VA Network Contracting Office 23, Black Hills, is issuing this Sources Sought Synopsis to determine the suitability for a Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), or other Small Business set-aside for services to identify and migrate imaging exams between a BRIT PACS, BRIT migration servers, and a Hyland VNA, for the VISN 23, (8 VAMC s) area (see Statement of Work below). This is not a request for quotes or proposals and any such submitted in response to this notice will not be evaluated. Vendors who are interested in this requirement should respond to this notice by providing: a. A short capability statement outlining their ability to provide the service b. A list of other contracts for similar service that they have been prime or a sub-contractor on c. Certification of their SDVOSB/VOSB status through VetBiz.gov (if applicable) d. Company DUNS number e. Company Contact information Annual workload estimate for this requirement is: Description of service Qty Migrated medical imaging exams that are missing study instances (images). up to 1,400,000 Respond directly via email at: [email protected] Statement of Work VISN 23 Image Migration Introduction: VISN 23 replaced its COTS BRIT PACS system with several applications including a vendor neutral archive (VNA) from Hyland software. A previous migration effort utilized BRIT migration servers to move imaging studies from the legacy BRIT PACS to the Hyland VNA. It has since been determined that VISN up to 1,400,000 migrated medical imaging exams are missing study instances (images). The images involved originate from the various sites in VISN23 as tabulated below, however, the BRIT PACS system is physically located at the Minneapolis VAMC. Healthcare System Site Address Minneapolis VA Health Care System Minneapolis VAMC One Veteran Drive Minneapolis, MN 55417 St. Cloud VA Health Care System St. Cloud VAMC 4801 Veterans Drive Saint Cloud, MN 56303 Fargo Health Care System Fargo VAMC 2101 Elm Street N Fargo, ND 58102 Sioux Falls Health Care System Sioux Falls VAMC 2501 W. 22nd Street, PO Box 5046 Sioux Falls, SD 57117-5046 Central Iowa Health Care System Central Iowa VAMC 3600 30th Street Des Moines, IA 50310-5774 Iowa City Health Care System Iowa City VAMC 601 Highway 6 West Iowa City, IA 52246 Nebraska Western Iowa Health Care System Omaha VAMC 4101 Woolworth Avenue Omaha, NE 68105 Lincoln VAMC 600 S. 70th Street Lincoln, NE 68510 Grand Island VAMC 2201 North Broadwell Ave. Grand Island, NE 68803 Black Hills Health Care System Fort Meade VAMC 113 Comanche Road Fort Meade, SD 57741 Hot Springs VAMC 500 North 5th Street Hot Springs, SD 57747 Scope of Work: VISN 23 desires to identify and migrate again the imaging exams that are missing images based on comparison of files residing on the BRIT PACS, the BRIT migration servers, and the Hyland VNA. Based on the age of existing hardware, VISN 23 requires that imaging studies be migrated from the BRIT migration servers instead of the legacy BRIT PACS where possible. Additionally, VISN 23 requires that imaging exams be migrated from the legacy BRIT PACS be migrated to the VNA before migrating imaging exams from the BRIT migration servers. VISN 23 will require validation of work at specified milestones of the project. The vendor shall identify the imaging exams that are missing images based on comparison of files residing on the legacy BRIT PACS, the BRIT migration servers, and the Hyland VNA. The vendor will select the tool of their choice to identify these imaging exams and all costs associated with use of the selected tool shall be included in the vendor s bid. A description of this tool including the algorithms used in the identification effort shall be contained in the bid. A listing of these exams and their migration source, e.g. BRIT legacy server or BRIT migration servers) will be provided to the Contracting Officer Representative (COR), Caroline Campbell, for validation. A period of 2 weeks will be allowed for validation. Upon written acceptance of the imaging exam migration list, the vendor shall begin the migration effort. Bi-monthly reports shall be submitted to the COR that contains a listing of the imaging exams migrated. This contract shall facilitate migration of 1,400,000 imaging exams in five segments of 280,000. Each segment shall last no more than six months. The contractor shall notify the COR when the migration of the 280,000 imaging exams has been completed. The COR shall be provided a period of 2 weeks to validate completion of the work and identify any imaging exams that were not successfully migrated. Any exams identified as not successfully migrated, will be migrated again at no additional cost to VISN 23. The COR will notify the contractor of each segment s acceptance in writing. Project Management: The contractor shall assign one project manager for planning and completing the scope of work. The project manager shall schedule a kick-off call to officially initiate the implementation, review the scope of services to be provided, introduce team members, set expectations, and develop a communications plan. The Project Manager shall provide a documented project plan that includes timeline for identification of imaging exams to be migrated and the source of those imaging exams, timeline for image migration, and articulate all activities to be completed by VISN 23 staff including validation. The project manager shall schedule the migration work with the COR to minimize interruption of service. The project shall schedule no work to be performed by the VA on federal holidays. The project plan shall be provided to the COR within 2 weeks of contract award. This project management plan shall be vetted and coordinated through, as well as approved by the COR. The contractor shall execute the project plan. The contractor shall schedule periodic status update meetings. These meetings will be conducted throughout the period of performance on an as needed basis. Cybersecurity: The contractor shall comply with all security requirements of the VA s Office of Information Technology. The contractor shall complete a form 6550 for each application to be connected to the VA network to accomplish this work. This form shall be completed by a knowledgeable network engineer and shall be submitted with the contractor s bid. The contractor shall request remote VA network access for no more than two individuals beyond any individuals currently with remote VA network access. Those newly onboarded contractors shall log into their VA account at a minimum of every 30 days to maintain access.

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