Inactive

Introduction This is a SOURCES SOUGHT announcement only. It is requested that all contractors interested in participating in this effort please note their interest and provide indication of their resp... Introduction This is a SOURCES SOUGHT announcement only. It is requested that all contractors interested in participating in this effort please note their interest and provide indication of their respective capabilities to perform the effort described in the Statement of Work (SOW) for MIM Software. See SOW below for details. This SOURCES SOUGHT is for planning purposes only and shall not be considered an Invitation for Bid, Request for Task Execution Plan, Request for Quotation or a Request for Proposal. Additionally, there is no obligation on the part of the Government to acquire any products or services described in this SOURCES SOUGHT. Your response to this SOURCES SOUGHT will be treated only as information for the Government to consider. You will not be entitled to payment for direct or indirect costs that you incur in responding to this SOURCES SOUGHT. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated or received for this effort. The information provided may be used by the VA in developing its acquisition strategy. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this SOURCES SOUGHT. The North American Industry Classification System (NAICS) Code for this SOURCES SOUGHT is 513210 SOFTWARE PUBLISHERS, with a size Standard of $47 Million, and Product Service Code (PSC) of DA10. If this is within your capability, please your response no later than 09/20/2024 at 3:00 PM Eastern Daylight Time. Be advised that set-aside decisions may be made based on the information provided in response to this SOURCES SOUGHT. Responses should be as complete and informative as possible. 2. Submittal Information: All responsible sources may submit a response in accordance with the below information. NO MARKETING MATERIALS ARE ALLOWED AS PART OF THIS RFI. Submit your response via email to the Contract Specialist at emilio.ballentos@va.gov by the time and date indicated therein. Interested Contractors shall at a minimum, provide the following information in the submission: Name of Company: Address: Point of Contact: Phone Number: Email address: Company Business Size and Status: For VOSB and SDVOSBs, proof of verification in the Vendor Information Pages (VIP). NAICS code(s): Socioeconomic data: SAM UEI: GSA/SEWP Contract (as applicable): Authorized Distributor Letter: Interested firms are reminded that in accordance with FAR 4.12, prospective contractors shall complete electronic annual representations and certifications to be considered for award. In addition, FAR 4.11 states that prospective Offerors and quoters are required to be registered in System for Award Management (https://sam.gov/content/home) database. All Service-Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB) shall be verified in Veteran Small Business Certification (VetCert) (https://veterans.certify.sba.gov/#home). Statement of Work (SOW) Title of Project: MIM software Background: The Department of Veterans Affairs (VA), Overton Brooks VA Medical Center has a requirement to acquire MIM software in support of the radiation oncology department. MIM Software is a system that can benefit our Veterans in many ways. The addition of MIM Software to our current treatment planning system will vastly improve the time that it now takes for a patient to go from the simulation process to treatment planning and then to begin their treatment. MIM Software also has so many beneficial features that will improve the treatment plans including better target volume delineations using multiple diagnostic images while the physician simultaneously draws tumor volumes, and Biological Equivalent Dose (BED) calculations that reflect the combined dose on a patient who has had previous radiation treatments, ensuring that dose to critical structures is accurately calculated. MIM Software also has a feature that can evaluate inspiration percentage level, locate the tumor for each slice, determine the full movement of the tumor and demonstrate the contours for the physician. These are just a sampling of the advantages of MIM Software and the positive effect that the purchase would have on the radiation treatments our Veterans require to battle their cancer. Scope of Work: The Contractor shall provide all necessary services including setup, configuration, database transfer, and installation to get the specified software working properly. The MIM Software must be able to integrate seamlessly with the Pinnacle Treatment Planning System that is currently in use. The Contractor shall provide all necessary training to the designated VA employees on how to use the installed software after completion of installation. All work shall be completed in accordance with the Statement of Work. The equipment, and all necessary services related to removal, mobile unit usage, setup, configuration, installation, and training services are from now on collectively referred to as Deliverables . All Deliverables shall be delivered based on an agreed schedule of work after award within 30 Days and as a free-on-board (FOB) destination. Period of Performance (PoP): The PoP shall consist of one 12-month base period and four 12-month option periods. The overall PoP shall not exceed 60 months. Product specification and features: The ability to auto-generate structure sets via atlas-based segmentation. The ability to have adaptive re-contouring. Include deformable registration algorithm specific for CT-CT registration. Include deformable registration alignment of PET/CT to planning CT. Include automatic deformable contour propagation (this allows contouring on one gated phase to be deformed to all gated phases in less than 1 minute). The ability to tune deformable registration algorithm performance for different body sites/registration purposes (e.g., single-modality, multi-modality, CT-MR, CT-CBCT, etc.). Must provide 4D Binning (automatic phase-based and amplitude-based binning). Must provide deformable dose accumulation. Must have patient-specific deformable registration quality assurance and reporting. Must be able to use deformable registration to detect areas where deformation is less than optimal and be able to correct them through manual intervention and adaptation. Must have automated reports. Must be a full-featured Radiation Oncology specific PACS system, integrating DICOM and DICOM-RT data. Must allow saving of time-stamped work progress with the ability to go back to a prior version of a saved session. Must allow saving of patient work sessions in a way that reproduces the display of all information when re-opened. Must be able to calculate the Biological Equivalent Dose (BED) for previous treatment that the patient may have received, using the previous time interval in relationship to the new current date. Must be able to use multiple diagnostic images simultaneously while the physician is drawing the tumor volumes. Must be able to evaluate inspiration percentage level, locate the tumor for each slice, determine the full movement of the tumor and demonstrate the contours for the physician. Must use CT density levels to determine different tissue densities for automatic contouring anatomical structures. Deliverables: Quantity Item Code Description 1 MIM-FSCOCASU-DR01 MIM Maestro Department Solution - One (1) year subscription 1 MIM-PA-YL01 MIM Contour ProtégéAI+ - Local Deployment Only One (1) year subscription 1 IMP-PA-RO MIM Contour ProtégéAI+ Implementation Services include (as required): Consultations with clinical staff to create implementation requirements. Software installation and configuration. Workflow customization and deployment. Configuration for automatic study processing. Contour nomenclature standardization. 1 IMP-RO MIM Maestro Implementation Services include (as required): Consultations with clinical staff to create implementation requirements. Workflow customization and deployment. MIM Assistant configuration for automatic study processing. Contour nomenclature standardization. Dose constraint set creation. Report template customization. LDAP user authentication, account creation, and deployment of default user configurations 2 INS-DD MIM Installation One day (up to 10 hours per day) of MIM software installation, DICOM / network connectivity and/or application training. TRAINING: Application training shall be provided to facility users. Training shall be held at the OBVAMC in Shreveport, LA., location. Delivery, Work hours, and coordination with Overton Brooks Veterans Affairs Medical Center (OBVAMC) for setup and training services: Delivery timeframe: all deliverables shall be completed based on a schedule of work provided after award, within 30 Days of the Contractor s receipt of a task order from the contracting Officer. Shipping and handling: The contractor shall be responsible for the shipping and handling of all the software. Work Hours: All work and delivery shall occur during clinical hours (Monday through Friday, 8:00 am to 4:30 pm, excluding weekends and federal holidays. There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows: Under current definitions, five are set by date: New Year's Day January 1 Juneteenth June 19 Independence Day July 4 Veterans Day November 11 Christmas Day December 25 If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six are set by a day of the week and month: Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November and any days declared by the Government as holidays. Any work at the Government site shall NOT take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). Coordination with OBVAMC for equipment installation and training services: The contractor shall be required to coordinate with the OBVAMC Point of Contact (POC) for scheduling the setup and training services. Product Modification, Removal or Recall: If any product awarded under this solicitation requires modification, is removed, or recalled by the Contractor or manufacturer, or if any required modification, removal or recall is suggested or mandated by a regulatory or official agency, the following steps will immediately be taken by the Contractor or manufacturer: Notify the Contracting Officer, in writing, by the most expeditious manner possible. Provide two copies of the notification which shall include, but not be limited to the following: Complete item description and/or identification, order numbers from customers, and the contract number assigned because of an award on this solicitation. Reasons for modifications, removal, or recall. Necessary instructions for return for credit, replacement, or corrective action. Provide the above information to all agencies and VA Facilities who purchased the product. The Contracting Officer shall be provided a copy of the notification in b. above, and a list of all agencies and/or VA facilities notified. The contractor shall be responsible for any costs associated with the above. NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) PROCUREMENTS (SECTION 508): On January 18, 2017, the Architectural and Transportation Barriers Compliance Board (Access Board) revised and updated, in a single rulemaking, standards for electronic and information technology developed, procured, maintained, or used by Federal agencies covered by Section 508 of the Rehabilitation Act of 1973, as well as our guidelines for telecommunications equipment and customer premises equipment covered by Section 255 of the Communications Act of 1934. The revisions and updates to the Section 508-based standards and Section 255-based guidelines are intended to ensure that information and communication technology (ICT) covered by the respective statutes is accessible to and usable by individuals with disabilities. Section 508 Information and Communication Technology (ICT) Standards: The Section 508 standards established by the Access Board are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure ICT. These standards are found in their entirety at: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines. A printed copy of the standards shall be supplied upon request. Federal agencies must comply with the updated Section 508 Standards beginning on January 18, 2018. The Final Rule as published in the Federal Register is available from the Access Board: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule. The Contractor shall comply with 508 Chapter 2: Scoping Requirements for all electronic ICT and content delivered under this contract. Specifically, as appropriate for the technology and its functionality, the Contractor shall comply with the technical standards marked here: E205 Electronic Content (Accessibility Standard -WCAG 2.0 Level A and AA Guidelines) E204 Functional Performance Criteria E206 Hardware Requirements E207 Software Requirements E208 Support Documentation and Services Requirements Compatibility with Assistive Technology: The standards do not require installation of specific accessibility-related software or attachment of an assistive technology device. Section 508 requires that ICT be compatible with such software and devices so that ICT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software. Acceptance and Acceptance Testing: Deliverables resulting from this solicitation shall be accepted based in part on satisfaction of the Section 508 Chapter 2: Scoping Requirements standards identified above. The Government reserves the right to test for Section 508 Compliance before delivery. The Contractor shall be able to demonstrate Section 508 Compliance upon delivery. Internet Protocol Version 6 (ipv6): The Contractor solution shall support Internet Protocol Version 6 (IPv6) based upon the memo issued by the Office of Management and Budget (OMB) on November 19, 2020 (https://www.whitehouse.gov/wp-content/uploads/2020/11/M-21-07.pdf). IPv6 technology, in accordance with the USGv6 Program (https://www.nist.gov/programs-projects/usgv6-program/usgv6-revision-1), NIST Special Publication (SP) 500-267B Revision 1 USGv6 Profile (https://doi.org/10.6028/NIST.SP.500-267Br1), and NIST SP 800-119 Guidelines for the Secure Deployment of IPv6 (https://doi.org/10.6028/NIST.SP.800-119), compliance shall be included in all IT infrastructures, application designs, application development, operational systems and sub-systems, and their integration. In addition to the above requirements, all devices shall support native IPv6 and dual stack (IPv6 / IPv4) connectivity without additional memory or other resources being provided by the Government, so that they can function in a mixed environment. All public/external facing servers and services (e.g. web, email, DNS, ISP services, etc.) shall support native IPv6 and dual stack (IPv6 / IPv4) users and all internal infrastructure and applications shall communicate using native IPv6 and dual stack (IPv6 / IPv4) operations. Assessment and Authorization (A&A): The A&A (formerly C&A) requirements do not apply, and a Security Accreditation Package is not required. Shipment Information: (as applicable) Inspection: Destination Acceptance: Destination Free on Board (FOB): Destination Ship To and Mark For: POC: Primary POC: Alternate TBD TBD Special Shipping Instructions: (as applicable) Prior to shipping, Contractor shall notify Site POCs, by phone followed by email, of all incoming deliveries including line-by-line details for review of requirements. Contractor shall not make any changes to the delivery schedule at the request of Site POC. Contractors shall coordinate deliveries with Site POCs before shipment of hardware to ensure sites have adequate storage space. All shipments, either single or multiple container deliveries, shall bear the VA IFCAP Purchase Order number on external shipping labels and associated manifests or packing lists. In the case of multiple container deliveries, a statement readable near the VA IFCAP PO number shall indicate total number of containers for the complete shipment (e.g. Package 1 of 2 ), clearly readable on manifests and external shipping labels. Packing Slips/Labels and Lists shall also include the following: IFCAP PO #: ____________ (e.g., 166-E11234 (the IFCAP PO number is located in block #20 of the SF 1449)) Project Description: (e.g. Tier I Lifecycle Refresh) Total number of Containers: Package ___ of ___. (e.g., Package 1 of 3) Invoice and Payment: The contractor shall invoice the OBVAMC after the completion of all Deliverables identified in this Statement of Work. ADDENDUM A VA INFORMATION AND INFORMATION SYSTEM SECURITY AND PRIVACY LANGUAGE FOR INCLUSION IN CONTRACTS, AS APPROPRIATE GENERAL. This entire section applies to all acquisitions requiring any Information Security and Privacy language. Contractors, contractor personnel, subcontractors and subcontractor personnel will be subject to the same federal laws, regulations, standards, VA directives and handbooks, as VA personnel regarding information and information system security and privacy. VA INFORMATION CUSTODIAL LANGUAGE. This entire section applies to all acquisitions requiring any Information Security and Privacy language. The Government shall receive unlimited rights to data/intellectual property first produced and delivered in the performance of this contract or order (hereinafter contract ) unless expressly stated otherwise in this contract. This includes all rights to source code and all documentation created in support thereof. The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data General. The primary clause used to define computer software license (not data/intellectual property first produced under this contractor or order) is FAR 52.227-19, Commercial Computer Software License. Information made available to the contractor by VA for the performance or administration of this contract will be used only for the purposes specified in the service agreement, SOW, PWS, PD, and/or contract. The contractor shall not use VA information in any other manner without prior written approval from a VA Contracting Officer (CO). The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data General. VA information will not be co-mingled with any other data on the contractor s information systems or media storage systems. The contractor shall ensure compliance with Federal and VA requirements related to data protection, data encryption, physical data segregation, logical data segregation, classification requirements and media sanitization. VA reserves the right to conduct scheduled or unscheduled audits, assessments, or investigations of contractor Information Technology (IT) resources to ensure information security is compliant with Federal and VA requirements. The contractor shall provide all necessary access to records (including electronic and documentary materials related to the contracts and subcontracts) and support (including access to contractor and subcontractor staff associated with the contract) to VA, VA's Office Inspector General (OIG), and/or Government Accountability Office (GAO) staff during periodic control assessments, audits, or investigations. The contractor may only use VA information within the terms of the contract and applicable Federal law, regulations, and VA policies. If new Federal information security laws, regulations or VA policies become applicable after execution of the contract, the parties agree to negotiate contract modification and adjustment necessary to implement the new laws, regulations, and/or policies. The contractor shall not make copies of VA information except as specifically authorized and necessary to perform the terms of the contract. If copies are made for restoration purposes, after the restoration is complete, the copies shall be destroyed in accordance with VA Directive 6500, VA Cybersecurity Program and VA Information Security Knowledge Service. If a Veterans Health Administration (VHA) contract is terminated for default or cause with a business associate, the related local Business Associate Agreement (BAA) shall also be terminated and actions taken in accordance with VHA Directive 1605.05, Business Associate Agreements. If there is an executed national BAA associated with the contract, VA will determine what actions are appropriate and notify the contactor. The contractor shall store and transmit VA sensitive information in an encrypted form, using VA-approved encryption tools which are, at a minimum, Federal Information Processing Standards (FIPS) 140-2, Security Requirements for Cryptographic Modules (or its successor) validated and in conformance with VA Information Security Knowledge Service requirements. The contractor shall transmit VA sensitive information using VA approved Transport Layer Security (TLS) configured with FIPS based cipher suites in conformance with National Institute of Standards and Technology (NIST) 800-52, Guidelines for the Selection, Configuration and Use of Transport Layer Security (TLS) Implementations. The contractor s firewall and web services security controls, as applicable, shall meet or exceed VA s minimum requirements. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor may use and disclose VA information only in two situations: (i) in response to a qualifying order of a court of competent jurisdiction after notification to VA CO (ii) with written approval from the VA CO. The contractor shall refer all requests for, demands for production of or inquiries about, VA information and information systems to the VA CO for response. Notwithstanding the provision above, the contractor shall not release VA records protected by Title 38 U.S.C. § 5705, Confidentiality of medical quality- assurance records and/or Title 38 U.S.C. § 7332, Confidentiality of certain medical records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse or infection with Human Immunodeficiency Virus (HIV). If the contractor is in receipt of a court order or other requests for the above- mentioned information, the contractor shall immediately refer such court order or other requests to the VA CO for response. Information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract will be protected and secured in accordance with VA Directive 6500 and Identity and Access Management (IAM) Security processes specified in the VA Information Security Knowledge Service. Any data destruction done on behalf of VA by a contractor shall be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management, VA Handbook 6300.1, Records Management Procedures, and applicable VA Records Control Schedules. The contractor shall provide its plan for destruction of all VA data in its possession according to VA Directive 6500 and NIST 800-88, Guidelines for Media Sanitization prior to termination or completion of this contract. If directed by the COR/CO, the contractor shall return all Federal Records to VA for disposition. Any media, such as paper, magnetic tape, magnetic disks, solid state devices or optical discs that is used to store, process, or access VA information that cannot be destroyed shall be returned to VA.The contractor shall hold the appropriate material until otherwise directed by the Contracting Officer s Representative (COR) or CO. Items shall be returned securely via VA-approved methods. VA sensitive information must be transmitted utilizing VA-approved encryption tools which are validated under FIPS 140-2 (or its successor) and NIST 800-52. If mailed, the contractor shall send via a trackable method (USPS, UPS, FedEx, etc.) and immediately provide the COR/CO with the tracking information. Self-certification by the contractor that the data destruction requirements above have been met shall be sent to the COR/CO within 30 business days of termination of the contract. All electronic storage media (hard drives, optical disks, CDs, back-up tapes, etc.) used to store, process or access VA information will not be returned to the contractor at the end of lease, loan, or trade-in. Exceptions to this paragraph will only be granted with the written approval of the VA CO. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS. This section applies when any person requires access to information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees and subcontractors only to the extent necessary to perform the services specified in the solicitation or contract. This includes indirect entities, both affiliate of contractor/subcontractor and agent of contractor/subcontractor. Contractors and subcontractors shall sign the VA Information Security Rule of Behavior (ROB) before access is provided to VA information and information systems (see Section 4, Training, below). The ROB contains the minimum user compliance requirements and does not supersede any policies of VA facilities or other agency components which provide higher levels of protection to VA s information or information systems. Users who require privileged access shall complete the VA elevated privilege access request processes before privileged access is granted. All contractors and subcontractors working with VA information are subject to the same security investigative and clearance requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors shall be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office of Human Resources and Administration/Operations, Security and Preparedness (HRA/OSP) is responsible for these policies and procedures. Contract personnel who require access to classified information or information systems shall have an appropriate security clearance. Verification of a Security Clearance shall be processed through the Special Security Officer located in HRA/OSP. Contractors shall conform to all requirements stated in the National Industrial Security Program Operating Manual (NISPOM). All contractors and subcontractors shall comply with conditions specified in VAAR 852.204-71(d); Contractor operations required to be in United States. All contractors and subcontractors working with VA information must be permanently located within a jurisdiction subject to the law of the United States or its Territories to the maximum extent feasible. If services are proposed to be performed abroad the contractor must state where all non-U.S. services are provided. The contractor shall deliver to VA a detailed plan specifically addressing communications, personnel control, data protection and potential legal issues. The plan shall be approved by the COR/CO in writing prior to access being granted. The contractor shall notify the COR/CO in writing immediately (no later than 24 hours) after personnel separation or occurrence of other causes. Causes may include the following: Contractor/subcontractor personnel no longer has a need for access to VA information or VA information systems. Contractor/subcontractor personnel are terminated, suspended, or otherwise has their work on a VA project discontinued for any reason. Contractor believes their own personnel or subcontractor personnel may pose a threat to their company s working environment or to any company- owned property. This includes contractor-owned assets, buildings, confidential data, customers, employees, networks, systems, trade secrets and/or VA data. Any previously undisclosed changes to contractor/subcontractor background history are brought to light, including but not limited to changes to background investigation or employee record. Contractor/subcontractor personnel have their authorization to work in the United States revoked. Agreement by which contractor provides products and services to VA has either been fulfilled or terminated, such that VA can cut off electronic and/or physical access for contractor personnel. In such cases of contract fulfillment, termination, or other causes; the contractor shall take the necessary measures to immediately revoke access to VA network, property, information, and information systems (logical and physical) by contractor/subcontractor personnel. These measures include (but are not limited to): removing and then securing Personal Identity Verification (PIV) badges and PIV Interoperable (PIV-I) access badges, VA-issued photo badges, credentials for VA facilities and devices, VA-issued laptops, and authentication tokens. Contractors shall notify the appropriate VA COR/CO immediately to initiate access removal. Contractors/subcontractors who no longer require VA accesses will return VA- issued property to VA. This property includes (but is not limited to): documents, electronic equipment, keys, and parking passes. PIV and PIV-I access badges shall be returned to the nearest VA PIV Badge Issuance Office. Once they have had access to VA information, information systems, networks and VA property in their possessions removed, contractors shall notify the appropriate VA COR/CO. TRAINING. This entire section applies to all acquisitions which include section 3. All contractors and subcontractors requiring access to VA information and VA information systems shall successfully complete the following before being granted access to VA information and its systems: VA Privacy and Information Security Awareness and Rules of Behavior course (Talent Management System (TMS) #10176) initially and annually thereafter. Sign and acknowledge (electronically through TMS #10176) understanding of and responsibilities for compliance with the Organizational Rules of Behavior, relating to access to VA information and information systems initially and annually thereafter; and Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system or information access [to be defined by the VA program official and provided to the VA CO for inclusion in the solicitation document i.e., any role- based information security training]. The contractor shall provide to the COR/CO a copy of the training certificates and certification of signing the Organizational Rules of Behavior for each applicable employee within five days of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training is grounds for suspension or termination of all physical or ...