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FBO DAILY - FEDBIZOPPS ISSUE OF MAY 16, 2019 FBO #6383
SOURCES SOUGHT

J -- VISN 17 ARK Maintenance Contract A Draeger System

Notice Date
5/14/2019
 
Notice Type
Synopsis
 
NAICS
811219 — Other Electronic and Precision Equipment Repair and Maintenance
 
Contracting Office
Department of Veterans Affairs;North Texas VA Health Care System Dallas;South Texas VA Health Care System;en Central Texas Health Care System;Dallas TX, Temple TX, San Antonio TX
 
ZIP Code
75216
 
Solicitation Number
36C25719Q0756
 
Response Due
5/20/2019
 
Archive Date
6/19/2019
 
Point of Contact
danised.burt@va.gov
 
Small Business Set-Aside
Service-Disabled Veteran-Owned Small Business
 
Description
This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources, small and other than small businesses, to perform a potential requirement. Respondents are required to be registered and in good standing in The System for Award Management (SAM) https://www.sam.gov/SAM/ Purpose and Objectives: Your responses to the information requested shall assist the Government in determining the appropriate acquisition method. NAICS code: 811219 and Size Standard is $20.5M. NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and CVE verified in VetBiz Registry https://www.vip.vetbiz.va.gov/ and small for the applicable NAICS code. Status as a qualified SDVOSB and VOSB concern is under the authority of 38 CRF Part 74 in accordance with the VA Acquisition regulation (VAAR) part 819. Eligibility determination is performed by the Center for Veterans Enterprise (CVE). Only qualified offerors may submit bids. Project requirements: Full Service Contract for Preventative Maintenance on the ARK Anesthesia Recording and Monitoring Device for the North Texas Health Care System, South Texas Health Care System and Central Texas Health Care System. Anticipated period of performance: Base: June 1, 2019 May 31, 2020 Option Year One: June 1, 2020-May 31, 2021 Option Year Two: June 1, 2021-May 31, 2022 Option Year Three: June 1, 2022-May 31, 2023 Option Year Four: June 1, 2023-May 31, 2024 Information sought: Response to this announcement shall not exceed 10 pages and should include the following information: A tailored capability statement indicating the firm s ability to provide the services required in the Description of Service Section. Include any certifications/qualifications for accomplishing repairs the work listed in the Statement of Work. Firms must submit documentation from Medivators stating that they are an authorized third-party vendor and have the necessary certifications and training to perform the work. This documentation must be on Draeger Letterhead. The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, small, etc.,) pursuant to the applicable NAICS code; Information should be provided electronically in a Microsoft Word or Adobe PDF format. Please e-mail your response with the above information to danised.burt@va.gov with the subject line "Sources Sought, Medivators Full Service Contract/your company name" by 8:00 AM CST on May 20, 2019. Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice shall not be considered adequate responses to a solicitation. Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). STATEMENT OF WORK The Contractor shall perform all 24x7 proactive monitoring, remote and/or on-site maintenance, scheduled upgrades, preventive maintenance, unscheduled repairs, corrective maintenance and technical support of all software and all hardware listed in Attachment B, Draeger Medical Inventory List (latest version), including all software version changes, upgrades, updates, patches, enhancements, corrections and new releases during the performance period at each location. VA anticipates quarterly software update releases of terminology. In turn, the Contractor releases of terminology in List Manager shall be within 90 days of VA terminology releases, in both the test and production environments at each facility. The Contractor shall coordinate maintenance and support with the COR and VAMC Points of Contact (POCs). Note: The Draeger Medical Inventory and associated Draeger Medical Inventory List is subject to change in order to meet VISN needs. The Contracting Officer may, at any time, make changes within the general scope of this contract in the Inventory items to be serviced (i.e., additions or reductions in the number of inventory items, relocation of items, etc.). The service under this task includes all labor, tools, test equipment, diagnostic software, supplies, parts, shipping, and Contractor staff supervision necessary to perform remote and/or on-site services defined herein. The Contractor shall provide overnight, next day delivery of parts when needed to maintain full performance of the system. The Contractor shall provide shipping to return any defective parts from VA Facilities to the Contractor. There shall be no additional cost to the Government for shipping. The Contractor shall not perform any additional services beyond those authorized at any time during the duration of the contract without the expressed written approval of the CO in accordance with the terms and conditions of this Contract. Any additional work performed without this approval, will be performed by the Contractor at no additional cost to the VA. TELEPHONE AND ON-LINE SUPPORT AND TECHNICAL CONSULTATION The Contractor shall provide the VA with toll free corporate office telephone numbers, mobile telephone numbers and email addresses for the Contractor s key staff for both normal hours and after hours. The Contractor shall provide telephone and online remote support 24 hours per day, 7 days per week, and 365 days per year for both maintenance and technical support. The Contractor shall provide an online website portal that enables VA to submit, tracking and query field service requests. The Contractor shall allow an unlimited number of requests. SCHEDULED MAINTENANCE The Contractor shall perform scheduled (preventive) maintenance in accordance with manufacturer s recommendations of all Draeger Medical Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool software and hardware identified in Attachment B, Draeger Medical Inventory List (latest version). The Contractor shall initiate corrective maintenance whenever equipment defects are discovered as a result of the Contractor performing scheduled/preventive maintenance services. The Contractor shall provide scheduled maintenance and software updates during normal working hours or at a mutually agreed upon time by the COR and the Contractor. The Contractor shall contact the COR and POCs to schedule mutually agreeable times for the performance of any scheduled activities. The Contractor shall recommend to the COR when equipment should be made available for scheduled maintenance. Upon COR approval, the Contractor shall finalize that schedule. UNSCHEDULED MAINTENANCE The Contractor shall provide the VISN and VAMCs with an unlimited number of unscheduled maintenance and technical support incidents during the performance period. Support includes both remote and on-site support. Support includes 24X7X365 remote monitoring of system performance. The Contractor shall perform all unscheduled corrective maintenance during the performance period. The Contractor shall troubleshoot, repair and/or resolve, on request by the COR or POCs, all Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool equipment, software and hardware identified in Attachment B, Draeger Medical Inventory List (latest version). All software and hardware repaired by the Contractor shall be restored to manufacturer s specifications. Equipment replacement due to maintenance remediation shall be the Contractor s responsibility. In the event that the Contractor is unable to repair or resolve an equipment problem, including all Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool servers and associated peripheral devices and components such as uninterruptable power supplies (UPS), drives, mice, keyboards, mounting hardware, cables, etc.), the Contractor shall promptly replace the equipment at no additional cost. For technical problems, functional incidents or for questions during business hours, the Contractor shall provide communication options for VISN 17 as described in 6.2.1. For each request, the Contractor shall communicate the following via email or telephone to VISN 17 in response to each event communicated by VA to the Contractor: Brief Description of the problem What version or software is being affected What equipment or component is being affected If this issue affects patient safety Workaround (if any) and expected release date of patch, upgrade or update (if any) Status and estimated completion date/time The Contractor shall communicate all known software and hardware issues to the COR weekly via email or by telephone. The Contractor shall respond to a request for unscheduled corrective maintenance for a software or hardware issues, malfunctions or failures, by a fully qualified representative, in accordance with response time requirements defined in Table 1 of Section SYSTEM ENHANCEMENT SERVICES The Contractor shall provide all software upgrades, project management, implementation services, training and all labor associated with upgrades (on and off site), updates, and new versions including any replacement version or name revisions of the existing perpetual unlimited, non-exclusive software licenses. Enhancement services are performed as part of scheduled maintenance. There shall not be any additional cost for system enhancement services. The Contractor shall follow the VA-nationally approved Draeger Medical User Group standard operating procedures by which software and/or hardware enhancement requests submitted by the VA are evaluated, prioritized, and implemented into the application updates at no additional cost to VA during the duration of the contract period.  Approved enhancements shall be provided by the Contractor and must be made available upon release to all VISN s under contract with Draeger Medical. The timeframe and method of delivery must be agreed upon by the COR and Contractor and must approved by the Contracting Officer. Upon approval, the Contractor shall coordinate and distribute enhancement and maintenance updates and releases by using an appropriate electronic media, printed media or its website in accordance with VA requirements for electronic, printed or web based media. The Contractor shall test the system after any changes to ensure that the system continues to function in accordance with manufacturer s specifications. SOFTWARE UPDATES AND UPGRADES All new software versions shall be covered in this effort including all subsequent versions designed to replace the version originally installed under this contract. As part of scheduled and/or unscheduled maintenance the Contractor shall furnish, install and maintain all software upgrades, version changes and/or updates to the system. The Contractor shall monitor and maintain the system at the most current software releases including maintaining up-to-date current security patches. The Contractor shall provide any successor versions of Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool including, software updates, version changes, and upgrades at no additional charge to the Government. UPDATES The updates can be 1) initiated by the Contractor to improve functionality of the Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool, 2) in response to changes in VA/VISN enterprise needs, 3) to maintain the Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool as compliant with VA data standards, and/or regulatory requirements, 4) to maintain compatibility with other systems, including the VA Standardized Terminology 5) to maintain VA standards in regard to security updates and patching. It is estimated that there will be quarterly updates per year required related to maintaining standardized terminology and compatibility among systems. Regardless of the reason for the update or upgrade, the Contractor shall plan and schedule these upgrades through coordination with the COR. Software updates shall be scheduled ten (10) days in advance. Updates or corrections related to patient safety, regulatory requirements or interface to VistA will be classified as a patient safety issue with urgent priority.  The Contractor shall provide an action plan within 30 days and shall implement an update (fix) within 180 days from the time of notification.   Regardless of the reason for the update, the Contractor shall plan, coordinate and schedule these updates across the VISN using change management. All software and supporting release notes, user and technical literature shall be updated and provided to the VISN and Facilities as software updates are implemented. Software, including commercial Operating Systems, must not be self-canceling, which is interpreted to mean the function of the software will not be stopped due to elapsing time or other condition not identified with original equipment purchase. The Contractor is responsible to ensure any third-party provided software is included in this restriction. All software updates and upgrades must be tested in a non-clinically active environment and approved by VA before being implemented in a clinically active environment. The Contractor shall report and distribute maintenance updates or releases by using an appropriate electronic or printed media to the COR. Alternatively, the Contractor may offer access to maintenance copies through its company website. UPGRADES: As VA ARK systems evolve, new functionality that is not currently known or available and beyond the scope of quarterly updates for fixes, standard terminology compliance, etc., will be desired by the Government to enhance patient safety, quality and to improve patient care. Furthermore, other VistA applications are likely to be developed in the future; therefore, the Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool system to be installed must have the flexibility within the application to adapt to the changing needs of VA. These types of improvements are upgrades are defined as hardware, software and/or firmware changes that provide additional application features and functionality to an existing system. An example of an update is changing from Version 4.0 to Version 4.1. An example of an upgrade is changing from Version 4.2 to Version 6.1. All Software Updates and Upgrades shall be included as part of maintenance at no additional cost. If an upgrade requires a major hardware upgrade in order to provide the additional functions it will be made available for purchase. Upgrades to Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool applications include changes to the database that include additions of new branches or nodes to the MindMap, reorganization of existing terms and resultant term serial numbers.  The Contractor is responsible for acquiring any certifications from a regulatory agency such as the Food and Drug Administration at no additional cost. Updates and Upgrades Training The Contractor shall provide release notes and informational training sessions associated with any and all updates and/or upgrades, including on site labor, at no additional cost. Onsite Technical Support The Contractor shall provide onsite Innovian technical support for a total of approximately 40 hours per week at VISN 17 s VA Health Care Systems (Dallas, Temple and San Antonio Texas combined. The Contractor shall provide one onsite Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool technician to be located as detailed in the below table. Facilities Serviced Main Location Hours of Onsite Support Facility 1 Dallas VA Medical Center, 4500 South Lancaster Road, Dallas, Texas 75216 18 Facility 2 Olin E. Teague Memorial VA Medical Center, 1901 Veterans Memorial Drive, Temple, Texas 76504 8 Facility 3 Audie L. Murphy Memorial VA Medical Center, 7400 Merton Minter Boulevard, San Antonio, Texas, 78229 15 On-site technical support shall begin within ninety (90) days of award and shall continue to the end of the base period and option periods. This requirement includes: Technical support and troubleshooting to staff and end-users at each medical center residing in the three Health Care Systems. Maintenance and growth of Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool. Ongoing General Staff Training. Support for ongoing modifications and additions to content and system. Management of day-to-day system operations including performing and monitoring back-ups and security patches. Manage implementation of additional VA provided content into the Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool. Maintenance, troubleshooting, and support of the Innovian Anesthesia solution. Support for ongoing Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool reports analysis. Participation in Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool VA User Groups. Participation in weekly Anesthesia Chief meetings. INTERFACE SUPPORT As part of the unscheduled and scheduled maintenance, the Contractor shall ensure that all Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool side interfaces, including but not limited to, VistA, VistA Imaging/CPRS, Medical Devices, analytics, Anesthesia Record Keeper (ARK), etc.) and data transfer links are maintained consistently throughout the period of performance. The Contractor shall coordinate with other Vendors and/or Contractors when necessary to accomplish this task. VistA INTERFACE Support The integration of Draeger Medical Innovian Anesthesia with VistA shall be maintained by the Contractor to ensure that the Innovian Anesthesia side of the interface provides for transfer of clinical and administrative data between the Innovian Anesthesia and the VistA systems at each VISN 17 VAMCs. VISN 17 shall implement the VistA side of the interfaces under a separate contract using the Document Storage Systems (DSS) DataBridge interface. The Contractor shall certify to the Contracting Officer and COR that its Innovian Anesthesia interface with VistA meets VHA National standards. The Contractor must perform ongoing certification as DataBridge updates are/or Draeger Medical updates are released quarterly in order to verify that the Innovian Anesthesia retains full functionality and integration through the DSS DataBridge to VistA in accordance with the Government interface specifications as described in Attachment A, CIS/ARK System Specifications (latest version). The Contractor shall coordinate with other Vendors and/or Contractors when necessary to accomplish this task. MEDICAL DEVICE INTERFACES Support The Draeger Medical Innovian Anesthesia side of the medical device interface shall be maintained and supported by the Contractor. Interfaces include physiological monitors, ventilators, anesthesia machines and other medical devices. The Contractor shall coordinate with other Vendors and/or Contractors when necessary to accomplish this task. Standby (Exchange) Work Stations and Drives The Contractor shall provide a total of six (6) standby Clinical Work Stations for VISN 17. Two (2) clinical work stations shall be located and stored at each of the three (3) facilities and controlled by the VA Innovian Anesthesia System Administrator. The COR or facility POC will notify the Contractor when a work station is in need of replacement and when a standby item is used. Upon request, the Contractor shall ship a replacement work station within 24 hours. VA will retain all hard drives and will return work station without the hard drive The Contractor shall be responsible for all costs associated with shipping the defective work station to the Contractor. Deliverable: A. Spare Clinical Work Stations ADDITIONAL MEDICAL DEVICES AND INTERFACE CABLES The Contractor will provide Dallas, Temple and San Antonio VAMCs with an unlimited number of new/additional interfaces during the performance period and shall perform all work associated with new medical device interfaces requested during the performance period at no additional cost. In addition, the Contractor shall provide all associated additional and replacement interface cables required for any interfaces (existing or new). The Contractor shall include this in the pricing however shall not submit an invoice for payment unless this option is needed. Invoicing will be included in the regular monthly invoice, in arrears, and will only be in the amount actually used. Deliverable: Medical device interface cables ANALYTICS INTERFACE Support The Contractor shall support integration of Draeger Medical Innovian Anesthesia with VistA systems in VISN 17 and ensure the capability to extract clinical data from the Innovian Anesthesia for input to analytics databases which may include, but not be limited to, Draeger Medical Data Repositories, VHA or VISN data warehouses, or commercial analytics systems. The Contractor shall implement and maintain data integrations with the analytics databases and with the VistA system in VISN 17 through the DSS DataBridge interface or other means. The Contractor shall ensure that data is inclusive of all administrative and clinical data contained within the Innovian Anesthesia. The Contractor shall ensure that Innovian Anesthesia provides the data extracts to the analytics database(s) in the proper format. The Contractor shall coordinate with analytics Contractor(s), VA data ware house staff, VAMC staff and the COR to validate the data. The Contractor shall coordinate with other Vendors and/or Contractors when necessary to accomplish this task. DATABASE ADMINISTRATION SUPPORT The Contractor shall be responsible for the day-to-day operations and support of the Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool Data Repository located at each facility. The Contractor shall provide qualified Database Administrator expertise to each VAMC database and reporting needs. The Contractor shall provide database administrator expertise to assist the VISN and VAMCs in the planning, design/redesign, development, testing, implementation, maintenance and repair, and documentation needed to adequately support the database, analytic reporting tools and reporting needs. The Contractor shall provide database monitoring and error checks, baseline configuration assessment, logical and physical modeling, tailoring, tuning, troubleshooting, integrating, patching, upgrading, reporting, backups, recovery, archiving, export, transfer and load (ETL) and all other tasks related to data base support. The Contractor shall provide solutions for configuring and maintaining the disk space using centralized management software in the most efficient manner available. REPORT TEMPLATE SHARING All Draeger Medical Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool reports produced using data aggregation, analytics, stored procedures, extractions, reporting services, business intelligence tools, or any other method, for information gathering and expressing (in any format) including but not limited to such as statistical analysis, compliance measures, performance measures, audits, quality improvement, usage trends, etc., that are developed by the  Contractor for any VA facility or a VISN,   must be made available to all other VISNs having the same Contractor at no additional cost to VA. SYSTEM TESTING The Contractor shall participate in testing of the Innovian Anesthesia software and interfaces in accordance with the current version of the Government-approved Innovian Anesthesia Test Script (see Attachment C) (latest version), including connectivity tests with VistA, medical devices, VA networks, servers, work stations, data marts and data extractions for VA and/or commercial analytics systems. Upon completion of any Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool software repairs, updates, upgrades and installations, the Contractor shall test the system to ensure it is fully functional in accordance with the manufacturer specifications and the requirements in Attachment A, CIS/ARK System Specifications (latest version). The Contractor shall also be responsible for validating compliance with VA data standards and terminology for the clinical data in the Innovian Anesthesia. Testing shall be coordinated and scheduled with the COR and facility POCs. The Contractor shall in conjunction with VA create for approval Test Plan for installation of updates and upgrades including comprehensive test scripts that shall include a comprehensive actual-patient, parallel test. The Test Plan shall encompass a phased approach in which the integration with Interfaces is demonstrated in Phase I to ensure that no changes that were made to the system following the initial validation caused unintended effects that degraded the integration of the Innovian Anesthesia with the Interfaces. Phase II shall demonstrate the validation of existing Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool Reports to ensure they function properly after the update or upgrade and data extraction capability of the Innovian Anesthesia to the analytics database(s) to similarly show no degradation to the capability during the system development and integration. It is anticipated that continued refinement of the test scripts will occur throughout the life of the contract at no additional costs to VA and will be reviewed as needed by VA. The third phase shall demonstrate the full end-to-end functionality of the Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool prior to final acceptance of an update or upgrade in a patient environment. In addition to testing for the immediate functionality of the Innovian Anesthesia in accordance with the System Specification, this test plan shall specifically incorporate user management, session management with VistA; data exchange with VistA; and extraction of data for completeness and for compliance with data standards and VA terminology. The Contractor must provide initial detailed scenarios for testing that demonstrate full functionality of the application. These scenarios may be modified by the VA to include specific elements of the interface as defined in System Specifications. The Contractor shall participate with VA in the system testing in accordance with the VA-approved Test Plan, including connectivity with medical devices and for readiness for operation at the VA facilities and on the VA networks and servers. The Contractor shall also be responsible for validating compliance with VA data standards and terminology for the clinical data in the Innovian Anesthesia; and for testing the integrations of the Innovian Anesthesia with VistA/Interfaces and with any data extraction or transfer. MANDATORY CHECK IN/OUT AND REMOVABLE MEDIA SCANNING For any services performed on-site the Contractor shall, upon arrival at the VAMC, report to the Facility POC to check in before proceeding to the any department and before performing any services. Prior to leaving the medical center, the Contractor shall check out with the POC. This check in and check out is mandatory. Upon check in with the Facility POC and before performing any services, the Contractor shall ensure that any removable media is scanned by the Biomedical Engineering Section prior to connecting to any VAMC network, device or system. The Contractor shall provide any removable media to Biomedical Engineering staff. Biomedical Engineering staff will perform a malware/virus scan of the Contractor s removable media. If nothing found is displayed, the Contractor may proceed and use the removable media. If nothing found is not displayed and/or the number of detections is greater than zero (0), the removable media shall be presumed infected with malware and shall not be allowed to be used. The media shall be returned to the Contractor for virus removal. The Government will not perform any virus or malware removal on the Contractor s removable media. Biomedical Engineering will report any detection to the Facility Information Security Officer (ISO). Failure by the Contractor to check in, check out, provide removable media for scanning, or use of any infected media is a breach of security and shall be acted upon in accordance with the terms and conditions of this contract. RESPONSE TIME The Contractor shall provide the upgrades, maintenance and technical support within a specified time published in the response time requirements below in Table 1. If the problem cannot be resolved over the phone or remotely, then an authorized representative of the company will commence work within the designated time identified, and will proceed progressively to rectify the problem without undue delay without any additional cost to the government. The Contractor shall be responsible to coordinate the method of response with the COR. Urgent priority is defined as any issue that affects patient safety, regulatory compliance, and/or Innovian Anesthesia interfaces which affect life and/or property.   Urgent priority applies when malfunction or failure can result in patient injury or death or significant damage to equipment.   This includes any issue that adversely impacts patient care.   Examples include partial or complete system outages, interruptions making a critical functionality inaccessible, interruptions causing a severe impact on application availability, or data corruption resulting in missing or incorrect patient information, duplicate records, loss of data, etc.   Urgent priority requires immediate action by the Contractor. High priority is defined as having a potential to affect patient care such as degradation in performance or functionality, work flow interruptions or delays, etc. High priority warrants special attention and takes precedence over normal and low priorities.   Examples include interruption to critical functionality, access denied to data and systems, sustained degraded or unusable capabilities, not life threatening but having a potential for impact on services availability if not resolved.   High priority also requires immediate action by the Contractor in order to minimize risk of becoming an urgent priority event. Normal priority is defined as a defect or fault event but the system is operable with no impact to patient care.   Normal priority requires same day initial action but resolution may take more time.   Examples include impairment of non-critical functions or procedures, capabilities that have become unusable or hard to use but with no direct impact on patient care services or system availability. Normal priorities will typically have a workaround available. Normal priorities take precedence over low priorities. Low priority is defined as preventive maintenance or issues that do not require immediate action or attention. Table 1 list response times by priority types as defined by VA. The Contractor shall meet the response time requirements associated with each priority: Priority Call Back Response Remote-Log In Response Turn Around Time (to restore to full performance) Urgent 1 hour 1 hour 8 hours High 2 hours 2 hours 16 hours Normal 2 hours 8 hours 40 hours Low 4 hours 10 hours 48 hours TABLE 1 If Full Performance cannot be restored within the above timelines an on-site response may be required as agreed upon by VA and Contractor. Full performance means that all defective software, hardware and/or parts have been replaced with equivalent to or better than the original manufacturer s parts and that replacements meet or exceed the manufacturer s original performance specifications. SYSTEM UPTIME The system uptime shall be operable and available for use at least 98.9% of the time, 24/7. Downtime will be computed from notification of problem. Scheduled maintenance will be excluded from downtime during normal working hours as detailed herein. Operational Uptime will be computed during a month long time period. Repeated failure to meet this requirement can subject the Contractor to Termination for Cause action. DATA AND TERMINOLOGY STANDARDIZATION The Contractor shall support and participate in VHA, VISN 17 and Facility Level data and terminology standardization. Data and terminology standardization is critically important to the VHA and this contract requires the implementation and use of VHA standardized data and terminology in the Innovian Anesthesia application. As such, the Contractor shall ensure use of standardized data and terminology in the software application. The Contractor shall be responsible for representing and maintaining the clinical data of the Innovian Anesthesia in compliance with VA standards for data. The standards are maintained by VA and include sets of standard terminology, as well as a system of alpha-numeric data unique identifiers (term serial numbers) for representing the terminology. The Contractor shall ensure that Innovian Anesthesia is compliant with VA data standards in data representation and in exchange of data over interfaces with other systems. The most current listing of this standardized terminology will be provided to the Contractor in an Excel Spreadsheet by the National Draeger Medical User Group Chair and COR. VA updates these standards quarterly and the Contractor shall ensure that the Innovian Anesthesia uses the most current version throughout the period of performance. Upon receipt of the new approved version, the Contractor shall ensure that data and templates loaded onto the VISN Facility Innovian Anesthesia production servers within ninety (90) days, as noted in Table 2 below, and that they are locked to preclude any change to the Innovian Anesthesia database by VISN facility personnel. The Contractor shall be responsible for maintaining the currency of the data and templates during the performance period. The Government anticipates updating its standardized data and terminology quarterly. Data & Terminology New Version Releases Update in Production Servers 90 Days TABLE 2 INTRA-VISN DATA STANDARDIZATION The Contractor shall ensure that the Draeger Medical Innovian Anesthesia functions and operates as part of a unified and standardized data solution for clinical and administrative data throughout the VISN. The Innovian Anesthesia data must be fully available across the VISN, consistent for the data that it represents, consistent in the templates that it provides to enter and access data, integrated at the facilities, and also integrated with the VistA systems within the VISN, and with the VISN's analytics solution(s). Availability of data across the VISN shall be real-time, and is subject to data management that supports the clinical and administrative needs of the VISN, its facilities and its services. Data and templates for entering or accessing data are to be implemented and managed at the VISN-level. Functionality is to be implemented in Innovian Anesthesia for individualized displayed configurations as needed to respond to unique needs in patient care delivery and management at the facility level. The Contractor must provide real-time technical and clinical consultations upon requests from the VA for any regulatory agency which is examining quality control. Draeger Medical Innovian Anesthesia versions implement function and operations for implementation of VA standardized data, integration with VistA and extracts to analytics systems, and for providing data access and availability throughout the VISN. The Contractor shall maintain a standardized Draeger Medical Innovian Anesthesia version for the VISN that meets its specific needs. The VISN-level version is based on a National Draeger Medical Innovian Anesthesia Version, which implements national VA Standardized Data, interfaces with VistA and extracts to analytics and the data warehouse that accounts for the specifics of the VISN, its facilities and its departments. The database and content updates delivered by the Contractor shall contain exactly and only the VA National Standardized Terminology. Upon receipt of VA approved releases, the Contractor shall review the changes from the previous database and assess the work required to incorporate the new terms. This review shall be completed within two (2) weeks from receipt of the new terminology and is included in the 90 day period noted in Table 2 above. The Contractor shall make changes to the database that include addition or deactivation of terms INTER-VISN DATA STANDARDIZATION In compliance with the National Draeger Medical Innovian Anesthesia Version, the Contractor shall provide the most recent and same version of its Innovian Anesthesia to all VISNs at no additional costs. In addition, reports and/or enhanced reporting tools purchased by any individual VISNs for use shall be made available to all VA Draeger Medical Innovian Anesthesia VISNS at no additional cost. The national version of the Draeger Medical Innovian Anesthesia shall be planned, tested and validated for proper functionality and operation with versions of VA standardized data, and versions of the Interfaces with VistA and with extracts and transfers to analytics and the data warehouse. The Contractor shall maintain the current release, and then shall provide all subsequent, future versions of the Draeger Medical Innovian Anesthesia software/build at no additional cost. These future software updates may be mandated from regulatory requirements. The future software updates shall be managed under National Change Management/VISN directions in coordination with VA Central Office (VACO). To facilitate the requirement for the standardized National Draeger Medical Innovian Anesthesia Version, the VA Change Control Board includes participation from VA representatives, as well as representative of Draeger Medical and also participation of the Contractors for interfaces and the analytics. The Contractor shall ensure that all software updates are coordinated and are tested in non-clinical environments before making them available to VISNs. This includes the applicable interfaces. The Contractor shall participate in a VA-led Draeger Medical User Group that will address Innovian Anesthesia configuration changes proposed by the Contractor or the VA User Group. The Contractor shall ensure proper functionality and operation of the Draeger Medical Innovian Anesthesia at each facility by complying with VA standardized data principals. The Contractor shall coordinate changes to the Innovian Anesthesia data elements and standards, and interfaces with the COR under VA Change Management. The Contractor shall provide all Innovian Anesthesia updates with all VISNs on contract, including VISN 17, at no additional cost to the VA thereby achieving standardization goals within the National Draeger Medical User Group. The VA Change Control Board approves all changes to data standardized terms.   The VISN will request an urgent change to the standardized terms and VA Change Control Board may offer a quick approval to this urgent need by the VISN.   The Contractor shall change the standardized terms based on these approved changes to these standardized data terms. CHANGE MANAGEMENT AND CONFIGURATION CONTROL Change management refers to the managing of any event that alters, or has the potential to alter, the existing state of VISN 17 s Test or Production systems, at any facility, including software, hardware, networks and facilities. Proper functionality and operation of the Draeger Medical Innovian Anesthesia at VISN 17 involves VA standardized data and interfaces with other systems. If maintenance and support requires, or will result in, any changes to the system software or hardware, the Contractor shall ensure that the same software components and hardware components are in place at each facility to ensure there is a total standardized integrated system, and the Contractor shall supply and install any additional hardware or software needed to avoid obsolescence and to obtain said standardization during the performance period. The Contractor shall provide all associated additional and replacement servers and software required including the database servers and operating systems required to avoid obsolescence. Obsolescence is defined as four (4) years from the award date. The database server will be considered at end of life no later than four years after the server(s) hardware installation and/or software release. The replacement server(s) specifications and software versions must be approved by the COR and CO. Servers and software shall be the newest, state of the art available and shall provide the  highest level of development at time of replacement. To facilitate the requirement for a national Innovian Anesthesia version, the Government established a Change Management process. The process includes participation from Government representatives, as well as the Innovian Anesthesia Contractor and third party interface Contractors. This process ensures that all software updates are coordinated among software providers. Software updates must be tested in non-clinical environments before making them available to all VISNs. The Contractor shall participate in a Government-led Draeger Medical Innovian Anesthesia Change Management Board and National Draeger Medical User Group that shall address any proposed Innovian Anesthesia configuration changes. Innovian Anesthesia User Group meetings address Innovian Anesthesia configuration changes proposed by the Contractor or changes that are necessitated by interface changes proposed by the VA National Draeger Medical User Group responsible for various components of the system or by Government standards changes. Participation may include telephone conference calls, online live meetings and face to face meetings. The Contractor shall coordinate all system changes with VA s Change Control Board using VA s change procedures and through the VA COR for the system. The Contractor shall implement all changes to the Innovian Anesthesia application or interfaces approved by the COR into routine quarterly update and version upgrades to Innovian Anesthesia or associated interfaces such that Innovian Anesthesia continues to function and operate correctly. Changes will be coordinated and managed with the COR. Synchronization of Product Warranty Expiration During the performance period, VISN 17 VAMCs will have or may have Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool products that were acquired under a previous or separate acquisition/contract. In the event that items not listed in Attachment B, Draeger Medical Inventory List reach the warranty expiration date, those items will be added to, and maintained under, this Contract through a modification by the Contracting Officer. As items not listed in the Draeger Medical Inventory list reach warranty expiration, those items will be considered for addition to this contract through a modification by the Contracting Officer. If items on the Inventory List are removed from service, likewise, the contract will be modified to remove items no longer requiring these services. REPORTS/DOCUMENTATION SERVICE REPORTS The Contractor shall provide a Service Report to the pertinent Facility VA Point of Contact (POC) designated by the COR at the completion of a service call prior to departing the VAMC or at the conclusion of remote service. The Service Report shall document the services rendered and shall include equipment description, model, equipment entry (barcode) number, serial number, date and time of service, description of services, the latest version of software patch or upgrade, results of services, name of individual who performed the services, and travel, labor and parts information. Monthly ELECTRONIC SERVICE LOG The Contractor shall provide and maintain an Electronic Service Log for tracking of all services performed under this contract. This Electronic Service Log shall be VA-accessible. The content of the log shall include all service calls, repairs, updates, upgrades, version changes, or changes required to the system and special service requests generated throughout the duration of the contract. For each service item, the Electronic Service Log shall include a unique reference number, date and location of service, problem, staff assigned, actions taken, follow up actions required, estimated completion time, completion time, date complete. This log can be web-based for easy access by the Government and the Contractor. The Contractor shall provide a sample of the above log for approval by the COR before implementing the Electronic Service Log. Manuals, Release Notes and Service bulletins The Contractor shall provide an electronic copy of the user manuals, system administrator manuals, operating/maintenance and/or technical manuals, release notes, service bulletins, etc. necessary for the operation and support of the software and hardware to the COR. Deliverable: Service Reports Electronic Service Log DIASTER RECOVER AND FAILOVER PLAN The Contractor shall provide a disaster recovery and failover plan in the occurrence of hardware, software failure, an outage, natural occurrence (such as hurricanes, tornadoes, earthquakes, etc.). The Contractor shall provide support for roll over to other servers. Deliverable: Disaster Recovery and Failover Plan PRODUCT MODIFICATION, REMOVAL OR RECALL If any product supported under this contract requires modification, is removed or recalled by the Contractor or manufacturer, or if any required modification, removal or recall is suggested or mandated by a regulatory or official agency, the Contractor shall notify the COR within four (4) hours via email notification that includes the following information: Complete item description and identification Reasons for modifications, removal or recall. Necessary steps for return for credit, replacement or corrective action. The Contractor shall provide the above information to all VA Facilities who purchased the product. The COR shall be provided a copy of the notification and a list of all VA facilities notified. The Contractor shall perform all steps required for return for credit, replacement or corrective action for all affected Facilities. EMERGENCY OPERATIONS The Contractor shall provide an Emergency Plan and continuity of operations plan. If there is a disaster or emergency situation the Contractor shall provide a back out or failover process. The emergency and continuity of operations plan shall be provided ten (10) calendar days after award and shall be reviewed and updated as needed. The plans shall document the Contractor strategy, plan and procedures to maintain Draeger Medical Innovian Anesthesia during an emergency. When any disruption of normal, daily operations occur, the Contractor shall promptly open an effective means of communication and verify the following: Key points of contact (VA and Contractor) Temporary work locations (alternate office spaces, telework, virtual offices, etc.) Means of communication available under the circumstances (e.g. email, webmail, telephone, FAX, courier, etc.) A description of the Contractor s emergency management procedures and policy A description of how the Contractor will account for their employees during an emergency Planned temporary work locations or alternate facilities How the Contractor will communicate with VAMC s, VISN s and VA during emergencies A list of primary and alternate Contractor points of contact, each with primary and alternate: Telephone numbers E-mail addresses Procedures for protecting VA furnished equipment (if any) Procedures for safeguarding sensitive and/or classified VA information (if applicable) Deliverable: A. Emergency and Continuity of Operations Plan TRANSITION/ORIENTATION SUPPORT OUTGOING TRANSITION/ORIENTATION SUPPORT The Contractor shall develop and deliver an Outgoing Transition Plan in the event that all or part of the tasks are terminated or completely transitioned to the Government or a new Contractor at the end of the period of performance. The Contractor shall submit details for the Outgoing Transition Plan, and execute the Outgoing Transition Plan upon Government approval at no additional cost. The Outgoing Transition Plan may be exercised by the Government anytime during the base and/or Option periods. The Draft Outgoing Transition Plan shall be delivered within ten (10) business days of contract award. The Contractor shall provide subject matter expert (SME) support to affect the requisite knowledge transfer in accordance with the resulting Transition Plan and schedule. VA will approve the final Outgoing Transition Plan. The Contractor shall work collaboratively with other support Contractors and/or VA personnel. As part of collaboration, the Contractor shall convey any and all information, as it pertains to VA, its processes, diagrams and reports that emanate from the system that may be requested to support this collaboration. This support shall also consist of providing advice, clarification or explanation to facilitate the understanding of the information presented. At a minimum, the Contractor shall address the following areas in the Outgoing Transition Plan: a)  Roster of key POCs with email address and telephone numbers b)  Transition timeline with key milestones c)  Data/databases migration/archiving d)  GFE; Medical Mobile devices in inventory, etc. e)  Inventory and transition of historical data (e.g., memos, letters, correspondence, regulations, reports, documents, transition agreement documents, software licensing agreements, hardware maintenance agreement, memorandums of agreement/understanding, and inter-service agreements) f)  Procedural manuals/guidelines g)  Operating instructions h)  Data and workflow process i)  Templates used in day-to-day operations j)  Orientation to introduce incumbent Contractor team, programs, and users to the incoming team, explaining tools, methodologies and business processes k) Procedures to introduce Government personnel, programs and users to the Contractor team s tools, methodologies and business processes l) Strategy and approach regarding personnel staffing and training during the transition period m) Process for transfer of on-hand inventory, if applicable n) Transition checklist o) Signed turnover agreements Deliverable: Outgoing Transition Plan TRAINING The Contractor shall include training in the pricing however shall not submit an invoice for payment unless the training option is utilized. If used, invoicing will be included in the regular monthly invoice, in arrears, and will only be in the amount actually used. The Contractor shall provide remote and on-site user training to both clinical and non-clinical staff on the use and operations of the Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool software/hardware. Final dates and times for all training at each location shall be mutually agreed upon between the Contractor and with the POC at each individual site. The Contractor shall contact the COR and POC to discuss and schedule training. Training shall be conducted at each location and shall include, but not be limited to, initial training of new personnel in operation and care of the Innovian Anesthesia and Innovian Anesthesia Analytics Reporting Tool, as well as an actual demonstration of the system, and its interaction with the existing systems identified, i.e., VistA, medical device integration, Reporting Tool(s) and VA and/or commercial analytics solutions. The Contractor shall provide guidance on completing any adjustments or other actions that may be undertaken by operating personnel in the event of malfunction or failure. The Contractor shall provide training manuals and instruction materials with implementation with each update to each attendee. VA will provide the total number of personnel to be trained. Training shall be provided in various forms of media such as, but not limited to, tutorials, manuals, computer-based training, distance and on-site training, as appropriate. The Contractor must provide web-based training, self-paced to include modular training for clinical, technical and administrative that must be shared across VISNs at no additional cost to VA. In addition to the training outlined above, training will also include, but not be limited to, the following: Innovian Anesthesia System Administrator training which shall be conducted at multiple sites including but not limited to off-duty tours selected by the VISN COR and VAMC POCs. 2. Innovian Anesthesia Super User training at each individual facility will be videotaped by the Contractor and an edited agreed upon version will be provided back to the VISN to use within clinical and administrative training at no additional costs to the VA. 3. Innovian Anesthesia Analytics Reporting Tool User training at each individual facility will be videotaped by the Contractor and an edited agreed upon version will be provided back to the VISN to use within clinical and administrative training at no additional costs to the VA. 4. Annual on-site refresher training (8 hours) at each facility will be provided by the Contractor during each option year period. These ongoing training sessions shall include updated competencies and checklists for the specific changes which occur during the previous implementation period. Annual On-Site Refresher Training Location Total # of Attendees Content Covered/Brief Course Outline # Days/Hours of class System Admin On-site 1 course per year, 2 attendees per site See below TBD Super User On-site 1 course per year, unlimited attendees See below TBD Analytics Reporting Tool On-site 1 course per year, unlimited attendees See below TBD System Administrator Training shall include but not be limited to roles and responsibilities, system architecture and configuration, networking and system topology, authentication and user accounts, system navigation, application documenting and viewing, security, workflow and data flow, configuration tools, integration with VHA healthcare information systems, data handling and backups, testing and troubleshooting and managing help requests. Super User Training shall include but not be limited to roles and responsibilities, system architecture, network topology, system navigation, applications, application documenting and viewing, security, workflow and data flow, configuration tools, testing and troubleshooting and managing help requests, clinical environments and data on flow sheets, all application functions, testing and troubleshooting and managing help requests. GDR and Real Time Reporting Training shall include but not be limited to roles and responsibilities, report building techniques, navigation, queries and templates, exporting and analysis of data and all reporting application functions METHOD AND DISTRIBUTION OF DELIVERABLES The Contractor shall deliver documentation in electronic format, unless otherwise directed in Section B of the solicitation/contract. Acceptable electronic media include: MS Word 2010 or current version, MS Excel 2010 or current version, MS PowerPoint 2010 or current version, MS Project 2010 or current version, MS Visio 2010 or current version, and Adobe Postscript Data Format (PDF) current version. PHYSICAL SECURITY & SAFETY REQUIREMENTS Contractor personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property.   Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law. The Contractor personnel shall wear visible identification at all times while they are on the premises. VA does not provide parking space at the work site; the Contractor must obtain parking at the work site if needed.   It is the responsibility of the Contractor to park in the appropriate designated parking areas.   VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside/outside any building other than the designated smoking areas. Possession of weapons is prohibited. The Contractor shall obtain all necessary licenses and/or permits required to perform the work, with the exception of software licenses that need to be procured from a Contractor or vendor in accordance with the requirements document. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. TB SCREENING The Contractor shall provide written certification that all contract employees assigned to the work site have had a pre-placement tuberculin screening within 90 days prior to assignment to the worksite and been found have negative TB screening reactions.   The Contractor shall be required to show documentation of negative TB screening reactions for any additional workers who are added after the 90-day requirement before they will be allowed to work on the work site. NOTE:   This can be the Center for Disease Control (CDC) and Prevention and two-step skin testing or a Food and Drug Administration (FDA)-approved blood test. Contract employees manifesting positive screening reactions to the tuberculin shall be examined according to current CDC guidelines prior to working on VHA property. Subsequently, if the employee is found without evidence of active (infectious) pulmonary TB, a statement documenting examination by a physician shall be on file with the employer (construction contractor), noting that the employee with a positive tuberculin screening test is without evidence of active (infectious) pulmonary TB. If the employee is found with evidence of active (infectious) pulmonary TB, the employee shall require treatment with a subsequent statement to the fact on file with the employer before being allowed to return to work on VHA property. Information shall be provided directly to.at each facility FACILITY/RESOURCE PROVISIONS The Contractor shall request other Government documentation deemed pertinent to the work accomplishment directly from the Government officials with whom the Contractor has contact. The Contractor shall consider the COR as the final source for needed Government documentation when the Contractor fails to secure the documents by other means. The Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work. PLACES OF PERFORMANCE: Tasks under this PWS shall be performed at VISN 17 VAMCs or may be performed remotely at Contractor facilities. Work may be performed at remote locations other than Contractor facilities with prior approval of the COR. On-site support shall be performed in VA facilities located in the following locations: Facility 1: North Texas Veterans Health Care System: Dallas VA Medical Center, 4500 South Lancaster Road, Dallas, Texas 75216. Phone: 214-742-8387 Facility 2: Central Texas Veterans Health Care System: Olin E. Teague Memorial VA Medical Center, 1901 Veterans Memorial Drive, Temple, Texas 76504. Phone: 254-778-4811 Facility 3: South Texas Veterans Health Care System: Audie L. Murphy Memorial VA Medical Center, 7400 Merton Minter Boulevard, San Antonio, Texas, 78229. Phone: 210-617-5300 HOURS OF PERFORMANCE: Work shall occur Monday Friday between 8 a.m. to 5 p.m. local time, excluding federal holidays. FEDERAL HOLIDAYS Federal Holidays: The 10 holidays observed by the Federal Government are: New Year s Day January 1 Martin Luther King s Birthday 3rd Monday in January Presidents Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in September Columbus Day 2 Monday in October Veterans Day November 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25 The President of the United States of America may declare additional days as a Federal holiday, and if so, this holiday will automatically be added to the list above. When a holiday falls on a Sunday, the following Monday shall be observed as a Federal holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday. OTHER REQUIREMENTS: Annual PM s shall be performed as scheduled by the COR. After-hours customer telephone support is available from 6 pm to 10 pm, Monday through Friday, on Contractor s business days. After-hours customer telephone support is available from 6 am to 6 pm Central time on nonbusiness days seven days a week including holidays. CERTIFICATIONS: The contractor shall certify that that their field service engineers (FSE) are OEM-trained to service the equipment and that they shall provide only OEM manufactured replacement parts. FSE must be certified yearly and carry the documentation. CONTRACTING OFFICER REPRESENTATIVES: The Contracting Officer shall designate a VA Medical Center employee as the COR. All work coordination shall be made through the COR. The Contractor shall be provided a copy of the letter of delegation authorizing the COR at the commencement of the term of the contract. No other person shall be authorized to act in such capacity unless appointed in writing by the Contracting Officer. 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. Contracting Office Address: Department of Veterans Affairs; PRO 17 - SAO West; NCO 17 Network Contracting Activity;124 E. Hwy 67; Duncanville, Texas 75137 Point of Contact(s): Danise Burt Danised.burt@va.gov NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (14-MAY-2019); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
 
Web Link
Link To Document
(https://www.fbo.gov/spg/VA/VANTHCS/VANTHCS/36C25719Q0756/listing.html)
 
Place of Performance
Address: 4500 S Lancaster Rd Dallas TX 75216;1901 Veterans Memorial Dr, Temple TX 76504;7400 Merton Minter Blvd, San Antonio TX 78229
Zip Code: 75216
Country: USA
 
Record
SN05310691-F 20190516/190514230025 (fbodaily.com)
 
Source
FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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