J--Elekta MOSAIQ Software Maintenance Base + 4 . The only changes are the new NAICS code 541511 and adding ‘authorized’ wording when referring to vendor.

Note: 12/6/17 the only changes of this Source Sought from previous Source Sought are the NAICS code and adding authorized wording when referring to vendor. Source Sought VA is seeking an authorized vendor to provide Elekta MOSAIQ Software Maintenance at the VA Medical Center located at 4500 S. Lancaster Rd. Dallas, TX 75216 for a base plus four option year service contract. DESCRIPTION/SPECIFICATIONS/WORK STATEMENT FOR THE ELEKTA MOSAIQ SYSTEM CONTRACTING OFFICER'S REPRESENTATIVE (COR): VANTHCS will appoint at least one (1) CORs for this contract. The COR will come from Radiation Oncology Service. Contractor is required to respond to issues raised by any of the CORs and not just the primary COR. Contract Period : Base + 4 OYs MAINTENANCE AND SUPPORT SERVICES: Maintenance and Support Services for MOSAIQ Products The vendor will provide the maintenance and support services specified for the MOSAIQ/Elekta Care Gold Products. Products covered in this service include MOSAIQ, MOSAIQ RO, MOSAIQ Resource Scheduling, MOSAIQ Procedure Management, IQ Server, Non-IGRT Varian Linac Connectivity, Connectivity to Simulator, Connectivity to TPS or Virtual Sim, Connectivity to DICOM CT Sim, Connectivity to Non-Dicom (Portal Vision), Connectivity to Varian Linac, and Connectivity to MLC/IMRT. MOSAIQ/Elekta will provide: 1. Labor and Parts Coverage including management service reviews and hardware and software safety releases. This includes site visits for planned maintenance. All planned maintenance and repairs will be covered in this service contract. 2. Software Support including software updates and upgrades. Updates include minor improvements, patches, or service pack releases of a major version of software. Upgrades mean a major, standalone version of a software product. On-site training is not included unless specifically agreed otherwise for Updates and Upgrades. On-site application training for new feature is included and shall take place at time of installation. 3. System Availability including technical support by email/phone, application support by phone, and technical information supply. On-site, one day visit from an authorized Elekta Applications Specialist designed to provide basic application advice to safeguard clinical systems and availability. All travel time and expenses are included in this option. On-site support is only provided during normal office hours. 4. Online Support including technical online support and applications online support. 5. Business Services including online customer portal support plus. 6. Current MOSAIQ holidays are New Year s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, day after Thanksgiving, Christmas Eve Day, and Christmas Day. MOSAIQ will inform Customer of any changes to MOSAIQ holidays. Automatic Renewal MOSAIQ s obligation to provide maintenance and support services and Customer s obligation to pay the maintenance and support fees then in effect shall be automatically renewed on the anniversary dates of Acceptance, unless either MOSAIQ or the Customer has given the other at least thirty (30) days prior written notice cancelling MOSAIQ s maintenance and support fees over the preceding year, Customer may also prevent such automatic renewal by giving MOSAIQ written notice of cancellation within fifteen (15) days of receipt of MOSAIQ s invoice showing such increase. Any failure by MOSAIQ to provide ongoing annual maintenance support on the anniversary date of Acceptance shall not constitute grounds for terminating this Agreement but shall only be a basis for terminating the parties future obligation with respect to maintenance and support. Information technology security requirements: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. The information made available to the contractor by VA for the performance of this contract will be used only for the purposes of performance under this contract. The certification and accreditation requirements do not apply to this requirement and a security accreditation package is not required. SECURITY STATEMENT: Sensitive VA information is contained within the systems covered by this contract. Biomedical Engineering shall perform virus scans on all removable media prior to use on VA medical equipment. This includes all types of removable media, including media (e.g., USB devices, CDs, dongles, etc.) that has been issued by VA, media not issued by VA, and media brought in by vendors or independent service organizations. Within accordance of VA Directive 6500, Information Security Program, September 2007 The Vendor will not transfer any VA information to a location outside the VA and only to VA locations determined by the VA System Administrator. The information in these systems may be covered by the Privacy Act 1974 which contains criminal penalties of abuse of information. During onsite service, the Vendor shall be chaperoned by VA Personnel. However, the vendor shall not be issued a UserID/Password. Non-volatile memory devices, working or non-working, shall NOT be removed from the VA facility until the ISO has certified that the data has been destroyed. For magnetic devices and media, the data destruction will be by degaussing. Other forms of cleansing will be used for non-magnetic media. The vendor will not have remote access to complete the repair(s) and preventive maintenance. The vendor shall sign a Business Associate Agreement with the VA. The COTR or designee is responsible for the actions of the vendor during the repair. Because the Vendor is chaperoned the vendor does not need to take VA Privacy or Information Security training. A background investigation is not required. The Vendor and all VA employees are required to immediately report any security violations to the Information Security Officer. No other security statements are required. RECORDS MANAGMENENT STATEMENT: All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System (VANTXHCS) and must be returned to VANTXHCS at the end of the contract or destroyed in accordance to the VHA Record Control Schedule (RCS)10-1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21 , 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract or identified in the RCS 10-1. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Safety Requirements: In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served to the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work, and hold the Contractor in default. Invoicing: Payment to be made monthly in arrears by certified invoices and must contain the contract number in addition to the requirements detailed in 52.212-4 (G) to be considered valid. All invoices shall be submitted to the VA Financial Service Center and emailed to the COTR. All invoices will reference the purchase order number assigned to the contract. Billing address: VA FSC PO Box 149971 Austin, TX 78714 END OF WORK STATEMENT