R410--Pinnacle Data Extraction and Backup across VA Radiation Oncology Centers

THIS SOURCES SOUGHT NOTICE IS SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION WILL BE ISSUED. NOTICE This sources sought notice does not constitute a Request for Quotation (RFQ) or a promise to issue an RFQ in the future. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are advised that the Government will not pay for any information or administrative costs incurred in response to this RFI. It is the responsibility of the responders to monitor this site for additional information pertaining to this requirement. Responses or questions concerning the composition and requirements to the RFI will not be returned. All capable contractors are welcome to respond to this notice and shall provide a brief capability statement that covers the information in the performance work statement. The Capability Statement shall be limited to 7 pages and no more than 5MB. The Government will not review any other information or attachments included, that are more than the 7-page limit. The Government will not review generic marketing materials that do not address the information contained herein or the attached documents. GENERAL Your response must address capabilities specific to the services required in the statement of work and must include the following: Request Company information to include: Company Name SAM CAGE & Unique Entity ID under which the company is registered in Sam.gov/ https://veterans.certify.sba.gov Company Address Point of contact name Telephone number Email address Socioeconomic data Company Business Size Status and representations of your business General pricing of your products/solution. Pricing will be used for the purpose of market research only. Names and types of current federal contracts and/or contract vehicles that can be utilized for the scope of the requirements. This is not a request for quotes. The estimated period of performance is a (12) months-base period with an additional four (4) months. The NAICS code is 518210. All interested parties shall respond no later than 6/18/2024 at 12:00PM EST. Submit responses to via email to contact@example.gov. Telephone responses will not be accepted. STATEMENT OF WORK National Radiation Oncology Program GRID Retrospective Data Ingestion GENERAL INFORMATION Title of Project: Pinnacle Data Extraction and Backup across VA Radiation Oncology Centers Purpose: This Contract aims to acquire and implement best practice solution(s) for accessing and extracting comprehensive radiation treatment planning, image guidance, and delivery data from Pinnacle data systems distributed across VA Radiation Oncology Centers. This Contract has two primary objectives: 1) to provide critical and timely backup solution for archival data at risk of catastrophic loss, and 2) to aggregate extracted datasets in a centralized database. Scope of Work: For purposes of this Contract, quantitative radiation oncology data includes, but is not limited to, physician delineated target structures and treatment volumes, doses and fractions delivered to tumor and normal structures, organs at risk and delivered radiation doses, delivery technique including on-board imaging and adaptive planning, and reliability of daily dose delivery. Accounting for detailed, precise radiation oncology data is requisite for the operational goal of ensuring quality of precision oncology care for Veterans. Importantly, most of this data remains siloed within the local radiotherapy data systems (such as Pinnacle) at each VA radiation treatment facility. Critically, the Pinnacle system is end-of-life and VA has experienced catastrophic loss of historical Pinnacle data for at least one site. The VA National Radiation Oncology Program (NROP) is therefore aiming to extract siloed Pinnacle data and bring them together within a single database, the Health Information Gateway and Exchange (HINGE) platform. While there are existing solutions to extract historical Pinnacle data, VA currently lacks access to these established solutions. This project aims to acquire and implement best practice solution(s) for accessing and extracting comprehensive radiation treatment planning, image guidance, and delivery data from Pinnacle data systems distributed across VA Radiation Oncology Centers. This project will occur in two phases: Phase 1 The Contractor will provide software solution including required licenses, as well as technical support and guidance, to effectively implement solution within the VA. This will require significant coordination with VA s Healthcare Technology Management (HTM) and Radiation Oncology personnel, Office of Information Technology (OIT) for software evaluation and implementation, local biomedical engineering personnel for virtual machine (VM) implementation as relevant, including securing approvals (e.g. ERA) and infrastructure for implementation. Phase 2 (shall be initiated upon completion of Phase 1) The Contractor shall work closely with the HINGE team (in addition to other third parties as relevant) to support semi-automated extraction of DICOM-RT and record-and-verify datasets, and any other ETL tasks that may arise, and shall be responsive throughout to HINGE team and NROP leadership to troubleshoot, support, and otherwise help ensure successful data extraction. The Contractor shall provide technical support throughout Phase 2 as relevant and needed for successful completion of VA-wide Pinnacle data extraction. Background: The VHA NROP has developed software and database called Health Information and Gateway Exchange (HINGE), and has an ongoing GRID project dedicated to the prospective and retrospective ingestion of VA radiotherapy data and its integration with the VA clinical record. However, a significant portion of previous radiation treatment courses across the VA remains siloed in the end-of-life / unsupported Pinnacle system, with at least one site experiencing catastrophic data loss. The NROP is urgently seeking to extract and recover comprehensive archival Pinnacle datasets across the VA but does not have the technological solutions available to perform this work at this time. NROP is therefore seeking direct engagement and support of the Contractor, including provisioning of technical solutions workable within the VA network ecosystem. 4. Performance Period: The period of performance is twelve (12) months-base period with an additional four (4) months no-cost-extension option period from date of award. 5. Type of Contract: Firm-Fixed-Price 6. Place of Performance: Work will be performed remotely CONTRACT AWARD MEETING The Contractor shall not commence performance on the tasks in this PWS until the CO has conducted a kickoff meeting or has advised the Contractor that a kickoff meeting is waived. GENERAL REQUIREMENTS At no time shall the Contractor direct, change, or engage in the formulation of VHA policy. The VHA is solely responsible to review the Contractor s recommendations and to make decisions concerning the formulation of policy. The Contractor shall provide all resources necessary to accomplish the deliverables described, except where otherwise specified. In particular, the Contractor shall ensure there is sufficient staffing, supplies and equipment to provide services for the length of the Contract. The Contractor shall provide a mechanism to ensure timely and meaningful communications with the COR at the frequency illustrated in the Contract. All scheduled contacts between the Contractor and VHA staff shall occur during regular VHA hours of operation. The Contractor shall ensure all VA Office of Information and Technology s (OI&T) policies and procedures specified in this document are adhered to. The Contractor shall adhere to the no employer-employee relationship between the Veteran Administration (VA) and Contractor employees. The Contractor shall train staff at the Contractor s expense per Contract, ensuring in particular that all staff have documentation of appropriate VA-mandated privacy training and any other required training modules, as relevant. The Contractor shall observe all sensitive data laws from Federal regulations and VA policies and procedures. The Contractor shall only disclose or issue sensitive, confidential, and/or proprietary information to authorized recipients as designated by VA and only where directly related to this specific Contract. The Contractor shall incorporate industry standard performance metrics. The Contractor shall ensure that Contractor employees sign and follow confidentiality statements. The Contractor shall comply with the Privacy Acts 38 US 5701 and 38 USC 7332. Any and all data obtained from this PWS shall not be disclosed to 3rd parties and shall not be used for the Contractor s own purposes except by the Privacy Act. The Contractor shall safeguard employees do not have access to unauthorized medical information except where part of Contract. All sensitive information protected by 38 USC 4132 or 3305 per the VA. The Contractor shall be subjected to criminal penalties for violating statutory provisions identified by VA. The Contractor shall report all security incidents to the local VA Information Security Officer (ISO), including the date, name, organization, phone number, email address of person filing report and the report shall include the affected system name(s) and preliminary action(s) taken. The Contractor shall schedule a meeting with local ISO to highlight Contractor obligations to ensure compliance with 6504, Restrictions on Transmission, Transportation, and access to VA data outside VA facilities where relevant. The Contractor shall ensure measures are taken to prevent fraud by the Contractor s employees. The Contractor shall follow the Workforce Investment of 1998, Public Law 105-220. The Contractor shall adhere to Title IV of the Rehabilitation Act Amendments of 1998. The Contractor shall observe Section 508 to develop, procure, maintain, and use Electronic and Information Technology (EIT). The Contractor shall guarantee that EIT allows Federal employees with disabilities to have access and use of data that is comparable to the access and use of information for other Federal employees. The Contractor shall ensure that data collection activities are legal, ethical and in compliance with applicable legislation. The Contractor shall be paid at two (2) intervals: the first following successful implementation of Pinnacle data extraction solution within the VA (i.e. completion of Task One), and the second following completion of data extraction VA-wide (i.e. completion of Task Two). The Contractor shall provide a brief written summary of status, with supporting materials as relevant, to facilitate VA review of Contractor s progress. Upon each successful review, VA will disburse interval funds. The VHA shall furnish required GFE for Contractor s use where relevant, and shall provide sufficient access-controlled VA network space to centrally house extracted datasets. D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Description of Tasks and Associated Deliverables: In accordance with Section A, the Contractor shall: Task One: Phase One (1) Implement a VA-approved VA-wide solution for archival radiation data extraction from Pinnacle by: Where relevant, working closely with HINGE and NROP teams, VA OIT and cybersecurity, biomedical engineering, to expedite and complete successful review/evaluation, and ultimately approval, of technical solution (for Pinnacle data extraction) for implementation within the VA Providing sufficient licensing for implementation across 12 Pinnacle sites to support data extraction for an estimated 20,000 patients data Supporting technical software implementation including instructional coaching, expert guidance, sharing SOPs or other documentation as relevant, troubleshooting, bug fixes, and releases of any patches / version updates as relevant, in close coordination with HINGE and NROP and other VA teams and stakeholders as relevant Validating successful functioning of system by ensuring correct data extraction of at least one patient record from each VA Pinnacle site (can be a test patient). Note: data extracted must be in in DICOM-RT format, and must include linked RTSTRUCT, RTDOSE, RTPLAN, and RTRECORD file(s). Where possible, DVH data for all structures should be included in the RTDOSE file (RT DVH module). Non-conforming data types should be converted to DICOM-RT wherever feasible. Any corresponding imaging data should also be included in DICOM or DICOM-RT format as relevant. Deliverables: Written confirmation of VA approval for working solution (emails OK) Software license(s) sufficient to cover estimated size and scope of data Installation of any implemented scripts or software workflows along with cop(ies) of appropriate documentation to enable implementation VA-wide DICOM-RT datasets corresponding to at least one patient from each VA Pinnacle site Task Two: Phase Two (2) Support VA-wide Pinnacle data extraction, DICOM-RT transformation, and data centralization by: Answering and addressing user-initiated queries including but not limited to technical questions, clarifications, troubleshooting, and general and/or expert support, as relevant or needed Participating in regular meetings/discussions (at least once per month) at a mutually agreeable time to discuss project status and identify pitfalls and solutions as relevant to ensure continued success Provisioning relevant software patches or updates (e.g. to fix identified bugs or limitations) and providing implementation support (as in Task One, Phase One) as relevant Deliverables: Written record of user queries/issues and their responses/solutions Confirmed attendance at scheduled meetings throughout duration of Contract List and corresponding description/explanation for any patches or updates provided E. CHANGES TO STATEMENT OF WORK Any changes to this document shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor. F. REPORTING REQUIREMENTS In addition to reporting requirements listed in Schedule of Deliverables section, every month the Contractor will also provide a brief written report detailing the status and progress of all Tasks and Deliverables. G. SECURITY - The C&A requirements do not apply, and a Security Accreditation Package is not required. Information System Security The Contractor will be provided VA GFE to perform all required development and testing support as well as data extraction and analysis. Contractor Personnel Security All Contractor employees will be provided VA GFE to perform all required development and testing support. Position Sensitivity The position sensitivity has been designated as TBD Background Investigation Background investigations may be needed as a prerequisite for specific personnel onboarding and/or activities. SCHEDULE FOR DELIVERABLES Task Deliverable ID Deliverable Description 1 A Confirmation of VA approval Due within 2 business days after notification of VA approval(s) Electronic submission to: VA PM, COR, CO, CS Inspection: destination Acceptance: destination 1 B Software license(s) Due at time of electronic delivery of approved solution Electronic submission to: HINGE team Inspection: destination Acceptance: destination 1 C Software / scripts installation and documentation Due within 2 months after confirmation of VA approval Electronic submission to: HINGE / biomedical engineering teams Inspection: destination Acceptance: destination 1 D Initial patient data extract Due within 2 months after software installation Secure VA data transfer to: HINGE Inspection: destination Acceptance: destination 2 A Records of customer support Due within 5 business days after Task 2 completion Electronic submission to: VA PM, COR, CO, CS Inspection: destination Acceptance: destination 2 B Meeting attendance report Due within 5 business days after Task 2 completion Electronic submission to: VA PM, COR, CO, CS Inspection: destination Acceptance: destination 2 C Software patches / version records Due within 5 business days after Task 2 completion Electronic submission to: VA PM, COR, CO, CS Inspection: destination Acceptance: destination