L070--VSMS and STAR uni-directional database integration service (VA-20-00039912)

Performance Work Statement (PWS) Veterans Health Administration (VHA) Simulation Learning, Education and Research Network (SimLEARN) National Simulation Center (NSC) Video Simulation Management System (VSMS) SimLEARN Training Activity Repository (STAR) Database Unidirectional Integration 21 Jan 2020 BACKGROUND Video Simulation Management System (VSMS) is currently installed at the National Simulation Center (NSC) to provide functionality for recording, assessing, debriefing and storing simulated training conducted within the SimLEARN NSC. This system is operated by a proprietary software, SIMULATIONiQ developed by Education Management System (EMS). It was designed to be accessible via the web or video teleconference to allow for remote participation. The VSMS provides the capability to integrate with computerized task trainers and full body, high fidelity simulation mannequins, as well as provide the capability to simultaneously manage multiple patient simulations at a single time to replicate environments, such as a busy intensive care unit, a mass casualty incident, or multiple patients at different levels of care that may be part of a complex scenario. VSMS provides the capability to record the simulated training event from the arrival of the ambulance, through the hallways, to the applicable simulated training room (e.g. emergency room, triage, operating room). It also provides capabilities to record simulation scenarios conducted in an inpatient, clinical setting. VSMS is a fully integrated software-hardware system. VSMS has a learning management system that tracks vital NSC training & equipment scheduling/usage data markers as well as student assessments and equipment usage rates. Conversely, SimLEARN utilizes a database called SimLEARN Training Activity Repository (STAR) to register and schedule learners for all courses within the NSC. Both databases do not share data and is impacting how operate, schedule and maintain proper equipment levels within the NSC. Integrating STARs with the VSMS, will expedite the scheduling and efficient and productive use of the NSC facilities, significantly reducing manual workflows and automating scheduling of learners to specific courses already managed within the VSMS. Additionally, this unidirectional integration will directly facilitate the assignment and access of pre-course materials and information which could be managed in the VSMS system and accessible to registered learners that today is being delivered via email with no way to measure and ensure learner access to critical pre-course assignments. EMS is the only vendor who can provide this integration because the software is proprietary to them. SCOPE The contractor shall provide the personnel, integration support services necessary to provide a seamless unidirectional interface between STAR and the proprietary software SIMULATIONiQ which runs our VSMS learning management systems. The VSMS database modification is required in order to interface with STAR. This required integration service shall support all clinical training provided to medical professionals within the VHA National Simulation Center. GENERAL REQUIREMENTS: The NSC utilizes the STARs database driven system to support the registry and scheduling of nationwide Veterans Affairs staff attending courses at the NSC. Currently, the VSMS will support importing the active directory data from the STAR. This data includes the name, password and email address. The STAR system and the VSMS system are both SQL database driven. This allows the potential for developing a deeper, automated integration that exceeds the current, limited Active Directory data exchange. This would create a unidirectional integration pathway to automate the import of name, email address, password, course, and desired course dates. This data would not only flow into the VSMS, but also flow into workflow architecture to automatically schedule the learner for the desired course into the VSMS system via the session blueprint. Without this unidirectional integration no learner data will automatically flow into the VSMS system. No scheduling for a specific course will occur. The VSMS system must be modified to facilitate a unidirectional interface of data exchange from SIMULATIONiQ to STAR. This data will include attendance specific to individual courses by individual learners. The unidirectional data transfer will be automated to occur on a regular basis and will be determined by the preference of the NSC staff. This can be every 24 hours, or as frequently as every 2 hours. TASKS Design detailed inbound and outbound mapping Development Develop inbound mappings Develop extract and outbound mappings Functional testing/Bug fixes Functional testing End to end testing between systems Regression Testing /Bug fixes Functional testing End to end testing between system Table 1, Mandatory Deliverable Table Deliverable number Deliverable Quantity Deliverable Schedule 4.1 Project Design Workplan (inbound and outbound mapping) 1 each Email design plan to COR 30 days after contract award 4.2 Fully developed inbound mappings as well as extract and outbound mappings 1 or more Email summary of developed mappings to COR within 90 days of contract award date 4.3 Complete a functional testing/bug fixes of the integration service of STAR and VSMS 1 each Email functional beta/bug testing results and associated solutions to COR within 120 days of contract award 4.4 Complete an error free/bug free integration solution of STAR and VSMS systems 1 Email results of fully integrated STAR and VSMS system nitration to the COR within six months of contract award 5.0 PERFORMANCE DETAILS: 5.1 Period of Performance: The period of performance shall be from contract award date through a maximum of six calendar months from date of award. In the event that the contract is extended through FAR clause 52.217-8 "Option to Extend Services," the pricing proposed for the final contracted period of performance shall apply. 5.2. Place of Performance: Work shall be performed primarily at contractor s place of work. The on-site planning and design workshop shall occur in the SimLEARN, building 13 National Simulation Center 13800 Veterans Way, Orlando Florida 32827. Contractor shall provide services during normal business hours from 8:00 A.M. to 4:30 P.M. local time, Monday through Friday, or as otherwise specified. 5.3 Observance of Government Holidays. There are 10 Federal holidays set by law (USC Title 5 Section 6103). Under current definitions, four are set by date: New Year's Day January 1 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 holidays 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 5.4 Type of Contract: The Government anticipates award of a Firm Fixed-Price contract. 5.5 Travel: Periodic travel may occur on occasion. The contractor may be required to attend meetings, at the Employee Education Offices located in Orlando, FL. Travel and per diem will not be reimbursed by the Government as it is up to the contract to project travel cost associated with this contract upon submission of their quotation. Anticipated Travel Locations Estimated Number of trips annually Estimated Number of Contract personnel Estimated Number of days per trip Orlando, FL 1 1 Eight plus two travel days 5.6 Contractor Reporting Requirements: The contractor shall provide weekly progress reports throughout the duration of the contract. Weekly progress report shall be emailed to the Contracting Officer Representative by close of business every Friday. Report shall be created in Microsoft Word or PDF format. 5.7 Contractor s Quality Control Program: The Contractor shall develop and maintain an effective internal quality control program to ensure that services performed are in accordance with the PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The COR will certify receipt of services and/or goods and recommends acceptance of the services/deliverables. This process will be used for approval of payment for the Contractor s invoices and will serve as the mechanism to document that the overall performance of the Contractor has been acceptable for the period of time covered by the invoice. Table 2, Performance Requirement Summary - The deliverables are shown below. The Performance Standard is defined as work being completed within established timeframes Performance Indicator Performance Standard Minimum Acceptable Standard Method of Surveillance Frequency Uni-directional VSMS and STAR database integration solution developed, delivered, installed, and operational tested & proof tested within one year of contract award. Ref: 4.3 & 4.4 Functional and operational VSMS and STAR uni-directional integration system; product solution shall maintain a 98% or better in-service rate 2 or less instances where equipment failures or errors identified Direct Observation/User report Monthly Customer Service VSMS and STAR integration Technical Support services shall provide end user support service within 48 hours of contact 2 or less instances where errors or omissions were identified Valid End User complaints received by COR Quarterly 5.8 Contract Post-Award Meeting: The Contractor shall not commence performance on the tasks in this PWS until the CO has conducted a post-award meeting or has advised the Contractor that the post-award meeting has been waived. 6. Changes to the PWS: Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a contract folder, along with all other products of the contract. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor. 7. Confidentiality and Non-Disclosure: It is agreed that: The preliminary and final deliverables, as well as all associated working papers and other material deemed relevant by VA that have been generated by the Contractor in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted upon request to the CO at the conclusion of the contract. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the Contractor. Any request for information relating to this contract presented to the Contractor shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this contract shall not be publicized without the written approval of the CO. Non-Disclosure and Conflict of Interest: The Contractor and Contractor's staff may have access to Government-sensitive information and shall be required to sign non-disclosure and conflict of interest statements. 8. Security Requirements: Contractor shall not have access to any Information Technology systems or Personal Identifiable Information (PII) throughout the contract.