITIES AND ASSOCIATED CLINICS: 503-Altoona James E. Van Zandt Veterans Affairs Medical Center 2907 Pleasant Valley Road Altoona, PA 16602-4305 529-Butler: VA Butler Health Care System 353 North Duffy Road Butler, PA 16001-1138 542-Coatesville Coatesville Veterans Affairs Medical Center 1400 Blackhorse Hill Road Coatesville, PA 19320-2040 562-Erie Erie Veterans Affairs Medical Center 135 East 38th Street Erie, PA 16504-1559 595-Lebanon Lebanon Veterans Affairs Medical Center 1700 South Lincoln Ave Lebanon, PA 17042-7529 642-Philadelphia Corporal Michael J Crescenz Veterans Affairs Medical Center 3900 Woodland Ave Philadelphia, PA 19104-4551 646-Pittsburgh VA Healthcare System University Drive Campus University Drive Pittsburgh, PA 15240-1000 H.J. Heinz Campus 1010 Delafield Road Pittsburgh, PA 15215-1802 693-Wilkes-Barre Wilkes-Barre Veterans Affairs Medical Center 1111 East End Blvd Wilkes-Barre, PA 18711-0030 460-Wilmington Wilmington Veterans Affairs Medical Center 1601 Kirkwood Highway Wilmington, DE 19805-4907 PERIOD OF PERFORMANCE: The period of performance shall be a base of one-year (12 months) plus four 1-year (12 months) option periods. The base year will include installation, support services, system configuration and implementation, activation, annual subscriptions, and licenses. Installation and training shall be completed within 120 days after contract award. Four additional 12-month option periods for annual software license, remote support, IPC advisory/support services, internet packages for patients, and interfaces. The term of this order shall include but not be limited to all travel, system maintenance and service support, license, and 24 hours service support. REQUIREMENTS FOR SERVICE SUPPORT: The contractor shall provide uninterrupted support of all equipment and maintain service of VISN 4 s Interactive Patient Care (IPC) System. At a minimum; the contractor shall: Provide an IPC system based on the requirements and functionalities of this Performance Work Statement Integrate all existing IPC equipment and infrastructure in concert with current and planned operations throughout VISN 4 Maintain responsibility for their network design, if is not beholden to the existing network architecture Capability to possess VA enterprise level Office of Information Technology (VA-OIT) approvals for VISTA, CPRS or any VA approved Electronic Health Record (EHR) interface within 30 calendar days after award. Provide a detailed technical plan for how to implement and provide full internet access at the patient bedside. Capability to possess alignment with Veterans Health Administration (VHA) and Office of Patient Centered Care & Cultural Transformation (OPCC&CT) IPC initiatives Provide remote technical support and ongoing maintenance to the IPC system Provide on-site training to all end users (i.e. staff, patients) Provide software updates annually and ongoing software patches as required Show experience or ability to integrate with Cerner or any VA approved Electronic Health Record (EHR). IPC Units: The Contractor shall provide, install, and configure an Interactive Patient Care System to educate and engage patients in their care. Currently, VISN 4 requires 1,539 IPC units. The number of units at each facility may increase or decrease as patient needs and VISN 4 mission dictates. Facility Total Units IPC System ALTOONA 79 BUTLER 60 COATESVILLE 172 ERIE 68 LEBANON 159 PHILADELPHIA 236 PITTSBURGH 460 WILKES-BARRE 201 WILMINGTON 104 TOTAL 1,539 5.3 Transition Plan: In the case in which a contract is awarded to a contractor that does not have a fully operational bidirectional interface in place with the listed Government Facilities, a transition plan to establish the bidirectional interface will be developed between the Government, the new contractor and the incumbent contractor within 45 calendar days of contract award. SPECIFIC IPC FUNCTIONALITIES: Clinical Capabilities: The Contractor shall provide all IPC units with the following functions: Patient Alerts: Ability to provide various alerts to patients based on time of day, day/time of admission, gender, age, new prescribed education or medication. Size of alerts must be customizable and not interfere with patient entertainment. System shall have the ability to send follow up alerts to patients within a configurable period of time to ensure that the patient s issue was resolved to their satisfaction, and if not escalate the alert to additional staff. Fully developed Computerized Patient Record System (CPRS) and/or any VA approved Electronic Health Record (EHR) connectivity must be approved by the National Office of Information and Technology (OIT) and Privacy Office no later than 30 calendar days after contract award. Care Plans/Clinical Workflow Integration: The IPC system shall have the ability to create and customize multi-step workflows that automatically prompt, educate, review for patient understanding, and re-prompt the patient if necessary (i.e. Fall Prevention, Pain Assessments, Discharge Satisfaction, and Heart Failure Care Plans). The System shall include an electronic version of the Communication Board or Whiteboard that identifies the patient s care team, daily activities, and allows for written communication between patient, caregivers, and/or visitors. Workflow examples might include: Patient Welcome Patient Safety Education Hand Hygiene Education Diagnosis / Medication Education Fall Prevention Pain Management Discharge Planning Patient-Staff and Provider Hand-off Communication Patient Satisfaction Feedback Service Recovery Bedside Nursing Tools: Offer staff flexibility to quickly view patient education assignment/ completed and start education and/or assessments linked to education. Documentation: System shall have the ability to document all patient activity into a web-based IPC management console. The web-based management console allows administrators and managers to see additional information such as satisfaction reports, utilization reports, status of outcomes and achievements progress, and tools to manage the system and update content on the system. The management console icon that reflects patient interactions and level of comprehension must be made available on Nurses station computers, workstations on wheels (flow-carts), and staff mobile devices. Contractor will provide printing capability for discharge documentation that VA staff can provide to patients. Design: Provide education and care information with ability to add additional videos at no cost to the VA, and to align with VHA initiatives to include healthy living messages, patient goals, and other patient and family centered care. Designed to have the ability to develop a personalized health care plan. System is customizable for Non-Clinical Customer Service Requests: Through the on-screen menu, patients can request an unlimited number of service options defined by the facility (i.e. Nutrition and Food Service). This feedback will be automatically routed to the appropriate staff designated to respond to patient issues or concerns (alphanumeric page and/or email to an individual or mail group). Each notification indicates the room number or the patient that initiated the request, and the specific issue or concern. These options must be defined and customized at each location and included for each IPC unit. Patient Education: The Contractor shall provide at a minimum: An extensive library of health care content, both on demand and customizable to individual patients. Customized education shall be identified automatically by each IPC system based on patient diagnosis and controlled through the web-based management console or interface with CPRS. Content that includes a multitude of videos including healing content, safety, and condition education. The facility must have the ability to add content at any time at no cost to the government. The Contractor must provide ability to add any videos or local content to be made available onto the system within 7 business days of notification from one of the nine (9) VISN04 Medical Centers. Section 508 Compliance for all broadcasted content and provide support to convert content to be 508 compliant when needed. Multi-Language Capability: A patient s preferred language can be selected from the initial Welcome page, or automatically defined via the ADT (Admissions, Discharge, and Transfer), or adjusted through the web-based management console. Entertainment: The Contractor shall provide at a minimum: Internet Access / Email: Patients must be able to access the Internet using a standard Internet browser such as Chrome, Internet Explorer, Firefox, Safari, etc. Patients shall also be able to access their email from a web browser. System shall provide automatic content filtering as needed by each VAMC. Cable Television: Contractor must provide Integration of facility s cable television distribution system. On-Demand Menus: System must allow patients to access information about healthcare and other hospital / VA services. Games: A variety of games should be included in the system. Movies: System must include at least 30 entertainment movies, a portion of which should be replaced/updated on a quarterly basis. Entertainment shall be edit for content and suitable for viewing in a public environment. Multi-language Capability: Patients should have the ability to change interactive content to their preferred language and closed caption to their preferred language. Shopping Options: System should have the ability to place orders to the cafeteria, canteen, or gift shop. Meal Menus: System should be able to display menus and place meal orders to food services or the cafeteria. Communication Tools: ability to allow patients to report non-clinical concerns to departments outside of nursing (i.e. Patient Advocate) Wellness & Relaxation Channels: Whole health in addition to i.e., Soft music, nature scenes, babbling brooks. Performance Improvement: Performance Improvement Planning: Vendor shall provide framework for customizing system metrics and creating hospital performance improvements. Patient Feedback: Ability to request feedback from patients through either on-demand menu or patient alerts. Questions shall be customizable on an individual patient level, and dynamically change the follow up questions based on each patient response. Patient responses should trigger messages to staff members alerting them to any potential patient satisfaction issues. Comments/Suggestions/Staff Recognition: Patients must have the ability to provide free text comments, suggestions, and/or compliments, and the IPC system should automatically route those messages to appropriate staff. Computer Interfaces: Web-based Management Console: Provide real time reports, with ability to change/update content, and view patient activity and prescribe content to individual patients. Reports and Accessibility: Reporting Requirements: Patient Satisfaction Reports Overall Rating of Hospital Services provided Rating of Provider Rating of Nursing Services Rating of Environment Rating of Nutrition Services Utilization Rates Percent of services used within the IPC System Utilization of Programs and Education Feature Percent of Education Materials Viewed Education Ordered and Patient Completed List of Education Ordered by Provider List of Education Assigned to Patient List of Education Ordered by Education Type by Ward List of Education Completed by Patient Contractor IPC System Functionality Report Percent of Time Fully functioning Percent of Down Time Report of Outage by Location IPC Mobile Application (App) for Clinicians (Optional): The Contractor shall have the ability to provide an IPC mobile application for VA clinicians on an as-needed basis to each VAMC. This feature shall be an optional CLIN that allows for staff to view patient feedback on a mobile app as part of routine leadership rounding. A mobile app is an optional item and only required when a facility chooses to add this capability to their IPC system and clinical workflow. This system must have a comprehensive reporting tool. This includes real-time reporting, trending dashboards, and benchmark reports comparing the facility to other VA or commercial hospitals to provide providers with actionable data that allows for data-based improvement strategies to be implemented at the individual, unit, facility, and system levels. Include meaningful real-time reports each with multiple configuration/filter options and an unlimited number of custom reports with built-in reporting tools. Drill down reports at unit and provider levels Custom reports can be set for auto-run/distribution via email Reports can be exported to MS Excel, PDF, etc. System has real-time trending dashboards that can be customized by facility. Users can build/customize a personal dashboard to display the trending graphs most important to the user Custom dashboards can be set for auto-run/distribution via email Digital Signage: The Contractor must have the ability to provide digital display boards for the purpose of providing general information at various locations within each VAMC to include lobbies, waiting areas, high traffic hallways, clinical areas, elevators, etc. These displays shall be available to purchase and have installed on a CLIN structure for each VAMC. These display boards need to meet the following technical capabilities: No display shall have a pixel density lower than 96 pixels per square inch. The displays shall not be smaller than 24 inches diagonally. The contractor must provide at least three screen sizes selections within CLIN structure. Each display must connect to a central information hub; a virtual or physical computer that includes software to control the messaging on the displays. The controller software shall have the ability to create zones of control within each VAMC in order to display different types of information in different areas of the hospital. Each zone shall be able to have a minimum of 1 display and maximum of 1000. The controller shall include an image switcher, hard drive storage space for the digital materials that are being displayed, and automation options for setting how long and when each message will be shown. The controller shall be able to import and display FHD (full high definition 1920x1080 pixels at 30 frames per second) image and video formats including media industry standards such as: JPEG (Joint Photographic Experts Group), PNG (Portable Network Graphics), PDF (Portable Document Format), H.264 codec in the MPEG(Moving Picture Experts Group)-4 AVC (Advanced Video Coding) container, MPEG4 codec in the Apple MOV format, H.265 codec in the MPEG container. If the controller software is browser based, it must be able to be accessed through all VHA standard internet browsers to include Microsoft Edge, Google Chrome, and Mozilla Firefox. The controller software shall not have a preference for one browser that works better than others. Bugs and software incompatibility shall be fixed by the Contractor to ensure that the VAMCs are not limited by one browser option. The displays shall connect to the controller though at least one method of digital display standard, without requiring adaptors or transcoders. The displays shall be able to produce 99% of the Adobe RGB (Red Green Blue) color space. The displays shall hang on the wall using an appropriate VESA (Video Electronics Standards Association) wall mount. The displays shall include a standard 3 (three) year manufacturer s warranty. The digital signage shall be available upon request by each facility with the necessary hardware included in the pricing. INSTALLATION GENERAL REQUIREMENTS: The government will provide escorted access to patient care areas and any sensitive areas when installations are needed. The contractor must coordinate access to all areas with the COR or facility POC to minimize any negative impact or disruption of patient care. Contractor shall provide a phasing plan for installation, specifically detailing when and how phased installation in patient rooms will occur. Contractor shall coordinate the installation schedule with the COR, FCOR, and/or each facility POC Above the ceiling, low voltage cabling, including CAT6, must be installed in existing cable trays where space is available. If space is not available in the existing cable trays, Contractor will be responsible for installing j-hooks for cabling. Government will provide necessary rack space in each intermediate distribution frame (IDF) location for contractor to mount hardware and install CAT6 patch panels. Provide WAN (wide area network) internet connectivity as an optional CLIN item; these circuits will not connect to the existing VA network. Connection to support the IPC system and allow patients to access the Internet. Contractor shall provide project management for the IPC system as outlined in Section 9.2 of this contract. Contractor shall manage the installation of the necessary internet connections, server head ends, network switches, in-room equipment, content configuration, software activation, and training. The required equipment shall be coordinated between the Contractor, COR, and FCOR for each VAMC. The contractor will install and provide quality assurance (QA) for the installation of In-Room Hardware. Contractor must stage the installation of equipment by ward/room as beds are vacated with a minimum of eight rooms per day distributed through-out the bed sections when needed. The contractor must coordinate scheduling with the FCOR; in-turn, the FCOR will obtain internal approvals with the Nursing Service and Facility POC. Installation will be scheduled based on the least disruption to patients and staff. Noise levels are to be controlled to a minimum so as not to disturb patients. Contractors shall not touch or move patients belongings or medical supplies/equipment. Government will provide escorts when contractors are working in the main distribution frame (MDF) and IDF closets. Contractor personnel onsite for installation required to have OSHA training and Tuberculosis Testing. No Asbestos or Lead removal work is to be performed under this Contract. Contractor is responsible for fire-stopping if any firewall or floor is penetrated. Government will provide any paint needed for patch/paint as it relates to TV wall mounting in the rooms (if needed) All contractor and installation equipment and materials can be stored on site in the main hospital and storage location may be used as contractor staging area during the project. Contractor will ensure they consult with the Facility s Infection control and patient Safety officers as determined by the Facility prior to executing work in all areas and shall follow all recommendations of these officers. Sub-Contractors, if applicable to this Contract, will also adhere to all infection control and policies and safety policies/procedures when working in patient locations and in accordance with the facility s standard operating procedures. Due to the nature of installing cabling in an active, occupied hospital with patients in the rooms there are special onsite project management requirements that must be well understood and adhered to. The on-site Supervisor/Superintendent must be able to aggressively coordinate timely and reliable room access schedules with all involved parties such as the FCOR, individual Charge Nurse Managers of each patient unit, house supervisors, and Facilities Engineering representatives. The execution of a smooth, minimally disruptive room access plan is critical to the success of the installation Existing Equipment: Contractor shall remove any existing non-reusable equipment to include televisions arms and television units and coordinate delivery to a designated area with the local Logistics Service for each facility for proper disposal or reutilization of government owned property. IPC HEADEND HARDWARE The Contractor shall provide all IPC System servers and Cisco switches necessary to integrate all individual units into a common system to deploy a contractor-managed network with new Internet connection provided by contract. The Contractor shall coordinate with the COR and each FCOR to determine facility specific VHA IT network connectivity. The Contractor shall provision the IPC System to connect to the secured VHA network through a fully developed, tested, and OIT Enterprise approved interface with VistA/CPRS. The Contractor shall provide and install switches in IT closets or hospital-determined locations. INSTALLATION PHASING PLAN: The installation schedule for each facility shall conform to the following basic requirements. Each facility s installation timeline and phasing plan will be unique based on individual physical plant requirements and demand for inpatient clinical resources. Installation will occur over a minimum of five phases and phases may be conducted in parallel where practical. To the greatest extent possible, it is expected that installation at all sites will occur concurrently. Phase I: Installation of network circuit (if needed) and initiation of service. (3 weeks) Phase II: Conduit and cable installation to include above the ceiling work. (4 weeks) Phase III: Installation of in-room hardware (4 weeks) Phase IIIa: Hardware installation (Room block #1) Phase IIIb: Hardware installation (Room block #2) Phase IIIc: Hardware installation (Room block #3) Phase IV: Network/Server Installation. Includes installation of server in VA provided rack space, network switches (1 week) Phase V: Content configuration, software activation, staff training (3 weeks) SITE VISITS: Installation phasing plans will require site visits at each facility at no additional cost to the government as part of the solicitation. The site visits will allow the Contractor to verify the scope of work and recognizing the variances amongst the nine healthcare systems within VISN 4. The site visits will be coordinated between the VCOR, FCOR, and the Contractor. IPC HARDWARE The Contractor shall supply all IPC System hardware and manufacturer warranties including the following types of hardware as specified for each Medical Center in the Contractor s Installation Phasing Plans, to include: Servers (as required for IPC System) Cisco Network Switches (as required to support patient television IPC system) Wireless Healthcare Keyboards: Pillow Speakers Healthcare Grade Televisions, sizes to be determined during corresponding site visits. All-In-One devices and swing arms IPC MANAGEMENT SUPPORT & P.O.C. STAFFING: Management Support System support will be required 24 hours a day, seven days a week, 365 days a year to include holidays. The Contractor shall respond within two hours to support requests either verbally or in writing (email). Contractor must have remote access to the IPC system to conduct repairs and maintenance. Remote Tier I support (basic trouble shooting) of the system for the entire period of performance. Contractor must elevate to Tier II support (requires higher level of expertise due to complexity of the problem) to resolve all technical issues as needed. Integrate quarterly preventative maintenance, and software/hardware upgrades/ updates into the IPC system. A toll-free call placed by the staff or patients after hours will be accommodated and triaged by support personnel for network problems where the complete system or portions of the system are down. Participate in scheduled meetings via teleconference held by the CO, COR and each facility COR/POC to ensure contract compliance. IPC Manager on Site: As an optional item for each facility, Contractor shall provide onsite Point of Contact (POC) management support during normal operating hours at each location. Contractor shall price this optional requirement in the price/cost schedule of the solicitation. This contractor provided POC for onsite management support shall include the following: The Interactive Patient Care Manager will work on site at the assigned VA Medical Center providing support and leading the continued implementation of the Interactive Patient Care system. IPC Manager must be familiar with and able to interact with the major components of the current system including the following functions: footwall/pillow speaker controlled locations, Touchscreen locations, patient alerts, CPRS/Vista compatibility, internet access, patient pathway technology, interactive patient whiteboard, on-demand menus, patient survey tracking, nursing bed-side tools, and full system warranty and support functions. The Contractor will train facility staff on the IPC system. Create and interpret reports and develop IPC clinical workflows. Facilitate resolution of configuration issues. Meet with VA leadership as necessary to address concerns, compliments, or complaints and successfully manage VISN 4 facility initiatives that involve the IPC system. Provide the CO, COR and/or governance committees with monthly updates for utilization and performance improvements. On going staff/nurse education Contribute to a facility Support Agreement to define level of support provided between the onsite support and the facility support staff. Support for ongoing modifications and additions to content and system Provide and maintain a toll-free telephone number listing for 24-hour available support. Manage day to day operations of the system Manage implementation of additional VA provided content into the IPC system Basic troubleshooting of TV and other related equipment and liaison between VISN4 facilities staff and contractor to resolve any software and/or equipment issues. Daily system utilization monitoring and follow up reporting to Patient Care Services staff. TRAINING The Contractor shall provide all required training for the IPC System including but not limited to: Ongoing training to all end users, staff, and patients Provide clinical practice and workflow design training Provide IPC System Standard Implementation Training Contractor shall participate in scheduled meetings both in person and via teleconference held by the CO, COR and/or each facility Point of Contact to ensure contract compliance. WARRANTY: All warranty work associated with new equipment installations, upgrades, or replace under this contract shall be the responsibility of the installing contractor. BACKGROUND INVESTIGATION (BI) AND SPECIAL AGREEMENT CHECK (SAC) The below material is in accordance with VA Directive 0710, VA Directive 0735 and VHA Directive 0710. All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. This requirement is applicable to all subcontractor personnel requiring the same access. The position sensitivity has been designated as Low Risk. The level of background investigation commensurate with the level of access needed to perform under the terms of the awarded contract is: National Agency Check (NACI) with written inquiries. BI and SAC screening shall be initiated prior to contract performance and the cost of the investigations will be the responsibility of the contractor. A SAC must be adjudicated while the BI (NACI) is completed and prior to the issuance of a Personal Identity Verification (PIV) card. The contractor can begin work and access the VA system, while waiting for the BI (NACI) adjudication, after the following has taken place: Received a favorable adjudication on the SAC (fingerprint-verified), Submitted the BI (NACI) package to the VA s Security and Investigation Center (SIC) and received written notification that SIC has accepted it, Submitted access request to the ISO and provided verification of mandatory training completion TMS course #10176. Contractors who will be on-site or need access to a VA system/information will be required to obtain a PIV card. The determining factor as to the type of PIV card issued is an examination of a contractor s access requirements for physical and/or logical VA resources. The local PIV office will provide more details. Electronic Questionnaire for Investigations Processing (E-QIP). The use of E-QIP is mandated by the Office of Management and Budget (OMB) and OPM pursuant to the E-Government Act of 2002, P.L. 107-347. E-QIP allows applicants to electronically enter, update, and transmit their personal investigative data over a secure Internet connection to their employing agency for review and approval. E-QIP must be used for all investigative types for employees, contractors, affiliates, volunteers and other designated individuals who will need a background investigation. Contractor shall contact the CO and COR immediately after contract award for further instructions in the process to request the required SAC, BI and PIV cards. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default. The contractor shall prescreen all personnel requiring access to the computer systems to ensure they are able to read, write, speak, and understand the English language. Staff must be operating within the borders of the U.S.A. and its territories. GOVERNMENT FURNISHED PROPERTY: If needed, the Government will provide standard government office space including desk/chair; telephone with long distance access; computer with Outlook e-mail access; electricity; storage space for tools and parts on inventory. The location will be on each respective main hospital campus and will be available seven days prior to the commencement of installation. The office space and furnishings will be available for the entire length of the contract. PROJECT MANAGEMENT: The Contractor shall provide a Quality Control Plan (QCP) that details the Contractor s approach, timeline, and tools to perform the contract. The QCP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks, and resource support. The QCP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The initial baseline QCP shall be concurred upon and updated monthly thereafter. The Contractor shall update and maintain the approved QCP as needed throughout the period of performance. INVOICES AND PAYMENTS: Contractor shall submit two (2) monthly invoices, per account number as follows: One (1) combined-sum invoice to the Financial Service Center in Austin, TX for collective IPC Services. One (1) invoice to the COR. Payments will be made in arrears by the VA Finance Services Center upon receipt of a properly prepared invoice submitted by the contractor. IPC License shall be invoiced annually at the beginning of each contract year. Monthly invoices shall be submitted for all other Contract Line Item Numbers (CLINs). All invoices shall reference the contract number and appropriate purchase order number. TRAVEL: No travel costs will be reimbursed by the Government. PERFORMANCE REQUIREMENT STANDARDS: Performance Indicators PWS Ref Performance Measure Acceptable Level of Quality Method of Assessment Incentive 17.1 Meet installation schedule as developed by COR and contractor Paragraph 7.2; 8.1 Each facility timelines are met 95% Scheduled reviews, random samples, with facility POC and Customer  Complaints Payment equal to Acceptable Quality Level or level of performance 17.2 No System interruption resulting in negative impact to patient care Paragraph 7.10 No substantiated complaints 98% Scheduled reviews, random samples, with facility POC and Customer  Complaints Payment equal to Acceptable Quality Level or level of performance 17.3 Product performs Education training on demand Paragraph 6.2 No substantiated complaints 98% Scheduled reviews, random samples, with facility POC and Customer Complaints Payment equal to Acceptable Quality Level or level of performance 17.4 Product performs Entertainment options Paragraph 6.3 No substantiated complaints 98% Scheduled reviews, random samples, with facility POC and Customer Complaints Payment equal to Acceptable Quality Level or level of performance 17.5 System provides reports with the ability to modify Paragraph 6.5; 6.6 Report review Monthly flexible and accurate 98% Scheduled reviews, random samples, with facility POC and Customer Complaints Payment equal to Acceptable Quality Level or level of performance ***END OF DRAFT PWS***