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REQUEST FOR INFORMATION (RFI) [Point of Use/Care Inventory Management System] The Department of Veterans Affairs (VA) is issuing this RFI in accordance with FAR 15.201(e). The agency does not intend t... REQUEST FOR INFORMATION (RFI) [Point of Use/Care Inventory Management System] The Department of Veterans Affairs (VA) is issuing this RFI in accordance with FAR 15.201(e). The agency does not intend to award a contract but rather gather information on capability, delivery, and other market information pertinent for acquisition planning. The result of this market research will contribute to determining the method of procurement and identify parties having an interest in and the resources to support this requirement for the following: Description 1.1 The Veterans Health Administration (VHA) Office of Procurement and Logistics (P&LO) in support of the Supply Chain Systems Point of Use Program is seeking information on how an interested contractor and/or authorized vendor could provide an automated storage and inventory management system, and the training and maintenance of weight-based bins, shelves, and cabinets for expendable medical supplies stored and consumed in the vicinity of a variety of patient care clinics and supply storage rooms within the Department of Veterans Affairs (VA). This weight-based inventory management system must already be approved for interoperability with the VA s legacy and newly fielded supply chain systems of record. Vendors outside of the Brand Name must make a compelling case that their solution would be advantageous to the government and require no additional cost of time and personnel for the government to test new solutions not already resident in the VA s inventory. 1.2 THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes as part of Market Research; it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This request for information does not commit the Government to contract for any supply or service whatsoever. Further, VA is not at this time seeking proposals and will not accept unsolicited proposals. Respondees are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party s expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. If a solicitation is released, it will be synopsized on https://sam.gov/content/home. It is the responsibility of the potential offerors to monitor these sites for additional information pertaining to this requirement. 1.3 Previous efforts of this nature used the NAICS code 541614 Process, Physical Distribution, Log Consulting Service. However, due to the mix of labor, software, and hardware, the VA is open for suggestion for a more appropriate NAICS code. Please indicate your company size and socio-economic status under the NAICS submitted. Background Supply chain storage and inventory management systems are commonly referred to as Point of Use (POU) or Point of Care (POC) in the VA. Point of Use systems are used for a variety of use cases and scenarios in the VA. This RFI pertains to POUs used to provide storage and inventory management of a variety of general expendable medical supplies. These systems are traditionally used in VA clinics, storage areas, and storage rooms in proximity to areas where patient care is provided. These locations are also known as secondary supply distribution points in the VA Medical Centers (VAMCs). These POUs are interoperable with the VA s Integrated Funds Distribution, Control Point Monitoring, Accounting and Procurement (IFCAP) system s General Inventory Package (GIP), the VA s current supply chain system of record. In October 2020, the Logistics Operating Systems Branch, Supply Chain Systems Directorate conducted a data call to the VAMCs requesting information about the total inventory of S-POU systems as well as those that were in their end-of-life cycle (service life). Between March and October 2022, information from the October 2020 data call was reviewed to update any changes. It is estimated that nearly half of VA s POUs in the inventory must be replaced. The following systems: Omnicell, Pyxis, and Par Excellence, are the three Supply Chain S-POU systems referenced by the for the scenario listed above. All three systems interface and/or interoperate with the supply chain system of record in VA. In Q4 2020, the VA Office of Information and Technology (OIT) conducted an Analysis of Alternatives (AoA) and Technical Assessment (TA) to evaluate Omnicell, a non-weight-based cabinet model POU; Pyxis, a non-weight-based cabinet model POU; and the Par Excellence weight-based open bin and cabinets model POU. The TA scored the Par Excellence weight-based system as best suited for the needs of the VA to store and provide inventory management of expendable medical supplies at the VA s secondary inventory points overall, and in each category for core POU business functionality, ability of OIT to support the POU on the VA s network infrastructure, and compliance with VA policies and directives. While Omnicell, Pyxis, and Par Excellence are all planned for interoperability with a new modernized supply chain system of record, the only weight-based system of the three is the Par Excellence POU. For this reason, the VA is looking for authorized vendors of the Par Excellence System brand name. The scope of this RFI does not include the POUs currently in use in the Cardiac Catheter Lab, pharmacy, biological tissue tracking, and asset tracking systems. 2.1 Planned Production: Q3 FY23 to Q3 FY28 2.2 Delivery Period: Q4 FY23 to Q4 FY28 2.3 Security Requirements: Contractors will be required to obtain temporary Escort Identification Badges. Badges will be displayed in accordance with policies applicable to the said facility. 2.4 POU Requirements. The following define POU system requirements by Key Performance Parameters (KPP), Key System Attributes (KSA), and Additional System Attributes (ASA). A KPP specifies the critical performance requirements and capabilities that a Supply POU (S-POU) system must have to meet its operational goals. An Objective and a Threshold are used to develop the KPP. The Objective is the desired operational performance goal, and the Threshold is the minimum acceptable operational performance value considering program cost, schedule, performance, and risk. A KSA identifies additional system characteristics below that of a KPP that provide crucial performance capabilities and requirements a S-POU system needs to meet its operational objectives. An Objective and Threshold value is used to establish a KSA just like for the KPP. An ASA includes those attributes associated with reliability, availability, and maintainability (RAM). The RAM attributes closely follow the terminology and technical specifications found in the DoD RAM Guide and reflect the current additional system attributes. An Objective and Threshold value is used to establish an ASA as is with KSA and KPP. 2.5 The current listing of KPPs, KSAs and ASAs is presented in the Appendix, Table 1. 2.6 The Scope Of Work (SOW): Enclosure 1 is the initial scope of work and lists requirements for enterprise on-line operations, maintenance, and sustainment training. Training, following the initial part provided during new equipment fielding/implementation, will be made available on the TA s Talent Management System (TMS). Vendor supported training databases such as SharePoint sites can also be incorporated as reference sources for training. Training materials for TMS should include step-by-step User Guides appropriate for supply technicians and logistics managers, system administrators, and network administration guides for IT technicians who will sustain the application on VA servers. All training must follow Federal guidelines contained in Section 508. The VA Office of 508 Compliance and applicable policy documentation can be found at Standards Checklists - Section 508 Office (va.gov). Courseware developers should ensure that its standards conform with interoperability and shareability with VA training systems/platforms to a high degree of certainty. The courses must be able to communicate properly with the VA Learning Management System (LMS) H1-2021. The LMS communicates successfully with content adhering to the following standards: Shareable Content Object Reference Model (SCORM) 1.2 or Aviation Industry CBT Committee (AICC). Content developed to be launched from this interface must meet these standards or in certain circumstances should be developed to use proprietary Plateau Tracking Functions (PTFs) to communicate with the VA LMS. Requesting the vendor training package be inclusive of material to support a Help Desk function managed by the VA. Resources requested for this purpose include Troubleshooting Guides, User Guides, Facility Guides, and key point of contact information. Further data breakdown to support this RFI are contained in the following Appendices: Appendix, Table 2: List of the follow-on SOW for Initial Installation, Integration, Initial Training, Sustainment, and Support plan for the weight-based S-POU system. The VAMCs are identified by Complexity Level ranging from Level 1 for a Large Facility, Level 2 for a Medium Facility, and Level 3 for a Small Facility, and small outpatient clinics known as Community-Based Outpatient Clinic (CBOC). There are currently 53 sites identified for this support. Appendix, Table 3: List of the VAMCs and CBOCs that will require Sustainment and Support Plan of the weight-based S-POU systems only. These sites are those that already have the weight-based S-POU, and only require Maintenance and Training Support. There are currently 52 sites identified for this support. Critical information requested is the estimated timelines and timeframe implementation of the initial Scope Of Work as listed in Enclosure 1, and the Follow-on Scope of work in Table 2 and Table 3 Information Requested This notice is intended strictly for market research. The purpose of this Sources Sought Notice is to determine interest and capability of potential qualified sources of supply and determine the socioeconomic size classification of the supplier and manufacturer of the end item. Interested companies shall provide, at a minimum, the following information with their response: (A) Credentials of the Company: Company Name and Address: Point of Contact (POC) Name: Email Address: Phone Number: Unique Entity Identifier (UEI): Mark if your firm is eligible for participation in one of the following small business programs. If so, please indicate the program: [ ] Yes [ ] No - Small Business (SB) [ ] Yes [ ] No - HUBZone [ ] Yes [ ] No - Small Business 8(a) [ ] Yes [ ] No - Small Disadvantaged Business (SDB) [ ] Yes [ ] No - Women-Owned (WO) Small Business [ ] Yes [ ] No - Service Disabled Veteran Owned Small Business (SDVOSB) [ ] Yes [ ] No - Veteran Owned Small Business (VOSB) [ ] Yes [ ] No - Large Business [ ] Yes [ ] No Other (please specify) Please answer the following questions: [ ] Yes [ ] No - Does not exceed xxxx employees/millions based on the appropriate NAICS Code you are using. [ ] Yes [ ] No Will at least 50 percent of the cost of performance incurred be expended for employees of your concern or employees of other eligible SDVOSB/VOSB concerns. [ ] Yes [ ] No - Is primarily engaged in the retail or wholesale trade and normally sells the type of item being supplied. Do you plan to Prime or be a sub-contractor? Can your company independently provide the entire range of requirements? If not, identify which requirements cannot be met and describe teaming arrangements to meet all the requirements specified in the KPPs, KSAs, and ASAs. [ ] Yes [ ] No - Takes ownership or possession of the item(s) with its personnel, equipment or facilities in a manner consistent with industry practice (identify how this occurs); and [ ] Yes [ ] No - Will supply the end item of a small business manufacturer, processor or producer made in the United States, or obtains a waiver of such requirement pursuant to paragraph (b)(5) CFR 121.406. Small business concern means a concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the criteria and size standards in 13 CFR part 121. A small business concern for the purposes of this procurement is generally defined as a business, including its affiliates, averaging no more than ____[fill-in]____ million dollars in annual receipts. Annual receipts of a concern that has been in business for 3 or more complete fiscal years means the annual average gross revenue of the concern taken for the last 3 fiscal years. Annual receipts of a concern that has been in business for less than 3 complete fiscal years means its total receipts for the period it has been in business, divided by the number of weeks including fractions of a week that it has been in business, and multiplied by 52. Respondees are cautioned, however, that this is a general description only. Additional standards and conditions apply. Please refer to Federal Acquisition Regulation FAR 19 for additional detailed information on Small Business Size Standards. The FAR is available at http://www.arnet.gov. (B) Brief summary describing your company s available solution (business and technical) to meet the requirements, to include: Number of Clients supported. Indicate whether your solution meets all the KPPs, KSAs, and ASAs thresholds identified in Appendix Table 1, and what portion of the objective does the solution meet. If these cannot be entirely met, which capabilities are shortfalls, and can possibly be met with business process outsourcing solution. Identify alternative approaches to meeting the capabilities if available. Use Enclosure (1) to respond. Enclosure (1) does not count against the page count of the response. What are your company s processes to satisfy the requirements for adherence to schedule, agility, flexibility, responsiveness, scalability and reliability, service quality and consistency, and continuous improvement? Define the minimum system requirements or hardware specification for the implementation and hosting of your product to fulfill business, security, reporting, performance, and capacity requirements for VA IT Enterprise (servers, storage devices, etc.). Provide a system design and/or architecture diagram for a typical implementation of your product(s). (C) What is the normal pricing methodology for your S-POU products? (D) Can you provide potential Contract Line-Item Number (CLIN) structure for information gathering purposes on the following? Site assessment/survey Hardware/software material pricing. Please indicate if that price includes packaging, shipping, insurance, and other related material handling and transportation fees. Software licensing Labor for installation and training Training materials and reference sources (SharePoint) Operation and Technical Manuals Maintenance support plans Infrastructure changes, power needed and LAN drops Additional services your company provides (E) New implementation/fielding: How many sites are you capable of fielding on an annual basis? Describe how you plan on executing fielding operations across the (widely spread out) locations (Primaries, Secondaries, and CBOCs) within a given VA Medical Center (VAMC)? Describe, in detail, how you will itemize billing for ALL services; Travel and Living Expenses, Manhour charges, etc. Itemize all associated third-party charges associated with each implementation; shipping fees to the respective sites, other software requirements/vendors for interface, cost for any additional network drops or electrical outlets; and cost for modifying any existing VA-owned or leased facilities to install louvers/standards on walls of supply locations. Describe how you will address any known or unknown risks or constraints like weather, delay with parts, etc. will be mitigated. Specify your communication plan with the VA stakeholders. Describe any timeframe requirements with completing set-up each location based on the range/number of bin/shelves for each installation. In other words, how long would it take you to field a site with say 140-160 locations or 80-100 locations? (F) Provide Rough Order of Magnitude based on the requirements provided in this RFI. (D) Additional questions concerning technology platform and support: Describe the duration and scope of your warranty. Specify the expected turn-around time for support for support while equipment is under warranty. Describe the nature of testing usually performed on the equipment to ensure quality during and after installation. Describe the type of and duration of maintenance and support provided after the initial installation has been completed at the facility. Is your system web-based? Is your system hosted in a Cloud-based server? If so, can it be hosted on the VA s Enterprise Cloud (Azure or AWS)? Describe how your cybersecurity team will meet VA cybersecurity requirements and work with the VA OIT office to support cybersecurity requirements and needs throughout the lifespan of the POU. Can your software application be hosted on VA-owned equipment, or do you require the customer to purchase servers, computers, etc. from you? Describe the turnaround time for service support if one of the POUs requires hardware replacement due to equipment failure. Specify how the customer will coordinate service support request within the timeline. Describe the type and process of testing conducted during and after installation to ensure quality of the equipment. Does your system support open bin and cabinet models? Does your system include an embedded operating system? If so, what is the operating system? Does your software application have a license? How is this license structured (per user, per site, per cabinet, etc.)? Describe how maintenance support will be provided after the initial installation has been completed? Indicate how you will support the Help Desk with remote or onsite technical or business functions such as troubleshooting or resolving open trouble tickets. Will support be available 24/7, and will this be provided by your company or by a third-party company? (G) Recommended Service Level metrics, targets, and measurement windows for the following: 100% Successful User Acceptance tests. Demonstrate real time capability of interface to VA supply chain system of record at the sites. Demonstrate implementation of business event level triggers to VA supply chain system of record at the sites. Maintain signed roster for Users and Supervisors trained. Successfully train VA Staff in support duties such as system calibration, inclusion of new items, discontinuation of items, preliminary troubleshooting, and daily operational checks. Optimize use of limited VA physical space. Optimize bon arrangement (i.e., preclude empty, or non-used bins, etc.); requires per site collaboration with local staff. (H) If you have operated as a prime contractor in providing a POU Solution: Provide a case study that describes how you have provided or currently provide this solution to an organization of similar scope, size, and complexity to the VA? Indicate the percentage of the work that was performed by your company as the prime contractor in this case study. Provide a case study that describes how you provided technical and operational readiness of a client to POU system. The client scope, size, complexity must be like the VA. Indicate the percentage of the work that performed by your company as the prime contractor in this case study. Provide a case study that describes how you provided end-to-end service implementation, coordination of the POU system. The client scope, size, complexity, and contact volume must be like the VA. Indicate the percentage of the work that performed by your company as the prime contractor in this case study. Provide a list of the number of clients that you have successfully implemented and supported as a prime contractor. The client s scope, size, complexity, and contact volume must be like the VA. 4.0 Responses THERE IS NO SOLICITATION AT THIS TIME. Responses to this notice are not offers and cannot be accepted by the U.S. Government to form a binding contract or agreement. This notice shall not be construed as a commitment by the Government to issue a solicitation, or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Submission of any information in response to this market survey is purely voluntary; the Government assumes no financial responsibility for any costs incurred. Your responses may be shared with all stakeholders, thus, information received will not be considered proprietary. Note: Do not include Proprietary, classified, confidential, or sensitive information in responses. In addition to providing the information requested above, responding companies are encouraged to include any relevant information (specifications, cut sheets, brochures, capability statement, previous experience etc.) to confirm the company s ability to meet the requirements outlined in this request. 4.1 Interested parties are requested to respond to this RFI with a white paper. 4.2 White papers in Microsoft Word compatible format are due no later than February 13, 2023 at 3PM ET. Responses shall be limited to no more than 15 pages for submitted via e-mail only to david.rupert@va.gov and william.justiniano@va.gov. The page limit will not count against the information contained in the spreadsheet Enclosure (1). Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. To aid the Government, please segregate proprietary information. Please be advised that all submissions become Government property and will not be returned. Cover Sheet 1 page Please provide the following information: 1. Organization name, address, and web site. 2. Point of contact to include e-mail address and telephone number. 3. Business size (large or small). If small, please provide type of small business. 4. North American Industry Classification System (NAICS) that best fits these task areas. 5. If applicable, GSA contract number, schedule, and Special Item Number (SIN) category. Index 1 page Please provide an index to assist the Government in identifying where you have addressed each question below in your Capabilities Statement and Market Information. Please provide question number and corresponding page and section heading and/or paragraph number. 4.3. Section 1 of the white paper shall provide administrative information, and shall include the following as a minimum: 4.3.1. Name, mailing address, overnight delivery address (if different from mailing address), phone number, fax number, and e-mail of designated point of contact. 4.3.2. Recommended contracting strategy. 4.3.3. Either: Copies of executed Non-Disclosure Agreements (NDA) with contractors supporting the VHA in technical evaluations. Or A statement that the respondee will not allow the Government to release its proprietary data to the Government support contractor. 4.3.4 In the absence of either of the foregoing, the Government will assume that the respondee does NOT agree to the release of its submission to Government support contractors. 4.3.5 The facility security clearance of the offeror. 4.3.6 The number of pages in Section 1 of the white paper shall not be included in the no more than 15 pages limitation, i.e., the 15 page limitation applies only to Section 2 of the White Paper. 4.4 Section 2 of the White Paper shall answer the issues addressed in Section 3.0, Requested Information, of this RFI and shall be limited to no more than 15 pages. 5.0 Industry Discussions VHA representatives may or may not choose to meet with potential offerors. Such discussions would only be intended to get further clarification of potential capability to meet the requirements, especially any development and certification risks. Appendix Table 1. POU KPPs, KSAs and ASAs Key Performance Parameters (KPP) specify the critical performance requirements and capabilities that a S-POU system must have to meet its operational goals. KPP 1: The S-POU system shall automate inventory management by updating the quantity on hand (QOH) levels, for items stored within the S-POU hardware, in real time at a facility s supply distribution points. Threshold: provides the minimal capability to automate updates to QOH Provides automation of updates in less than 1 hour of increment or decrement of an item, to the QOH level of items stored within the S-POU. Updates to QOH may be produced via personnel interaction with the system (i.e., personnel login, personnel must take actions to increment or decrement within the system, and similar technologies etc.) or without personnel interaction with the system (via weight-based automation or equitable technologies) Provides on-demand update of QOH Provides ability to edit quantity on hand because of physical inventory Objective: provides the desired capability to automate updates to QOH Provides automation of real-time updates in less than 30 minutes of increment or decrement of an item, to the QOH levels without requiring personnel interaction with the POU system to update (via weight-based automation or equitable technologies). Ability to automate syncing/updates of the POU s QOH levels to the Supply Chain System of Record (currently Generic Inventory Package (GIP). Provides ability to edit quantity on hand because of physical inventory. KPP 2: The S-POU system shall provide automated inventory supply level management for expendable (EX) medical supplies at a facility s Supply Distribution Points. Threshold: provides a minimum capability to automate inventory level management Provides Periodic Automatic Replenishment (PAR) levels or normal level Provides Reorder Levels Objective: Provides a desired capability to automate inventory management levels Ability to automate syncing and updating of the Periodic Automatic Replenishment (PAR) levels or normal level with the Supply Chain System of Record (currently GIP). Ability to automate syncing and updating of the Reorder Levels with the Supply Chain System of Record (currently GIP). Provides emergency or critical low stock level notification KPP 3: The S-POU System shall provide cataloged information for EX supplies at a facility s Supply Distribution Points. Threshold: provides a minimum capability to automate cataloged item information Provides cataloged information for expendable supplies such as Transaction Identifier Code, Item Location Serial Identifier, Location Name, Materiel Item Identifier, Short Item Description, Customer Identifier, Threshold Level Quantity, Unit of Sale (UOS) Code or UOS Pack Code, UOS Price Amount, Delete Indicator, New Tracking Item Indicator, UOS Quantity, Item Serial Identifier, Manufacturer, Manufacturer part number, National Stock Number. Cataloged data fields will be dependent on the catalog system used. Objective: Provides a desired capability to automate cataloged item information Ability to automate syncing and updating of expendable supply catalog information from the Supply Chain System of Record (currently GIP or other VHA approved external source for expendable supplies such as Transaction Identifier Code, Item Location Serial Identifier, Location Name, Materiel Item Identifier, Short Item Description, Customer Identifier, Threshold Level Quantity, Unit of Sale (UOS) Code or UOS Pack Code, UOS Price Amount, Delete Indicator, New Tracking Item Indicator, UOS Quantity, Item Serial Identifier, Manufacturer, Manufacturer part number, National Stock Number. Cataloged data fields will be dependent on the catalog system used. KPP 4: The S-POU system shall auto-generate real-time and on-demand supply reorder requests to the Supply Chain System of Record (currently GIP). Threshold: provides the minimum capability to auto-generate supply reorder requests Ability to auto-generate an order for supplies when the item reaches the re-order level to the Supply Chain System of Record (currently GIP). Ability to generate an order for supplies when the user makes an on-demand order to the Supply Chain System of Record (currently GIP). Objective: provides the minimum capability to auto-generate supply reorder requests Threshold = Objective KPP 5: The S-POU system shall provide physical scalability for containment of (EX) medical supply inventory near the vicinity of patient care and main storage areas. Threshold: provides the minimum capability of physical scalable configuration containment Able to be physically sized and installed with multiple configurations for accommodation of different size EX medical supplies (e.g. bandages, sutures, syringes, staples, gloves, masks, gowns, sealants, catheters, antiseptics, crutches etc.) required to conduct patient care in a facility. Able to be physically sized and installed with multiple configurations for accommodation to fit system hardware into facility locations of differing sizes such as large main storage areas, medium supply storage rooms and storage closets, and smaller clinic areas without a specified storage area in the vicinity of patient care. Provides flexibility for secured physical storage for highly pilferable or expensive EX medical supplies, and unsecured physical storage of inexpensive EX medical supplies for ease of take and go retrievability by clinicians. Objective: provides the desired capability of physical scalable configuration containment Able to be physically sized and installed with multiple configurations for accommodation of different size EX medical supplies (e.g. bandages, sutures, syringes, staples, gloves, masks, gowns, sealants, catheters, antiseptics, crutches etc.) required to conduct patient care in a facility. Able to be physically sized and installed with multiple configurations for accommodation to fit system hardware into facility locations of differing sizes such as large main storage areas, medium supply storage rooms and storage closets, and smaller clinic areas without a specified storage area in the vicinity of patient care. Provides flexibility for secured physical storage for highly pilferable or expensive EX medical supplies, and unsecured physical storage of inexpensive EX medical supplies for ease of take and go retrievability by clinicians. Provides EX containment that can use both a smart cabinet-type enclosure for high-cost items or take and go smart open weight-sensing bins for high consumption items using the same S-POU inventory management system software application. (VHA Directive 1761 dated 12/30/20) Provides Mobile Smart Cart Model POU system (i.e. crash cart, bleeding cart etc.) KPP 6: The S-POU system shall provide interoperability with VA systems. Threshold: provides the minimum interoperability with VA systems Provides interoperability and functionality with the VA Supply Chain System of Record (currently GIP). Objective: provides the desired interoperability with VA logistics systems Provides interoperability and functionality with the supply chain system of record (currently GIP) to sync inventory management supply levels data Ability to provide interoperability and functionality with the VA Medical Health Record/Electronic Health Record system (EHRM) to track medical supplies to patients and medical procedures; enables patient billing, ability to create consult/order for exportation. Note: Interoperability with EHRM is not currently in use with S-POUs in the VA. KPP 7: The S-POU system shall be able to operate on the Department of Veterans Affairs Enterprise Network. Threshold: provides the minimum capability to operate on the Department of Veterans Affairs Enterprise Network ...